2025-08-31-annual-report

Trustees’ Annual Report March 2026 for Cavehill Primary School

Charity Number: 106762

Cavehill Primary School Upper Castle Park Belfast BT15 5FG

This report relates to the Financial Year 1[st] September 2024 – 31[st] August 2025.

The main purpose of the charity is to advance the education of the pupils of Cavehill Primary School by:

• i. Encouraging co-operation between teachers and parents for the benefit of the children attending the school

• ii. Fostering an interest in education.

• iii. Providing social activities for the entire school community.

• iv. Assisting in raising money for the school funds.

The Trustees corresponded electronically during October 2025 to review the work of the PTA during the 2024-25 academic year.

We were delighted with the level of commitment and the variety of opportunities that the PTA was able to provide throughout this period. The PTA committee and office bearers deserve much credit for the way in which they motivate and enthuse volunteers.

They continued to raise funds through various initiatives; support the work of the school through money received from various grants awarded to the PTA; and ensured that there was a strong sense of community created throughout the school through various non-profit events for parents and pupils. The income from grants was reduced compared to previous years mainly as a result of the criteria for grants that were available being less suitable for schools to apply for.

The period of September 2024 – June 2025 resulted in the PTA creatively designing events and activities that ensured their contribution to the life of the school community remained significant and supportive.

The AGM for Cavehill Primary School’s Parent Teacher Association took place on 24[th] September 2025 at 7pm. It was held in the school and was well-attended by a mixture of parents and staff of the school. It was encouraging to note the attendance of new parents for the first time. There were no changes required to the constitution (see appendix 3) and office bearers will continue in post for the next school year.

An agenda, annual report and budget reports were presented to those in attendance (Minutes of the AGM enclosed – see Appendix 1). The reports were communicated by those existing members who hold executive roles and provided a comprehensive overview of what has been achieved over the last year.

The Chair reported on how the past year had progressed in her Chair’s Report (see appendix 2). The meeting discussed upcoming events and planned fundraising activities for this year were highlighted and the support needed in terms of adult assistance at events communicated.

The PTA met periodically throughout the year to plan and evaluate their events. Many events were arranged throughout this period and are detailed below in the Chair’s AGM report.

The PTA has had regard to the public benefit requirement statutory guidance and endeavoured to be of help to the wider school community as far as possible through their events and overall contribution to society through its contacts with the children, parents and relatives. The PTA has been able to support the education of the pupils through creating a sense of belonging to the school community amongst both parents and pupils; providing resources for the pupils; developing the work of the garden etc. The pupils, staff and parents have benefitted as a direct result of the various initiatives undertaken, some examples include: the P1 welcome nights, Christmas events, Coffee Morning, Treat Fridays, termly discos, P7 Leavers’ hoodies and Pancake Breakfast, the gardening programme, School Colour Run etc.

The PTA’s financial accounts are included in a separate, detailed financial monitoring report, they were audited and reflect the following:

1 Sept 24 -31Aug 25

Available funds 1[st] Sep 24 £2,768.60

Income £13,300.47

Expenditure £6,182.37

Balance at 31 Aug 25: £ 9,817.34 (plus £69.36 Petty Cash) Total available unrestricted funds: £9,886.70

There were no PTA debts, nor were there any funds that were materially in deficit at the end of the year.

Charity Trustees:

Mr S Orr (Cavehill Primary School Principal)

Ms M Hoyt (Chair)

Dr A Scott

The constitution of the PTA states the details of the charity’s purposes, how it is governed and membership details and was formally adopted on 12[th] December 2017 (see appendix 3).

This is a true and accurate report to the best of our knowledge.

Signed: Date: 21/4/26 Signed: Akush Date: 21/4/26

Signed: _ Meghan Hoyt ___ Date: 3/3/26

Appendix 1

Cavehill Primary School

Parent Teacher Association Minutes 24.09.2025

Attendees:

Committee: Kylee Murphy (Chair), Laura Adair (Secretary), Laura McCart (Treasurer), Aisling Pugsley, Mr Orr, Mr Magee, Mrs Doyle, Gemma Green, Sarah Allen, Kat Farrell, Caroline England.

Others: Geraldine Clarke, Claire Dickinson, Nicola McCreedy, Siva Ramamoorthy, Alison Wilson, Valerie McKenna.

Committee Apologies: Jill Wharry, Sian Fisher, Melissa Green, Aimee Hayes, Scarlett Orr.

1. Welcome and Apologies

Kylee welcomed everyone to the meeting.

2. Secretary Update – Laura Adair

• Apologies noted.

• Constitution – No changes proposed this year.

• Minutes - Committee received minutes after last year’s AGM. All content with accuracy.

