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2021-03-31-accounts

Registered Charity Number: 1068801

Careline

ANNUAL REPORT

For the year ended 31 March 2021

Careline

Contents Page
Legal and administrative details 1
Trustees’ annual report 2 - 7
Independent examiner's report 8
Receipts and payments accounts 9
Statement of assets and liabilities 10
Notes to the accounts 11 - 12

VAS Community Accountancy

Careline

Legal and administrative information

Charity number 1068801

Other names the charity is known by:

Derbyshire Dales Careline

Trustees

Gordon Hart Nicola Bexon Appointed 18 January 2021 Graham Leicester Appointed 18 January 2021 Wendy Woodhouse Appointed 18 January 2021 Annette Eley (Secretary) Melanie Ferguson Allen (Treasurer) Appointed 18 January 2021 Resigned 17 January 2022 Patricia Barclay Appointed 18 January 2021

* April 2019 – March 2020 AGM deferred from June 2020 to January 2021

Key management

Jane Fulham Careline Manager

Principal Address Independent Examiner St Oswald’s Hospital Sarah Lightfoot, FCA DChA Clifton Road Employee of: Ashbourne VAS Community Accountancy DE6 1DR The Circle 33 Rockingham Lane Sheffield S1 4FW

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Careline

Trustees’ annual report For the year ended 31 March 2021

The Trustees present this Annual Report and Financial Statements of the Charity for the year ended 31 March 2021.

Objectives, activities and public benefit

The charity’s object is to relieve the isolation of vulnerable and elderly housebound people in the areas served by the general practitioners of Ashbourne, Brailsford, Hartington, Sudbury and Wirksworth by establishing, maintaining and developing a daily telephone calling service. The charity has amended the constitution to broaden their areas of operation, this will be agreed at the January 2022 AGM.

Careline is small self-funded independent charity set up in 1997 and provides a telephone befriending service to people within the community in order to reduce the effects of loneliness and isolation. The charity is based in St Oswald’s Hospital in Ashbourne, Derbyshire. The free telephone calls are made on a daily basis 365 days a year, including Bank Holidays to older or vulnerable people in the area with the aim of alleviating social isolation, tackling loneliness and improving wellbeing. The service covers the Derbyshire Dales, including the towns of Ashbourne, Wirksworth, Matlock, Bakewell and its surrounding villages. It also covers East Staffordshire Uttoxeter and Burton, the surrounding rural areas and parts of Staffordshire. Calls are made by 60 volunteers to service users, with the primary purpose of a befriending call, to enable the service user to enjoy regular social interaction and friendship. Careline also refer to one of their service users contacts if they are unable to reach them to check that everything is in order. Further to this the service signposts onto other support services such as Social Prescribers to triage the individual and provide access to other specialist support medical and social.

Pre- Covid the team of volunteers made their befriending calls from the Careline office at St Oswald’s Hospital, Ashbourne, however, since March 2020 all the volunteers have been making their calls from home. Careline employs 2 part time members of staff a Manager and a Befriending Co-coordinator and is managed by a board of 6 trustees (voluntary role up to 10). The staff have been hybrid working since the inception of Covid 19.

On average the charity makes around 420 calls a week, up to 22,000 calls a year and referrals to the charity have increased dramatically during the pandemic from health and social care professionals, members of the community and individuals themselves.

In setting the objectives and planning the activities the Trustees have given careful consideration to the Charity Commission’s general guidance on public benefit.

Achievements and Performance during the Financial year

2020/2021 has been the most challenging year Careline has ever experienced due to Covid 19. A third member of staff left on the 20[th] March 2020, leaving two members of staff to ensure the continuation of service delivery whilst working remotely.

