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2022-08-31-accounts

Charity Number: 1032975

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

Prepared by: K. Poltoratskaja, September 2022

Contents

Contents
1 Legal and administrative information ............................................................................................. 2
2 Trustees’ annual report .......................................................................................................................... 3
3 Financial statements ............................................................................................................................. 11
4 Notes to the accounts ........................................................................................................................... 14

FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975 ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

1 Legal and administrative information

1.1 Charity details

Registered charity name: Friends of Highfield, Shortlands (formerly Friends of Highfield Infants’ School) Other names: FHS (also formerly known as FHIS) Registered charity number: 1032975 Principal address: Highfield Infants’ School, Highfield Drive, Bromley, BR2 0RX

1.2 Charity trustees

Co-Chairs: Bronwyn Stewart (re-elected 6 December 2021) Kerry Capell (re-elected 6 December 2021) Co-Treasurers: Neha Pandey (re-elected 6 December 2021) Karina Poltoratskaja (re-elected 6 December 2021) Vice Chair (HIS): Margot Holland (re-elected 6 December 2021) Secretary: Bhavisha Patel (re-elected 6 December 2021) Accounts Preparation: Karina Poltoratskaja

1.3 Charity advisers

Bankers: HSBC, 184 High St, Bromley, BR1 1HE

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975 ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

2 Trustees’ annual report

2.1 Introduction

The trustees present their report and financial statements for the year ended 31 August 2022. The trustees confirm that the annual report and financial statements have been prepared in accordance with the charity’s own governing document and the Charities Act 2011. FHS accounts are prepared on a receipts and payments basis.

In preparing the report and accounts, the trustees have had regard to the Charity Commission’s guidance as set out in the following publications, relevant to small charities (with gross income less than £250k) and for accounting periods beginning on or after 1 November 2016:

2.2 Structure, governance and management

2.2.1 Governing document

FHS is a Friends Association, managed by committee.

The charity’s governing document is its Constitution. The Constitution was originally adopted on 13 October 1993. It was amended on 1 May 2018, to change the charity’s name, objects and to adopt the latest model constitution issued by Parentkind (February 2018 version). The amendments were approved by the Charity Commission on 16 July 2018.

2.2.2 Restrictions imposed by the charity’s governing document

2.2.3 Trustee selection methods

Trustees are elected by members of the association at the Annual General Meeting, held in the Autumn Term of each academic year, and serve until the commencement of the next Annual General Meeting. Nominations, which are proposed and seconded by members, may be made at any time prior to the commencement of, or during, the Annual General Meeting.

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

All trustees give their time voluntarily and receive no remuneration or other compensation.

Trustees are, however, reimbursed for their ‘out-of-pocket’ expenses; that is, for costs a trustee has had to meet personally in order to carry out their duties. Such costs include purchases made on behalf of the charity for goods and services required to put on fundraising events. Trustee expense claims (as all expense claims) are supported by invoices or receipts.

During 2021-22, £14.5k of payments related to Trustee expense claims, which is higher than the previous year (£4.6k) due to being able to run more events.

FHS is a member of Parentkind, which provides FHS with public liability insurance (underwritten by Zurich) to cover its activities and events, as well as other member benefits including support, information and advice for running a small charity.

As required for insurance purposes, the charity’s trustees undertake risk assessments for each fundraising event, and put in place appropriate risk mitigation measures where appropriate.

The trustees also ensure that the relevant licences required under law are obtained as appropriate. Examples include for the sale of alcohol, running lotteries and raffles and film nights.

In the past, FHS (formerly Friends of Highfield Infants’ School, also known as “FHIS”) worked closely with Highfield Junior School Parent Teacher Association (“HJS PTA”, charity number 1021794), partnering to organise a number of joint activities and events for the enjoyment and benefit of pupils of Highfield Infants’ School (“HIS”) and Highfield Junior School (“HJS”), and the wider community.

Since 1 May 2018, FHS has operated singularly for the benefit of both Highfield Schools, and former associate charity HJS PTA has been wound up. The FHS constitutional changes made to enable this became effective as of 1 May 2018 and were approved by the Charity Commission on 16 July 2018.

2.3 Objectives and activities

a) Developing effective relationships between the staff, parents and others associated with the school.

1 Where “school” refers to Highfield Infants’ School and Highfield Junior School collectively.

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975 ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

b) Engaging in activities or providing facilities or equipment which support the school and advance the education of the pupils.

