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2023-06-30-accounts

Trustees’ Annual Report 2022-23

Cambridgeshire Search and Rescue

Cambridgeshire Search and Rescue Trustees’ Annual Report 2022-23

This report covers the financial year beginning 1[st] July 2022 and ending 30[th] June 2023.

Contents

1 Registration and trustees................................................................................................................. 2 Registration and trustees................................................................................................................. 2
2 Structure and management ............................................................................................................. 3
2.1 Governing document.............................................................................................................. 3
2.2 How the charity is constituted ............................................................................................... 3
2.3 National governing body ........................................................................................................ 3
2.4 Trustee selection methods ..................................................................................................... 3
2.5 Charitable objective ............................................................................................................... 3
3 Activities, achievements and performance ..................................................................................... 4
3.1 Introduction ............................................................................................................................ 4
3.2 Callouts ................................................................................................................................... 4
3.3 Finance ................................................................................................................................... 4
3.4 Fundraising ............................................................................................................................. 5
3.5 Recruitment and Membership ............................................................................................... 5
3.6 Training ................................................................................................................................... 5
3.7 Updates on the Workgroups .................................................................................................. 6
3.8 Other Activities in the Year .................................................................................................... 7
3.9 Outlook ................................................................................................................................... 7
3.10 Conclusion .............................................................................................................................. 7
4 Financial review ............................................................................................................................... 8
4.1 Reserves policy ....................................................................................................................... 8
4.2 Independently examined accounts ........................................................................................ 8
5 Declaration ....................................................................................................................................... 8
Appendix A
Summary of accounts ....................................................................................................... 9
Appendix B
Independent Examiner’s report .....................................................................................11
Appendix C
Reserves policy ...............................................................................................................12

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Trustees’ Annual Report 2022-23

Cambridgeshire Search and Rescue

1 Registration and trustees

1 Registration and trustees 1 Registration and trustees 1 Registration and trustees 1 Registration and trustees
Charity name:
Cambridgeshire Search and Rescue
Other names known by:
CamSAR
Registered charity number:
1118622
Principal address: Unit 1
Mount Pleasant Industrial Estate
Pymoor, Ely
CB6 2DY
Trustees:
Name		 Office
(if any)		 Dates acted if
not wholeyear		 Person/body entitled
to appoint trustee
BarryCarter Chair AGM(terms 2019-21,2021-23)
Paul Barry Vice Chair To 05 Feb 2022 Trustees(28/5/20);AGM(term 2020-22)
Louise Wyatt Secretary To 23 Feb 2023 Trustees(21/9/20);AGM(term 2021-23)
Sebastian Palmer Acting
Treasurer		 To 20 Oct 2022 AGM (terms 2017-19, 2019-21, 2021-23)
Ian Woods Treasurer
(from 20
October
2022)		 AGM (term 2021-23)
Stephen Hobbs AGM(term 2019-21,2021-23)
Heather Franks From 21 Dec 2022 Trustees(21/12/2022)
GillyBamber To 23 Feb 2023 AGM(term 2020-22)
Simon Jones AGM(term 2021-23)
Ciara Witty Secretary From 16 Mar 2023 Trustees(16/03/2023)
Lee Rockall From 16 Mar 2023 Trustees(16/03/2023)

Annual General Meeting was held on Wednesday 20[th] October 2023.

Trustees at end of the reporting period are shown in red.

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Trustees’ Annual Report 2022-23

Cambridgeshire Search and Rescue

2 Structure and management

2.1 Governing document

CamSAR is governed by a constitution, adopted 1[st] August 2006 and subsequently amended on 6[th] January 2013, 30[th] October 2014, 29[th] November 2018 and 24[th] September 2019.

2.2 How the charity is constituted

CamSAR is a registered charity constituted as an unincorporated association.

2.3 National governing body

CamSAR is a member unit of Lowland Rescue, registered charity number 1150317.

2.4 Trustee selection methods

The Trustees are the members of the Executive Committee as described in the constitution, which consists of between 3 and 8 members, including the Chair, Secretary and Treasurer (the officers) and a Vice Chair. Trustees are elected at General Meeting for a term length of 2 years.

The trustees may also appoint new trustees and officers subject to conditions set in the constitution. One such appointment did occur in this reporting period, with a term until the next AGM.

