## **FRIENDS OF DONHEAD ANNUAL GENERAL MEETING 2021** **9am, 1[st] October 2021** ## **MINUTES** 1. Reading of Trustee Report, by outgoing Chair, Briony Tattersall, for period September 2020 - July 2021 (attached at Annex A). 2. Reading of Charity’s Accounts (pre-submission) provided by current Treasurer, John Coggan, for the period 1[st] September 2020 – 31[st] August 2021 (attached at Annex B & C). 3. Election of Trustees & Resignations: _The Charity’s Constitution provides for several Trustees, each of whom may serve up to a maximum five-year term. A charity Trustee who has served a whole consecutive term may not be reappointed for a second consecutive term._ Resignations: Chair - Briony Tattersall Vice Chair- Clionadh Pegrum Treasurer - John Coggan Election of Trustees and Officers for 2021-22: New Appointments: Chair – Macarena Perez Rosell _(moves from Secretary position to Chair)_ Secretary – Chaira Smith Treasurer – Katie Mulroe 4. Headmaster 100 Club Draw (1 x £100, 2 x£50 & 2 x£25) Secretary will notify winners and make payment 5. Thanks to Committee and volunteers by Briony Tattersall & Macarena Perez-Rosell 1 ## **(ANNEX A)** ## **TRUSTEES REPORT FRIENDS OF DONHEAD ANNUAL GENERAL MEETING** ## **9am, 1[st] October, 2021** ## **Our Mission** The key role of the Friends of Donhead (hereafter known as ‘FOD’) is firstly, to build a vibrant social community for parents, and secondly, to raise money for the School and its chosen charities. ## **Public Benefit Statement** The FOD aim to help those who need support external of the School in accordance with its Christian values. The FOD aim, where possible, to support the School financially for the purchase of items that further the child’s experience and education at Donhead Preparatory School through fundraising. The FOD aim to be inclusive and responsible in all activities. The FOD values are to support others, develop our community and be cognizant of all those in need and to try and assist within our ability. ## **Summary** During 2020-2021, the Trustees have continued to oversee the effective running of the charity, with a focus on external giving, whether monetary or materially. This period has been a continuation of the previous year with the COVID 19 restrictions still in place, meaning that ALL FOD events were again cancelled until July 2021. Prior to this, the FOD put their efforts into ‘virtual fundraising’, thinking of schemes and activities that the Donhead community could partake in offsite, whilst still raising funds. Following on from the previous accounting period, the emphasis has again been on finances. Through clever activities, the FOD were still able to make 9 external charity donations and 1 significant donation to Donhead Preparatory School. Notably, the FOD also benefitted from the new ‘Parental Charitable Donation’ scheme, instigated in Lent term, with a termly donation of £5 per child be added to the fees. This incentive guarantees an annual income to the Charity, providing the parents are in agreement, and will be transferred termly to the FOD account via the School Bursar. The FOD will continue to support the School in any requests forthcoming and within our financial power. Furthermore, within the Jesuit and School’s ethos, we will also continue with our charitable giving to those who need it most, both internal and external of the School and after the approval of the Headmaster. We continually seek to broaden the base of parents who participate in the FOD and look forward to a return to our annual event programme. ## **Trustee Appointments for 2020-21** _:_ Chair - Briony Tattersall Treasurer – John Coggan Secretary – Macarena Perez- Rosell **Committee Members During Period September 2020 - August 2021 Include -** John Coggan, Delia Antoine Burdett, Fiona Wyse, Helene Ericsson, Anna O’Shea, Brenda Clayden, Bernadette