2.3.2 Activities undertaken for the public benefit Prior to 1 May 2018, the purpose of the charity was to raise money in support of Highfield Infants’ School, Bromley. Since the constitutional changes effected on 1 May 2018, the primary purpose of the charity is to raise money in support of both Highfield Infants’ School and Highfield Junior School (collectively “Highfield Schools”). The benefit of this is to enhance the educational provision and experience of pupils (both current and future) of both Highfield Schools, beyond that which might be possible without FHS funding. Since the vast majority of pupils of HIS go on to further their education at HJS, this means that FHS is able to consider the relative needs of the two schools when allocating funding, to support and enhance the education of the pupil body over a longer period of their education.

FHS runs a variety of fundraising events and other activities throughout the academic year in order to achieve this purpose, and in doing so also aims to put on events that are both fun for the children and their families, and create a sense of community between Highfield Schools, families and the surrounding neighbourhood. As such, FHS plays an integral part in school life, bringing staff, parents and friends together socially in support of Highfield Schools.

In addition, FHS regularly participates in generating support for other charities and social causes, encouraging broader social and community awareness amongst Highfield Schools’ pupils and families, and extending the public benefit beyond the pupils of the school.

The trustees confirm that they have considered the Charity Commission's guidance on public benefit in making decisions regarding how FHS funds are spent. In particular, the trustees’ aim is to ensure that, on the whole, funds spent benefit the majority (and not a minority) of children in Highfield Schools.

2.4 Achievements and performance 2021-22

2.4.1 Overview of income and expenditure

Total gross income for the year ended 31 August 2022 is £53,749 (prior year: £21,263) and total expenditure is £51,768 (prior year: £27,553), netting an overall surplus generated in the year of £1,981 (prior year deficit: £6,290).

There has been a significant increase in gross income and gross expenditure during 202122 as compared to the previous year. Due to cancellation of Covid-19 restrictions, majority of our usual fundraising events could now take place. Amongst them were: Christmas and Summer Fairs (which are usually the main fundraisers each year), Circus and own clothes days. The key variances in gross income and expenditure are explained below.

2.4.1.1 Gross income variances explained

The main drivers for the increase of £32,486 in gross income are:

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

However some of the income has been offset by number of negative variances:

2.4.1.2 Expenditure variances explained

The main drivers for the increase of £24,215 in expenditure are:

2.4.2 Fundraising activities

FHS fundraising activities during the 2021-22 academic year generated gross income of £53,391 netting £22,586 after costs of £30,805. In addition, FHS received £358 in donations from individual contributions (£20), and claiming Gift Aid from the sale of bricks for the Path to Excellence and Rise to the Challenge (£312) and Advertising (£26).

This brings the total net funds raised (before deduction of FHS running costs and payments to Highfield Schools and other charities) to £22,944 (prior year £13,273).

Of this, £21,303 was raised for the benefit of Highfield Schools, whilst £1,641 was raised at specific events for the benefit of other charities (refer to section 2.4.5 below). The key fundraising events for Highfield Schools during 2021-22 were the Summer & Christmas Fairs, Christmas Tree Sales, Summer Disco, Funraisin and Circus. Together, these events generated over two thirds (around £17k) of the funds raised this year for Highfield Schools.

The remaining funds raised were generated from donations and a number of smaller activities and initiatives which in isolation generate modest amounts from ticket sales and/or the sale of refreshments, but in aggregate still make a significant contribution to the funds raised. These activities included: 100 CLUB Lottery; Treat sales after school; Second hand Uniform sales; Second hand books sales; Two Two Two Challenge; Own Clothes Days across the year and Movie Night. All of these smaller events are run with entertainment and enjoyment of Highfield children and families in mind.

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

Unfortunately, this year, due to last minute theatre performance cancellation, we were forced to refund majority theatre ticket purchases and resulted in nearly £9.6k loss of profit.

FHS made donations of £5,176 to Highfield Infants’ School during 2021-22 (prior year: £10,433), and £11,439 to Highfield Junior School (prior year: £8,468).

In both schools this provided for:

Specifically, for the Infants’ School:

Specifically, for the Junior School:

The main funding priority for at least the coming year is provision of new IT equipment for both schools. Both schools need new laptops/iPads for working in classrooms and new whiteboards for some classrooms.

Beyond this, other funding opportunities include:

Charities supported by FHS this year were:

For Macmillan, FHS runs an annual coffee morning, providing tea and coffee and donated cakes in return for voluntary contributions. This year the Macmillan Coffee Morning raised £249 which was paid out in full to Macmillan Cancer Support.

For UNICEF it has been a one-off collection in support for Ukrainian people affected by the war. We raised £1,392 and paid out in full to UNICEF.

