## **Friends of Hartsfield School Association**
**Trustees’ Annual Report** Charity Number: 209032 For the year ended 31 July 2025
## **1. Reference and Administrative Details**
**Charity name:** Friends of Hartsfield School Association **Charity number:** 209032 **Registered address:** Hartsfield JMI School Clothall Road, Baldock, Hertfordshire, SG7 6PB
**Trustees:** Sarah Matthews, Caroline Lewis, Phoebe Dunn
## **2. Structure, Governance and Management**
The Friends of Hartsfield School Association (FHSA) is a registered charity governed by the ParentKind 2021 constitution. Trustees are responsible for the overall management, strategy, and compliance of the charity.
All parents and carers of children attending Hartsfield JMI School are automatically members and encouraged to participate. Trustees meet regularly to oversee activities and finances, and decisions are recorded in meeting minutes.
Financial controls include dual authorisation for all payments, weekly bank reconciliations, and reporting at termly meetings. Cash from events is counted promptly and banked, with oversight from trustees.
## **3. Objectives and Activities**
The charity’s objective is:
To enhance the educational experience of pupils at Hartsfield JMI School by providing facilities, activities and experiences not otherwise funded.
Activities during the year included:
- Seasonal and social fundraising events (Winter Fair, Camp Out, Spooky Disco, Colour Run, Valentines Bake Off)
- Regular initiatives (Hartsfield Lottery, second hand uniform sales, Ice Cream Fridays)
- • Creative and enrichment projects for pupils (Gladiator visit, bouncy castle, artificial grass installation, EYFS playground renovation)
All activities aim to provide “special moments” for pupils while fostering a sense of community among families and the school.
The trustees have complied with their duty under section 4 of the Charities Act 2006 to have due regard to guidance published by the Charity Commission on public benefit. In doing so, they have ensured that all PTA activities and fundraising are designed to enhance the educational and extracurricular experience of all children at Hartsfield.
## **4. Achievements and Performance**
During the year, FHSA:
- Successfully delivered 15+ fundraising and community events
- Raised total funds of **£20,828.33** , a significant increase from £12,001.67 in 2024
- Funded large projects including artificial grass, air conditioning, and EYFS playground renovation
- Funded enrichments activities for pupils such as bouncy castle days, Gladiator visit and the leavers’ yearbook.
These initiatives improved both educational and social experiences for pupils, aligning with the charity’s public benefit objectives.
## **5. Financial Review**
The charity’s fundraising performance was strong in 2025:
## **Income Highlights:**
- Winter Fair: £4,412.35
- Camp Out: £4,250.50
- Hartsfield Lottery: £2,137.68
- Legoland event: £1,469.03
- Ice Cream Fridays: £1,223.93
Administration costs remained low at £517.00 (2024: £418.57).
## **Donations to the School:**
- £1,921.32 plus £11,000 (2024: £12,362.34). The committed donation from FY25 of £11,000 has been paid in October 2025, so does not show on these accounts.
- Additional FY26 committed funds of £27,000 were also paid in October 2025, reducing reserves substantially, and leaving a working balance of approximately £5,000 (as at Mar 26).
## **Accruals:**
- £5,938.23 of accrued income relates to Arbor-managed events where funds were received after year-end.
- £2,010.50 accrued expenses relate to late Camp Out submissions.
Trustees monitor these late payments and expenses and are trialling new initiatives to bring them in line with the financial year moving forwards.
## **Investments:**
- An instant access savings account is used, leaving a constant balance of £1,000 in the current account. This savings account has generated a modest £162 interest.
## **Balance Sheet:**
- Net assets: £32,127.67 (2024: £13,375.93)
- Cash and bank balances: £27,751.94
- Fixed assets: £448.00
- Liabilities: £2,010.50
The increase in reserves reflects timing of payments rather than excess accumulation, and post year-end expenditure has reduced reserves to sustainable levels.
## **6. Reserves Policy**
The trustees aim to maintain sufficient reserves to fund at least one school term of activities. Reserves above this level during 2025 were due to payment delays, not intentional accumulation. Following payments to the school and other planned activities, reserves now align with operational needs (~£5,000).
## **7. Risk Management**
Key risks identified include:
- Timing of event-related income and expenses
- • Cash handling during events
- Late submission of invoices
Mitigation measures:
- Weekly bank reconciliations
- Trustee oversight of all payments
- Timely banking of cash and prompt review of accrued income
- Clear processes for event income and expense reporting
## **8. Plans for Future Periods**
In FY26, FHSA will:
- Continue a full programme of fundraising and enrichment activities
- Monitor and improve processes for expense submission
- Allocate funds strategically to school projects while ensuring adequate reserves
## **9. Trustee Responsibilities**
The trustees are responsible for preparing the Trustees’ Annual Report and accounts in accordance with applicable law. They ensure proper records are maintained and that funds are used solely in pursuit of the charity’s objectives.
