Registered charity: 291347 Maple School, Hall Place Gardens, AL1 3SW
Maple School PTA Registered Charity Number: 291347
Trustees’ Annual Report for the year ended 31 August 2020
Principal Office: c/o Maple Primary School Hall Place Gardens St Albans, Hertfordshire AL1 3SW Trustees: Vanessa Sinfield (Chair) Timothy Bowen (Headteacher) Abigail Mellor (Co-Treasurer) Celine Lane (Co-Treasurer) Nicola Lloyd (Secretary)
Report of the trustees for the year ended 31 August 2020
The Trustees present their annual report and financial statements of the charity for the year ended 31 August 2020. The financial statements have been prepared on a receipts and payments basis and comply with the charity’s governing document and the Charities Act 2011.
Structure, Governance and Management
The charity is an unincorporated association constituted under a governing document adopted by the charity’s members at an extraordinary general meeting on 3 October 2014.
The members include the parents, guardians or carers of any pupil currently attending Maple Primary School, St Albans, Hertfordshire, as well as the teaching and non-teaching staff currently employed by the school.
Under the constitution the Trustees are persons elected as committee members of the governing body at the annual general meeting. Additional Trustees may be co-opted by the trustees at any time. The Trustees’ term of office is one year. Retiring Trustees may seek re-election at the annual general meeting. Elected Trustees must be members, but co-opted Trustees need not be members.
In January 2020 the charity renewed its membership with ParentKind (formerly Parent Teacher Associations UK and formerly before that, National Confederation of Parent
Teacher Associations) which provides it with all risks insurance cover (public liability, employers’ liability, loss of money, fidelity guarantee and personal accident cover). The charity is also registered with the Lotteries and Amusement Act 1976 (as amended) as it has paid its annual fee, which allows the charity to run raffles and grand draws at the Summer and Christmas fairs and at its other events. All Trustees and members give of their time voluntarily and receive no remuneration or other benefits.
Objectives and Activities
The charity exists to raise money for the wellbeing, education and benefit of the pupils of Maple Primary School in St Albans, Hertfordshire. Specifically, the objects of the charity are to advance the education of the pupils of the school by providing and assisting in the provision of facilities for education at the school (not normally provided by the local education authority) and in furtherance of this object charity may: (a) foster more extended relationships between the staff, parents and others associated with the school, and (b) engage in activities which support the school and advance the education of the pupils attending it.
During the year ending 31 August 2020 the charity organised several fundraising activities for the school’s pupils and their parents which are summarised in the next section.
Monies raised by the charity through its activities and from donations are applied by providing grants to help fund: (a) improvements to the school’s facilities and environment, and (b) the acquisition and upgrading of equipment and materials, in accordance with the objectives of the charity. The charity also purchases particular items from time to time and donates them to the school.
The main fundraising objective for this year was for major playground upgrades (including brand new equipment in a currently unused space as well as replacement of dated existing equipment). Fundraising for this continues into the next financial year.
During the year the charity provided a grant to purchase new football equipment as well as some flower bulbs and outdoor maps to enhance the outdoor spaces.
A grant to help towards the 50[th] birthday celebrations was also made as well as the annual donation towards Christmas celebrations including crackers and books for the infants.
Financial Review Reserves
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The charity operates on a receipts and payments basis without reference to a balance sheet. When considering funds available for grants and donations, an operational reserve of £3,000 is deducted.