Covid has also brought about a change in the demographic of the people it serves. In 2020 Careline received 147 referrals with 105 of those referrals having taken up the service. Many of the referrals received have been from health professionals seeking alternative support that the health and social care system has not been able to provide during the pandemic. This has not been without its problems as some people have presented with complex mental health needs. This required the organisation to put in some additional on-line mental health training in order to support the volunteers making the telephone contact. The volunteers communicate with the staff on extreme cases who are trained to deal with such issues and can signpost onto other services including a variety of mental health support services such as Rethink and other 24/7 Emotional health support functions. The service also offered extra calls, where appropriate as the service operates 7 days a week. The service has had to deal with potential threats of suicide and harm to others on 2 occasions in 2020, both of which were reported to the Police.

VAS Community Accountancy

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Trustees’ annual report - continued For the year ended 31 March 2021

Careline

CARELINE MEMBERS AND VOLUNTEERS

01/04/20 – 31/03/2021

The overall figures are as follows:

MEMBERS Referrals 147
New members added 105
Total number in receipt of the
service		 205
Members, passed away, moved
into care home, out of the area
etc		 42
Office Volunteers 41
Home Volunteers 10
Lost Volunteers 12

The overall stats for 205 members called in 2020/21 are as follows:

Careline’s referral rate increased by 400% in 2020 compared with 2019. Those who did not take up the service were either seeking face to face support, or they were too far out of Careline’s funded demographical area, or that they found alternative support. On occasion the referrer had misunderstood the individual’s needs or referred without their knowledge of agreement.

Careline lost a few volunteers either due to ill health, caring responsibilities, or moved out of the area. A few volunteers have found the impact of Covid 19 just too challenging and subsequently have taken a break and intend to come back to Careline at some stage.

FINANCES

Detailed information is provided in the financial statements 2020/2021, however, the following provides an overview of the Finances for the year.

Fundraising

The charity was unable to carry out its usual Fundraising activities due to Covid 19, however, it has managed to raise some funds through online appeals and the 100 Club.

Some examples are as follows:

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Careline Trustees’ annual report - continued For the year ended 31 March 2021

There was further recognition from the Community of the unique service that Careline provides, which is very relevant in managing the impact of a world-wide pandemic. Some of that recognition and acknowledgement came into Careline as financial help. 2020-21 was a bumper year for donations, providing Careline with just over £34,000 in donations and support with scaled down fundraising activity. With the addition of applied for Grants, including the Lottery, this provided Careline with Cash Assets of £99,233, which it has never seen before in its 25 years.

Some of the key donors were the following: -

Local businessman (Westfield Centres) Local Businessman (NFU) Royal Sun Alliance (via N Bexon) Virgin Money Giving & Easy Fundraising Nicola Bexon Charity Challenge Woodroffe Foundation Masonic Lodge 4EVA Camper Vans Bettys Sowing Box, made 200 Masks Volunteer – Daughter’s Sponsored Walk Volunteer – Knitted Christmas Angels

GRANTS

We also received the following funding from grants:

Big Lottery (Reaching Communities)Final
Instalment		 £25,228
Foundation Derbyshire (National Emergency
Fund)		 £12,382
Derbyshire Dales CVS Social Connectedness
Funding (Public Health)		 £15,000
Derbyshire Dales Adult Social Care £2,010
TOTAL £54,620

BIG LOTTERY

The two year Big Lottery funding ended during the year, which covered the majority of project costs. It is important to note that Careline had an underspend at 31 March 2021 of £25,627 of Lottery funding , which will be brought forward into 2021/2022 with the agreement of Careline’s Lottery Funding officer. The Funding Officer is eager to keep the line of communication open to advise of any further funding opportunities moving forward and has always been extremely supportive of Careline. National Covid Emergency funds have, however, only been open to organisations who have less than 6 months operating costs.

Careline’s main achievement during 2020/21 is that is has been able to maintain its vital service, without a break in service at any stage, 7 days a week, 365 days a year, during 2020/21. Further to this it has increased its membership by 72% in 2020, calling up to 205 people during the whole of the year.