White (Staff Representative), Chiara Romeo, Emma Little, Leslie Burros, David Wang, Katie Mulroe, Helen Daniel, Macarena Perez-Rosell & Clionadh Pegrum **- Fundraising Summaries: September 2020 July 2021** 2 With the cancellation of most events due to COVID 19, the FOD was fortunate to still run the following schemes: Personalised Boot Bag Sales Community Cookbook Print Pumpkin Carving Competition Christmas Tree Sale Christmas Raffle 1933 Challenge Wine Tasting Events Easter Baking Competition Elements Leavers Sports Party Uniform Sales ## **Movie Nights:** The FOD have continued to host children’s movie nights but by year groups only to ensure no crossing of the Covid ‘bubbles’ in place by the School. These remain incredibly popular with the boys and parents still appreciate these afternoons of free childcare by the FOD. Our thanks to Miss Jackson and the Staff for overseeing these this academic year due to the pandemic. ## **Merchandise and Uniform Sales:** We have again been able to offer for purchase Donhead branded items. These provide steady income to our accounts and succeed in promoting the brand of the School in the wider community. Branded stock levels will need to be replenished in the forthcoming year. The sale of Second-Hand Uniform continues to provide us with a healthy return each term and adds yet another service offered via the FOD. Profits of these sales has increased remarkably with the introduction of convenient card payments and an increase of prices, with a strict overseeing of the quality and condition of items. The FOD plan to install a permanently sited Uniform and Merchandise shop within the School Grounds to solidify this service for the future. ## **ASSETS** The total assets at the end of the Academic Year (to 31[st] August 2020) were **£43,872.55** accumulated from the Main FOD bank account, the Headmasters 100 Account & Groundworks Account. **This amount was used as our starting Balance for the 2020-2021 Financial Year.** _Please note that £30,000 of this amount was a charitable donation via a parent, being held in trust by FOD for a future groundwork project at the OWA / Donhead Sports Grounds and cannot be accessed for anything other than this project and must be protected. This project still falls within the FOD’s Constitutional Object at Clause 2b to ‘_ engage in activities which support the School and thereby advance the educational facilities of the pupils attending it’. ## **Notes:** Due to the COVID pandemic almost all our events were cancelled. Following the cancellation of the Donhead Summer Ball we were able to obtain some refunds for monies spent, the other items such as lighting being held for use at the 2022 ball. A refund was also given on the Summer Party hire fee. Our fundraising capabilities were significantly reduced, but we honoured our promises to the community and charities and still made external donations. This left us in credit overall **, but a loss shows for the year due to the generosity of the committee and community** . 3 **Donations Summary:** The donations given throughout this accounting year, made from November 2020 onwards are: £1,000.00 to _Ronald McDonald House_ £1,000.00 to _Papyrus_ £500 to _Brothers Trust_ £500 to _Volunteers Foundation £500_ to _First Touch £_ 882.02 to _Children in Need_ £1,329 to _St Teresa’s RC Primary School £_ 1,000.00 to _The Shabash Ministry_ activities £6,160 to _Old Wimbledonians Association_ £11,000 donated to Donhead Preparatory School towards outdoors table tennis area and gazebo purchase. _£26,500 was transferred from the Main Account to the Groundworks Account to be held in trust for maintenance of the Donhead and OWA grounds, as stipulated in last year’s report._ The FOD have also organized large amounts of donated uniform and shoes to the _Lunchbowl Network_ throughout the year for use