AL Aldwickbury Friends Association (AFA) Trustees, Report and Financial Statements Year ended 31 July 2023
ALDWICKBURY FRIENDS ASSOCIATION Trustees, Report and Financial Statements 2023 Contents Page Trustees, report: Administrative information Structure, governance and management Aims and activities Achievements and performan Financial review Independent Examiner Independent Examiner's report 10 Statement of financial activitles Balance sheet 12 Notes to the financial statements 13
ALDWICKBURY FRIENDS ASSOCIATION Trustees, Report and Flnanclal Statements 2023 Trustees, Report The Trustees of Aldwickbury Friends Association {"AFA") have pleasure in presenting their report and financial statemenls for the year ended 31 July 2023. Aldwickbury Friends Association was established on 28 February 2012. It was registered as a charity with the Charity Commission for England and Wales (the "Charity Commission") on 30 December 2013. AFA'S charity registration number is 1155137. The Trustees have prepared their Report and Financial Statemer)ts in accordan with the Charity Commission guidance app5icable to registered charities and the Charities Act. Administrative information Name: Aldwickbury Friends Association I'AFA") Aldwickbury School Wheathampslead Road Harpenden Herts AL5 1AD Address.. Trustees.. Mr P Symes.. President Mrs R Issott". Chair Mrs F Forster.. Treasurer Mrs R Grant: Secretary Mr C Schanschieff Mrs A Baxter Mrs J Marriott Mrs C Qualtrough Mrs K Wenn Mr M Evans Mrs H Finnie Mr R Gurney Mrs C Procter Mrs L Sidwell Mrs R Gupta Mrs L Sidwell and Mrs R Gupla were appointed as Injslees and Mrs J-M Franklin and Mrs N Raghavjee resigned as trustees at the start of the y&ar. Independent Examiner: Mrs Tanya Morris-Jones Bankers= Barclays Bank PLC
ALDWICKBURY FRIENDS ASSOCIATION Trustees. Report and Financial Statements 2023 Structure, governance and management Governing document and membership Aldwickbury Friends Association is the association of friends of Aldwickbury School, Harpenden I'the School.). It is an unincorporated association govemed by a constitution. AFA'S membership comprises all parenls and guardians of pupils at Aldwickbury School, all staff at the School and the School's Governors. Other persons wishing to offer help or support to the School may also be admitted to membership. Recruitment and appointment of Trustees AFA is administered by a Committee of Trustees, which comprises a President, Chair. Vice- Chair, Secretary, Treasurer, and up lo fifteen further members. Aldwickbury School may appoint up to three members. The Board of Governors of Ihe School may appoint one member. The remaining members are elected from among AFA'S membership at a general meeting for a 0-year term of offi. Induction and trainlng of Trustees Trustees are provided. upon election or appointment to the Committee. with an induction pack, which includes= The Constitution Role descriptions for AFA officers Event planning and procedures guidance Child protection policy guidance Donations policy Organlsational structure A meeting of the full Committee of Trustees takes place a minimum of lce a year - once in the autumn temi and once in the summer lerm (known as formal meelingsl. The detailed planning of AFA'S programme of activities and management of administrative matters is performed on behalf of the Committee of Trustees by a sub-committee comprising all Ihe elected parent Trustees and one of the School Staff Trustees. This sub-committee meels as necessary - at least On a temi {known as infom)al meetings). All major decisions made by this sub-committee are ratified al the subsequent full Committee meeting. Events are organised by "event sub-committees. These comprise at least one Trustee, with remaining members being members of AFA who have volunteered lo be on the event sub- committee. A team of volunteer year group parent representatives is also formed annually to see for a school year. This team provides a communication link between the Trustees and AFA'S membership amongst parents in all the year groups and supports the Trustees in carrying out the aims of AFA.
ALDWICKBURY FRIENDS ASSOCIATION Trustees, Report and Financial Statements 2023 Relationship with other oryanlsations AFA is a member of PTA UK, the national charity representing parent teacher associations in England, Wales and Northem Ireland. Related party transactions Any related party transactions will be disclosed in the Financial Statements. Trustees will declare any related paty interests and will withdraw from discussions and decision-making regarding any such transactions. Risk assessment The Trustees consider health and safety and child protection risks in detail on an event-by- event basis, producing a risk assessment document for each event, which is signed off by the Chairman and the President. The risk assessment is part of an extensive event checklist. which is completed for all evenls organised by AFA and which provides a comprehensive assessment of the event. Where other organisalions are used lo run, or supply services for. an event, their risk assessments and public liability insurance documenls are obtained and examined by the Trustees. All appropriate statutory checks, including DBS checks, are conducled as required for the Iruslees of AFA. The AFA Finance Procedures document sels out the procedures, which the Trustees have in place for management of the financial risks to which AFA may be exposed. Aims and activities Charitable aims The aim of AFA is to advance the education of boys in Aldwickbury School, Harpenden, in particular by: Bringing together Ihe parents, staff, Governors and boys inlerested in the wellbeing of the School, through social, cultural and other activities. Fostering more extended relalionships beeen the School, parents, the local community and others associated wilh the School. Providing facilities and equipment, which support the School and advan the education of boys in the School. Supporting the School in promoting the boys, involvement with charitable fundraisin9 and awareness of the needs of others in the community.