3. Chairs Report – Kylee Murphy

• Kylee thanked the committee for their ongoing hard work. Confirmed the events to run this year are discos, Christmas events including Santa visit and coffee morning. It was agreed Christmas reindeers would be every other year. Colour run to be held again later in the year. PTA will look into organising this.

4. Election of members

• Office bearer roles – Not an election year.

• Committee changes -

• ➢ This year we have lost two members, Alison Moore & Emma Dave. We are grateful for all their hard work over the years.

• ➢ New members elected: Claire Dickinson & Nicola McCreedy were both voted onto the committee at the AGM.

5. Sub-team Reports

• Grants – Laura Adair provided grant report on behalf of Jill Wharry. Grant team met 4 times last year. Lots of communication via WhatsApp. Explored several avenues throughout the year. The grant sector has undergone significant change over the past few years. Focus has shifted

towards community and environmental projects. The grants team would be looking to get more parents onto the team. Hope to keep up the momentum of the research conducted in 2024 into the 2025 school year and find eligible grants.

• Treasurer – Laura McCart provided treasurer report for 2024 – 25. Main fundraisers were 3 school Discos, Christmas raffles, Christmas cards and Coffee morning. Funds raised just over £10,000. Independent review was completed for the year 2023-24 & was submitted to the charities commission as requested. 2024-25 has been completed. A copy has been submitted to Mr Orr & to the charities commission.

• Garden – Aisling Pugsley & Kylee Murphy provided update on the garden. This has been a challenge to maintain. Storm damage has made areas of the garden too dangerous for the children to use. Mr Orr would like the garden to be cleared as soon as possible. Potential family morning to be arranged for clearance. Further meeting to be arranged to discuss future plans for the garden. PTA are very grateful to Aisling & team for all the hours / time they have dedicated to maintaining the garden.

6. AOB

• Kylee Murphy – Kylee discussed the upcoming fundraising plans for this term. A further meeting will he organised to review / plan for this. Mr Orr explained ipads are becoming old & may need replaced. Possible new books required for middle section on the school. Mr Orr thanked committee for ongoing hard work.

Appendix 2

Chair’s Report

Cavehill Parent Teacher Association Annual Chairs Report 2024- 2025

The following report provides an overview of the Cavehill Primary School PTA and its activities in 2024-25 academic year.

Committee Membership

The following officials have been in post for the past school year, Kylee Murphy as Chair, Laura Adair as Secretary and Laura McCart as Treasurer. The remainder of the Committee during the year was composed of:

Parent representatives :

Aisling Pugsley, Gemma Green, Sarah Allen, Kat Farrell, Caroline England, Jill Wharry, Sian Fisher, Melissa Green, Aimee Hayes, Scarlett Orr.

Teacher representatives : Mr. Orr, Mrs Doyle, Mr. Magee

Sub-committees were introduced a number of years ago to streamline main PTA meetings but also to ensure each area had sufficient time dedicated to it. Team leaders for the 202425 were as follows:

PTA Gardening Team Lead : Aisling Pugsley PTA Grant Team Lead: Jill Wharry

PTA Fundraising Team Lead: Kylee Murphy

One of our valued members of the Committee, Alison Moore, left in June 2024 and we thank her for her valuable contribution during her time on the Committee.

Key Activities and Events

Broadly speaking as per our Constitution, the aims of the PTA are threefold:

• foster links between parents and teachers.

• fundraise on behalf of the school; and

• contribute to creating a community atmosphere within the school.

To that end, here is what we have achieved during the year:

Fundraising Events

Halloween Disco - We ran our first Halloween Discos for all age groups over the course of 2 evenings which proved very popular and raised £1703.19

Christmas Cards - For the 2024 Christmas season the PTA again organised Christmas cards raising £1096.85

Christmas Raffle - selling tickets online and at nativities while serving tea and coffee raising £1255.00. We are very grateful to all those who contributed prizes.

Christmas Disco - We held Christmas Parties over two nights for the various age groups raising £1480.83

Coffee Morning - In January 2025 we held our annual coffee morning. This was primarily a family engagement event to allow parents, grandparents to mingle over coffee then see a glimpse of school life. We raised £774.75

Crazy Hair Day - Held in March this was a simple, easy concept and proved popular with the pupils as kids came to school with crazy hair for £1 which raised £355.93

Summer Disco - We held our annual summer disco and leavers night raising £1681.97 which was a lovely, engaging way to end the year and send off our P7 pupils in style!

Tea-Towels - As it was schools 180th anniversary PTA organised class tea towels raising £680.40. This allowed the children to draw their portrait and have it added to the tea towels with their classmates creating lasting memories for the pupils.

Community Events

P1 Welcome night - The PTA along with P1 teachers organised a P1 welcome Night. Children and parents were invited back to the school in the evening for an informal meet up and puppet show.