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Trustees’ annual report - continued For the year ended 31 March 2021

Careline

FOUNDATION DERBYSHIRE

Careline was successful in obtaining a grant of £12,282 in May 2020 from Foundation Derbyshire, obtained through National Emergency (Covid) funding. This was for additional hours for the two members of staff, for some volunteers expenses and postage of information to be sent out to volunteers not using an IT system. More than half of the funding was also for the development of a cloud-based database as Careline’s existing database was a stand-alone CRM system, not compatible to remote working. Progress with the development was protracted and fraught with difficulties as the developer was based in Ireland. It was also felt that they did not fully understand Careline’s needs. It was, therefore, felt necessary to seek an alternative solution and have been exploring the CRM systems used by other befriending services. At year end March 2021, the funding for the database has not been used and Foundation Derbyshire have agreed that Careline can carry the underspend into 2021/22.

SOCIAL CONNECTEDNESS FUNDING

Careline were successful in their application for £15,000 Social Connectedness Funding via Derbyshire Dales CVS in order to expand the service into the North Derbyshire Dales. Careline has always worked very closely with the CVS and the funding formalised being able to offer the service to those in the North Dales.

Of the 147 referrals received in 2020, 67 of those were for the North Dales and 54 took up the service

Referrals Take up of Service %
67 54 80%

The majority of those referrals came from the Social Prescribers employed by the CVS and Careline are committed to working closely with them to ensure that the needs of the most vulnerable members of the community in the North Dales are met.

Derbyshire Dales Adult Social Care Grant

We received £2010 total, made in quarterly instalments from Derbyshire Dales Adult Social Care as part of the Council’s overall funding arrangements and review for Voluntary and Community organisations. This is awarded quarterly as it is constantly reviewed and has to be approved by Cabinet. This review continues into 2021/22.

Reserves Policy

It is recognised that it is important that reserves are set aside to provide financial stability and to ensure that the service to our members is able to be maintained at a level that meets all their needs. The trustees have not previously had a reserves policy, and have prepared the first policy in January 2022. The trustees have agreed to set the free reserves (unrestricted funds) target at 3 month’s planned expenditure.

By retrospectively applying this policy to the 20/21 financial year, the target reserves at 31 March 2021 were approximately £9,000.

Free reserves (unrestricted funds) as at 31 March 2021 were £55,388, which is in excess of the target. Careline have been fortunate to receive some substantial donations during the year, whilst the majority of the expenditure was funded from restricted funds. Looking forwards, the trustees anticipate using the majority of the restricted funds to fund activity in 21/22, but beyond that the continuation of the service will use reserves, unless additional funding is secured. In light of this, the trustees have a planned use of the excess reserves held at 31 March 2021.

The Board of Trustees will regularly review the level of reserves required to ensure the ongoing service is retained at a level that meets the needs of all, on receipt of the financial breakdown figures for the bi-monthly meetings. Trustees are informed bi-monthly of the ongoing income and expenditure for the past months and are given an indication of possible financial implications for the rest of the current financial year.

VAS Community Accountancy

Careline Trustees’ annual report - continued For the year ended 31 March 2021

Future plans

 A key priority every year for Careline is the Recruitment of Trustees. We were pleased to welcome Wendy Potts as Chair of Careline and Tricia Barclay as Vice Chair. We were also pleased to welcome John Leicester and Melanie Ferguson Allen as Trustees. Each of our Trustees bring a wealth of experience from the Business and voluntary sectors. Moving forward we need to continue with the recruitment of new Trustees to Careline. Annette Eley also decided to step down as Secretary after the AGM in 2021. We thank Annette for her full and valued contribution.

 Recruitment of volunteers has been difficult due to not being able to meet prospective volunteers face to face. The nature of Careline’s service and culture means that we need to be happy and satisfied with the volunteers who will be representing Careline. Even with the checks and references in place, we have to feel comfortable that they will conduct themselves in a sensitive and confidential manner with the vulnerable people we call. Some training would have been possible via Zoom, but the priority of people who approached Careline in 2020 preferred to wait until such time that they could come into the office to meet with us and view the office set up for themselves.

 Careline’s sustainability plan should be reviewed throughout 2021, particularly as Careline’s delivery model has had to change. The largest grant from the Big Lottery has come to an end and we will need to identify new large funding opportunities moving forward. Fundraising has also been severely limited due to Covid 19.