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975 ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

2.5 Financial review

In determining the level of reserves policy of the charity, the trustees have considered the level of the ongoing running costs of the charity and the level of recurring funding commitments to Highfield Infants’ School and Highfield Junior School that school budgets would be unable to cover without FHS funding.

The minimum level of reserves that the trustees therefore believe to be adequate is £1015k. That is, to be broadly sufficient to cover one year of running costs and recurring contributions to the schools in the event that, for whatever reason, FHS is unable to conduct any fundraising for an extended period.

The trustees consider that a reasonable upper level of reserves should have regard to:

However, the level of reserves policy should be treated as a guide only, and the trustees are able to exercise discretion as to the appropriate level of reserves for the specific circumstances of the time.

At the year ended 31 August 2022, £40,032 was held in the FHS current account. This leaves FHS well positioned to contribute to significant and costly projects on the horizon (see section 2.4.4 above).

Upon closure of its bank account, HJS PTA transferred its remaining balance of funds to FHS to manage. This balance is designated by the trustees for the benefit of pupils of Highfield Junior School (“HJS”). Similarly, the funds raised by FHIS prior to the constitutional changes effected on 1 May 2018 are designated for the benefit of pupils of Highfield Infants’ School (“HIS”).

Funds raised by FHS since 1 May 2018 are for the benefit of both Highfield Schools, and are allocated to notional sub-funds from which each school can draw down. In general terms, funds are allocated as follows:

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975 ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

The purpose of this notional allocation is to monitor the overall “fairness” of the distribution of funding between the two schools. However, the allocation and subsequent draw down is at the discretion of the trustees. Since the majority of pupils of HIS go on to further their education at HJS, this gives FHS trustees the flexibility to better consider the relative needs of the two schools when allocating funding, to support and enhance the education of the pupil body throughout their primary education.

2.5.3 Details of any funds materially in deficit

Not applicable to FHS at this time as FHS accounts are prepared on a receipts and payments basis.

2.6 Governance and risk management review

2.6.1 Pricing policy

The EU Payment Services Directive 2 (PDS2) came into force on 13 January 2018, and prohibits the charging of additional fees on credit/debit card purchases, unless it is a universal fee (such as a booking fee) that would apply equally to all payment methods including cash and cheques.

FHS policy with regard to the use of booking fees (to recoup payment processor transaction fees on online sales of tickets to FHS events) ensures compliance with this directive as follows:

2.6.2 Privacy policy

The EU General Data Protection Regulation (GDPR) came into force on 25 May 2018. This impacted FHS, which, as an organisation, collects and processes personal information for a variety of purposes, the main ones being:

In light of this, the trustees undertook to develop a Privacy Policy which was published - during the Summer Term of 2017-18. It is available on our events site, at www.pta events.co.uk/highfield.

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975 ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

2.7 Trustees’ declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees.

Signature
Full name
Position
Date
Bronwyn Stewart Kerry Capell
Co-Chair Co-Chair
May 2023 May 2023

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975 ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

3 Financial statements

3.1 Receipts and payments summary

Receipts
Fundraising income
Donations received
Other income
Total receipts
Payments
Fundraising costs
Costs matched with other income
FHS running costs
Donations to Highfield Infants’ School
Donations to Highfield Junior School
Other charitable donations/payments
Total payments
NET RECEIPTS
OPENING FUND BALANCE B/F
EXPIRED CHEQUE PAYMENTS
OPENING STRIPE BALANCE
CLOSING FUNDS CARRIED
FORWARD
UNCASHED CHEQUES/DONATED
CASH IN HAND (RECEIPTS) C/F
UNCASHED CHEQUES (PAYMENTS)
C/F
CLOSING Charity BALANCE		 Total funds*,
£
For year
ended
31.08.2022
53,391
332
26
53,749
30,805
0
2,707
5,176
11,439
1,641
51,768

1,981
37,399
(387)
141

39,134
125
825
40,084		 Total funds*,
£
For year
ended
31.08.2021
Notes
section
ref.
19,327
4.1
1,734
4.1 #
202
4.1 ##
21,263
4.1
7,988
4.1
2
4.1 ##
662
4.1 †
10,433
4.2
8,468
4.2
0
4.3
27,553
(6,290)
43,458
(15)
37,153
0
387
37,540

Further detail on the receipts and payments (including a breakdown of net receipts by fundraising activity/event) is provided in the notes to the accounts in section 4.

*Note: FHS funds as at 31 August 2022 are all unrestricted funds with the exception of:

Refer to section 4.4 for further detail on restricted and designated funds.

