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Aldwickbury Friends Association (AFA)

Trustees’ Report and Financial Statements

Year ended 31 July 2024

ALDWICKBURY FRIENDS ASSOCIATION Trustees’ Report and Financial Statements 2024

	Page
Trustees’ report:
Administrative information	3
Structure, governance and management	4
Aims and activities	5
Achievements and performance	6
Financial review	8
Independent Examiner	9
Independent Examiner’s report	10
Statement of financial activities	11
Balance sheet	12
Notestothefinancialstatements	13

ALDWICKBURY FRIENDS ASSOCIATION Trustees’ Report and Financial Statements 2024

Trustees’ Report

The Trustees of Aldwickbury Friends Association (“AFA”) have pleasure in presenting their report and financial statements for the year ended 31 July 2024.

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 Statements in accordance with the Charity Commission guidance applicable to registered charities and the Charities Act.

Administrative information

Name: Aldwickbury Friends Association (“AFA”) Address: Aldwickbury School Wheathampstead Road Harpenden Herts AL5 1AD Trustees: Mr P Symes: President Mrs R Issott: Chair Miss J Hurst: Treasurer Mrs R Grant: Secretary Mr C Schanschieff Mrs A Baxter Mr M Evans Mr R Gurney Mrs C Procter Mrs L Sidwell Mrs H Crockford Mrs R Gupta Mrs R Charleston Mrs L Thomson Mrs F Pattinson Mrs O Walker Mrs D Stevenson

Mrs H Crockford, Miss J Hurst, Mrs D Stevenson, Mrs R Charleston, Mrs F Pattinson, Mrs O Walker and Mrs L Thomson were appointed as trustees and Mrs F Forster, Mrs J Marriott, Mrs C Qualtrough, Mrs K Wenn and Mrs H Finnie resigned as trustees at the start of the year.

Independent Examiner: Mrs Tanya Morris-Jones Bankers: Barclays Bank PLC

ALDWICKBURY FRIENDS ASSOCIATION Trustees’ Report and Financial Statements 2024

Structure, governance and management

Governing document and membership

Aldwickbury Friends Association is the association of friends of Aldwickbury School, Harpenden (“the School”). It is an unincorporated association governed by a constitution. AFA’s membership comprises all parents 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, ViceChair, Secretary, Treasurer, and up to fifteen further members. Aldwickbury School may appoint up to three members. The Board of Governors of the School may appoint one member. The remaining members are elected from among AFA’s membership at a general meeting for a two-year term of office. Two terms are permitted.

Induction and training of Trustees

Trustees are provided, upon election or appointment to the Committee, with an induction pack, which includes:

e The Constitution
e Role descriptions for AFA officers
e Event planning and procedures guidance
e Child protection policy guidance
e Donations policy

Organisational structure

A meeting of the full Committee of Trustees takes place a minimum of twice a year - once in the autumn term and once in the summer term (known as formal meetings). 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 the elected parent Trustees and one of the School Staff Trustees. This sub-committee meets as necessary - at least once a term (known as informal meetings). All major decisions made by this sub-committee are ratified at 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 to be on the event subcommittee.

A team of volunteer year group parent representatives is also formed annually to serve 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 2024

Relationship with other organisations

AFA is a member of PTA UK, the national charity representing parent teacher associations in England, Wales and Northern Ireland.

Related party transactions

Any related party transactions will be disclosed in the Financial Statements. Trustees will declare any related party 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-byevent 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 events organised by AFA and which provides a comprehensive assessment of the event.

Where other organisations are used to run, or supply services for, an event, their risk assessments and public liability insurance documents are obtained and examined by the Trustees.

All appropriate statutory checks, including DBS checks, are conducted as required for the trustees of AFA.

The AFA Finance Procedures document sets 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:

e Bringing together the parents, staff, Governors and boys interested in the wellbeing of the School, through social, cultural and other activities.
e Fostering more extended relationships between the School, parents, the local community and others associated with the School.
e Providing facilities and equipment, which support the School and advance the education of boys in the School.
e Supporting the School in promoting the boys’ involvement with charitable fundraising and awareness of the needs of others in the community.

ALDWICKBURY FRIENDS ASSOCIATION Trustees’ Report and Financial Statements 2024

Public Benefit Statement

The Trustees have taken due regard to the guidance published by the 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 to 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:

e hosting a range of social, cultural and other activities to bring together different sections of the Aldwickbury School community;
e 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;
e holding cake sales;
e selling second hand uniform to parents; e working with the School in providing pupils with opportunities to be involved with supporting charities by fundraising and other activities;
e supporting the School at occasional special events.

