2023-03-31-accounts

Trustees’ annual report (including Directors’ report) for the period

From: 1 April 2022

To: 31 March 2023

Charity name: Downland Volunteer Group Charity registration number: 1112181 Company number: 5572984

Objectives and activities

	SORP reference
Summary of the purposes of the charity as set out in its governing document	Para 1.17	TO RELIEVE PERSONS IN THE DOWNLAND AREAS WHO ARE ELDERLY, SICK OR DISABLED OR WHO ARE OTHERWISE IN NEED BY THE PROVISION OF VOLUNTEERS TO ASSIST SUCH PERSONS IN ANY WAY THAT MAY BE REQUIRED
Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts.	Para 1.17 and 1.19	Main activities are a volunteer car service and operation of a local minibus service. We provide transport for persons in the Downland areas of West Berkshire who are elderly, sick or disabled or who are otherwise in need. We take people to Hospitals, Doctors' Surgeries, Dentists, Opticians, to social meetings and to anywhere else that may be appropriate.
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit	Para 1.18	In planning our activities we have kept in mind the Charity Commission guidance on public benefit.

Additional information (optional) You may choose to include further statements where relevant about:

SORP reference Para 1.38 Policy on grant making Para 1.38

Policy on social investment including program related investment Para 1.38 Contribution made by volunteers Other

Achievements and performance

Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole.	Para 1.20	This last financial year has been eventful. Covid still plays a part in what we do. We now for instance, offer weekend transport whether it is for covid vaccinations on a Saturday at the surgery or hospital appointments over the weekend as the NHS catches up on the backlog of patients awaiting treatment. Another thing that happened last year, was one of our regular users, Mrs Barbara Butlin, sadly died and left a generous legacy in her Will to the Downland Volunteer Group. Her wish was this be used to help patients in the Downland villages to attend appointments at the surgeries; consequently we have reduced the suggested contribution for these trips. The other major event this last year is that we ordered a new 100% electric minibus to replace the existing Handybus, which we should receive this Autumn once it is fitted out. These buses are very expensive, both to buy and fit out according to our needs. So we’re very grateful to the West Berks Council, Greenham Trust, The Englefield Trust and The Miss Lawrence Trust based in Kintbury, all of whom wish to encourage the use of electric vehicles to improve the environment, plus other generous donations from private individuals. Consequently, the cost to the DVG will be less than had we considered a diesel engine replacement. Also, the running costs are expected to be less than a diesel vehicle. Looking at the numbers for the last financial year we made a total of 746 trips. Compared to the previous year where we made 302 trips once lockdown was lifted. However, we are still not quite up to the pre-covid number of 885 trips. These trips breakdown as follows: Chieveley Surgery 190 25%

West Berks Community Hospital 167 22% Royal Berks Hospital RBH 67 9% Other Hospitals 48 6% Compton Surgery 27 4% Other surgeries 12 1% Other destinations 247 33% We currently have 38 volunteer drivers who take passengers in their own cars, 8 Handybus drivers and 12 office support volunteers all of whom offer their services for free. Donated volunteer time totals 1,533 hours supporting our community. We support the Downland Luncheon Club. It's been going since 1998; it happens on the last Friday of the month, except in August and December; and it provides a meal and social gathering. Many of the people who operate it are also members of DVG; and we help provide financial support for their Christmas lunch, which is something that we've done for a number of years. I got a note today from the organiser, just to say thank you. It's very well appreciated.

Additional information (optional) You may choose to include further statements where relevant about:

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Para 1.41
Achievements against
objectives set
Para 1.41
Performance of fundraising
activities against objectives
set
Para 1.41
Investment performance
against objectives
Other
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Financial review

Review of the charity’s financial position at the end of the period

Para 1.21 Our overall financial position on the current account is that we started with £7,251 and we have finished with £8,838; and we have total

		assets amounting to £195,079 compared to £38,930 last year. The increase due to two exceptional one-time events: the bequest from Mrs Butlin and grants towards the Handybus replacement. All in all, the financial position of the DVG remains healthy and we made an operating surplus in 2022/23 of £1,647 on our operating income of £14,786 compared to the small loss we made last year.
Statement explaining the policy for holding reserves stating why they are held	Para 1.22	The current reserves are financial balances relating to Mrs Butlin’s bequest, replacement of the Handybus in the next year and to de-risk any material changes in operating costs. For example, it is expected the office computer system will need review and update in the next year or so.
Amount of reserves held	Para 1.22	We have total assets amounting to £195,079. The Trustees are satisfied that the level of reserves as shown on the balance sheet are adequate to cover known and anticipated costs in the short term. Please see annual accounts for further detail.
Reasons for holding zero reserves	Para 1.22	N/a
Details of fund materially in deficit	Para 1.24	N/a
Explanation of any uncertainties about the charity continuing as a going concern	Para 1.23	N/a

Additional information (optional)

You may choose to include further statements where relevant about:

Para 1.47 The charity’s principal sources of funds (including any fundraising) Para 1.46 Investment policy and objectives including any social investment policy adopted Para 1.46 A description of the principal risks facing the charity Other

Structure, governance and management

Description of charity’s trusts:
Type of governing document: for example,trust deed, memorandum and articles of association etc	Para 1.25	MEMORANDUM AND ARTICLES OF ASSOCIATION INCORPORATED 23 SEPTEMBER 2005
How is the charity constituted? for example limited company, unincorporated association, CIO	Para 1.25	Charitable Company
Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees	Para 1.25	Selected by the DVG Committee, who are elected at the DVG’s AGM.