Structure, governance and management

The charity is governed by its constitution adopted 15 April 1997, as amended 14 January 1998, 9 April 2003 and by resolution dated June 2014.

The charity plans to agree the amended constitution at the January 2022 AGM to broaden the areas of operation of the organisation, and make other minor wording changes.

Careline’s Management Committee met six times in 2020 in addition to several more informal catch-up meetings. During 2020 all meetings have been via video link (zoom). Minutes have been recoded for every meeting.

There is a Fundraising Sub-Committee who have met just once in 2020 as Fundraising was drastically reduced.

The day to day running of the Charity is managed by Jane Fulham (Careline Manager). One volunteer is a Patient Liaison Officer and she liaises with the discharge team at St Oswald’s Hospital for possible new referrals. Volunteers are on a six weekly rota make the telephone befriending calls, the administration of which is managed by the two paid staff.

None of the Careline Trustees have claimed any expenses during the financial year.

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Careline Tru5tee5' annual rèport- tontinuÈd For the year ended 31 March 2021 Governance and controls Issues As identified In the independent examinerfs report, there have been a number of governance and controls issues during and following the financial year. As a result of the issues hi8hlighted during the accountancy and independent examination work. the board of trustees have taken the following action in Decernber 2021 and january 2022: The irustees have amended the area of operation in the constitution, to refled the work being done and funding opportunities available Careline has progressed to an updated version of Quickbooks, to be used from the start of the financial vear April 21. Training will be sought for full efficiency on the system, and going forwards the finances will be entered in real time, rather than retrospective￿ after the year end. Careline will allocate restricted fund expenditure on a monthly basis, in conjunction with the real time use of Quickbooks The trustees will be presented with the predicted income and expenditure for the following year, and the level of current reserves that can be carvied forward at the bi-monthly meeting5. The trustees have Completed the Charity Commission financial control checklist, which has highlighted the need for a review of some of its policies and procedures and introduction of other procedures. The irustees need to work with the current bank to resolve the bank mandate and bank account issues. In order to give trustee5 access to the bank account (including online access). Whilst this is in progress, the trustees have adopted a short term solution for ￿VIewIng and approving payments without direct access to the bank. They will also consider other banking arrangements. L)eclaration The trustees declare that they have approved the Trustees, aftnual report above on on behalf of the trustees bv.. .0(. and slEned Print name: QC-NJ)q bknJdO(JSE Trustee VAS Comrnunity Accountancy

Independent examiner’s report to the trustees of Careline (“the Charity”)

I report to the trustees on my examination of the accounts of the Charity for the year ended 31 March 2021.

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’).

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 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.

I have identified the following matters to which attention should be drawn in this report:

The key issues found during my work on the 2021 accounts were:

Whilst there is no evidence of a financial loss or misappropriation of funds, I have concerns that the lack of financial controls and insufficient governance in place could give rise to a significant loss or misappropriation of funds.

I have no other 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: ____

Sarah Lightfoot, FCA DChA Employee of: VAS Community Accountancy The Circle 33, Rockingham Lane Sheffield S1 4FW