Sources of Funds
Key to achieving our annual fundraising aims are a programme of regular events attended by pupils and/or their parents. Not only do these provide essential fundraising opportunities but are also a chance for the school community to socially come together and enjoy extra-curricular activities. Unfortunately, due to the effects of Covid-19, the charity’s ability to fundraise and organise events was limited from March 2020 onwards and this is reflected in the fundraising figures. A summary of funds raised is as follows (including a YoY comparison):
| EVENTS | 2019-20 | 2018-19 |
|---|---|---|
| AGM | £66 | £532 |
| Christmas fair | £5,961 | £3,486 |
| Campout | - | £2,514 |
| Junior disco | £335 | £654 |
| Parent social | - | £1,153 |
| Summer fair | - | £2,915 |
| Movie night | £859 | £908 |
| Panto Mother’s Day Sale Cake Sales |
£1,010 | £534 |
| £240 | £393 | |
| £672 | £1,396 |
Note: tickets were purchased for the Movie Night however the event was unfortunately cancelled due to Covid-19 restrictions. This event will take place in future, subject to Covid restrictions. The Mother’s Day sale took place right before lockdown, with many pupils already at home. Sales were impacted, however there is stock left over for subsequent years.
In addition to the events, the PTA also manages the supply of all branded school uniform which provides a significant income to the PTA. Second-hand uniform is also collected and sold by the PTA. A summary of income is as follows:
| UNIFORM | 2019-20 | 2018-19 |
|---|---|---|
| New Uniform | £4,642 | £1,959 |
| Second hand uniform | £443 | £571 |
Note: The new uniform sales profits were larger than usual due to invoices for uniform purchases from suppliers not being paid until after the end of this financial year. Therefore, new uniform profits are expected to be less in the next financial year due to these invoices being paid early in the financial year.
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The PTA is part of various charity commission schemes (Amazon Smile, EasyFundraising, Name Labels and Christmas Treeasy) which generates income for the charity. Each year Christmas Cards are designed by the pupils – sales of these cards raises funds for the charity. Lastly, excess stock from events was sold off in an ad-hoc sale.
| MISCELLANEOUS | 2019-20 | 2018-19 |
|---|---|---|
| Christmas cards | £ 720.97 | £ 857.00 |
| Commission | £ 625.46 | £ 722.00 |
| Ice Lolly & Sausage sales (excess stock) |
£ 89.00 |
The total fundraised (events, uniform and miscellaneous fundraising income minus expenses) during this year was £16,223.
The Big Bash
Additionally, the charity, in conjunction with the School and Governors, was helping to co-organise a large-scale social event (The Big Bash) to celebrate the school’s 50[th] anniversary. This event was unfortunately postponed due to Covid-19. Surplus funds (ticket sales minus deposits) of £1,676 have been set aside for the event which is due to take place once Covid-19 restrictions have been lifted.
Expenditure of Funds
Expenditure of funds are split into two categories:
-
School grants (Donations to school to improve facilities and school life)
-
Charity operating costs
Note that all payments from the charity’s bank account require dual authorisation.
During the year the charity made grants to the school to purchase football goals and kit, outdoor enhancements (daffodil bulbs and outdoor maps), expenses for the 50[th] birthday celebrations and the usual crackers and books for Christmas celebrations.
In terms of operating costs, the charity spent funds on improving facilities for fundraising events. A panini press for catering at events and two Sum-Up card readers were purchased.
The charity also purchased some branded merchandise of plastic cups (to help with the reduction of single use plastic at events) and tote bags to sell at a profit.
There were also the usual operating costs of the Panto ticket deposit, Parentkind membership, stamps & stationery.
| Operatingcosts | |
|---|---|
| Parentkind Membership | £ 110 |
| Admin(stamps and stationery) | £ 8 |
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| PTA Facilities upgrade(Paninipress and card readers) | £ 200 |
|---|---|
| Maple Merchandise(Re-usableplastic cups and tote bags) | £ 650 |
| Panto 2020 deposit(Postponed to 2021) | £ 150 |
| School Donations | |
| Christmas crackers & Books | £ 145 |
| Maple 50th Celebrations | £ 632 |
| Football Goals and Kit | £ 661 |
| Daffodil bulbs and outdoor maps | £ 119 |
Total operating costs and school donations for the year were £2,645. This figure is relatively low due to funds being set aside for the major playground upgrade project.
Public Benefit Statement
The Trustees confirm that they have complied with their duty to have due regard to the guidance on public benefit published by the Charity Commission for England and Wales in exercising their powers and duties.