Achievements and performance

Events

The year to 31 July 2024 saw AFA fundraising for a coffee van as well as supporting the boys chosen charity, Sands.

AFA sought to organise a number of activities 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:

e The Pre-prep boys had a visit from Santa. e Second hand uniform was sold online throughout the year. e Cake sales were held for the boys on a Friday twice a term. e AFAcollected winter clothing donations to give to two Luton schools with families in need. AFA also collected Christmas gifts donated by parents to give to the children at these schools and gifted £3,975 of supermarket vouchers.
e A Christmas collection from selling pre-worn Christmas jumpers, parents wreath making and student card making raised £1,000 for The Salvation Army.
e A film afternoon was held for pre-prep boys. e Fireworks were held for the entire school and a Spring Bazaar was held with stalls and activities across the School grounds and was greatly enjoyed by Aldwickbury

ALDWICKBURY FRIENDS ASSOCIATION Trustees’ Report and Financial Statements 2024

families. The Bazaar is the largest fundraising event in the year and the 2024 bazaar saw record takings.
e A Quiz and a Wine Tasting event were held for parents.
e The disco for boys in years 7 and 8 was held with local girls schools.
e A formal Summer ball 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 2024

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 Association 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 £102,640 (2023: £72,722) and was the sole source of funding for the Association. Total expenditure incurred in holding these events (included within the category of “fundraising trading costs”) was £65,913 (2023: £47,809), giving net income from fundraising events of £36,727 (2023: £24,913). Additionally, voluntary income of £nil (2023: £nil) was received.

During the year AFA made total funds to be donated of £(18,888) (2023: £(35,742)). This consists of both donations to Aldwickbury school and donations to charities. Donations made to charities arose from net income generated by events where pupils participate in fundraising activities.

Governance expenses in the year were £(1,353) (2023: £(140)). Note the increased governance expenses are due to not accruing for expenses in 2022/23.

Total net funds increased by £16,486 (2023: decrease of £(10,969)).

Funds

AFA operates an unrestricted fund, which is categorised as having two components:

e Unrestricted, designated funds. During the year these comprised funds raised for other charities and projects. The funds raised are allocated to designated funds and then either paid on to the chosen recipient charity or ring-fenced for future projects. Total designated funds at 31 July 2024 were £15,487 (2023: nil).
e 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 the aims of AFA, at the discretion of the Trustees. General funds at 31 July 2024 amounted to £40,176 (2023: £39,178).

Reserves

The Trustees review annually the reserves policy and the level of reserves. This review takes into account future funding requests from Aldwickbury School Trust Limited, likely future costs and AFA’s potential liabilities, in addition to ongoing administration costs. This review is linked to a six-month forward financial plan.

Reserves may accumulate beyond this level if the Trustees consider it appropriate 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 the 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 2024

considered admissible if, in the Trustees’ opinion, they meet AFA’s aims and comply with the donations policy agreed by the Trustees.

As at 31 July 2024 the Trustees believe that the charity has sufficient reserves on current projections to meet future requirements.

Independent Examiner

The Independent Examiner, Mrs Tanya Morris-Jones, is seeking re-election at the AGM.

This report was approved by the Trustees on ........ 2025 and signed on their behalf by:

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q/s
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Paul S¥mes

ALDWICKBURY FRIENDS ASSOCIATION Trustees’ Report and Financial Statements 2024

Independent Examiner’s Report to the Trustees of Aldwickbury Friends Association (“AFA”)

| report on the trustees on my examination of the accounts of AFA for the year ended 31 July 2024, which are set out on pages 11 to 17.

Responsibilities and basis of report

As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the charities Act 2011 (‘the Act’).

| 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 | have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.

Independent examiner's statement

| have completed my examination. | 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:

1) 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 the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair view’ which is not a matter considered as part of an independent examination.

| 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.