Dated: ____ 31 January 2022

VAS Community Accountancy

8

Careline

Receipts & payments account

For the year ended 31 March 2021

Notes
Receipts
Grants
2
Donations
Fundraising - 100 club
Other Fundraising
Expense donations
Bank interest
Other income
Total receipts
Payments
Salary costs
Staff travel
Volunteer costs
Postage, stationery and printing
Telephone costs
Marketing and advertising
Insurance
Fees and subscriptions
IT and equipment costs
Fundraising expenses - 100 Club prizes
Other Fundraising expenses
Sundry costs
Event costs
Independent examination fees
Total payments
Net receipts/(payments) for the year
Total cash funds brought forward
Prior year adjustment - restatement
5
Total cash funds brought forward - restated
Total cash funds carried forward		 Unrestricted
funds
£
2,010
34,149
1,177
250
-
1
-		 Restricted
funds
£
52,610
-
-
-
-
-
-		 Total
2021
£
54,620
34,149
1,177
250
-
1
-		 Unrestricted
Restricted
Total
funds
funds
2020
£
£
£
1,508
52,447
53,955
1,621
-
1,621
1,393
-
1,393
5,223
-
5,223
50
-
50
4
-
4
528
-
528
10,327
52,447
62,774
-
39,632
39,632
-
2,153
2,153
-
160
160
-
939
939
-
981
981
-
805
805
-
416
416
-
1,395
1,395
-
1,038
1,038
190
-
190
90
-
90
-
-
-
-
1,441
1,441
-
450
450
280
49,410
49,690
10,047
3,037
13,084
6,716
27,219
33,935
1,173
-
1,173
7,889
27,219
35,108
17,936
30,256
48,192
Restated - see note 5		 Unrestricted
Restricted
Total
funds
funds
2020
£
£
£
1,508
52,447
53,955
1,621
-
1,621
1,393
-
1,393
5,223
-
5,223
50
-
50
4
-
4
528
-
528
10,327
52,447
62,774
-
39,632
39,632
-
2,153
2,153
-
160
160
-
939
939
-
981
981
-
805
805
-
416
416
-
1,395
1,395
-
1,038
1,038
190
-
190
90
-
90
-
-
-
-
1,441
1,441
-
450
450
280
49,410
49,690
10,047
3,037
13,084
6,716
27,219
33,935
1,173
-
1,173
7,889
27,219
35,108
17,936
30,256
48,192
Restated - see note 5		 Unrestricted
Restricted
Total
funds
funds
2020
£
£
£
1,508
52,447
53,955
1,621
-
1,621
1,393
-
1,393
5,223
-
5,223
50
-
50
4
-
4
528
-
528
10,327
52,447
62,774
-
39,632
39,632
-
2,153
2,153
-
160
160
-
939
939
-
981
981
-
805
805
-
416
416
-
1,395
1,395
-
1,038
1,038
190
-
190
90
-
90
-
-
-
-
1,441
1,441
-
450
450
280
49,410
49,690
10,047
3,037
13,084
6,716
27,219
33,935
1,173
-
1,173
7,889
27,219
35,108
17,936
30,256
48,192
Restated - see note 5
37,587 52,610 90,197 10,327 52,447 62,774
-
-
-
-
-
-
-
-
-
100
35
-
-
-		 34,549
169
28
1,032
254
199
424
257
1,589
-
-
57
13
450		 34,549
169
28
1,032
254
199
424
257
1,589
100
35
57
13
450		 -
-
-
-
-
-
-
-
-
190
90
-
-
-		 39,632
2,153
160
939
981
805
416
1,395
1,038
-
-
-
1,441
450		 39,632
2,153
160
939
981
805
416
1,395
1,038
190
90
-
1,441
450
135 39,021 39,156 280 49,410 49,690
37,452
13,676
4,260		 13,589
32,140
(1,884)		 51,041
45,816
2,376		 10,047
6,716
1,173		 3,037
27,219
-		 13,084
33,935
1,173
17,936 30,256 48,192 7,889 27,219 35,108
55,388 43,845 99,233 17,936 30,256 48,192

VAS Community Accountancy

9

C•relinÈ Statement of 155Èts Jnd l￿blI￿leS As èt 31 Mar¢h 2021 Restoted 2020 2021 $h assets Cuirent accDunts 99,233 48.192 99.2J3 48,192 her asset$ 248 248 Accountancy & Independent eKamination fee Income received ill advance- The National Lottery Community Fund 600 450 25,229 25,679 Approved by the board of trustees on Print name.. PositioD'. VASCoMrnuorty￿c0U￿t￿n[Y io

Careline

Notes to the accounts For the year ended 31 March 2021

1 Receipts & payments account

Receipts and payments accounts are statements that summarise the movement of cash into and out of the organisation during the financial year. In this context "cash" includes cash equivalents, for example, bank accounts where cash can be readily withdrawn to pay for debts as they become due.