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975 ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

3.2 Net Financial Activity

.2 Net Financial Activity
OPENING BANK BALANCE
OPENING STRIPE BALANCE
UNCASHED RECEIPTS AND
PAYMENTS
OPENING CHARITY BALANCE
TOTAL GROSS RECEIPTS
TOTAL PAYMENTS
EXPIRED CHEQUE PAYMENTS
CLOSING CHARITY BALANCE
UNCASHED CHEQUE PAYMENTS
TOTAL CLOSING CASH/BANK
BALANCE		 Total funds*,£
For year
ended
31.08.2022
37,399
141
(387)
37,153
53,749
(51,768)
125
39,259
825		 Total funds*, £
For year
ended
31.08.2021
Notes
section
ref.
43,458
1
0
2
(15)
3
43,443
21,263
(27,553)
0
37,153
387
4
37,540
40,084

  1. Opening Bank Balance from bank Statement

  2. Outstanding balance in Stripe account from the previous financial year that has not been deposited into the bank account by the end of that financial year's closing.

  3. Uncashed checks carried over from prior fiscal year.

  4. Total uncashed cheques value for current financial year that is a liability.

3.3 Statement of assets and liabilities

Non-monetary assets
Stock in hand
FilmBankMedia Membership
Total non-monetary assets
Cash assets
Cash at bank
Cash at Stripe
Total cash assets
Current liabilities
Uncashed cheque payments
Total current liabilities
TOTAL NET CASH FUNDS
TOTAL NET ASSETS		 As at
31.08.2022

0
150
150
40,032
52
40,084
825

825

39,259

39,409		 12 of 22
As at
31.08.2021
Notes
ref.

(71)

150

78



37,399

141

37,540



387

387


37,153


37,231

FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

The trustees declare that they have approved the financial statements above. Signed on behalf of the charity’s trustees

Signature
Full name
Position
Date
Karina Poltoratskaja
Co-Treasurer
May 2023

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975 ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

4 Notes to the accounts

4.1 Receipts and payments detail by activity / event






#


#

*





##
##



‡
‡










*


#
 FUNDRAISING
RECEIPTS/COSTS
XMAS FAIR
XMAS TREES
PUMPKIN INFANTS DISCO
100 CLUB
HALLOWEEN DETECTIVE
MATCHED FUNDING
PUMPKIN JUNIOR DISCO
QUIZ NIGHTS
DONATIONS RECEIVED
THEATRE OFFERS
EASTER
FIREWORKS
END OF TERM TREAT SALES
XMAS CARDS
SCHOOL UNIFORM SALES
SECOND HAND BOOK SALES
OTHER INCOME/COSTS
AMAZON SMILE/EASY
FUNDRAISING
COFFEE MORNING/AFTERNOON
SUMMER ACTIVITIES
OWN CLOTHES DAYS
MACMILLAN COFFEE MORNING
UNICEF
SPORTS DAYS
SPORTS AWARDS
SPRING MUSIC EVENING
CIRCUS
TwoTwoTwo Challenge
FUNRAISIN
2020-21 YEAR PAYMENTS
LOLLIES GIVEAWAY
YEAR 6 PRODUCTION
EASTER HUNT
MR MARVEL MAGIC DISCO
SUMMER FAIR & EOY PICNIC
YEAR 6 LEAVERS' PROM
PATH TO EXCELLENCE / RISE		 RECEIPTS
£
PAYMENTS
£
2021-22
NET
RECEIPTS £
5,989
2,338
3,651
4,248
2,524
1,724
-
-
-
848
427
421
353
115
238
-
-
-
-
-
-
-
-
-
20
1
19
10,080
9,566
514
-
113
(113)
-
-
-
381
48
333
-
-
-
667
31
636
20
-
20
26
-
26
552
-
552
-
-
-
3,059
1,567
1,492
1,550
4
1,546
249
249
-
1,392
1,392
-
35
56
(21)
186
297
(111)
-
-
-
6,598
4,795
1,803
997
96
901
1,492
11
1,481
68
794
(726)
-
260
(260)
-
-
-
-
-
-
-
-
-
13,295
6,165
7,130
1,332
805
527
312
792
(480)		 2020-21
NET
RECEIPTS £
2,126
1,768
-
604
474
250
-
-
1,457
-
1,045
-
644
-
656
-
200
475
-
640
1,243
-
-
-
-
-
-
-
-
-
-
-
-
555
-
(56)
1,192		 1
3
2
4
5
6
2
2
7
8
9
2
10
2
11
12
13
13
2
14
15
16
16
16
17
17
17
17
16
18
18
17
17
19
53,749
32,446
21,303		 13,273