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Mrs Tanya Morris-Jones MJ Accounting Services

ALDWICKBURY FRIENDS ASSOCIATION Trustees’ Report and Financial Statements 2024

Statement of Financial Activities

Year to 31 July 2024

		Unrestricted	Unrestricted	Current	Prior year
		funds:	funds:	year total	total
		general	designated
		2024	2024	2024	2023
Note		£	£	£	£
Incoming resources
Incoming resources from generated	funds
Voluntary income	4	-	-	-	-
Activities for generating funds	5	102,107	533	102,640	72,722
Totalincoming resources		102,107	533	102,640	72,722
Resources expended
Costs of generating funds
Fundraising trading costs	6	(65,913)	-	(65,913)	(47,809)
Charitable activities	7	-	(18,888)	(18,888)	(35,742)
Governance costs	8	(1,353)	-	(1,353)	(140)
Other resources expended	9	-	-	-	-
Totalresources expended		(67,266)	(18,888)	(86,154)	(83,691)
Net (decrease) / increase in funds	3	34,841	(18,355)	16,486	(10,969)
Reallocation offunds for designated		(33,842)	33,842	-	-
projects
Total funds brought forward		39,178	-	39,178	50,146
Totalfundscarriedforward		40,177	15,487	55,664	39,178

The notes on pages 13 to 17 form an integral part of these financial statements.

ALDWICKBURY FRIENDS ASSOCIATION Trustees’ Report and Financial Statements 2024

Balance sheet

As at 31 July 2024

		2024	2023
	Note	£	£
Current assets
Debtors	12	500	-
Cash at bank and in hand		55,764	39,178
Total current assets		56,264	39,178
Creditors: amounts falling due within one	13	(600)	-
year			a
Netcurrent assets		55,664	39,178
Provisions for liabilities and charges		-	-
Netassets		55,664	0—~=<“it“‘éx8t8A
Represented by:
Funds ofthe Association
Unrestricted funds:
General funds	3	40,176	39,178
Designated funds	3	15,487	-
Totalfunds		55,664	39,178

The notes on pages 13 to 17 form an integral part of these financial statements.

Approved by the Trustees on ...................... 2025 and signed on their behalf by:

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Rosalind Issott
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Paul Symes
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ALDWICKBURY FRIENDS ASSOCIATION Trustees’ Report and Financial Statements 2024

Notes to the financial statements

Basis of preparation These financial statements have been prepared on the basis of historic cost, in accordance with “Accounting and Reporting by Charities -— Statement of Recommended Practice” (SORP) 2005, with the provisions of Section 1A for “Small Entities” of Financial Reporting Standard 102 and with the Charities Act.
Accounting policies The principal accounting policies are summarised below. The accounting policies have been applied consistently throughout the year.
i) Incoming resources Incoming resources are included in the Statement of Financial Activities (SoFA) on an accruals basis, when entitlement to the resources is established, when the Trustees are virtually certain that they will receive the resources and when the monetary value can be measured with sufficient reliability. Where incoming resources have related expenditure, the incoming resources 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.

iii) Fixed assets

Items of equipment with a cost of more than £1,000 and a useful life of more than one year are capitalised and depreciated over their useful life.

iv) Stock

Stock is valued at the lower of cost and net realisable value.

Funds General funds are unrestricted funds, which are available for use in furtherance of AFA’s aims at the discretion of the Trustees.

Designated funds comprise unrestricted funds that have been set aside by the Trustees for particular purposes, as detailed in the Financial Review section of the Trustees’ Report.

ALDWICKBURY FRIENDS ASSOCIATION Trustees’ Report and Financial Statements 2024

4. Incoming resources: voluntary income

			2024	2023
			£	£
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 Statement of Financial Activities. The corresponding costs of these events are included in fundraising trading costs (Note 6). However, many of these events are organised for the purposes of both fundraising and furthering at least one of AFA’s four charitable aims (in particular, bringing parents, staff and boys together at events and promoting the boys’ involvement with charitable fundraising).

	Unrestricted	Unrestricted
	funds:	funds:	Total	Prior year
	general	designated
	2024	2024	2024	2023
	£	£	£	£
Summer Ball	59,181	-	59,181	-
Summer Party	-	-	-	29,513
Bazaar	17,048	-	17,048	14,156
Fireworks	6,172	-	6,172	4,047
Uniform sales	5,300	-	5,300	8,295
Wine tasting	4,025	-	4,025	4,290
Disco	2,878	-	2,878	2,785
Wreaths	2,355	-	2,355	-
Quiz	1,983	394	2,377	1,705
Cake Sales	1,072	-	1,072	1,707
Tea Towels	826	-	826	-
Pre-Prep Film	615	-	615	-
Christmas Jumpers	-	139	139	-
LaserTag	-	-	-	331
Secret Santa	-	-	-	315
Bushcraft	-	-	-	295
Pottery	-	-	-	241
Miscellaneous	652	-	652	5,041
	102,107	533	102,640	72,722