Funds

General funds are donations and other income received or generated for the objects of the organisation without further specified purpose and are available for general funds without restriction.

Restricted funds are either donations which the donor has specified are to be solely used for particular areas of the charity's work or grant income sought for specified activities.

2 Income from grants

Unrestricted
funds
£
The National Lottery Community Fund
-
Derbyshire Dales District Council
2,010
Foundation Derbyshire
-
Derbyshire Dales CVS
-
2,010
Restricted funds
The National Lottery Community Fund
Foundation Derbyshire
Derbyshire Dales CVS		 Restricted
funds
£
25,228
-
12,382
15,000
52,610
Restated - s		 Total
2021
£
25,228
2,010
12,382
15,000
54,620
ee note 5
Balance
b/fwd
£
30,256
-
-
30,256		 Unrestricted
funds
£
-
1,508
-
-
1,508
Income
£
25,228
12,382
15,000
52,610		 Restricted
funds
£
52,447
-
-
-
52,447
Expenditure
£
(29,857)
(2,510)
(6,654)
(39,021)		 Total
2020
£
52,447
1,508
-
-
53,955
Balance
c/fwd
£
25,627
9,872
8,346
43,845

The National Lottery Community Fund

Grant funding for the core business promoting friendship and inclusion. The grant was for 2 years but was not fully spent as at 31 March 2021. It has been agreed with the funder to extend the project until the funds are fully spent.

Foundation Derbyshire

A grant given to support additional hours and the building of a database of clients. The original plan was to build a bespoke database, but the charity will now be using a subscription service to an existing product.

Derbyshire Dales CVS

A grant given for the expansion of the service into North Derbyshire. The funding was given for 18 months, starting in August 2020 - 8 months worth of apportioned salary costs have been allocated to this funding.

Prior year comparison - restated - see note 5
The National Lottery Community Fund		 Balance
b/fwd
£
27,219
27,219		 Income
£
52,447
52,447		 Expenditure
£
(49,410)
(49,410)		 Balance
c/fwd
£
30,256
30,256

VAS Community Accountancy

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Careline

Notes to the accounts - continued For the year ended 31 March 2021

4 Trustees remuneration, benefits and expenses

The charity trustees were not paid or received any other benefits from employment with the charity in the year (2020: £nil) neither were they reimbursed expenses during the year (2020: £nil). No charity trustee received payment for professional or other services supplied to the charity (2020: £nil).

5 Prior year adjustment

There are 2 prior year adjustments made to the 19/20 accounts:

Prior year adjustment
There are 2 prior year adjustments made to the 19/20 accounts:
Previously the accounts have not included the balance or movements relating to the 100 Club bank account:
100 Club bank balance (after unpresented cheques as at 31 March 2019)
100 Club income during 19/20
100 Club expenditure during 19/20
100 Club bank balance as at 31 March 2020		 £
1,173
1,393
(190)
2,376

In the 19/20 accounts, 100% of salaries and 80% of costs were allocated to the National Lottery Community Fund. The trustees have reviewed this allocation and determined that 100% of non-fundraising related costs should be allocated to the National Lottery Community Fund for the 19/20 financial year. Ths amounts to £1,956.

Fund balance as at 1 April 2019 as previously stated:
Inclusion of the 100 Club bank account
Fund balance as at 1 April 2019 as restated:
100 Club income during 19/20
100 Club expenditure during 19/20
Reanalysis of the National Lottery Community Fund expenditure
Net adjustment of funds
Net income/expenditure for 19/20 as previously stated:
Net income/expenditure for 19/20 as restated:
Fund balance as at 31 March 2020 as restated:		 Unrestricted
funds
£
6,716
1,173
7,889
1,393
(190)
1,884
3,087
6,960
10,047
17,936		 Restricted
funds
£
27,219
-
27,219
-
-
(1,884)
(1,884)
4,921
3,037
30,256		 Total
2020
£
33,935
1,173
35,108
1,393
(190)
-
1,203
11,881
13,084
48,192

VAS Community Accountancy

12