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975 ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

FHS EXPENSES

FHS EXPENSES
DONATIONS TO HIS & HJS
†ANNUAL LICENCES/
SUBSCRIPTIONS
†GIFTS TO HIS/HJS STAFF/HELPERS
†STOCK IN HAND ADJUSTMENT
†SUNDRIES
†PTA EQUIPMENT PURCHASES
†BANK CHARGES/COMPENSATION
†BANKED CHARGES (PTA-EVENTS
SITE)
†FILMBANKMEDIA MEMBERSHIP

 -
16,615
-
594
-
748
-
75
-
353
-
616
-
145
-
176
-
-
-
19,322
53,749
51,768		 (16,615)
(594)
(748)
(75)
(353)
(616)
(145)
(176)
-		 (18,901)
(163)
(241)
(10)
(217)
(31)
-
-
-		 §4.2
20

21

22
22
22
22
(19,322) (19,563)
1,981 (6,290)

KEY TO SYMBOLS USED ABOVE

EXPLANATORY NOTES ON 2021-22 RECEIPTS & PAYMENTS AND VARIANCES WITH PRIOR YEAR:

  1. Small scale outdoor XMAS FAIR resulted in favourable profit of £3,651

  2. Following six events that were last run in 2019 had to be cancelled due to Covid-19 restrictions in 2021-22:

  3. PUMKIN INFANT & JUNIOR DISCO (year on year net loss of £1,942) – school did not allow indoor public gatherings

  4. QUIZ NIGHTS last time run in 2019 (year on year net loss of £698) – school did not allow indoor public gatherings

  5. FIREWORKS (year on year net loss of £326) – no firework displays due to public gathering bans

  6. XMAS CARDS (year on year net loss of £170) – not allowed distributing any physical items through school

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

Combined, the cancellation of these events resulted in an unfavourable loss of approx. £3k in net receipts year on year.

  1. Net receipts on XMAS TREES has decreased by £44 year on year as a result of selling less trees compared to the previous year.

  2. Net income of 100 CLUB Lottery is reduced by £183 year on year due to less interest in participation.

  3. Net receipts on HALOWEEN DETECTIVE has decreased by £236 due to decrease in this event interest. Some of Covid-19 restrictions have been lifted and people were allowed to go trick or treating, which resulted in less interest in taking part in this event.

  4. No income from MATCHED FUNDING this year. Previous years FHS ran several events where parents could request matched funding from their employers, when in 2021-2022 none of the parents were granted matched funding from their employers.

  5. The value of DONATIONS RECEIVED has significantly decreased by £1,438 year on year. This year more usual events were allowed, so parents did not feel the need of supporting school through donations.

  6. Net income from THEATRE OFFERS is £514 year on year. Last minute performance cancellation by the theatre resulted in majority ticket’s refund and loss of significant profit.

  7. This year none of EASTER activities taken place, therefore no profit has been generated. All pupils received Easter treat, which resulted in £113 year on year loss.

  8. Net income on the END OF TERM TREAT SALES has decreased by £311 year on year. During this year school was still following some Covid-19 restrictions and FHS was not able to run as many treat sales as before.

  9. SCHOOL UNIFORM SALES decreased by £20 year on year. Majority of sales still done via online platform.

  10. Very low net income of £20 year on year on SECOND HAND BOOK SALES resulted from continuation of some Covid-19 restrictions.

  11. Net profit of £578 year on year from non-fundraising activities:

  12. Net profit of £26 year on year on OTHER INCOME/COSTS - sponsorship monies received by FHS from a local business in return for advertising space on the FHS online events site.

  13. Net income of £552 year on year on AMAZON SMILE / EASY FUNDRAISING – we receive % from registered purchases made by registered school members and their families.

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975 ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

  1. SUMMER ACTIVITIES generated net income of £1,492 year on year profit

  2. 2020-21 activities (Name the Teddy bear and Summer Raffle) that resulted in £640 year on year profit were decided by FHS not re-occur this year .

  3. Instead, 2021-22 activities (Summer Disco, Dinner & Movie Night) resulted in year on year net profit of £1,492

  4. Net income of OWN CLOTHES DAYS has increased by £303 year on year

  5. A number of school-led events usually held during the Spring and Summer terms did not take place or ran at a smaller scale this year due to Covid-19 restrictions. FHS usually raises funds at these events through the sale of refreshments.