in African primary schools. Renewable and Sustainable charitable giving **Please note** – the accounts show an overall loss. This is due to the FOD honouring obligations from the previous academic year by making donations _this_ reporting year for the _past two years_ . A careful watch has been kept on finances throughout the COVID pandemic and we are satisfied with our activities and generosity, which is in line with our Mission Statement and School ethos. The FOD still retains a healthy bank balance to continue their work. |**DONATION AMOUNTS FROM EACH ACCOUNT HELD BY FOD**|**DONATION AMOUNTS FROM EACH ACCOUNT HELD BY FOD**|**_TOTAL_**| |---|---|---| |**Main Account**|3500
500
500
500
1000
1329
11000
1000
1000
2660|**_18329_**
**_2000_**
**_2660_**| |**HM 100**||| |**Groundworks**||| |**_TOTAL DONATED_**||**£22,989.00**| Annex B provides the Balance Sheet for the accounting period with Annex C providing an overview of Assets and Liabilities ## **ACCOUNTS** Following guidance from the Charity Commissioners we have prepared pre-submission accounts (Annex B&C) for the period September 2020 – August 2021. The Trustees and the Treasurer are solely responsible for the preparation of the accounts. There is no requirement for the accounts to be audited as income is above £25,000 and under £250,000. Accounts must still be Independently Examined by a party not connected with the FOD. There is a requirement to submit the approved accounts to the Charity Commission. An independent professional has been appointed by the Committee as Examiner and will provide an initial analysis of them alerting to possible issues. The Trustees have reviewed and approved the preliminary accounts. Prior to final examination the following provides an overview of the Accounts Summary which will be provided to the Charity Commission: _Net Expenses (31/08/20 – 01/09/21) £59,893.88 Net Takings (31/08/20 – 01/09/21 £58,152.53 Profit/Loss for Period (31/08/20 – 01/09/21) -£1,741.35 (across 3 held accounts) Donations made in this period £22,989.00_ 4 ## **REQUIRED DISCLOSURES** The Charity Annual Return must also include information on whether the charity: a. pays its trustees - b. raises funds from the general public c. works with a commercial business that raises money for the charity d. has a trading subsidiary (a company whose profits go to the charity) e. has policies for risk management, investment, safeguarding vulnerable beneficiaries, managing conflicts of interest, managing volunteers, and handling complaints. The FOD: a. does not pay its Trustees. - b. does not raise funds from the general public - c. does not work with a commercial business that raises money for charity d. does not have a trading subsidiary e. has in place policies for data protection and other risks to which we are exposed, but does not manage investments, or work with vulnerable beneficiaries ## **Public Benefit Statement Declaration** The undersigned Charity Trustees for the FOD have hereby complied with their duty. They have due regard to the guidance on public benefit published by the commission in exercising their powers or duties. **Thank you to the Donhead Community for supporting the FOD Committee. Thanks also to the Committee Members for their continued commitment during this difficult period and for their determination and optimism throughout another difficult fundraising year and we wish the FOD luck moving forward.** 1[st] October 2021 Briony Tattersall (Chair) Clionadh Pegrum (Vice Chair) John Coggan (Treasurer) Macarena Perez-Rosell (Secretary) 5 ## **(ANNEX B)** ## **FINANCIAL STATEMENT FOR 1[st] SEPTEMBER 2020 – 31[st] AUGUST 2021** |**FOD Main Account Balance as of**
**01/09/2020**
**_FOD Activity Totals_**||**£38,673.05**| |---|---|---| ||**Expenditure**
**Income**|**Net Profit/ Loss**| ||1339.81
0.00
18329.00
7103.67
_26500_
_0_
41.97
