## **Trustees’ Annual Report for the period**
**From Period start date 1 August 2022 To Period end date 31 July 2023**
## **Charity name:BEXLEY GRAMMAR SCHOOL PARENTS ASSOCIATION**
## **Charity registration number:278843**
## **Objectives and Activities**
||SORP reference||
|---|---|---|
|Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|**BGSPA is committed to help provide**
**equipment, facilities and services at**
**Bexley Grammar School that are not**
**available from statutory educational**
**funds or grants. The main aim of**
**BGSPA is to advance the education of**
**students at BGS by:**
**Engaging in activities that serve the**
**interests and supports the school;**
**Enhancing the education, community**
**and pastoral care of all students;**
**Fundraising and distributing those**
**funds fairly throughout the school.**|
|Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or
services identified in the
accounts.|Para 1.17 and
1.19|**It has been another very active year for**
**the PA with activities happening almost**
**every month of the school year.**
**We started in September with the YEAR**
**7 WELCOME EVENING, an activity we**
**haven’t been able to hold since 2019. It**
**was incredibly well supported by the**
**new starters and their parents, was a**
**great evening for people to socialise and**
**get to know the school. At the end of**
**the year we provided refreshments after**
**the YEAR 8 DIPLOMA EVENING as we**
**had been unable to do a welcome**
**evening for them due to Covid.**
**Altogether we raised £2,164 for the PA.**
**This event was followed by a QUIZ**
**NIGHT in November with a parent acting**
**as quiz master. Always a fun and**
**competitive event, it raised £378 for the**
**PA.**
**At Christmas we had several events**
**happen. The SALE OF CHRISTMAS**
**TREES raised £542 for the PA. At the**
**same time the CHRISTMAS RAFFLE**
**raised £1,294.**
**The CHRISTMAS SHOP is run by the PA**
**in school for several days leading up to**|
**Christmas. It is a chance for the pupils (and staff) to buy gifts as greatly reduced prices to the shops while at the same time helping to raise funds. A lot of the items sold are donated to us and increasingly more items are coming from the PA CRAFT CLUB. This is a recent initiative of a group of parents who meet regularly to take part in craft activities, usually using recycled or donated materials. We do buy in some items for sale, usually in sales where they have been massively reduced in price. The shop this year raised £676. The MOTHERS DAY SHOP is held in March and raised another £520. Also before Christmas we provided refreshments at the music department CHRISTMAS CONCERT. We also did the same for the SPRING CONCERT and MUSICAL GALA EVENING raising a total of £843. For the first time we held a GAMES NIGHT this year at the suggestion of, and organised by, a new parent to the school. It was a really fun evening that we are hoping to do again and raised £258. Our biggest fundraiser of the year is always the SUMMER FAYRE which takes place alongside the sports day. This takes a lot of organising and we have to give a huge thank you to all the BGS staff, particularly the facilities team who work so hard to make this work. The Fayre includes stalls from each of the school forms together with stalls manned by a large number of parent volunteers. The PA stalls include BBQ, Raffle, Craft stall, Plants, Tea Shop, Refreshments and Uniform. The weather was perfect this year and we raised an incredible £11,346, the largest amount ever. We cannot thank everyone enough for all their support, whether helping out or coming along to support the event. Alongside these events we have some regular events that take place. Each year we manage to get ADVENTURE ISLAND tickets we are able to sell on at reduced prices. This year we raised £225 from this. We also have a monthly PA LOTTO which people can join at any time. You pay in for a year and a monthly draw is done for a first prize of £15 and second prize of £10. There is also an extra Christmas draw. This raised £370 this year.**
|||**After a successful start last year, we**
**have had several UNIFORM SALES this**
**year. This is preloved uniform donated**
**by pupils and their families and then**
**sold on at small prices. As well as**
**helping parents and meaning the items**
**are recycled it also raised £1,015 for the**
**PA.**
**The PA is signed up for**
**EASYFUNDRAISING. People sign up**
**with Easyfundraising, choosing us as**
**their chosen charity, and we get a small**
**percentage of whatever they spend with**
**any retailers that are signed up to the**
**scheme. We raised £1,750 this way the**
**at no cost to us or the customers.**
**AMAZON had a similar scheme which**
**they have unfortunately now closed but**
**which did raise £485 this year.**
**Some parents work for companies that**
**do MATCHED GIVING which means**
**when they help us raise funds, their**
**companies match the amount raised.**
**We would encourage all parents to see if**
**their companies do this and they can**
**help us out at all. We raised £500 from**
**this in the school year.**
**None of this would have been possible**
**without the help of our volunteers,**
**whether it be at one event or on a**
**regular basis and as mentioned above,**
**the staff of BGS who work so hard to**
**help us raise funds for the school.**|
|---|---|---|
|Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|**The trustees have had regard to the**
**guidance issued by the Charity**
**Commission on public benefit.**|
|**Additional information (optional)**
You may choose to include further statements where relevant about:|||