  6. SPRING MUSIC EVENING

  7. SPORTS DAYS (2 days, one each for Highfield Infants’ and Junior Schools) – resulted in £21 loss

  8. SPORTS AWARDS EVENING – resulted in £111 loss

  9. YEAR 6 PRODUCTION (run over 2 evenings)

  10. Following new or returning after Covid-19 events were run this year by FHS:

  11. CIRCUS resulted in £1,803 year on year net profit

  12. TwoTwoTwo CHALLENGE resulted in £901 year on year net profit. Pupils needed to collect 2p, 20p or £2 change and donate it to FHS.

  13. FUNRAISIN resulted in £1,481 year on year profit. Students were given out raisin packs to collect as much change as it could fit in the pack. Winning class received a present.

  14. LOLLIES GIVEAWAY resulted in £260 year on year loss. On the hottest summer day children were given out a lolly to stay cool

  15. Usually, YEAR 6 LEAVERS' PROM breaks even. However, due to the Covid-19 restrictions previous years’ deposits have been transferred to this year. This resulted in generating £527 year on year profit

  16. SUMMER FAIR & EOY PICNIC resulted in £7,130 year on year net profit

  17. A number of FHS events usually held during the Spring and Summer were decided by FHS not to take place this year:

  18. EASTER HUNT

  19. MR MARVEL DISCO

  20. The PATH TO EXCELLENCE (HIS) and RISE TO THE CHALLENGE (HIS) initiatives relate to the sale of engraved bricks to parents/carers for a reasonable donation (suggested £15), which are then laid in the school grounds as a memento of their child's time at the school. There is a lag in the payment of the associated costs of the bricks, thus associated costs are usually payable only the following year. The £480 net loss in 2021-22 is a result of £792 bricks’ cost from previous year, which is partly offset by income from gift aid reclaimed on the 2020-21 donations during 2021-22.

  21. ANNUAL LICENCES / SUBSCRIPTIONS paid by FHS are identified below: 2021-22 2020-21

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022




ANNUAL LICENCES /
SUBSCRIPTIONS
£
£
PTA Events Site Subscription
300
-
Online Platform Subscription
Parentkind Membership
128
123
Insurance cover and member
support.
Lottery Licence Renewal &
TENS
167
40
New Licence application, TENS
licence applications throughout the
year
Total subscriptions costs
594
163

  1. The cost value of stock purchased during 2021-22 that remains in hand at 31 August 2022 is £0. The value of opening stock (which was accounted for in the payments of 2020-21) was £75. Since a lot of events has been cancelled, some of the stock needed to be written off due to exceeding its “use by date. This adjustment has been reflected in STOCK IN HAND ADJUSTMENT of -£75.

  2. Memberships, equipment purchases, charges:

  3. FILMBANKMEDIA MEMBERSHIP – A membership fee to a film distributor to obtain screening licences was paid in 2018-19. This is a one-off fee (returnable to FHS should membership be ceased in the future) and so did not recur in 2021-22.

  4. • BANK CHARGES – from November 2021 HSBC has introduced monthly charges to the account.

  5. BANKED CHARGES (Online Platform) – these are online transaction charges for new payment system that are not automatically deducted at the time of purchase.

  6. PTA EQUIPMENT PURCHASES – FHS invested in Freezer for summer fair/summer term lollies sales. Part of this cost is office supplies (ink for the printer, paper for printing).

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975 ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

4.2 Donations/Payments to Highfield Infants’ and Junior Schools

Donations made to Highfield Infants’ School (HIS) and Highfield Junior School (HJS) during 2021-22 are listed below. In addition, FHS donated two Christmas trees – one to each school – the cost of which is captured in the XMAS TREES fundraising activity.










TOTAL
£
LIBRARY PROJECT
11
LIBRARY BOOKS
1,883
WATER COOLERS
2,255
iPads
4,893
RECEPTION & Y3 WELCOME
GIFTS
1,155
YEAR 2 & YEAR 6 LEAVERS
GIFTS
532
OTHER DONATIONS
276
PICNIC BENCHES
4,668
2021 YEAR DONATIONS TO
SCHOOLS
942
TOTAL DONATIONS
16,615		 HIS
HJS
NOTES
£
£
5
6
1,883
-
969
1,286
-
4,893
531
624
96
436
119
157
1,230
3,438
343
599
1
5,176
11,439

NOTES:

  1. The £800 cost of Science workshop for 2020-21 paid by FHS to HIS this year, and £142 Y6 2020-2021 leavers gift.

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975 ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

4.3 Other charitable donations/payments

4.3.1 Macmillan Cancer Support

The MACMILLAN COFFEE MORNING raises money in aid of Macmillan Cancer Support (registered charity no. 261017). Zero costs were allocated to this event and hence gross income £249 was paid out in full to Macmillan Cancer Support.