2.5 Charitable objective

CamSAR’s objective, as stated in the constitution, is:

The provision of search and rescue assistance, both independently and in association with the full-time emergency services and other voluntary aid societies, and to assist in the relief of suffering amongst persons endangered by accident or natural hazard and the preservation of life, principally in Cambridgeshire but without geographical limitation. Consequently, CamSAR’s primary role is as a specialist search and rescue team, called by Cambridgeshire Constabulary to plan, manage and undertake searches for high-risk vulnerable missing people. CamSAR trains its members to national (Lowland Rescue) standards as Search Managers, Search Operations Managers, Search Planners, Team Leaders and Search Technicians, and maintains equipment and several vehicles necessary to perform this role.

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Trustees’ Annual Report 2022-23

Cambridgeshire Search and Rescue

3 Activities, achievements and performance

Chairperson’s report to AGM, 20 October 2023

3.1 Introduction

First, let me start by saying that I am most grateful for the contribution and support from the other Trustees for their help in managing the charity side of the team, its finances, its resourcing, its planning and reporting to the Charity Commission. This could only happen with the trust and faith in those running the operational side of the team and those workgroup champions looking after each of their areas of specialty.

The following will summarise team developments over the year.

3.2 Callouts

Our team members gave a total 1,916 hours responding to 44 calls for search assistance in the year (including 5 mutual assists[1] to neighbouring teams) and averaged 15 members per call (up slightly from 12 in the previous year). Despite some quick stand-downs, the average duration of our searches was just over 4 hours.

A summary breakdown is (note that some MISPERS can be classified as more than one category)

3.3 Finance

3.3.1 Treasurer

Sebastian Palmer step down as Treasurer at the end of AGM on 20 October 2023. Ian Woods took over this role from the date of the AGM with the support of the finance committee and with the introduction of a book keeper (EBJ Accountancy).

3.3.2 Annual Return

The Trustees’ Annual Report for 2021-22 was successfully submitted in November 2023.

3.3.3 Finance Team

During the financial year we continued the good work of the finance committee in delivering on the following:

3.3.4 Budgeting

We continue to try and embed a policy for planning and carefully budgeting ourselves. This discipline has started to help get the team to think about what it wants to in the future and to better manage

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Trustees’ Annual Report 2022-23

Cambridgeshire Search and Rescue

the resources to achieve them. The reserves policy that gives us some comfort that we maintain the funds to keep the charity buoyant for the coming period but also to forecast what extra we need to find through fundraising to satisfy the plans. The operational side of the team sets out what it would like to achieve, and the charity’s trustees (Executive) look to ensure that and look to help plan what can be done to realise them.

3.3.5 Asset Tracking

John Stockwell has continued to add our equipment to a central register and putting asset labels to everything to help us keep track of everything.

3.4 Fundraising

Our Fundraising Team met throughout the year and continued to make a series of successful grant applications and organised attendance to a series of events to raise vital funds and raising of awareness that has helped the team to grow.

Some notable events were:

In addition, there were 24 awareness and fundraising talks given by Wayne Bent or Barry Carter to various groups and organisation all over the county.

3.5 Recruitment and Membership

3.5.1 Recruitment – Candidate Days

Candidate Days for applicants were held in September 2022 and March 2023.

3.5.2 Current Status of the Membership

The current position with our members is that we have:

3.6 Training

As a team we undertook 105 separate training events in the year (like the previous year) and equates to over 3,652 hours. As always, these sessions can only be achieved with the help and willingness of those stepping up to plan and deliver them.

Online training has continued to play a part in maintaining training and whilst we no doubt continue to use this as a useful media it is recognised that it does not replace face to face practical training sessions expected from team members.

There were seven (7) practical Sunday team workshop/ resilience sessions during the year and nine (9) online sessions in the evenings.

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Trustees’ Annual Report 2022-23

Cambridgeshire Search and Rescue

3.6.1 Pymoor HQ

The work to replace the internal roof to the upstairs office was completed as was a secure kit store. We now have broadband and WIFI to the building and so hopefully we will be using the space more for online training and search planning.