||SORP reference||
|Policy on grant making|Para 1.38|**Funding requests are encouraged from**
**all staff (and occasionally students) to**
**be submitted in writing via our School**
**Liaison. The request should detail the**
**cost, justification and benefits arising**
**from the request. All requests are**
**considered at the next monthly meeting**
**having regard to the benefit to a**
**particular student group or the whole**
**school. The committee strives to ensure**
**funds are allocated appropriately and**
**fairly.**|
|Policy on social investment
including program related
investment|Para 1.38|**N/A**|
||||
|---|---|---|
|Contribution made by
volunteers|Para 1.38|**Everyone involved in the PA is a**
**volunteer including parents and school**
**staff without whom no events could take**
**place. Without the contribution of each**
**of the volunteers, from trustees to**
**volunteers at events, then the PA would**
**not exist. The contribution by each of**
**these people is invaluable.**|
|Other|||
## **Achievements and Performance**
||SORP reference||
|---|---|---|
|Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|**Requests for funding can be submitted**
**by any staff or student in the school.**
**They are considered at our monthly**
**meeting and a vote taken to decide**
**whether to grant the request or not. In**
**the year the charity donated £10,319 to**
**the school, for a wide range of projects**
**and initiatives. These included:**
**The Languages department requested**
**money for a “This is Language”**
**subscription which can be used by all**
**pupils to improve their skills. This cost**
**£2,077**
**Chrome books to be used across a wide**
**range of the departments. 22 chrome**
**books were purchased at a cost of**
**£2,239.**
**£900 was donated to the PE department**
**for new graphics on the walls of the**
**fitness suite.**
**£700 was donated for 70 new**
**headphone sets for the language**
**department to help with reading and**
**listening skills.**
**£600 was donated for an engineering**
**team to be brought for the year 10**
**power day to help them imagine a**
**career in STEM.**
**£530 was donated for the Young**
**Enterprise competition entry fee.**
**£500 was donated for new library books.**
**£400 was donated for new photography**
**equipment for the Art department.**
**£324 was donated for ExamPro**
**programme for the languages**
**department.**
**£304 was donated for 8 Hue HD camera**
**visualisers.**
**£300 was donated for the Carnegie**
**Reading Group books.**
**£260 was donated for ingredients for**|
**use during the year 7 power day. £230 was donated for a mock bar trail for students considering the law as a profession. £200 was donated for a magistrates mock trial. £200 was donated for the language department displays. £115 was donated for items for the sensory room. £100 was donated for pool table and equipment for the after schoolclub. £75 was donated for new plates and openers for the DT department. £65 was donated for 10 new chess sets for the chess club.**
## **Additional information (optional)** You may choose to include further statements where relevant about:
|
Achievements against
objectives set|
Para 1.41|
**We donated over £10,000 to the school**
**for a wide variety of items. The balance**
**we have left will also be donated once**
**suitable requests are received and**
**approved.**|
|---|---|---|
|Performance of fundraising
activities against objectives
set|Para 1.41|**Our largest fundraising, the summer**
**fair, raised more than ever before and**
**other fundraising activities were**
**similarly successful.**|
|Investment performance
against objectives|Para 1.41|**N/A**|
|Other|||
## **Financial Review**
|**Financial Review**|||
|---|---|---|
|Review of the charity’s
financial position at the end
of the period|Para 1.21|**At the end of the year the charity had**
**funds of £17,428 with no outstanding**
**commitments.**|
|Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|**The charity usually attempts to keep at**
**least £2,000 in reserves. This enables**
**the charity to provide floats for events**
**without volunteers having to contribute**
**and covers any expenses incurred**
**before events take place.**|
|Amount of reserves held|Para 1.22|**Circa £2,000.**|
|Reasons for holding zero
reserves|Para 1.22||
|Details of fund materially in
deficit|Para 1.24|**N/A**|
|Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|**N/A**|
## **Additional information (optional)** You may choose to include further statements where relevant about:
|The charity’s principal
sources of funds (including
any fundraising)|Para 1.47|**The PA gets its funds from a variety of**
**fundraising opportunities and is always**
**looking for new ideas on how to raise**
**funds.**|
|---|---|---|
|Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|**The charity does not hold any**
**investments**|
|A description of the principal
risks facing the charity|Para 1.46|**The main risk to the charity is that**
**events cannot take place due to a lack**
**of volunteers. We encourage all parents**
**from the school to become a part of the**
**PA and get involved to whatever extent**
**they are able.**|
|Other|||
## **Structure, Governance and Management**
|Description of charity’s
trusts:|||
|---|---|---|
|Type of governing document
(trust deed, royal charter)|Para 1.25|**Written constitution held by the**
**Secretary and available to all members.**|
|How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|**BGSPA is made up of all**
