2025-07-31-accounts - Bexley Grammar School Parents Association

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Trustees’ Annual Report for the period

From: Period start date 1[st] August 2024 To: Period end date 31[st] July 2025

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 fairlythroughout 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	We were able to undertake most of our usual fundraising activities after the covid. However, we couldn’t carry few activities like quiz night and bingo night due to unavailability of premises of school. Year 7 Welcome Evening:After receiving overwhelming appreciation and responses from parents and carers for organising year 7 welcome evening, we continued to organise this event in September 2024, our first activity, for the financial year. In this event, we made £1,660.52 in profit. Christmas Trees:Like previous years, we purchased and sold christmas trees. This generated a profit of £781.00for the school. Christmas raffle:as in the previous year, the Christmas raffle tickets were sold online in accordance with the relevant gaming rules. The draw was carried out before the end of term, winners notified and all prizes distributed before Christmas. The raffle raised £1,152.00

Christmas Concert and Christmas shop:
the PA runs a stall in the school for pupils to
buy presents. Many of the items sold are
donated goods and gives the pupils the
opportunity to purchase items while
supporting their school. The stall is usually
open for 4 days in the run up to Christmas.
Also, when pupils do concerts, the school
asks PA to set up refreshments and sell them
to pupils, parents and carers. Together on
both events, PA raised an income of
£2,507.21.
Mother’s Day shops:Like Christmas shop,
PA runs a stall in the school for pupils to buy
presents. The stall generated a profit of
£1,053.46.
Quiz Night:Due to unavailability of school’s
premises team, we were unable to carry out
this event.
Musical events: the PA works closely with
the various departments in the school and
were delighted to help the music department
by supplying refreshments at a music concert
and at the year end musical. These events
raised £476.69.
Adventure Island:Each year the PA is able to
obtain tickets for Adventure Island at a
discount and offer them to parents for a
reduced price. Due to less demand for
tickets from parents and communities, PA
discontinued purchasing of the tickets.
Unsold tickets from previous year generated
an income of £349.00.
Uniform sale:Parents and carers of pupils of
Bexley Grammar School donate their
children’s unwanted school uniforms. These
were sold by PA at a greatly reduced price.
This not only raises money and helps parents
out, but also means the uniform is recycled.
We intend to expand this in the coming years.
This year £358.81 raised in this way.
PA lotto:the PA runs a monthly lotto. People
buy a ticket which enters them into a monthly
draw (with a bonus Christmas draw). People
can join the lotto at any time in the year. This
year we raised an income of £785.00.
Easy fundraising:We encourage parents and
families to sign up for easy fundraising and
choose us as their chosen charity. This way

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we get a small percentage of every purchase
that people make using any retailers that are
signed up for the schemes. We raised
£1,005.42 in this financial year.
Matched giving: We received £895.57 in the
year through matched giving where
employers matched amounts for events that
parents helped out at. We would encourage
all parents to check whether their employers
run these schemes which can double the
amount that is raised from a fundraising
event.
Donations: we received £4,993.45 in
donations in the year.
Summer Fair: the largest fundraising event of
the year is the summer fair which takes place
on the same day as the school sports day. .
On a beautiful summers day people turned
out in force to support the event. However,
due to poor weather, the summer fair had to
be rescheduled to a weekday. This has
resulted in generating less income than we
anticipated. This event generated a profit of
£7,910.59. This was only possible from
dedicated volunteers’ time and staff of Bexley
Grammar School who give up so much of
their time to help make events a success.
Also, a parent of a student ran a stall and
continued to donate all the proceeds from
the stall.
Statement confirming Para 1.18 The trustees have had regard to the guidance
whether the trustees have issued by the Charity Commission on public
had regard to the guidance benefit.
issued by the Charity
Commission on public
benefit
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Additional information (optional)

You may choose to include further statements where relevant about:

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SORP reference
Funding requests are encouraged from all
Para 1.38 staff (and occasionally students) to be
Policy on grant making 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.
N/A
Para 1.38
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Policy on social investment including program related investment
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 thesepeople is invaluable.
Other

