Volunteer Link-up (West Oxfordshirel Financial Statements for the year ended 31 March 2025 Reference and administrative information Charity registration number.. 1133530 Company registration number: 07096574 Registered office and principal address.. Telephone: 10 Wesley Walk, Witney, OX28 6ZJ 01993 776277 e-mail.. office@vlu.org.uk Website vnvw.vlu.org.uk Trustees at 31 March 2025: Ruth Swift (Chair) Mike Alexander (Treasurer) David Bates Fiona Clough Hannah Hutchings Meryl Smith Tom White Mark Thomas served as a trustee until he resigned on 20 June 2024 Company secretary Mike Alexander Bankers National Westminster Bank Charities Official Investment Fund Independent examiner Just Audit & Assurance Ltd Management team Bary Beadle- General Manager Sally Heath - Hotel officer Ruth Lapworth - Deputy manager and volunteer co-ordinator Nicky Paris - Good neighbour scheme co-ordinator Catherine Sager- Office administrator and transport co-ordinator
Volunteer Link-up (West Oxfordshirel Financial Statements for the year ended 31 March 2025 Chairman's Report Volunteering is important because it benefits both the individual and the community. It fosters personal growth, enhances well-being. and allows individuals to make a tangible difference in the lives of others. Volunteering also strengthens communities by addressing social needs and promoting civic engagement. Our AGM is that time of year when we, as an organisation, pause and reflect on all that has been achieved in the previous year, whilst looking ahead to the opportunities and challenges ahead. To this end, Barry, our General Manager, has provided an overview of what the team here at Volunteer Link Up has achieved over the last year on page 4. Looking forward, Volunteer Link Up is acutely aware that individual needs continue to grow within our local community and that further building our volunteer base must be a priority for us in the coming year. We have been very lucky in that we continue to buck the volunteer sector trend and are continuing to attract new volunteers to work with us, but we are actively looking at ways that we can attract even more. The simple truth is that the more volunteers we have the more we can doloffer. We are also conscious that demand for our befriending services continues to grow so time is being spent looking at new ways in which we can address this need eg setting up befriending groups, offering telephone befriending. working to build a local network of befriending providers so that together we can meet more need. I would like to thank all our trustees, members, staff, volunteers and funders for continuing to support Volunteer Link Up to be such an important and valued part of our local communitv. Together we are supporting local people to continue to be able to live as independently as possible, feel part of their wider community and feel less lonely and isolated. Together, we are making a real difference. As testament to the amazing work our volunteers are doing, day in, day out, we were excited and honoured to be nominated for the Kings Award for Voluntary Service. This award celebrates the outstanding work of local volunteer groups across the UK and is considered to be the equivalent to an MBE. As such it is the highest award given to local voluntary groups in the UK and it is awarded for life. Having successfully navigated the nomination process we now wait to hear whether we will receive the award, so we have everything crossed for good news. As we look forward to the coming year, in a world filled with increasing uncertainty and change we hope to continue to play our part in creating a 'ripple effect, within our local community. When individuols volunteer, they inspire others to do the some, creoting o ripple effect of positive chonge. Ruth Swift Chair VLU
Volunteer Link-up (West Oxfordshire) Financial Statements for the year ended 31 March 2025 Trustees, Report The trustees (who are directors of the charity for the purposes of the Companies Act) present their report together with financial statements for the year ended 31 March 2025. The financial statements comply with the Charities Act 2011. the Companies Act 2006, the Memorandum and Articles of Association, and Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102} effective 1 January 2019. The referen and administration infomiation set out on page 1 foms part of this report Structure ovemance and mana ement Volunteer Link-up (West Oxfordshire) ('VLU' or°Volunteer Link-up.) is a company limited by guarantee and a registered charity govemed by its memorandum and articles of association. The directors of the charity, who are appointed by the members in general meeting, are its trustees for the purposes of charity law and throughout this report are collectively referred to as the trustees. Ob ectives Volunteer Link-up is the Volunteer Centre for West Oxfordshire. linking people who have time to spare with opportunities to help local residents and charitable organisations who need their services. Details of how these objectives were fulfilled are set out below. The Trustees take into account the Charity Commission guidance on public benefit and believe that the activities of VLU are in line with that guidance. Or anisational structure VLU employs five members of staff; a Manager, a Deputy manager and volunteer co- ordinator, an Office administrator and transport co-ordinator, a Good neighbour scheme co- ordinator and a Hotel officer. All are accountable to the Trustee Board which meets at least four times a year. Trustees are elected at the Annual General Meeting. The Trustee Board provides for the administration, management and control of the affairs and property of VLU. A sub-committee of three members of the Trustee Board makes recommendations to trustees on staff remuneration and budget matters for the forthcoming year. Ob ectives and activities VLU'S services enable a community to support itself. It matches residents with residents through matching volunteers with clients. Most volunteers live in the same town or locality as the clients they support. Our transport service enables residents of West Oxfordshire to safely attend medical and other appointments. Many of our clients are elderly. vulnerable, or isolated. The driver offers more than just transport to a location. VLU'S drivers are very knowledgeable about travel routes, car parking and departments within Oxfordshire hospitals. They can therefore take those concerns away from the client. Most importantly, they also offer support during the drive by providing conversation and companionship. Many of our clients are isolated and being able to build a relationship with a volunteer driver helps reduce that isolation. Our community transport service helps people attend medical appointments that they might otherwise miss. We are sometimes able to fulfil request at shorter notice than our standard timescale as hospitals work through waiting lists. which has helped reduce clients, anxiety.