**parents/guardians who have a child**
**attending Bexley Grammar School. All**
**parents, guardians or carers of a child at**
**the school are automatically members**
**of BGSPA and eligible for nomination as**
**a trustee. Decisions are made by**
**attendees at our monthly ordinary**
**meetings.**|
|Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|**Trustees are appointed annually at our**
**AGM by proposal, seconding and vote**
**of the members present. We actively**
**encourage new parents to get involved**
**at the earliest opportunity and our**
**constitution aims for at least 2 new**
**parents to be part of our regular**
**committee meetings.**
**Our constitution does not allow any**
**Trustee to serve for more than 3**
**consecutive years unless by full**
**committee agreement where there are**
**no other volunteers for the role. This is**
**an accepted amendment to our original**
**constitution.**|
## **Additional information (optional)** You may choose to include further statements where relevant about:
|
Policies and procedures
adopted for the induction
and training of trustees|
Para 1.51|
**Following the AGM, all trustees are**
**informed of their roles and**
**responsibilities and issued with**
**information pertinent to their roles. No**
**specific training is required and new**
**trustees are assisted by former trustees**
**and the general committee.**|
|---|---|---|
|The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|**BGSPA is managed by a general**
**committee of the trustees, other parents**
**and a senior member of the school staff**
**and meet monthly throughout the**
**school year. Financial accounts are**
**presented and formal minutes taken**
**which are distributed on “Classlist”**
**before the next meeting.**
**BGSPA meets the General Data**
**Protection Regulations 2018 by using**
**“Classlist”, a parent based, secure app**
**as our main platform to communicate**
**with members and send out information**
**on our meetings and events to the**
**school community. “Classlist” is**
**registered with the Information**
**Commissioners Office (ICO).**
**BGSPA regularly contributes to the**
**weekly school newsletter giving updates**|
|||**of forthcoming events, requesting**
**volunteers, help and donations, and**
**informing of our fundraising throughout**
**the year. We post relevant information**
**on screens around the school to**
**publicise events.**
**We aim to attend the welcome meeting**
**for year 7 parents and pupils, provide**
**them with information about BGSPA and**
**invite them to our meetings AGM and**
**Welcome Year 7 Barbecue.**
**BGSPA works closely with the interests**
**of the school and staff and pupils are**
**encouraged to submit written requests**
**for funding presented at our monthly**
**meetings when the decision whether to**
**fund them is made.**|
|---|---|---|
|Relationship with any
related parties|Para 1.51|**BGSPA is a member of the Parent**
**Teacher Associations UK and hold**
**Public Liability Insurance with them.**
**BGSPA is run by volunteers and the**
**Trustees aim to carry out risk**
**assessments prior to all major events**
**and provide instruction and guidance on**
**food hygiene, health and safety,**
**environmental protection and waste**
**management to volunteers. BGSPA is**
**registered with LB Bexley under food**
**safety law to enable us to provide food**
**and refreshments at our or school**
**events and we obtain Temporary Event**
**Notices when we intend to sell alcohol**
**and display this notice at the relevant**
**event.**|
|Other|||
## **Reference and Administrative details**
|Charity name|BEXLEY GRAMMAR SCHOOL PARENTS ASSOCIATION|
|---|---|
|Other name the charity uses||
|Registered charity number|278843|
|Charity’s principal address|BEXLEY GRAMMAR SCHOOL
DANSON LANE
WELLING
KENT
DA16 2BL|
|||
## **Names of the charity trustees who manage the charity**
|1
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3
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5
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17
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20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or body) entitled**
**to appoint trustee (ifany)**|
|---|---|---|---|---|
||Deann Peetoom|Chair|1/8/22 – 12/10/22||
||BeverlyBailey|Vice Chair|1/8/22 – 12/10/22||
||Clare Henderson|Treasurer|||
||Fiona Ragg|Vice Treasurer|||
||Bnar Salar-Mecaj|Secretary|||
||Stephen Elphick|HonoraryTrustee|1/8/22 – 31/3/23||
||Pamela Campbell|Chair|12/10/22 onwards||
||Marianne Chan|Vice Chair|12/10/22 onwards||
||Saika Brooker|Vice Secretary|12/10/22 onwards||
||Hugh Gilmore|HonoraryTrustee|1/4/23 onwards||
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## – Corporate trustees names of the directors at the date the report was approved
## **Director name**
Name of trustees holding title to property belonging to the charity
**Trustee name Dates acted if not for whole year**
## **Funds held as custodian trustees on behalf of others**
Description of the assets N/A held in this capacity
Name and objects of the N/A charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for N/A safe custody and segregation of such assets from the charity’s own assets
## **Additional information (optional)**
## **Names and addresses of advisers (Optional information)**
**Type of Name Address adviser**
**Name of chief executive or names of senior staff members (Optional information)**
## **Exemptions from disclosure**
Reason for non-disclosure of key personnel details
## **Other optional information**
## **Declarations**
**The trustees declare that they have approved the trustees’ report above.**
**Signed on behalf of the charity’s trustees**
**Signature(s) Full name(s)** Pamela Campbell
**Position (eg Secretary,** Chair **Chair, etc)**
**Date** 27.03.24