PTA Tea & Coffee - PTA supported the school at various events such as nativities, P1 open days and inductions. Parents are asked for donations rather than setting a price and we are always appreciative of people’s generosity.

P7 Leavers - The PTA continued to organise and partially fund Leavers Hoodies for the P7s as well as the organising of a Leavers event where PTA and volunteers supplied breakfast. In addition to the pancake breakfast a number of PTA committee members volunteered their own free time each Friday afternoon in term 3 to run an entrepreneur project. Over the weeks the pupils learnt about business ideas, profit and costs of setting up a business as well as marketing and branding their business. This culminated in a P7 mini fair towards the end of term. The event was a huge success which helped the P7 part fund their own hoodies and leavers day whilst allowing them the opportunity to be creative and foster their entrepreneurial spirit!

End of term treats - The PTA continue to provide all classes with end of term party refreshments at Christmas, Easter and June.

Finance

Income

The main fundraisers for 24/25 were;

• Halloween Disco - £1703.19

• Christmas Disco - £1480.83

• Christmas Raffle - £1255.00

• Christmas Cards - £1096.85

• Coffee Morning - £774.75

• 180th Towels - £680.40

• Summer Disco - £1681.97

• Crazy Hair Day - £355.93

Expenditure

• PTA Spend - £1460.36

• End of Term Treats - £631.95

• Subscriptions - £252.00 (Parentkind & Bryson Energy)

• P7 Leavers Hoodies - £413.00

Financial position ( as of 31st August 2025)

Account Balance - £9817.34 Restricted Funds - £0.00 Cheques Pending - £0.00 Paypal Balance - £0.00 Petty Cash - £69.36

Total available unrestricted funds £9886.70

Independent Review – This was completed for the year 2023-24 by Amanda Millard and was submitted to the charities commission as requested, this was Amandas last year. 2024/25 have been completed by Bobby Anderson, a copy has been given to Mr Orr to be submitted to the charities commission.

Charity Commission

Cavehill Primary School PTA is a NI Registered Charity (NIC106762) since 18/12/17. Trustees of the PTA are Stephen Orr, Andrew Scott (Chairperson) and Meghan Hoyt (Secretary).

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As Chair of the PTA, I would like to express my sincere appreciation to all staff, parents, and family members who have generously supported our work throughout the year. From volunteering at events and assisting in the garden to contributing to our fundraising efforts, your time and generosity are invaluable to the success of the PTA.

I would also like to extend special thanks to our committee members - parents and teacher representatives alike - for their commitment and collaboration. Your dedication ensures the continued success and impact of our PTA.

Kylee Murphy

Cavehill Primary School

Parent Teacher Association

Constitution

1. Name

• A. The name of the group shall be 'Cavehill Parent Teacher Association' (and in this document it is called 'the Association')

2. Administration

• A. The Association and its property shall be administered and managed in accordance with this constitution by the members of the Management Committee in an entirely non for profit and voluntary way.

• B. The Association shall be guided by the needs of the Principal and staff in all that it does. All events organised and decisions taken must be in keeping with the ethos of the school; to this end, the Principal will hold the final veto.

3. Objectives

• A. The objects of the Association are to advance the education of the pupils of Cavehill Primary School {hereinafter called 'the school'} by:

• A. Encouraging co-operation between teachers and parents for the benefit

• of the children attending the school. ii. Fostering an interest in education.

• iii. Providing social activities for the entire school community. iv. Assisting in raising money for the school funds.

4. Powers

The Association:

• A. Cannot become involved with the wider management of the school. Such issues are the remit of the Board of Governors.

• B. May provide, assist in providing or secure the provision of social services and educational facilities for the benefit of the general public.

• C. May promote and carry out, or assist in promoting and carrying out research, surveys and investigations and publish useful results which are related to the objectives of the Association.

• May obtain, collect and receive money by way of grants and donations providing that the Association shall not undertake any permanent trading activities and shall conform to any relevant requirements of the law relating to non for profit voluntary organisations.

• E. May train members with the appropriate skills to carry out the objectives of the Association.

• F. May further such other charitable purposes as the committee of the Association may from time to time decide, including the delivery of services for the benefit of the wider community and in partnering with other groups to enhance and broaden provision

5. Membership

• A. Membership is open to anyone regardless of sex, age, disability, ethnicity, nationality, sexual orientation, religion or other beliefs.

• B. All present and future members will receive fair and equal treatment.

• C. Membership will consist of parents of each child currently attending the school, the Principal, the teaching and ancillary staff shall have automatic membership, the right to vote and participate fully in all the activities of the association.

6. Management Committee

• A. The Committee shall meet not less than 4 times a year and shall be represented and governed by a committee consisting of not less than 4 elected members.