ALDWICKBURY FRIENDS ASSOCIATION Trustees’ Report and Financial Statements 2024

6. Fundraising trading costs

	Unrestricted	Unrestricted
	funds:	funds:	Total	Prioryear
	general	designated
	2024	2024	2024	2023
	£	£	£	£
Summer Ball	(50,253)	-	(50,253)	-
Summer Party	-	-	-	(23,456)
Wine tasting	(3,376)	-	(3,376)	(3,550)
Disco	(3,140)	-	(3,140)	(2,466)
Fireworks	(2,970)	-	(2,970)	(2,366)
Bazaar	(2,211)	-	(2,211)	(3,305)
Wreaths	(1,923)	-	(1,923)	-
Tea Towels	(359)	-	(359)	-
Quiz	(283)	-	(283)	(211)
Pre-Prep Santa	(279)	-	(279)	-
Uniform sales	(191)	-	(191)	(686)
Cake sales	(30)	-	(30)	-
Pre-Prep Film	(20)	-	(20)	-
Lazer Tag	-	-	-	(1,324)
Secret Santa	-	-	-	(560)
Bushcraft	-	-	-	(350)
Pottery	-	-	-	(393)
Miscellaneous	(2,232)	-	(2,232)	(9,142)
	(67,267)	-	(67,267)	(47,809)

7. Expenditure on charitable activities

	Unrestricted funds:	Unrestricted funds:	Total	Prior year tory
	General	designated
	2024	2024	2024	2023
	£	£	£	£
Donations to charities:
Herts Wildlife Trust				(5,980)
Luton schools	-	(3,975)	(3,975)	(4,575)
Salvation Army	-	(1,000)	(1,000)	-
Donation to Aldwickbury	-	(13,913)	(13,913)	(25,187)
School
Totaldonations	-	(18,888)	(18,888)	(35,742)

ALDWICKBURY FRIENDS ASSOCIATION Trustees’ Report and Financial Statements 2024

Note: Excludes £7,812 collected for Sands and £7,675 collected for the school coffee van both of which were paid in Oct 24 and held in designated funds at date of accounts

8. Governance costs

	2024	2023
	£	£
Membership of PTA UK	(153)	(140)
Independent Examiner	(1,200)	-
Totals	(1,353)	(140)
Note: Costs for independent examiner is for two years as not accrued in 2022/23
Other resources expended
	2024	2023
	£	£
Other	-	-
Totals	-	-

Note: Costs for independent examiner is for two years as not accrued in 2022/23

Other resources expended

10. Trustees’ expenses and emoluments

The Trustees received no emoluments during the year (2023: £nil). Expenses may be reimbursed when it is necessary for a Trustee, on behalf of AFA, to pay for goods or services required for fundraising activities or for the administration and governance of AFA.

Expenses were reimbursed to Trustees during the year as follows:

of Trustees	Total cost	Number of Trustees	Total cost
reclaiming		reclaiming
2024	2024	2023	2023
No.	£	No.	£
8	(12,687)	8	(9,693)

11. Related party transactions

ALDWICKBURY FRIENDS ASSOCIATION Trustees’ Report and Financial Statements 2024

There were no related party transactions during the year.

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12. Debtors
2024 2023
£ £
Prepayment for 2024/35 event 500 -
Totals 500 -
13. Creditors
Amounts falling due within one year:
2024 2023
£ £
Creditors due within one year 600 -
Totals 600 -
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2024-07-31-accounts

Aldwickbury Friends Association (AFA)

Trustees’ Report and Financial Statements

Contents

Trustees’ Report

Administrative information

Structure, governance and management

Governing document and membership

Recruitment and appointment of Trustees

Induction and training of Trustees

Organisational structure

Relationship with other organisations

Related party transactions

Risk assessment

Aims and activities

Charitable aims

Public Benefit Statement

Summary of main activities

Achievements and performance

Events

Financial review

Financial performance

Funds

Reserves

Independent Examiner

ALDWICKBURY FRIENDS ASSOCIATION Trustees’ Report and Financial Statements 2024

Independent Examiner’s Report to the Trustees of Aldwickbury Friends Association (“AFA”)

Responsibilities and basis of report

Independent examiner's statement

Statement of Financial Activities

Year to 31 July 2024

Balance sheet

Notes to the financial statements

iii) Fixed assets

iv) Stock

4. Incoming resources: voluntary income

5. Incoming resources: activities for generating funds

6. Fundraising trading costs

7. Expenditure on charitable activities

8. Governance costs

10. Trustees’ expenses and emoluments

11. Related party transactions

13. Creditors