ALDWICKBURY FRIENDS ASSOCIATION Trustees, Report and Financial Statements 2023 Public Benefit Statement The Trustees have tsken due regard to the guidance published by Ihe Charity Commission on public benefit. AFA exists to benefit the pupils, parents, teachers and other members of the wider School community of Aldwickbury School. The beneficiary of funds raised by AFA is Aldwickbury School Trust Limited, unless funds are raised for a specified external charity as part of AFA'S aim of promoting the boys, involvement with charitable fundraising. Monies or goods are donated lo Aldwickbury School Trust Limited at the discretion of AFA'S Trustees and in accordance with AFA'S aim of advancing the education of boys in the School. Summary of main activities The main activities of AFA are: hosting a range of social, cultural and other activities lo bring together different sections of the Aldwickbury School community; supplementing the School's programme of new parent events by holding welcome coffee mornings for those parents joining the School in years which are not the main stages of new pupil intake-, holding cake sales., selling second hand uniform to parents.. working with the School in providing pupils with opportunities to be involved with supporting charities by fundraising and other activities-, supporting the School at occasional special events. Achievements and performance Events The year lo 31 July 2023 saw AFA fundraising for a wildlife garden as well as supporting the boys chosen charity. Herts Wildlife Trust. AFA sought to organise a number of aclivities for individual year groups as well as whole school activities. Most activities have the dual purpose of fundraising and bringing the school together. The following activities took place: The Pre-prep boys had a visit from Santa. Second hand uniform was sold online throughoul the year. Cake sales were held for the boys on a Friday lce a term. AFA collecled winter clothing donations to give lo I0 Luton schools with families in need. AFA also collected Christmas gifts donated by parents to give to the children at these schools and gifted £4,575 of supermarket vouchers. A fllm afternoon was held for pre-prep boys. Fireworks were held for the entire school for the first year and a Spring Bazaar was held with slalls and activities across the School grounds and was greatly enjoyed by Aldwickbury families. The Bazaar is the largest fundraising evenl in the year. Specific events were held for different age groups including a Bushcraft evenl Lazer Tag, and a Pottery wort(shop.
ALDWICKBURY FRIENDS ASSOCIATION Trustees. Report and Financial Statements 2023 A Quiz and a Wine Tasting event were held for parents. The dlsco for boys in years 7 and 8 was held with local girls schools. An informal Summer party was held for parents. The Trustees are very grateful for the support given to AFA by parents and staff in organising and running these events.
ALDWICKBURY FRIENDS ASSOCIATION Trustees, Report and Financial Statements 2023 Financial review The Trustees have elected to prepare the financial statements on an accruals basis. Financial performance Many of the events organised by AFA are for the dual purpose of furthering one or more of the aims of the Associalion and for generating funds, but other events, for example uniform sales are usually held with the primary purpose of fundraising. The income generated by fundraising activities during the year totalled £72.722 12022= £89,249} and was the sole source of funding for the Association. Totsl expenditure incurred in holding these events (included within the category of 'fundraising trading costs.) was £77.571 12022.. £70.329), giving net expenditure from fundraising events of £{4,849) (2022.. £18,920). Additionally, voluntary inwme of £nil (2021: £nill was received. During the year AFA made total funds to be donated of £{5,980)12022: £17,530)). Donations made to charities arose from net income generated by events where pupils participate in fundraising activities. Governan expenses in the year were £1140)12022= £1128)). Total net funds decreased by £(10.969)12022: increase of £11,2621- Funds AFA operales an unrestricted fund, which is categorised as having components.. Unrestricted, designated funds. During Ihe year these wmprised funds raised for other charities and projects. These funds arise from events where pupils participate in fundraising activities. The funds raised are allocated to designated funds and then either paid on to the chosen recipient charity or ring-fenced for futurè projects. Total designated funds at 31 July 2023 were nil (2022.. £26,600). General funds. These comprise the remainder of the unrestricted funds necessary to fund ongoing costs and provide protection against risks to AFA. The general funds are