3872.57
1146.00
1612.00
0.00
307.50
386.18
685.00
271.98
2152.60
40.00
270.00
1701.25
2699.66
0.00
2114.99
1114.61
2044.00
882.02
981.20
711.06
921.00
15.00
885.00
30.00
90.94
0.00
1329.40
720.00
720.00|-1339.81
-11225.33
_-26500_
3830.6
466
307.5
298.82
1880.62
230
998.41
2114.99
929.39
99.18
209.94
870
60.94
1329.4
0| |Gifts/Admin/License/Float/Movie
Donations
_Amount transferred to Groundworks Account_
Uniform Sales 2020-21
**_FOD Activities 2020/21_**||| |Xmas Trees
Xmas Cards
Wine Tasting
Xmas Raffle
Pumpkin Competition
Leavers Event
2020 Ball Refunds
Cookbooks
Children in Need
Bootbags and Merchandise Sales
Rugby Ball Sales
Baking Competition
1933 Challenge
Summer Party_(payment & refund)_
**TOTAL**
**Starting Balance,**
**_less outgoings,_**
**equals Main Account Balance at 31/08/21**||| ||**£53,228.88**
**£27,789.53**|**-£25,439.35**| |||£38,673.05
-£25,439.35| |||**£13,233.70**| 6 IANNEXCI IHS Friends of Donhead - Charity Number 284059 STATEMENT OF ASSEfs AND LIABILITI ES AS AT 1ST SEPTEMBER 2021 CURRENT ASSErs Cash at Ba￿¢ and in Hand Current Acto￿tt Headmartets IOOA¢¢<•unt Club Acwunt Gr￿ndWOrkS A¢£ount Cash in Hand TOTAL CURRENf ASSEfs & REfAINED FUNDS 2021 2020 £13.233.70 £5.057.50 £23.840 £38.673.05 £5.199.50 £42,131.20 £43,872.55 STATEMENT OF MOVEMEpif IN NET FUNDS YEAR ENDED 31 AUGUST 2020 CURRENT ACCOUNT HEADMASTERS GROUND CASH TOTAL 100 CWB £5.199.50 -£142.00 £5 057.50 WORYS Netfunds at I September2020 Net Receipts {in& all donated/transferred amounts TOTAL NEf FUNDS AT31 AUGUST 2021 £38.673.05 -£25.439.35 £13 233.70 £ic £43.872.55 -£1.741.35 £42 131.20 £23.840.00 STATEMENT OF CHARITABLE DONATIONS MADE TO 31 AUGUST 2021 TOTAL Donhead Preparatory School Donations Made to Extemal Charities/oryanisations Donati¢)ns to Gr¢wndwwks TOTAL DONATIONS MADE £ii.000.00 £5.829 £6.160.00 £22,989.00 ' -LbrA7tx>rts modeaussu13 FODALCO￿ltr CHARITY (OMMISSION Independant examiner's report on the FOR ENGLAND AND WALES accounts Seeoon A lTrd•pendenl Ex•min•es R•port Report to th• tW$tse memb•r8 01 FRIENDS OF t)ONHeAD On accounts lor tho year •nded Charity no lil any) 2020-2021 284059 S•t oui on p•g•i I report lo the trustees on my examinalion of the accounts ol the abcve ¢harity Ilhe Tru51'1 lor the year ended 31 0¥ 2021. Responsibiliti•1 and basis of r¢port As Ihe cbariV5 twsleos, you are responsible l(Y Ihe Fffeparalion ol the a¢counts in accordanu wth the requirements of the Chanties Act 2011 'Ihe Ad.). I report in respect ol my examination of the Trust'g accounts cam8d out undef sethon 145 of the 2011 Act and in carrwng oui my examination. I have lollowed all the aPpI￿able Di￿¢¥10n$ given by Charity Gommiswon under sethon 14515Hb) ol tha Aa. Independent I have completed rny examjnalion I confitTn that no malenal matters have •xamin•r'8 ststsment come to my attention In ¢onne¢iion wilh the examinalion lothei than that disclosed belov4 "1 vhtich gN¢S me c4use lo b&ligve Ihal in. any matenal the accounting reccrfds we nol kepi in a¢cNtsnce wrth $8Ction 130 of the Charilias Act.. Of lh8 accounts not a¢cord the accounting records.. or Ihe accounts not ccrfnpby with the applKable requirement9 conceming tho form and conienl ol aC￿￿niS sel out In the Charities Ikwunls and Reports) Règulations 2(X)8 other than any requirernenl that Ihe accounts give a 'tr￿ and fair, view which 15 not a rnattef Considered as part ol an independgnl exarnination. I have no con¢erns and have ecrfne across no other matters in conne¢b'on vthh the examinali¢M lo which attenh.on should be drawn in thi$ report in order lo enable a propef urbjefslanding ol the accounts lo be reached. ' Please delele the rn the brackels If Ihoy do noi appty. Slgnod: Date.. N¥rn•: L"INJD£Y Ibl C C OLCIKKJ Relevanl pfolesslon•l qu*lifr'cation(sl or body {if •nyl= I QGCl£n< - I￿E&s 1144 Addfess: O£L c￿11fjE, N￿liE[l l L DE £1 IN21 geK IER O¢t 2018