4.3.2 UNICEF UK – Ukraine Crisis Appeal

One-off collection for UNICEF (Registered charity no. 1072612) raised money to support children affected by war In Ukraine. Funds will help UNICEF to provide essential supplies to children and families in Ukraine. Zero costs were allocated to this event and hence gross income £1,392 was paid out in full to UNICEF UK.

4.4 Restricted / designated funds

4.4.1 Legacy (pre-merger) FHIS and HJS PTA funds

Following the merger of FHIS and HJS PTA on 1 May 2018, HJS PTA transferred its then remaining funds to FHS to manage. These funds are designated by FHS for the benefit of pupils of Highfield Junior School. The balance remaining as at 31 August 2020 was £nil.

Similarly, the funds raised by FHIS prior to 1 May 2018 are also designated by FHS to ensure they continue to benefit the pupils of Highfield Infants’ School. Since around 90% of Highfield Infants’ School pupils typically go on to continue their primary education at Highfield Junior School, there is greater scope for realising this benefit in practice. For example, a “whole school” project, or a project to improve upon the facilities of Highfield Junior School that would also be of direct / immediate benefit to Highfield Infants’ School pupils, may justify a proportionate contribution of funding originating from FHIS funds. The designation of funds to HIS is therefore to enable monitoring of how FHIS funds are put to use to benefit the pupils of HIS, rather than to restrict their use to only HIS as an entity. The balance of legacy FHIS funds after donations made to HIS during 2021-22 is £nil as at 31 August 2022.

The movement in these designated funds over 2021-22 is illustrated in the table below, where “Legacy FHIS funds” indicates what remains of funds raised by FHIS prior to the merger with HJS PTA (i.e. the pot designated for the benefit of pupils of Highfield Infants’ School) and “Legacy HJS PTA funds” indicates the pot of funds designated for Highfield Junior School.

The term “General funds” relates to all funds raised by FHS since the merger on 1 May 2018. These are unrestricted funds for the benefit of both Highfield Schools. The table below also shows the allocation of these general funds to notional sub-funds for each school for the purposes of ongoing monitoring of the distribution between the two schools. See section 4.4.2 below for more detail.

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

Opening FHS balance at
1/9/21
Net income after all costs
Donations to HIS & HJS
Closing FHS balance at
31/8/22

Allocated to HIS sub-fund
Allocated to HJS sub-fund
Closing FHS balance at
31/8/22		 Total
funds FYE
31.08.22
Legacy
FHIS funds
Legacy HJS
PTA funds
General
funds
£
£
£
£
37,153
486
-
36,667
18,596
-
-
18,596
§4.4.2
(16,615)
(486)
-
(16,129)
§4.2
39,134
-
-
39,134
23,204
-
-
23,204

15,930
-
-
15,930
39,134
-
-
39,134

Funds raised by FHS since the merger of FHIS and HJS PTA on 1 May 2018 are referred to as “General Funds”. These general funds are allocated to notional sub-funds separately for HIS and HJS from which each school can draw down as required. The movement in general funds over the year is summarised below.

Opening balance at 1/9/21
Net income after all costs
Donations to HIS & HJS
Closing balance at 31/8/22		 General
Funds FYE
31.08.22
£
36,667
18,596
(16,129)
39,134		 HIS
Sub-Fund
Allocation
HJS
Sub-Fund
Allocation
£
£
19,726
16,941
8,168
10,428
(4,690)
(11,439)
23,204
15,930

The approach to allocating the net receipts to the sub-funds depends on the particular activity in question, and uses one of the following “Allocation methods”:

Method Description of approach

HIS For activities only run for HIS (e.g. Infants’ School only disco), the funds are allocated to the HIS sub-fund.

HJS For activities only run for HJS (e.g. Year 6 leavers’ prom), the funds are allocated to the HJS sub-fund.

3:4 For “whole school” activities (e.g. Summer Fair), the funds are apportioned between HIS and HJS sub-funds in the ratio 3:4 (HIS:HJS) to approximate the relative sizes of the two schools.

Actual sales For activities relevant to both schools, but where the actual sales can be easily attributed to each school (e.g. Sports Day – held separately for each

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975 ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

school), the net receipts are allocated according to the actual sales generated by each school.

Actual costs For costs that can be directly attributed to each school, they are allocated to the sub-fund of the school in question.

