2024-10-01-annual-report

Birches Primary School PTA

(Friends of the Birches)

Annual Report & Statement of Accounts

For the year 2[nd] October 2023 to 1[st] October 2024

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Annual Report for the year ended 1[st] October 2024 …………………………………….3

Achievements and Performance………………………………………………………………………..……..3 Financial Review ………………………………………………………………………………………….…………..4 Income ……………………………………………………………………………………….…..……………4 Expenditure ……………………………………………………………………………………….…………4 Accounts for the year ended 1[st] October 2024 …………………………………………………………5 Statement of Assets and Liabilities ……………………………………………………………….6 Reference and Administrative Details ………………………………………………………………………7 Structure, Governance and Management ………………………………………………………………..8 Governing Document and Constitution …………………………………………………………8

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Annual Report for the year ended 1[st] October 2024

The trustees of Birches Primary School PTA are pleased to submit their report and accounts for the period of 2[nd] October 2023 to 1[st] October 2024. This is their second reporting to the charity commission.

Achievements and Performance

The Year in Numbers

----- Start of picture text -----
2 [nd] 1 4 17 175 £2449.76
Year as a Supporting 1 Quarterly, Members of Supporting 175 Income for the
registered school as PTA charity the PTA, of Pupils and 9 Year
charity of Birches meetings whom 6 are teachers at
Primary School Trustees Birches PS
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Meeting Overview

The PTA hold three committee meetings per academic year (September to June) and one AGM (October). The AGM is held in person, and the three committee meetings that follow are held online (hosted via Zoom). All meetings are chaired by our Chairperson and minutes are recorded by the Secretary. At our AGM the Treasurer presents an overview of the accounts.

Grant Projects

We were successful in retaining a grant from the Ulster-Scots Agency to the amount of £117.06.

Membership

At 2[nd] October 2023 membership of the PTA was 17; this includes 14 parents, 2 teachers/parents and 1 school officer.

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Financial Review

Financial Performance

Financial performance in the year October 2023 to October 2024 has been consistent with the PTA’s aims and objectives; an income of £2449.76 was generated. The year ended with a fund balance of £4363.16.

Income

Income for the year totalled £2449.76. Of this only £117.06 was grant generated income: from the Ulster Scots Agency (Grant to host an Ulster Scots themed celebration). Fundraising efforts totalled £2,332.70 (inc. Peter Pans takeover, Cinema takeover, a Valentine’s Disco and a Pre-loved uniform sale).

Expenditure

Expenditure for the year totalled £2019.07. £153 of this is for Parentkind Membership that the PTA is required to register/have each year. £1719.57 was spent on purchasing resources for school: £125 play resource which are used for Art purposes within the school day; £750 to add to the learning provisions in the outside area; £44.57 for shared play resources in P3-P5; £800 contributed to a huge revamp of literacy resources within the school.

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Accounts for the Year ended 1[st] October 2024 Balance at the Bank 02-10-23 £3,932.47

Income
+£117.06	Ulster Scots Agency
+£248.00	Cinema Takeover
+£538.00	Cash collected at Disco stalls
+£800.00	Peter Pans Takeover
+£474.00	Ticket sales for Disco
+£272.70	Loose cash kept – pre-loved uniform sale
Total Income:	£2449.76
Expenses
-£125.00	Play Resource Subscription
-£750.00	Pat Hughes – Outside Area
-£83.70	Disco Tuck Shop Provisions
-£153.00	Parentkind Subscription
-£800.00	Literacy resources
-£62.80	Sports Day Refreshments
-£44.57	Shared P3-P5 resources

Total Expenditure: £2019.07

Balance at the bank 01-10-24 £4363.16

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Statement of Assets and Liabilities:

Birches Primary School PTA charity has no assets and liabilities.

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Reference and Administrative Details:

Charity Name

Birches Primary School PTA

Charity Number

Registered Charity in Northern Ireland, Number 108454

Address

14 Clonmakate Road

Portadown Craigavon BT62 1LR

Charity Trustees as of 8[th] August 2024

Jenny Davison Chairperson Lauren Rainey Treasurer Claire Buchanan Secretary Claire Smith Deputy Chair Jayne Greer Teacher Representative Joanne Boyd Teacher Representative

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Structure, Governance and Management

Constitution of Birches Primary School PTA

1. Name

The charity’s name is Birches Primary School PTA (Parent-Teacher Association).

2. The Purposes of the Charity are:

The purpose of the charity is to advance the education and wellbeing of the pupils by providing or assisting in the provision of facilities for education at the school (not normally provided by Department of Education, NI).

3. Carrying out the Purposes:

In order to carry out the charitable purposes, the trustees have the power to:

• (1) raise funds, receive grants and donations;

• (2) apply for funds to carry out the work of the charity;

• (3) co-operate with and support other charities with similar charitable purposes;

• (4) do anything which is lawful and necessary to achieve the charity’s purposes.

4. Trustees:

• (1) The charity shall be managed by a committee of trustees who are appointed at the Annual General Meeting (AGM) of the charity.

• (2) The charity must have the following officers:

• A chairperson

• A secretary

• A treasurer

• (3) A trustee must be a member of the charity or the nominated representative of an organisation that is a member of the charity.

• (4) A trustee may not appoint anyone to act on his or her behalf at a meeting of the trustees.