Volunteer Link-up (West OxFordshire) Financial Staternents for the year ended 31 March 2025 VLU'S practical task volunteers enable clients to use their gardens by mowing lawns, clearing shrubs and hedges, lifting unsafe patios. dismantling unsafe sheds and doing general maintenance. Many clients who are isolated, vulnerable or have mobility issues are unable or unwilling to leave home for long periods and their gardens become an important outside spa. Clients report that they are able to enjoy being at home and their mental health improved by having an accessible outside area. Most of VLU'S befrienders visit clients weekly, offering companionship and conversation. Several volunteers also provide help with admin or shopping. Our befrienders are matched with clients for the long term. meaning that unless circumstances Change, they continue meeting with the client for as long as they want to. This means that the volunteer and client build a long term and mutually beneficial relationship. Befriending redUS isolation for both the client and the volunteer. VLU continues to support the Good Neighbour Schemes across Oxfordshire. We hold regular neorkIng meetings which cover topics such as volunteer recruitment, training, funding, and 'top tips, for new schemes. The neOrkIng meetings also enable schemes to share their highs and lows as well as share and leam from each other's experiences so they can support one another. We also provide weekly emails including information on funding, best practice, local and national campaigns and events as well as providing example risk assessments. Our Good Neighbour Scheme Coordinator also provides bespoke advice and support to individual schemes around areas such as volunteer recruitment, raising profile, measuring impact and insurance. Achievements and erformances Number of Clients: 914 New Clients: 327 Number of Volunteers: 122 New Volunteers: 13 Befriending Arrangements: 60 Our Community Transportation Volunteer Drivers completed 2,399 retum joumeys this financial year, up from 2,227 last year and 2,050 in 2022-23, showing a steady increase in the need for our service. The Hotel Coordinator role, delivered in partnership with WODC, continues to be an asset which is appreciated by the community, professional network and the approximately 200 hotel residents. Volunteer Link Up participated in Volunteerfs Week and once again the General Manager was one of the judges for the annual volunteer awards. The local Inner Wheel held a 'SuspenselMystery' evening and raised £850 for Volunteer Link Up. We held our annual driver and befriender meetings, those who attended fedback that they find these meetings useful and supportive. Our AGM followed a slightly different format this year, compared to previous years. We held our AGM and our annual social event on the same day 'back to back,. The
Volunteer Link-up (West Oxfordshirel Financial Statements for the year ended 31 March 2025 event was well attended by VLU staff and trustees, our neOrk partners, volunteers and funders. The new format increased attendance and was a success. Our social media contractor has successfully increased the 'reach' of our posts by All paid staff were trained in GDPR. During this financial year, having been nominated for the Kings Award for Voluntary Service, we successfully navigated the process which moves us on to the final stage of the process, which is the decision as to whether we receive the award or not. We will find this out during the next financial year, we remain hopeful and excited. Plans for Future: Our Hotel Coordinator role is funded on a 6 monthly basis, renegotiated with WODC each renewal. We will try to negotiate a more permanent and stable arrangement with WODC for this valued role. Bereavement and EDI training will be arranged for all paid staff. We have commenced a project which will review our logo and website content. Substantial changes are likely and these will be finalised during the 2025-26 financial year. We need to improve our new volunteer numbers. Our new volunteer figure this year is substantially down on previous years. Approximately 11.5'/0 of Oxfordshire residents already regularly volunteer. Some believe that we are near 'saturation point,. Whilst agencies who rely on volunteers are keen to work together and support each other, competition for volunteers is significant. We will be utilising our new website content and our social media presence to recruit new volunteers. We are exploring a recruitment initiative within the various churches across West Oxfordshire. If we are awarded the Kings Award for Voluntary Service, this can only increase our appeal to those considering volunteering. Quotes from a volunteer and a client appear below: Volunteer I decided to volunteer as I thought I wouldn't have anything to do when I retired, I thought I would be bored and wondered what I could do. Someone I knew had been visiting someone in a local care home and I thought that sounded a good idea, to be able to visit someone that hasn't got any family or anyone living close by. One of the reasons I keep volunteering is to keep active. I live on my own and my family all live a long way away and I sometimes think it could be me needing this help in a few years. I've got friends but a lot of my friends still work. I didn't want to volunteer with children as I'd spent many years teaching and I didn't want to tutor. Volunteer befriending appealed to me, and I find it interesting. Two people I visited were both from my area and they could tell you things about it and its surroundings from 90 odd years ago and it's interesting when you compare what it's like now.