Meanwhile the plan to build a drying room for all our wet kit is being advanced and finalised. Finally, we have seen that the site itself has been undergoing several improvements by the owner that can only benefit us more. Our landlord continues to be in the background supporting the team for which we are extremely thankful.

3.6.2 Swift Water and Flood Technicians

The team sent its first 4 team members for recognised training in North Wales in June (and another 5 are going in October).

3.7 Updates on the Workgroups

3.7.1 Bank

Our policy of training all operational team members for bank search provides many benefits and flexibility to the team. Of course, with this comes the need to train and keep familiar with the PPE and we have seen many sessions provided for team members to develop those skills.

3.7.2 Bike

Unfortunately, our bike team have under-trained and so been under-utilised this year. However, when used we have seen some great benefits and actions have been taken to get the bike team back on track. We will be running an inhouse course at the beginning of November 2023.

3.7.3 Drone

Training of drone pilots is self-supporting in that pilots must maintain a minimum of 2 hours in any 90-day period to keep in licence. Nevertheless, they have been readily used during team training sessions and increasingly for live searches – subject to the weather

3.7.4 Fleet

In June we received the fantastic news that Debbie Jones obtained a Postcode Lottery grant of £25,000 to be used towards a 4x4 vehicle. Much work has been done already to identify an appropriate vehicle and work to complete being undertaken during 2023/24.

3.7.5 Foot

Our foot teams are benefitting from some more Team Leaders coming through having benefitted from the close tutelage of our Training Officer, Ken Dench.

3.7.6 IT

We have seen some big improvements in our IT this last year. Gilly Bamber and Steve Rowsell have been instrumental in getting laptops and SARMAN working better and getting WIFI working more reliably in the ICU. MX Mobile has been rolled out making it far easier to dynamically share mapping with teams out on the ground as well as capturing gpx tracks saving the need to upload them. Work continues to iron out the wrinkles but pleasing that reliability and coverage is being improved.

3.7.7 Medical

We are now blessed in having a strong medical team led by Joss Minterne and have continued to support the training of first responders to the FREC3 standards.

As a result of this the quality of the training that they in turn are providing to the rest of the team is quite exceptional and it has been good to see the depth of knowledge and confidence being given across the team to improve the pre-hospital care to casualties.

3.7.8 K9

Our two (2) K9 handlers trained 12 times during the year and attended a K9 First Aid Course, and we remain optimistic of their assessment (and Pip and to the NSARDA Trailing Dog criteria early in 2024.

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Trustees’ Annual Report 2022-23

Cambridgeshire Search and Rescue

This training in turn does rely on the support of the “dogs’ body” and it is appreciated that they receive the support of other team members going out in all weathers to achieve this.

3.7.9 Kayak

Members of the Kayak Team attended a Training Symposium near Reading along with several other teams in September 2022 – from which three (3) team members achieved the first Paddlesport ST Certifications.

3.7.10 Water – other

After some phenomenal fundraising dedicated to this project it was great to see the RIB (RigidInflatable-Boat) out on the water from April this year. This is a new resource for the team that a lot of work has gone into achieving. Our prime goal has always been to provide additional support for missing person search, but interest in increasing for our deployment to aid flood rescue in support of county resilience and the fire and rescue service. Team members completed a RYA Powerboat Level 2 Course and we have started to see its benefits in being able to take medics out to casualties, carry kit and even tow the kayakers if necessary.

3.8 Other Activities in the Year

Queens Platinum Jubilee Medal – July 2022 Queens Baton Relay – July 2022

3.9 Outlook

We remain in a financially sound position, and whilst things can change very quickly, we should be reasonably confident that we have better controls in place to manage and monitor as we go. Writing reports such as this helps me to remember all the good things that the team has achieved – and my apologies if anything has missed any along the way.

3.10 Conclusion

In conclusion, the team continues to move forward, yet still believe that the team is still building and strengthening. It is constrained only by the membership to make good things happen. There is a lot of knowledge and skills in the team, and this must not be squandered – not just by us as the charity – but by the community and its vulnerable persons. Crucial though is the engagement and commitment of all team members. We must attract the right people into the team that will help us achieve the successes that we surely desire – and deserve – as a team whilst also ensuring that we maintain the culture and family atmosphere that we have. We cannot sit back and hope that things will happen by themselves otherwise we will stagnate. Our planning and efforts have been fruitful – not just in funding but also in team recognition. We certainly cannot be complacent, not just in maintaining what we have, but in continuing to build for the future.