• (5) No one may be appointed a trustee if he or she would be disqualified from acting as a trustee under the provisions of clause 5.

5. Disqualification and Removal of Trustees:

A trustee must cease to hold office if he or she:

• (1) is disqualified from acting as a trustee by virtue of section 86 of the Charities Act (Northern Ireland) 2008 (or any statutory re-enactment or modification of that provision);

• (2) ceases to be a member of the charity;

• (3) in the written opinion, given to the trustees, of a registered medical practitioner treating that person, has become physically or mentally incapable of acting as a charity trustee and may remain so for more than three months;

• (4) resigns as a trustee by notice to the charity (but only if at least two trustees will remain in office when the notice of resignation is to take effect); or

• (6) is absent without the permission of the trustees from all their meetings held within a period of six consecutive months and the trustees resolve that his or her office be vacated.

6. Membership:

• (1) The charity shall have a membership. People, who support the work of the charity and are aged 18 or over, can apply to the trustees to become a member. Once accepted by the trustees, membership lasts for 3 years and may be renewed. The trustees will keep an up-to-date membership list.

• (2) The membership list must detail:

• The full name of the member

• The full address of the member

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• A contact telephone number (if available)

• An email address (if available)

• (3) The trustees may remove a person’s membership if they believe it is in the best interests of the charity. The member has the right to be heard by the trustees before the decision is made and can be accompanied by a friend.

7. Annual General Meeting - AGM

• (1) The AGM must be held every year, with 14 days’ notice given to all members telling them what is on the agenda. Minutes must be kept of the AGM.

• (2) There must be at least twelve members (twice the number of committee members) present at the AGM for there to be quorum.

• (3) Every member has one vote.

• (4) The trustees must present the annual report and accounts.

• (5) Any member may stand for election as a trustee.

• (6) Members must elect between 3 and 10 trustees to serve for the next year. The trustees must retire at the next AGM but may stand for re-election.

8. Trustee Meetings:

• (1) Trustees must hold at least 4 meetings each year. At their first meeting after the AGM they will elect a chair, treasurer and secretary. Trustees may act by majority decision.

• (2) At least 3 trustees must be present at the meeting to be able to take decisions. Minutes shall be kept for every meeting.

• (3) A meeting of the trustees may be held either in person or by suitable alternative means agreed between the trustees in which all participants may communicate simultaneously with all other participants.

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• (4) If trustees have a conflict of interest they must declare it and leave the meeting while this matter is being discussed or decided.

• (5) During the year, the trustees may appoint up to 2 additional trustees. They must stand down at the next AGM but are eligible to stand for election at the AGM.

• (6) The trustees may make reasonable additional rules to help run the charity. These rules must not conflict with this constitution or the law.

9. Written Resolutions:

• (1) A resolution in writing signed by all the trustees on a matter will be as valid and effectual as if it had been passed at a meeting of the trustees duly convened and held and may consist of several documents in like form each signed by one or more trustees. The date of a written resolution will be the date on which the last trustee entitled to vote signs.

• (2) A resolution which is approved by email in accordance with this clause will be as valid and effectual as if it had been passed at a trustee meeting duly convened and held, provided the following conditions are complied with:

• (a) such a resolution must be approved by email by all the trustees entitled to vote on the matter;

• (b) approval must be received by the person nominated in advance by the trustees for that purpose (the “Recipient”); and

• (c) approval from a trustee must be sent from an email address previously notified in writing (not using electronic means) by that trustee to the charity as intended for use by that trustee for the purpose.

• (3) Following receipt of all responses on any resolution, the Recipient shall circulate a further email to all of the trustees confirming whether the resolution has been formally approved by the trustees in accordance with this clause.

• (4) The date of a resolution shall be the date of the email from the Recipient confirming formal approval.

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10. Money and Property:

• (1) Money and property must only be used for the charity’s purposes.

• (2) Trustees must keep accounts. The most recent annual accounts can be seen by anybody on request.

• (3) Trustees cannot receive any money or property from the charity, except to refund reasonable out of pocket expenses, unless permitted by law.

• (4) Money must be held in the charity’s bank account. All cheques must be signed by 2 trustees.

11. General Meetings:

If the trustees consider it is necessary to change the constitution, or wind up the charity, they must call a General Meeting so that the membership can make the decision. Trustees must also call a General Meeting if they receive a written request from the majority of members. All members must be given 14 days’ notice and told the reason for the meeting. All decisions require a two thirds majority. Minutes must be kept.

• (1) Winding up - any money or property remaining after payment of debts must be given to a charity with similar purposes to this one.

• (2) Changes to the Constitution - can be made at AGMs or General Meetings. No change can be made that would make the organisation no longer a charity. A copy of the amended constitution and resolution adopting the changes must be sent to the Charity Commission for Northern Ireland.

• (3) Trustees may also call a General Meeting to consult the membership.

12. Setting up the Charity:

This constitution was adopted on 11[th] October 2021 by the people whose names appear below. They are the first members of the charity and will be the trustees until the AGM, which must be held within one year of this date.

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Jenny Davison (Chairperson) Claire Smith (Vice-chairperson) Claire Buchanan (Secretary) 12uren Rainey (Treasurer) Joanne Boyd (School Representative) Jayne Gr School Representative) 13