The allocation of net receipts by activity for 2021-22 is shown in the table below, indicating which method is used for each activity.

It should be noted that the purpose of this notional allocation is to monitor the overall “fairness” of the distribution of funding between the two schools. However, the allocation and subsequent draw down is at the discretion of the trustees.

Since the majority of pupils of HIS go on to further their education at HJS, this gives FHS trustees the flexibility to better consider the relative needs of the two schools when distributing funds, to support and enhance the education of the pupil body throughout their primary education.




#




##










#
 FUNDRAISING RECEIPTS/COSTS
SUMMER FAIR & EOY PICNIC
XMAS
XMAS TREES
100 CLUB
FUNRAISIN
HALLOWEEN DETECTIVE
THEATRE OFFERS
EASTER
DONATIONS RECEIVED
OWN CLOTHES DAY
END OF TERM TREAT SALES
SCHOOL UNIFORM SALES
SECOND HAND BOOK SALES
OTHER INCOME/COSTS
AMAZON SMILE/EASY FUNDRAISING
CIRCUS
TwoTwoTwo CHALLENGE
LOLLIES GIVEAWAY
2020-21 YEAR PAYMENTS
SPORTS DAY
SUMMER ACTIVITIES (SUMMER
DISCO)
SUMMER ACTIVITIES (MOVIE NIGHT)
SPORTS AWARDS
YEAR 6 LEAVERS' PROM
PATH TO EXCELLENCE / RISE		 HIS
SUB-
FUND
£
HJS
SUB-
FUND
£
2021-22
NET
RECEIPTS
£
Sub-fund
Allocation
method
3,065
4,065
7,130
3:4
1,565
2,086
3,651
3:4
738
985
1,723
3:4
181
240
421
3:4
637
844
1,481
3:4
102
136
238
3:4
220
294
514
3:4
(48)
(65)
(113)
3:4
8
11
19
3:4
663
883
1,546
3:4
193
140
333
3:4
273
364
637
3:4
9
11
20
3:4
11
15
26
3:4
237
315
552
3:4
773
1,030
1,803
3:4
386
515
901
3:4
(112)
(148)
(260)
3:4
(205)
(521)
(726)
(9)
(12)
(21)
1,149
-
1,149
HIS
-
343
343
HJS
(48)
(63)
(111)
3:4
-
527
527
HJS
(381)
(99)
(480)
By actual sales
9,407 11,896
21,303
3,065
4,065
7,130
1,565
2,086
3,651
738
985
1,723
181
240
421
637
844
1,481
102
136
238
220
294
514
(48)
(65)
(113)
8
11
19
663
883
1,546
193
140
333
273
364
637
9
11
20
11
15
26
237
315
552
773
1,030
1,803
386
515
901
(112)
(148)
(260)
(205)
(521)
(726)
(9)
(12)
(21)
1,149
-
1,149
-
343
343
(48)
(63)
(111)
-
527
527
(381)
(99)
(480)
9,407 11,896
21,303

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FRIENDS OF HIGHFIELD, SHORTLANDS Registered Charity Number: 1032975

ANNUAL REPORT AND ACCOUNTS FOR THE YEAR ENDED 31 AUGUST 2022

FHS EXPENSES (EXCL DONATIONS)

FHS EXPENSES (EXCL DONATIONS)









ANNUAL LICENCES/SUBSCRIPTIONS
GIFTS TO HIS/HJS STAFF/HELPERS
PTA EQUIPMENT
STOCK IN HAND ADJUSTMENT
SUNDRIES
BANK CHARGES / COMPENSATION
BANKED CHARGES		 (255)
(339)
(594)
(400)
(348)
(748)
(264)
(352)
(616)
(32)
(43)
(75)
(151)
(202)
(353)
(62)
(83)
(145)
(75)
(101)
(176)		 3:4
By actual costs
3:4
3:4
3:4
3:4
3:4
(1,239)
(1,468)
(2,707)
8,168
10,428
18,596

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Independent examiner's report on the accounts

Section A Independent Examiner’s Report

Report to the trustees Charity Name Friends of Highfield Shortlands On accounts for the year 31 August 2022 Charity no 1032975 ended (if any) Set out on pages 1 to 22 (remember to include the page numbers of additional sheets)

Report to the trustees

I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31 August 2022.

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 examiner's statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect:

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.

Signed: Date: 10-06-2024 Name: Andrew Jackman Relevant professional ACCA qualification(s) or body (if any):

Address: 9 Stone Road, Bromley, Kent, BR2 9AX

Oct 2018

1

IER

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

2

IER