Pate’s Grammar School Parents’ Association – Trustee Governing Document (November 2024)
1. Purpose:
The purpose of Pate’s Parents’ Association (PPA) is to advance the education of the pupils of the school by providing and assisting in the provision of facilities for education at the school, specifically those not normally provided by the local education authority.
This is achieved through supporting school events and holding other fundraising activities. In the year this included: the provision of a nearly new uniform shop; two online raffles; biennial spring fair; annual quiz night; 100 Club lottery, and providing refreshments at school-organised concerts, performances and cultural events.
2. Public Benefit
Decisions regarding the allocation of funds generated by PPA fundraising activities are taken at PPA meetings (attended in person and digitally by committee members, 2 x school representatives and wider PPA membership). The school (through its representatives and the student council) request financial support for facilities that advance the education of students. These requests are discussed and voted on by those trustees present at the meeting (quorum is always observed).
Trustees always ensure that:
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The request falls within the PPA’s purpose and students and their education will benefit from these requests
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That the funding could not be provided by the local education authority
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If relevant, the trustees will prioritise the funding requests.
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3. Financial Review and Reserves
In the year (up to 31 July 2024), PPA fundraising activities generated £42,476. Once expenses and other deductions were considered, there was a surplus of £33,418. The PPA donated £24,500 to the school. This consisted of money to purchase equipment for the climbing wall (£9,500) and the development of the Student Support Centre (£15,000). These are facilities that are available to all students throughout the year. Plans for the remaining surplus are being considered in conjunction with the school and will be aligned to its vision.
At the year end, the charity had reserves of £52,799 (in 2023 reserves were £43,881). The trustees aim to hold reserves of at least £5,500. Trustees are aware that the charity currently holds reserves above this amount. Excess reserves will be donated to the school when appropriate projects have been identified.
4. Achievements and Performance
In addition to the financial review provided in Section 3, this document will highlight 3 activities that the trustees believe best represent the PPA’s achievements and performance over the last year. These are the provision of a nearly new uniform shop, biennial spring fair, and online raffles.
The nearly new uniform shop is much more than a significant income generator for the PPA (£7,310 in the featured year). It provides parents with quality school uniform items at affordable prices and promotes sustainability throughout the school community.
The biennial spring fair is a popular event that is well-supported by both the local community and the school, particularly by the students in Years 7 and 8. This year, the fair raised £5,246. Local businesses and charities were represented; thus, growing connections and students’ awareness of wider societal issues. Year 7 and Year 8 students practise their entrepreneurial skills by providing stalls at the event.
Two online raffles have become a regular fundraising activity for the PPA, raising a total of £7,826. Again, there is an emphasis on community with parents joining together, usually within tutor groups to provide prizes, and local businesses donating prizes. Tickets are priced at £1 each, making it possible for most families to purchase tickets and support their child’s educational experience at Pate’s.
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5. Overview of Charity’s Trusts
As an unincorporated association, we adhere to a constitution (adopted September 1986 and amended September 1987). Trustees are all volunteers and are appointed annually through an in-person election at the charity’s annual general meeting (usually held in November). The trustee committee consists of 8 people: chairperson, vice-chairperson, treasurer and secretary. The other 4 roles are currently: nearly new uniform, volunteer coordinator, marketing/communication, and 100 Club. All parents, guardians, or carers of current students are members of the PPA, can stand in the trustee election, and can vote in the appointment trustees at the annual general meeting.
Additional Information
All trustees obtain DBS clearance following their appointment and complete/renew safeguarding training on an annual basis. PPA trustees are supported in their fundraising activities by a pool of approximately 20 regular event volunteers. All parents, guardians and carers are invited to become volunteers.
Reference and Administrative Details
The charity is referred to as Pate’s Parents’ Association or PPA by the school community.
Charity number : 298307
Principal Address :
Pates Grammar School Princess Elizabeth Way CHELTENHAM Gloucestershire GL51 0HG
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Trustees
All trustees have been in place since the 2023 AGM (8 November 2023). There have been no in year resignations and appointments.
| Appointment | Name |
|---|---|
| Chairperson | Fiona Crouch |
| Vice-chairperson | Chloe Murphy |
| Treasurer | Emilie Taylor |
| Secretary | Elizabeth Mary Flackett |
| Nearly New Uniform | Emma Brazier |
| Volunteer Coordinator | Katie Elizabeth Endacott |
| Marketing/Communication | Nayana Ghosh |
| 100 Club Lottery | Rachel Frances Webb |
Declarations
The Trustees declare that they have approved the Trustee Governing Document report above.