## **10. Approval**
This report was approved by the trustees on 25/04/26 and signed on their behalf by:
Name: Caroline Lewis Position: Treasurer
Signature:
**Friends of Hartsfield School Association Charity Number: 209032 Profit & Loss Account**
**Year End 31 July 2025**
|**Event Profits**
Winter Fair
Camp Out
Hartsfield Lottery
Wrap A Present
Ice cream Friday
Christmas Cards
Uniform sale
Bingo
Colour Run (prev Fun Trail)
Hot Dog Friday
Spooky Disco
Quiz
Film nights
Wreath making
Valentines Bake Off
Legoland
Asda Cashpot
Wonka bars
Sports Day Raffle
**Net funds raised**
Interest receivable
Donations
**Administration Costs**
Depreciation
Parentkind (incl. Insurance)
Card fee (one off)
Thank you gifts / event
NHDC - Gambling license
**Fundraising surplus**
**Donations to school**
**Net Profit/(Loss)**
**Balance Sheet**
**Fixed Assets**
**Current Assets**
Lloyds Current Account
Lloyds Savings Account 1%
Cash
Equals Money account
Accrued income
**Current Liabilities**
Accruals & deferred income
**NET ASSETS**
Funds Brought Forward
Profit/(Loss) Year
**TOTAL NET ASSETS**|**2025**
**2024**
**£**
**£**
4,412.35
3,482.23
4,250.50
3,741.90
2,137.68
1,891.15
953.83
777.18
1,223.93
757.18
435.05
438.03
525.98
431.41
286.30
277.65
632.56
223.90
649.56
138.85
623.57
-
600.22
(21.00)
-
(136.81)
433.29
-
898.67
-
1,469.03
-
114.81
425.18
755.82|
|---|---|
||**20,828.33**
**12,001.67**|
||161.73
146.51
200.00
300.00
268.03
221.57
162.00
153.00
-
24.00
66.97
-
20.00
20.00|
||**517.00**
**418.57**|
|||
||**20,673.06**
**12,029.61**|
||(1,921.32)
(12,362.34)|
||**18,751.74**
**(332.73)**|
||**2024**
**2024**
**£**
**£**
448.00
530.19
3,401.13
500.00
23,968.34
11,814.61
120.69
54.70
261.78
476.43
5,938.23
-|
||**33,690.17**
**12,845.74**|
||(2,010.50)
-|
||**32,127.67**
**13,375.93**|
||13,375.93
13,708.66
18,751.74
(332.73)|
||**32,127.67**
**13,375.93**|
CHARITY COMMISSION
FOR ENGLAND AND WALES
Independent examinerfs report on the
accounts
Section A
Independent Examiner's Report
Report to the trusteès
Friends of Hartsfield School Association
On accounts for the year
ended
31 August 2025
Charity no
(if any)
291302
Set out on pages
NIA
I report to the trustees on my examination of the accounts of the above
chanty (llhe Trust.) for the year ended 31108 12025
Responsibilitias and
basis of report
The charity's trustees are responsible for the preparation of the accounts.
The Charity's trustees consider that an audit is not required for this year
under section 144 of the Charities Act 2011 ('the Chartlies Act") and that an
independent examination is needed.
It is my responsibilty to:
examine Ihe accounts urKler section 145 of the Charities Act;
to follow the procedures laid down in the general Directions given by
the Charty Commission (under seGtion 145151(bJ of the Chanties
Act); and
to state whether particular matters have come to my attention.
Independent
examiner's statement
My examination was carried out in accordance with general Directions given
by lh& Charity Commission. An examination includes a review of the
accounting records kept by the charty and a comparison of the accounts
presented with ihose records. It also indudes consideration of any unusual
items or disclosures in the accounts. and seeking explanations from the
trustees conceming any such matters. The procedures undertaken do not
provide all the eviden that would be required in an audrt, and
consequently no opinion is given as to whether the accounts present a 'true
and fair. view and th8 report is limited to those matters set OLrt in the
statement below.
In connection with my exarnination, no matter has come to my attention..
which gives me reasonable Cause to believe that in any material
respect the requirements..
o to keep accounting records in accordance with section 130 of the
Charities Acl. and
to prepare a¢Unts which accord with the accounting records
and comply with the accounting requirements of the Charities Act
have not been met.. or
2. to which, in my opinion, attention should be drawn in order to enable
a proper understanding of the accounts to be reathed.
Signed:
Date:
2910312026
Name:
Louisa SFEncer
IER
Oct 2018
Relevant professlonal
qualification{s) or body
{if any):
Chartered Management Accountant- Chartered InstitLrte of Management
Accountants
Address:
Limekiln Lane
Baldock
SG7 6PG
Section B
Disclosure
Only complete if the examiner needs lo h1ghlighl material matters of concern
{see CC32. Independent examination of tharty accounts.. dir8Ctions and
guidance for 8xaminers).
Glve here brief details of
any items that the
èxaminer wishes to
dl$¢lose.
IER
Oct 2018