available for use in furthering any of Ihe aims of AFA. at the discretion of the Trustees. General funds at 31 July 2023 amounted to £39,17812022: £23,546). Reseryes The Trustees review annually Ihe reseNes policy and the level of reserves. This review lakes into account future funding requests from Aldwickbury School Trusl Limiled, likely future costs and AFA'S potential liabililies, in addition to ongoing administration costs. This review is linked to a six-month fotward financial plan. Reserves may accumulale beyond this level if the Trustees consider it appropriale to set funds aside for the purposes of possible future large-scale funding projects. Funds in reserves may also accumulate if admissible funding applications received from Ihe School in a period are significantly less than net incoming resources in that period. Funding applications are
ALDWICKBURY FRIENDS ASSOCIATION Trustees, Report and Financial Statements 2023 considered admissible if, in the Trustees, opinion, they meet AFA'S aims and Comply with the donations policy agreed by the Truslees. As at 31 July 2023 the Trustees believe that the charity has sufficient resee$ on current projections to meet future requirements. Independent Examiner The Independent Examiner, Mrs Tanya Morris-Jones, is seeking re*lection at the AGM. This report was approved by the Trustees on 2024 and signed on their behalf by.. 2o/S/ DATE..................... 2024 Paul ymes
ALDWICKBURY FRIENDS ASSOCIATION Trustees, Report and Financial Statements 2023 Independent Examiner's Report to the Trustees of Aldwickbury Friends Association ("AFA") I report on the trustees on my examiriation of the accounts of AFA for the year ended 31 July 2023, which are set out on pages 11 to 17. Responsibilities and basis of report As the charity truslees of the Trust you are responsible for the preparalion of the accounts in accordan with the requirements of the charities Act 2011 I'lhe Acl,). 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 Chariiy Commission under section 14515)Ib) of the Act. Independent examinerfs statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect.. 11 Accounting records were not kept in respect of the Trust as required by section 130 of the Act., or 2) The accounts do not accord with those records; or 3) The accounts do not comply with the applicable requirements concerning the form and content of accounts set out in Ihe 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 accounls to be reached. OATE..... ...22IQ.5... 2024 Mrs Tanya Morris-Jones MJAccountAng SeThices io
ALDWICKBURY FRIENDS ASSOCIATION Trustees. Report and Financial Statements 2023 Statement of Financial Activities Year to 31 July 2023 Unrestricted Unrestricted funds: funds: general designated 2023 2023 Current Prior year year total total 2023 2022 Note Incoming resources Incoming resources from generated funds Voluntary income Activities for generating funds 72,722 72,722 89,249 Total incoming resources 72,722 72,722 89,249 Resources expended Costs of generating funds Fundraising trading costs Charltable activities 177,5711 177,571) (70.3291 (5,9801 (7.530) {1401 (128) 15,980) (140) Governance costs Other resources expended Total resources expended {77,571) (6,120) 183,6911 177.987) Net (decrease) l increase in funds Reallocation of funds for designated projects Total funds brought forward (4,849) (6,120 {6,120) (10.969> 6,120 11,262 50,146 50.146 38,884 Total funds carried fonKard 39,178 39,178 50,146 The notes on pages 13 to 7 7 form an integral part of these financial statements. li
ALDWICKBURY FRIENDS ASSOCIATION Trustees. Report and Financial Statements 2023 Balance sheet As at 31 July 2023 2023 2022 Note Current assets Deblors 12 Cash at bank and in hand 39,178 66.332 Total current assets 39.178 66,332 Creditors= amounts falling due within one year Net current assets 13 {16,1861 39,178 50,146 Provisions for liabilities and charges Net assets 39,178 50.146 Represented by." Funds of the Association Unrestricted funds: General funds 39,178 23,546 Designated funds Total funds 26,600 39.178 50,146 The notes on pages 73 to 17 fomi an integral part of these financial statements. Approved by the Trustees on 2024 and signed on their behalf by: Rosalind Issott I Symes 12