Signed by:
(Name and Position):
Date:
Signed by:
(Name and Position):
Date:
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Pate's Grammar School Parents' Association Income and expenditure account for the year ended 31 July 2024
| Unrestricted funds 2024 Income £ PA Events House music 2,999 Autumn concert 631 House drama 3,639 Sweeney Todd 0 School of Rock 1,402 Leavers concert 561 Other events 1,715 Pizza evening 0 Book Sales 1,098 Spring Fair 5,246 Quiz night - Tickets 800 Quiz night - Bar 904 18,996 Nearly new uniform Nearly new uniform sales 7,310 7,310 Rafes Christmas rafe 4,736 Summer rafe 3,090 7,826 Miscellaneous PA income Benevity 2,630 Amazon smile 0 Terracycle 269 Donaton - Ecclesiastcal 0 Donaton - Lloyds match funding 500 Other 0 3,399 |
2023 £ 3,241 588 3,921 1,412 0 951 2,397 2,107 0 0 680 1,214 |
|---|---|
| 16,510 | |
| 5,627 | |
| 5,627 | |
| 5,075 3,096 |
|
| 8,171 | |
| 2,066 910 575 300 556 53 |
|
| 4,461 |
Page 1
| 100 Club Membership 4,690 Interest 255 4,945 Total income 42,476 Unrestricted funds Expenditure PA Expenditure Bar purchases -3,836 Stock movement -384 Pizza evening - expenses 0 Rafe expenses -243 Book purchases -844 Spring fair expenses -910 Operatng expenses -42 -6,259 100 Club Prizes -2,800 -2,800 Total expenditure (ex donatons to school) -9,059 Surplus for year (before donatons to school) 33,418 Donaton to school -24,500 Surplus/(Defcit for year) 8,918 |
5,730 89 5,819 40,588 -3,464 238 -1,235 -158 0 0 -106 -4,725 -3,300 -3,300 -8,025 32,563 -36,601 -4,037 |
5,730 89 5,819 40,588 -3,464 238 -1,235 -158 0 0 -106 -4,725 -3,300 -3,300 -8,025 32,563 -36,601 -4,037 |
|---|---|---|
| -8,025 | ||
| 32,563 -36,601 -4,037 |
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| Pate's Grammar School Parents' Associaton Balance Sheet as at 31 July 2024 Current account 100 Club account Bar stock Cash Accrual for bar purchases Prepayment for income recognised Accrual for 100 club winner payments Total balances Represented by Balances at 1 August 2023 Surplus/(Defcit for year) Balance at now |
2024 £ 30,344 20,785 71 490 -837 4,245 -2,300 52,799 43,881 8,918 52,799 |
2023 £ 23,196 17,440 455 490 -1,200 4,601 -1,100 |
|---|---|---|
| 43,881 | ||
| 47,919 -4,037 |
||
| 43,881 |
Signed by the following trustees on behalf of all trustees:
| Signature approval Name printed Date |
||
| Signature approval Name printed Date |
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Independent examiner's report on the accounts
Section A Independent Examiner’s Report
Report to the trustees
Charity Name Pate’s Grammar School Parents’ Association
On accounts for the year 31 July 2024 Charity no 298307 ended (if any) Set out on pages 1-3 (remember to include the page numbers of additional sheets)
I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31/7/2024. Responsibilities and As the charity's trustees, you are responsible for the preparation of the basis of report 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 carrying out my examination, I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
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Independent I have completed my examination. I confirm that no material matters have
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examiner's statement come to my attention in connection with the examination (other than that disclosed below *) which gives me cause to believe that in, any material respect:
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the accounting records were not kept in accordance with section 130 of the Charities Act; or
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the accounts did not accord with the accounting records; or
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the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
I have no concerns 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 understanding of the accounts to be reached.
Date:
Signed: Name: Caroline Ryman Relevant professional Chartered Accountant qualification(s) or body (if any):
Oct 2018
IER
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Address: 11 Aggs Close, Gotherington, Cheltenham, Glos, GL52 9HD
Section B Disclosure
Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
Give here brief details of any items that the examiner wishes to disclose .
Oct 2018
IER
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