**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:
- The request falls within the PPA’s purpose and students and their education will benefit from these requests
- That the funding could not be provided by the local education authority
- 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**|
Page 2
|**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|||
Page 3
## **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.
- **Independent** I have completed my examination. I confirm that no material matters have
- **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:
- the accounting records were not kept in accordance with section 130 of the Charities Act; or
- the accounts did not accord with the accounting records; or
- 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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