Achievements and Performance

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SORP reference
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Achievements and Performance	Achievements and Performance	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 £12,748.46 to the school, for a wide range of projects and initiatives. These included: PE Department requested donation of £1,800.00 for netball courts. The Department also funding for installing VEO sports video camera to capture footages of PE students. A sum of £1,099.00 was donated by the charity. £100.00 was donated to buy basket balls. £2,000.00 was donated to repair instruments to the Music Department. They also requested to buy handheld microphone to use in the musical events. A sum of £637.98 was donated by the charity. £299.17 was donated to invest in wireless communication systems. Science Department requested £1,000.00 to see a live operation theatre. £895.96 was donated to buy trolleys for Science Department. A broken students’ fridge was replaced. This cost £990. The library requested funding for new books for running two of TSA book clubs. This cost £458.35. £418.00 was donated to TSBA book groups ofyears 7-11. A Sum of £255 was

donated to five sets of the 8 books for the
Carnegie Reading Group. Library also
requested funding of £468.00 to install new
biometric systems. This was also funded by
the charity.
DT department requested for funding of
£450.00 for food room equipment. This was
donated by the charity.
The charity was pleased to donate £220.00
for year 9 students to attend the Magistrates
Court Mock Trial Competition again.
MFL department requested for an active hub
subscription. This cost £861.00.
Other donations were made to the following:
£85.00 – for buying visualisers by Economics
Department.
£100.00 – speech day prize for Business
Department.
£90.00 – Badge maker for Geography
Department
A Christmas tree was donated to the school -
£78.00
£80.00 – for the Craft Club
£63.00 – Pride Celebration supplies to the
History Department.

Additional information (optional) You may choose to include further statements where relevant about:

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We donated almost £13,000.00 to the
school. We aim to donate more the schools’
Achievements against Para 1.41 activities by generating more income.
objectives set
Our largest fundraising, the summer fair,
raised less than what we anticipated due to
Performance of fundraising a poor weather and change in day. Other
activities against objectives Para 1.41 fundraising activities raised money for the
set charity.
N/A
Investment performance Para 1.41
against objectives
Other
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Financial Review

Review of the charity’s financial position at the end of theperiod	Para 1.21	At the end of the year the charity had funds of £26,573.78 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 £3,000 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 £3,000.
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:

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The PA gets its funds from a variety of
fundraising opportunities and is always
The charity’s principal looking for new ideas on how to raise funds.
sources of funds (including Para 1.47
any fundraising)
The charity does not hold any investments
Investment policy and
objectives including any Para 1.46
social investment policy
adopted
The main risk to the charity is that events
cannot take place due to a lack of volunteers.
A description of the principal Para 1.46 We encourage all parents from the school to
risks facing the charity become a part of the PA and get involved to
whatever extent they are able.
Other
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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:

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Following the AGM, all trustees are informed
of their roles and responsibilities and issued
Policies and procedures with information pertinent to their roles. No
adopted for the induction Para 1.51 specific training is required and new trustees
and training of trustees are assisted by former trustees and the
general committee.
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Additional information (optional) You maychoose to include further statements where relevant about:	Additional information (optional) You maychoose to include further statements where relevant about:	Additional information (optional) You maychoose 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 fundraisingthroughout theyear. Wepost

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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 Evening for
Year 7.
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.
BGSPA is a member of the Parent Teacher
Associations UK and hold Public Liability
Relationship with any related Para 1.51 Insurance with them.
parties 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
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Reference and Administrative details

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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
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Names of the charity trustees who manage the charity

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Dates acted if not for whole Name of person (or body) entitled to
Trustee name Office (if any)
year appoint trustee (if any)
1 Pamela Campbell Chair Person
2 Vice Chair
Thurkka Treasurer
3
Manisegaran
4 Fiona Ragg Vice Treasurer
5 Saika Brooker Secretary
6 Hugh Gilmore Honorary Trustee
7
8
9
10
11
12
13
14
15
16
17
18
19
20
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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 held N/A 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

Full name(s) Position (eg Secretary, Chair, etc) Date	Pamela Campbell Saika Brooker Chairperson Secretary 12/11/2025
	12/11/2025

BEXLEY GRAMMAR SCHOOL PARENTS ASSOCIATION FINANCIAL YEAR: 01 August 2024 - 31 July 2025

2024-25 2023-24	2024-25 2023-24	2024-25 2023-24
£21,205.75 15608.76 £1,621.55 1599.61 £491.51 219.49
£23,318.81 £17,427.86
	28729.07 1534.41 785.00 1005.42 895.57 3459.04 23.38	34,865.14 200.00 630.00 1,613.22 3,992.00 0.00 21.94
	£36,431.89	41,322.30
	-14498.77 -£14,890.56 -773.94 -£591.47 -305.00 -£295.00 -4850.75 £0.00 -12748.46 -£19,654.32
-£33,176.92 -£35,431.35
£26,573.78 £23,313.22 £24,670.48 £21,205.75 £1,644.93 £1,621.55 £258.37 £491.51
£26,573.78 £23,318.81
£3,254.97 5890.95
£0.00