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2023-08-31-accounts

St Matthew’s PTA Charity Number: 288436

Trustees' Annual Report & Statement of Financial Activity 1 September 2022 to 31 August 2023

7[th] November 2023

Executive Summary

St Matthew’s PTA is the Parent-Teacher Association for St. Matthew’s Primary School in Cambridge.

During the 2022-23 period the PTA ran events to raise money for the school and build the school community. The largest events were the Winter and Summer Fairs, which together raised £4,573. Cake sales raised £4,288. Other fund-raising activities brought the PTA’s general fundraising income to £11,874.

In addition, the PTA’s Fund St Matthew’s campaign received £38,746 in donations. This includes £5,000 to be used as part of a ‘matching fund’ starting after this reporting period.

The PTA made grants to the school from its core funds, totalling £21,834. These included £11,000 towards a set of services at risk of being cut due to the school’s budget deficit (the “deficit projects”), £8,346 for equipment/facilities and £875 for excursions/activities.

A further £33,632 was granted to the school from the Fund St Matthew’s balance, of which £30,197 went towards the deficit projects.

The PTA’s finances are healthy, with assets totalling £12,331 at the end of the reporting period. Of this, £6,041 is core PTA funds and the remainder are Fund St Matthew’s donations.

Reference & Administration Details

Name: St Matthew’s PTA Charity Number: 288436 Address: St Matthew’s Primary School 19 Norfolk Street, Cambridge, CB1 2LD

Names of the Charity Trustees who manage the Charity between 1[st] September 2022 and the date this report was produced:

Name Ofce Appointed Resigned
Laura Franks Chair 12/10/2021 10/10/2022
Marysol Bell Secretary 12/10/2021
Sebastian Wills Treasurer 12/10/2021
Laura Franks Events Ofcer 10/10/2022
Jeshika Moonsamy Chair 29/11/2022
Andrew Tomlinson Assistant Treasurer 16/10/2023
Kim Nguyen Secretary 14/11/2023*
Marysol Bell Committee 14/11/2023**

** change of role agreed by committee

Structure, Governance & Management

Type of Governing Document:

Constitution

How the Charity is Constituted:

Association

Trustee Selection Methods

Nominated, seconded, and voted for at AGM and between AGM co-opted by committee members at committee meetings.

Additional governance issues

St Matthew’s PTA works closely with the school headmaster and senior staff, as well as with our teacher representative on the committee, Barry Evans.

The charity is a member of Parentkind (NCPTA).

Objectives

To contribute to school resources to enhance the experience and wellbeing of the staff and children. To run events which increase the involvement of the parent community in the social life of the school and awareness of the role of the PTA. To provide funds/facilities/items for the school outside statutory funds in consultation with the headmaster and/or senior school staff.

Statutory Declaration on Public Benefit

The trustees declare that they have complied with their duty to have due regard to the guidance on public benefit published by the Charity Commission in exercising their powers or duties.

Activities, Achievements & Performance

Events

The PTA ran events throughout the year with the dual aims of raising funds and providing enrichment for the school community. The main events and activities were:

In total, events and our on-line shopping affiliate schemes raised £11,874 after costs, excluding the £8,081 Colour Run donations which are counted below under Fund St Matthew’s.

School projects supported

Money raised through events, as well as donations and through the Giving Machine and Amazon Smile, is spent fulfilling funding requests from teachers as well as school-wide projects.

In total, grants for school activities and equipment requested by staff totalled £9,222.

Some of the larger grants were:

In addition, the PTA contributed £11,000 of PTA funds to the ‘deficit projects’ identified by the school as being at risk of being cut due to a budget deficit. These are described further in the following section. The £11,000 granted from core PTA funds came from historically unspent funds in the PTA bank account, while maintaining a ‘buffer’ of at least £4,000 in the PTA account to ensure it can continue operating effectively. The committee decided it was the best use of these funds to help the school continue to provide services such as dedicated music provision and counselling, and enable the school to recover more quickly from its budget deficit. This decision was confirmed at a general meeting on 9th May 2023.

Fund St Matthew’s

Fund St Matthew’s (previously known as the Funding Shortfall campaign) was started in March 2019 by a group of parents with the support of the PTA committee, and is now operated fully by the PTA. It continues to attract generous donations, mainly from parents, carers and other relations of pupils at the school. Its goal is to raise money to support the education of pupils at the school. Most of the money raised for this campaign comes from donations made to the PTA via JustGiving and CAF. Donations are ring-fenced for the Fund St Matthew’s fund, and are granted to the school to the school to spend as required, or spent directly on equipment or projects agreed with the school management.

Donations to Fund St Matthew’s totalled £38,746 in the period covered by this report. Money in the PTA’s bank account assigned to Fund St Matthew’s at the end of the period was £6,290. This includes £5,000 received to be used as part of a ‘donation matching’ campaign starting in October 2023.

In Autumn 2022, at the school’s request, the PTA switched from granting donations automatically to the school, to holding the money and spending it directly on equipment or projects as agreed with the school. This was done to keep donated funds distinct from the main school budget. In this mode of operating, Fund St Matthew’s money was used to pay for 50% of the new school library carpet (£2,517) and a new laptop for SEN asessments (£918).

In Spring, head teacher Mr Davies approached the PTA and the parent body with news of a renewed school funding crisis and budget deficit, due to rising staff costs not fully funded by government and energy prices. He requested help funding a list of important provisions that were under threat of being cut, totalling an estimated £47,600. The list, which we refer to as the “deficit projects”, comprised:

The PTA decided to support the school’s request, earmarking accumulated and future Fund St Matthew’s donations, including £8,081 donated during our Colour Run event, towards these deficit projects.