I will of course once again take this opportunity to record the personal thanks to my fellow Trustees for their continued counsel, support, and diligence in managing the charity.

Finally, I thank of course thank you all our team members – operational and non-operational – and especially their families – for the continued support in helping get the team where it is. Its members have given 8,581 hours in 2022/23 (7,403 hours last year) and I know that many, many more hours were also given that have not been recorded anywhere and the charity thanks all of you for your time.

Barry Carter, Chair, 20 October 2023

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Trustees’ Annual Report 2022-23

Cambridgeshire Search and Rescue

4 Financial review

4.1 Reserves policy

CamSAR has a reserves policy which is annexed to this report – see Appendix C.

4.2 Independently examined accounts

CamSAR’s income during this period was £88,572 , including £25,000 grant from Postcode Lottery. Expenditure during this period was £45,596 .

A remaining sum of £1820,09 was identified that had not been passed over to Ukraine

Lifeline. The fate of this will be decided during 2023/24.

Accounts have been prepared on the receipts-and-payments basis, and independently examined.

These are annexed to this report, as is the Independent Examiner’s report – see Appendices A and B.

5 Declaration

The trustees declare that they have approved the trustees’ report above. Signed on behalf of the charity’s trustees:

Signature(s)
Full name(s) Barry Carter Ian Woods
Position(s) Chairperson Treasurer
Date 21 June 2024 21 June 2024

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Trustees' Annual Report 2022-23

Cambridgeshire Search and Rescue

Appendix A Summary of accounts

Page 9 of 12

Cambridgeshire Search ond Rescue Trustees'Annual Report 2022-23 Section B Statement of assets and liabilities at the end of the period Unrestricted funds Restricted funds Endowment funds totaYést£ B1 Cash fund5 &724 Id ITh sÈ¢ondÉty atteouTht in 70,222 Totslcash fund$ 78,946 26,578 Unrgstrict9d funds to n￿r•s1 £ Rostiictqd fund Endowmqnt funds Det¥1 B2 Other monetsry assets d towhlch ass•t C(•t IoMicThll CLrr•rt valu• B3 Investment asset5 ne Fwd towhlGh cÈ&tltytI(￿1} Cwrgrt vplyp B4 Assets Tetalnedforthe ¢harlly'S OWII Use iknréslntl KÈyAks. rÈSttuÈ ÈlÈd. ￿tÉr PPE iknr£slntlÉ 5.Q74 K?y¥k5. slE¢. walgr PPE 8.297 ènd night visipn B9vip￿Ent Lknresln¢lFd 1aSJ2 4nd night VlSlDn ￿Ulp￿Ent P¥tllGted 4.949 M￿J￿iCatIonS equipTEnl Ihre31noled othet EqUIp￿￿t lthreslficled 7.702 to whirh D8tsi (￿l￿nall B5 LlabfjlKfj88 np Signed by one ortwo tW5tees on s￿nature Print Name Date of apwoval lan Woods 07 June 2024 CCXX R2 actounis ISSI 0710612024 Page 10 of 12

Trustees' Annual Report 2022-23

Cambridgeshire Search and Rescue

Appendix B Independent Examiner's report

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Cambridgeshire Search and Rescue

Appendix C Reserves policy

Purpose

The reserves that we have set aside provide financial stability and the means for the development of our principal activity.

Policy

We intend to maintain our reserves at a level which is at least equivalent to the average over 4 years of our annual running operating expenditure (Opex) and the average over 4 years expenditure on capital items (Capex) (replacement of vehicles, drones and other large capital items). For simplicity in these calculations we round results to the nearest £10.

Summary at end of financial year 2022-23

Summary at end of financial year 2022-23
Element GBP
Operating reserve (average spend over last 4 years) 27,740.00
Capital reserve (average spend over last 4 years) 14,370.00
Additional reserve elements:
•
None currently		 0.00
Subtotal reserves 42,110.00
Restricted funds 26,578.00
Total 68,690.00

Review points

The Trustees review reserves required to ensure that they are adequate to fulfil our continuing obligations annually.

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