ALDWICKBURY FRIENDS ASSOCIATION Trustees. Report and Financial Statements 2023 Notes to the financial statements 1. Basis of preparatlon These financial statements have been prepared on the basis of historic cost, in accordance with 'Accounting and Reporting by Charities ststement of Recommended Practi. ISORPI 2005, with the provisions of Section 1A for "Small Entities" of Financial Reporting Standard 102 and with the Charities Act. 2. Accounting policies The principal accounting policies are summarised below. The accounting policies have been applied consistently throughout the year. l) Incoming resources Incoming resources are included in the Statement of Financial Activilies (SOFA) on an accruals basis, when entitlement to the resources is established. when the Trustees are virtually certain that Ihey will receive the resources and when the monetary value G3n be measured wilh sufficient reliability. Where incoming resources have related expenditure. the incoming reSoUrS and related expenditure are reported gross within the SOFA. ii) Resources expended Resources expended are recorded on an accruals basis in the period in which an obligation to pay has been established. iiil Fixed assets Items of equipment wilh a cosl of more than £1.000 and a useful life of more than one year are capitalised and deprecialed over their useful life. iv> Stock Stock is valued at the lower of cost and net realisable value. 3. Funds General funds are unrestricted funds, whiGh are available for use in furtherance of AFA'S aims at the discretion of the Truslees. Designated funds comprise unrestricted funds that have been set aside by the Trustees for particular purposes, as detailed in the Financial Review section of Ihe Trustees, Report. 13
ALDWICKBURY FRIENDS ASSOCIATION Trustees. Report and Financial Statements 2023 4. Incoming resources: voluntary income 2023 2022 Other voluntary donations 5. Incoming resources: activities for generating funds All events, which generate fundraising income, are included under 'activities for generating funds" in the Stalemenl of Financial Activities. The corresponding costs of these events are included in fundraising trading costs (Note 61. However, many of these events are organised for the purposes of bolh fundraising and furthering al least one of AFA'S four charitable aims lin particular, bringing parents, staff and boys together al events and promoting the boys, involvement with charitable fundraising). Unrestricted Unrestrlcted funds: funds: general designated Total Prior year 2023 2023 2023 2022 Summer Party Bazaar Uniform sales Wine tasling Fireworks Disco Cake Sales Quiz Laser Tag Secret Santa Bushcraft Pottery Winter clothing collectior) Dragon ride (cancelled event) Wildlife garden Lego engineering Pre-prep film aftemoon Heartwood Glass workshop Miscellaneous 29,513 14,156 8,295 4,290 4,047 2,785 1,707 1.705 331 315 295 241 29,513 14,156 8,295 4,290 4,047 2,785 1,707 1,705 331 315 295 241 51,103 11,185 4,982 2,300 2,430 1,027 960 3,345 2,901 1,096 565 260 165 6,931 89,249 5,041 72,722 5.041 72,722 14
ALDWICKBURY FRIENDS ASSOCIATION Trustees, Report and Financial Statements 2023 6. Fundraising tradlng costs Unrgstricted Unrestrlcted funds: funds.. general designated 2023 2023 Total Prior year 2023 2022 Summer Party Bazaar Uniform sales Wine tasting Fireworks Disco Cake sales Quiz Lazer Tag Secrel Santa Bushcraft Pottery Winter clothing l Lulon schools Wildlife Garden Dragon ride (cancelled event) Lego engineering Hear00d Glass workshop Pre-prep film afternoon MISlIaneOUS 123,4561 {3,3051 1686) 13,550) 12,366) (2,4661 (23,4561 13,3051 16861 13,5501 (2,366) {2,466) 143,3411 {3,1671 (69) 12,165) 11,773) 181 (2191 12111 11,324) 1560) 13501 (3931 (4,5751 15,1871 12111 11.3241 (560) (350) (3931 14.5751 15,1871 1201) (1,4001 {1,0001 {2,901) 11,060) 14601 1351 112,5301 (70,3291 129,142} (77.571) (29.142) {77.571) 7. Expendilure on charltable activities Unrestrlcted funds.. General 2023 Unrestricted funds: deslgnated 2023 Tolal Prlor year 2023 2022 Donations to Gharities= Herts Wildlife Trust (5,980) {5,980) Hospice of St Francis Total donations (7.5301 15.9801 (5,980) 17,5301 Total expenditur8 on charitable activities {5,980) (5,9801 17,530) 15
ALDWICKBURY FRIENDS ASSOCIATION Trustees, Report and Flnancial Statements 2023 8. Governance costs 2023 2022 Membership of PTA UK (140) (1281 Totals (140) {1281 9. Other resources expended 2023 2022 Other Totals 10. Trustees, expenses and emoluments The Truslees received no emoluments during the year {2021: £nil). Expenses may be reimbursed when it is necessary for a Trustee, on behalf of AFA, to pay for goods or seNices required for the administralion and governance of AFA. Expenses were reimbursed lo Trustees during the year as follows.. Number of Trustees reclaimlng 2023 Total cost Number of Trustees rgclaiming 2022 Total cost 2023 2022 No. No. (9.6931 18.6791 11. Related party transactions There were no related paty transactions during the year. 16
ALDWICKBURY FRIENDS ASSOCIATION Trustees, Report and Financial Statements 2023 12. Debtors 2023 2022 other debtors Totals 13. Creditors Amounts falling due within one year.. 2023 2022 Creditors due within one year 116,186) Totals {16,1861 InGSuded in 2022 creditors above is £16.134 of costs which have not yet been reimbursed to Aldwickbury School. 17