As of 31st August 2023, £30,197 of Fund St Matthew’s donations had been granted to the school towards the ‘deficit projects’. Combined with the £11,000 from core PTA funds previously noted, there was approximately £6,400 remaining to be raised. Once the deficit projects are fully funded, the intention is for Fund St Matthew’s donations to once again be collected towards longer-term “extras” to add new facilities or projects at the school.

Donors are kept informed via a dedicated Fund St Matthew’s website, fundstmatthews.com.

Financial Review

Statement of the Charity's Policy on Reserves

St Matthew’s PTA seeks to support St Matthew’s Primary School by providing financial and other assistance to those projects agreed by the Trustees (and in consultation with the Headmaster and senior staff) as good causes, whilst maintaining at all times a positive level of reserves. Thus, the amount of reserves remaining at the end of any given financial year will be determined solely by the Trustees. Our reserves can be spent when agreed by the PTA committee and in line with the objectives of the PTA.

There are no current uncertainties regarding the PTA’s ability to continue as a going concern. Although the level of grants made to the school were higher than income, this reflects a spending of previous surplus, and our reserves remain sufficient.

The available funds as at 31st August 2023 were £6,041 (previous period: £14,660) as shown in the accounts. This does not include reserved for the Fund St Matthew’s (£6,290) since these are not available for general PTA activities.

We recognise and are very grateful for contributions from the school parents for their continued help so that we can carry on supporting the school.

All fundraising is carried out on a voluntary basis by our wonderful parent community. There are no paid fundraisers or committee members in our charity.

Details of Any Funds Materially in Defcit

The Trustees declare that the charity had no funds which were materially in deficit at the date of the statement of assets & liabilities.

Particulars of Any Outstanding Guarantee Given by the Charity

The Trustees declare that the charity has given no guarantee where potential liability is outstanding at the date of the statement of assets & liabilities.

Particulars of Any Outstanding Debt

The Trustees declare that the charity has no outstanding debts which are secured by an express charge on any of the assets of the charity at the date of the statement of assets & liabilities.

Declaration

The Trustees declare that they have approved the above report and authorised that it be signed on their behalf.

Signed on behalf of the PTA trustees

Sebastian Wills Trustee 15[th] November 2023

ST MATTHEW'S PTA

Registered charity no. 288436

Receipts & Payments Accounts for the period 1st September 2022 to 31st August 2023

RECEIPTS AND PAYMENTS 2022-23 2021-22
Receipts Payments Net Receipts Net Receipts
Events and projects
Fairs 7,992 3,419 4,573 4,165
Discos 1,183 264 919 -
Dress-up days - - - 816
Cake Sales 4,449 161 4,288 -
Christmas cards 1,546 - 1,546 1,145
Bags2School 452 - 452 380
Year 6 hoodies - 403 -403 82
Summer Bag of Fun (summer 2021) - - - -265
Other events incl Swim Night 941 469 472 251
Sub-total 16,563 4,716 11,847 6,574
School Projects Funded
Classroom donations/decorations (Christmas) - 344 -344 -228
School Equipment/Facilities - 8,346 -8,346 -10,692
Library books/resources -
Excursions/Activities - 875 -875 -1,165
School budget support (“deficit projects”) - 11,000 -11,000 -
Pay It Forward support for trips 1,258 1,258 - -
Sub-total 1,258 21,824 -20,566 -12,085
Operating expenses
Operating expenses - 312 -312 -134
PTA Equipment/Resources - - -
Sub-total - 312 -312 -134
Other Income
Referral schemes 283 - 283 248
Donations to PTA 91 - 91 85
HMRC Gift Aid claims not handled by donation platforms 38 - 38 353
Sub-total 412 - 412 687
Total excluding Fund St Matthew’s 18,233 26,852 -8,619 -4,959
Fund St Matthew’s campaign (restricted fund)
Grants made to school - 33,632 -33,632 -42,547
Donations received 38,746 - 38,746 41,722
Sub-total 38,746 33,632 5,114 -825
Income and expenses from this account sheet but relating to prior year - - - -
TOTAL 56,979 60,484 -3,505 -5,784
ASSETS AND LIABILITIES AS OF 31st AUGUST 2022-23 2021-22
Cash Assets
NatWest Bank Balance 12,141 15,646
Cheques written not yet cashed - -
Cash in hand (float) 40 40
Sub-total 12,181 15,686
Debtors (long-term)
FilmBank deposit 150 150
Sub-total 150 150
Liabilities
Sub-total - -
Total assets @31st Aug 12,331 15,836
Breakdown by fund
Funding Shortfall campaign (restricted fund) 6,290 1,176
General fund 6,041 14,660
Check: movement in cash assets against net income Cash assets (start of period) 12,181
Cash assets (end of period) 15,686
Movement in cash assets -3,505
Net income -3,505
Difference (should be zero)
 -

Independent examlner's report to the trustees of St Matthev18 PTA. I report to the twstees on my examination of the accounts of St Matthth¢s PTA (the Trust) for the year ended 318tAugust 2023. Responsibilities and basis of report As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 {'the Act,). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of theAct. Independent examiner's ststement I have completed my examination. I confimi that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect.. 1. accounting records were not kept in respect of the Trust as required by section 130 of the Act,. or 2. the accounts do not accord with those records. I have no concems and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understsnding of the accounts to be reached. Signed.. Name.. Kevin Woor Relevant professional qualification or membership of professional bodies (if any).. FCCA Address: 17 Ainsvnrth Place, Cambridge CB12PG Date: 9 February 2024

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