Additional information (optional) You may choose to include further statements where relevant about:

Para 1.51 Policies and procedures adopted for the induction and training of trustees Para 1.51 The charity’s organisational structure and any wider network with which the charity works Para 1.51 Relationship with any related parties Other

Reference and administrative details

Charity name	Downland Volunteer Group
Other name the charity uses	DVG
Registered charitynumber	1112181
Charity’s principal address	The Surgery, High Street, Compton, NEWBURY RG20 6NJ

Names of the charity trustees who manage the charity

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20	Trustee name	Office (if any)	Dates acted if not for whole **year **	Name of person (or body) entitled to appoint trustee (ifany)
	Joe Clerkin	Chair
	Jean Pocock
	Gareth Beard	Treasurer	Appointed 17 May2022	DVG Committee
	Michael Purchase		Appointed 17 May2022	DVG Committee

– Corporate trustees names of the directors at the date the report was approved Director name Joe Clerkin Jean Pocock Gareth Beard

Name of trustees holding title to property belonging to the charity

Trustee name Dates acted if not for whole year

Funds held as custodian trustees on behalf of others

Description of the assets N/a held in this capacity Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for safe custody and segregation of such assets from the charity’s own assets

Additional information (optional)

Names and addresses of advisers (optional information)

Names and addresses of advisers (optional information)	Names and addresses of advisers (optional information)	Names and addresses of advisers (optional information)
Type of adviser Name Address
Name of chief executive or names of senior staff members (optional information)

Exemptions from disclosure

Reason for non-disclosure of key personnel details

Other optional information

Declarations

The company has taken advantage of the small companies’ exemption in preparing the report above.

The trustees declare that they have approved the trustees’ report (including directors’ report) above.

Signed on behalf of the charity’s trustees/directors

Signature(s) Joe Clerkin Full name(s) Joe Clerkin Position (for example Trustee Secretary, Chair, etc) Date 29/01/2024

22123 21122 Fixed Assets Fixed Assets None None Current Assets Current Assets .21688 C.O.l.F. 8838 MelroBank Current X 96162 MetroBank Savi 68034 357 Cash in Hand O Debtors-clients O Debtors-DOT O Debtors-Handybus O Debtors-Therapy Groups O Debtors-w Berks DC O Insurances Pre 31383 7251 MelroBank Current MetroBank Savin s Butlin MelroBank Savi s Hand Cash in Hand Debtors-clients Debtors-DOT Debtors-Handybus Debtors-Therapy Groups Debtors-w Berks DC Insuran￿$ Prepaid 296 Total Assets ORW 195079 Total Assets 38930 Current Liabilities Current Liabilities Accruals-Audit Accruals-mileage Claims O Accruals-Audtt O Acfflials-mileage Claims 255 33 Totals Liabilities O Totals Liabilities 288 Capital Employed 195079 Caprtal Emtyo 38642 Financed By.. Financed By.. Accumulated Fund Accumulated Fund Opening Balance SurplusllDeficit) for year Less Handybus Total 38930 Opening Balance 1647 Surplusl{Defi¢it) for year -10000 30577 39452 413 DFVI 39039 Restricted Funds Legacy 96162 DRW Handybus replacement Interest 351 DRW 2?>?

Balance Sh88t March 22 Total 164547 Totals 195124 Totals 39039 DRW

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DOWNLAND VOLUNTEER GROUP ACCOUNTS FOR THE YEAR ENDED 31ST MARCH 2023 INDEPENDENT EXAMINERS REPORT TO DIRECTORS OF THE DOWNLAND VOLUNTEER GROUP Having examined the necessary documentation I have pleasure in reporting on the abbreviated accounts and the profrt and loss account enclosed with this report for the year ended 31 March 2023 vithout undertaking a full audit. Inde ndent Examinerfs Statemont l am of the O￿nIOn that: the financial stat8ment8 are in agreément wth the accounting records kept by the company urKler Section 386 of the Companies Act 2006.. having ￿ard to. and on the basis of, the infomation contained in those accounting records, the attached financial statements have been drawn up in a manner consistent with the accounting provisions of the Companies Ad 2006, $0 far as these provisions are applicable to the company; and the audit exemplion conditions have been met by the company and. at no 'me during the year. did the company fall into a non*xempt category; no matter has come to my attention in connection with the examinalion which gave me ￿asonable cause to believe that in any material respect accounting records have not been kept, or that the accounts do not accord with those records: there are no matter3 which have come to my attention in connection with the examination. to vthich the directors attention should be drawn to enable a proper understanding of the accounts to be reached. l am satisfied that the Treasurer, supported by the Directors, has put in pla￿ safe. efficient arrangements and maintain robust controls on payments as an integrated part of the overall financial control system. This is my tenth examination as the appointed Independent Examiner for the Downland Volunteer Group and I would like to place on re¢ord my sincere thanks Gareth Beard, for all his hard work in preparsng the accounts and for providing me with the infonnation and records required to undertake the examination. Signed.. David R Weller DMA, ONCIHNC Independent Examiner Date". 2& April 2023