Declaration
The Trustees declare that they have approved the Trustees’ report above.
Signed on behalf of the charity’s Trustees:
Nicola Lloyd, Secretary
Date: 27.9.21
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Maple School PTA Registered Charity No. 291347 Accounts as at 31 Aug 2020
Cash Position
| Cash Balance as at 2 September 2019 Income to date Less: PTA Costs to date Net Available Cash for year Less: Donations To School Surplus Cash Cash Balances as at 31 Aug 2020 Financial Commitments Budget Cash Balances as at 31 Aug 2020 |
Cash Balance as at 2 September 2019 Income to date Less: PTA Costs to date Net Available Cash for year Less: Donations To School Surplus Cash Cash Balances as at 31 Aug 2020 Financial Commitments Budget Cash Balances as at 31 Aug 2020 |
29,915 32,255 (15,445) 16,811 (1,557) 15,254 45,169 Remaining 45,169 |
29,915 32,255 (15,445) 16,811 (1,557) 15,254 45,169 Remaining 45,169 |
|
|---|---|---|---|---|
| SD- Great Outdoors Project 854 |
735 | |||
| Total Financial Commitments Operating Funds Reserve |
735 3,000 |
|||
| Net Assets(Uncommitted Funds) | 41,434 | |||
| Liabilities Detailed Analysis Big Bash - ticket revenue (less deposits) for postponed event to take place in June 2021. School shop - Uniform purchase. Unpaid invoices. |
£ 1,676 2,642 |
|||
| 4,318 | ||||
| Income | Expenses | Surplus | ||
| Events | ||||
| AGM | 356 | 289 | 66 | |
| Junior Disco | 1,627 | 1,292 | 335 | |
| Movie Night Panto |
930 5,600 |
71 4,590 |
859 1,010 |
|
| Xmas Fair | 8,897 | 2,936 | 5,961 | |
| Other Fundraising | ||||
| Cake Sales | 672 | 0 | 672 | |
| Chloe James Shopping Experience | 34 | 0 | 34 | |
| Commission (Christmas Treesy) Commission (Labelplanet, mynametags, Easy2Name, Stamptast) Commission (Easyfundraising & Amazon) Donations |
121 51 420 560 |
0 0 0 0 |
121 51 420 560 |
|
| Ice Lolly Sale | 54 | 0 | 54 | |
| Mother's Day Gift Sale School Shop Second Hand Uniform Shop |
454 7,839 443 |
215 3,197 0 |
240 4,642 443 |
|
| Xmas Cards Sausage Sale |
1,905 35 |
1,184 0 |
721 35 |
|
| Sub Total 'Events and Other Fundraising' | 29,997 | 13,775 | 16,223 | |
| Check Big Bash - Postponed |
0 | |||
| Big bash | 2,228 | 552 | 1,676 | |
| 0 | ||||
| Sub total 'Big Bash' | 2,228.28 | 552 | 1,676 | |
| Check Other Activity |
0 | |||
| Parentkind Membership Admin Lotteries Licence 2019 PTA Facilities upgrade Maple Merchandise Panto 2020 |
0 30 0 0 0 0 |
110 8 0 200 650 150 |
(110) 22 0 (200) (650) (150) |
|
| 0 | ||||
| Sub total 'Other Activity' | 30.00 | 1,118 | (1,088) | |
| Check School Donations |
0 | |||
| SD - Christmas crackers SD - Xmas - infant books SD-Maple 50th Celebrations - Sept 19 |
0 0 0 |
70 75 632 |
(70) (75) (632) |
|
| SD- Football Goals and Kit SD- Great Outdoors Project |
0 0 |
661 119 |
(661) (119) |
|
| Sub-total 'School Donations' | 0.00 | 1,557 | (1,557) | |
| Check 0 0 0 |
||||
| Grand Total | 32,255 | 17,001 | 15,254 |