• B. If a vacancy occurs in the course of a year, the committee will have the power to co-opt another member until the next Annual General Meeting.

• c. Elected members will serve for a period of 2 years (after which they will, along with all other parents, be available for re-election) or until they no longer have any children attending the school, whichever is shorter.

• D. Parents will be informed during the month of September, of the number of committee vacancies to be filled; each parent/ guardian will automatically be eligible for election unless they specifically request that their name be withdrawn. Members shall then be elected by postal ballot.

• E. Two parents from the same family cannot serve on the committee simultaneously

• F. The officers of the Association shall be Chair; Vice Chair, Secretary and Treasurer, elected annually by the committee at the Annual General Meeting.

• G. A quorum for a meeting of the committee shall be 3

• H. The secretary shall circulate the minutes of each meeting to the committee in advance of the next

• I. The Annual General Meeting shall be held in the first term of each school year

• J. The Association may appoint and may terminate the appointment of not less than 3

trustees.

7. Child Protection

• A. We at Cavehill PTA are committed to good practice which protects children and vulnerable persons from harm. Volunteers accept and recognise their responsibility to provide an environment which promotes the safety of the child at all times.

8. Finance

• A. An account in the name of Cavehill Parent Teacher Association shall be opened and all monies lodged therein. Two signatures will be necessary for any withdraw, namely Secretary, Principal or Treasurer.

• B. All monies raised shall be applied to further the objectives of the Association and for no other purpose provided that nothing herein contained shall prevent the payment of legitimate out-of-pocket expenses of members of the Association.

• C. The Treasurer will keep accounts of the finances of the Association and a brief financial report of update will be presented at each committee meeting.

• D. A written report on the activities of the Association, including finances, will be submitted, on a termly basis, to the board of Governors.

• E. Two auditors (not committee members) will be appointed by the Principal, each year to audit the accounts of the Association, the report being presented to the committee

• F. The Treasurer shall be responsible for all the monies and will submit, at the Annual General Meeting, an audited and detailed statement of account, showing how the money was raised and what specific projects it went to fund. The Treasurer will ensure that all documentary evidence necessary for the auditors to carry out their function is retained.

• G. The financial year of the Association shall run from September 1[st ] to August 3pt

• H. In the interests of personal safety and integrity it shall be the responsibility of the committee to ensure that for each fund raising activity appropriate controls are put in place, so that no individual can be held solely responsible to account for funds raised.

9. Alterations to the Constitution

• A. No amendment to this Constitution can take place except at the Annual General Meeting, and then only by two thirds majority of those voting. Any person proposing an amendment to the Constitution shall give at least 4 weeks' notice in writing to the Secretary, signed by not fewer than 10 members.

• B. No change to this constitution can be made that would make the organisation no longer a charity.

• C. An extraordinary General Meeting shall be called by the Secretary at the request of not fewer than 30 members, or a quorum of the committee. Notice of such meeting will be issued within 14 days of the request.

10. Dissolution

• A. If the Committee by a simple majority decide at any time that on the grounds of expense or otherwise it is necessary or advisable to dissolve the Association they shall call a meeting of all members of the Association who have the power to vote of which meeting not less than 21 days notice (stating the terms of the Resolution to be proposed thereat) shall be given.

• B. If such decisions shall be confirmed by a simple majority of those present and voting at such meeting the Committee shall have power to dispose of any assets held by or in the name of the Association.

• C. Any assets remaining after the satisfaction of any proper debts and liabilities shall be given or transferred to the school or other such charitable institution or institutions having objects similar to the objects of the Association as the Committee may decide. All charitable assets must only be used for charitable purposes.

11. Indemnity and Insurance

• A. The Association must insure to their full value against any foreseeable risk in respect of public liability, and any other insurance policies as required to protect the Association.

• B. The Association must insure to their full value against any foreseeable risk all the property of the Association (except those buildings that are required to be insured by a tenant). The Association must also insure suitably in respect of public liability and employer's liability and take out other insurance policies to protect the Association when required.

• C. The Association may purchase indemnity insurance for the Management Committee members against any liability that by virtue of any rule of law would otherwise attach to a Management Committee Member or other officer in respect of any negligence, default breach of duty or breach of trust of which he or she may be guilty in relation to the Association but excluding:

• i) fines; ii) costs of unsuccessfully defending criminal prosecutions for offences arising out of the fraud, dishonesty or willful or reckless misconduct of the Management Committee Members or other officer;

Ill) liabilities to the Association that result from conduct that the Management Committee Members or other officer knew or must be assumed to have known was not in the best interests of the Association or about which the person concerned did not care whether it was in the best interests of the Association or not.

This Constitution was formerly adopted on 12[th] Dec 2017