Volunteer Link-up (West Oxfordshire} Financial Statements for the year ended 31 March 2025 l enjoy volunteer befriending, otherwise I wouldn't have continued all this timel l enjoy chatting and it's nice to feel that the client looks forward to me coming round. I don't do it for any pat on the back but it's something that I can do that I will enjoy and that will use up (what I thought) would be all this free time I would have I Befriending needs sensitivity as well,. to let people know that you're not going to be gossiping about anything they say. Ruth at Volunteer Link Up phones on a regular basis to check in with me and I know if there is ever a problem I can just phone or drop into Witney. Client It is a service I could not do without, l am so impressed with the kindness of the drivers and lack of discrimination towards my mobility issues. l enjoy travelling with them and hearing about their lives. l couldn't manage to get to physiotherapy every week without them. Going by public transport would negate the benefit of physiotherapy. I appreciate the kindness of the office staff and all the effort they put into finding me someone. The low cost of transport is also a benefit. Plans for future eriods 1 . Trustees have started the process of reviewinglrefreshing and updating both our logo and website. To this end we have begun working with Madalena Studio. Our aim is to have a new website ready to launch in the Autumn along with an updated logo and a suite of branded materials. 2. Continue our focus on befriending. We will be starting a bespoke piece of mapping and relationship building work in the run up to Christmas. We hope to identify all befriending opportunities in Witney and the sum)unding areas, build a networf( of providers so that by working together more individuals can be linked up with a befriender whilst also raising the profile of what befriending is locally. 3. Focus on attracting and recruiting volunteers so that we can continue to meet the ever increasing demand on our services. 4. Continue to broaden the training offer available to our staff team as well as creating a suite of training materials for our volunteers. 5. Work with WODC to explore the future of our Hotel Co-ordination support work. Financial review VLU is entirely dependent upon its funders for its continuance. Main sources of funds are grants from Oxfordshire County Council. West Oxfordshire District Council. and Age UK. We budgeted for a small deficit but managed to tum in a small surplus due, mainly, to better than expected fund raising. This has helped to maintain our finances in a sound position.
Volunteer Link-up (West Oxfordshire) Financial Statements for the year ended 31 March 2025 Incoming resources have, in total, increased by 20 % largely because of additional grants obtained to support our work. Outgoing resources have increased because from 1 April 2024 VLU took on responsibility for Good Neighbours Schemes in the Bicester area. The largest increase is in the employment costs incurred in respect of this additional work. We estimate that the value of volunteer hours is some £200.000. Reserves olic The essential principle stated in the Reserves Policy agreed by the Trustees is that the reserves should be sufficient to enable the organisation to continue to operate for up to nine months if it were to suffer a significant fall in its funding that could not be replaced from other sources. Action necessary in order to maintain Reserves at the requisite level.. 1 Regular monitoring of the finances of VLU to ensure that any necessary corrective action can be taken promptly if the level of reserves becomes significantly depleted. 2 Attempts should be made to achieve an increase in the level of funding for the activities of VLU which is at least commensurate with the increases in costs which it necessarily incurs. The main costs are likely to continue to be staff salaries. Unrestricted reserves at 31 March 2025 amount to some £124,000. which trustees consider to be somewhat larger than required. Steps are being taken to reduce the excess by improving the service we provide to our beneficiaries, and more generally. in line with our objectives. The trustees are satisfied that the charit5ls assets attributable to each of its individual funds are available and adequate to fulfil its obligations in relab'on to those funds. Risk review The Trustees believe that risks are well managed within the charity's operations. The nature of the operations requires appropriate risk assessments and heallh and safety policies to cover the range of different activities. The charity has relevant insurance policies providing employers, and public liability cover. Trustees, res onsibilities for the financial statements The trustees (who are also Directors of VLU for the purposes of company law) are responsible for preparing the trustees, report and the financial statements in accordance with general applicable law and United Kingdom Accounting Standards (United Kingdom General Accepted Accounting Practice). The law applicable to charities in England and Wales requires the trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources of the charity for that period. In preparing these financial statements, the trustees are required to.. select suitable accounting policies and then apply them consistently- observe the methods and principles in the Charities SORP; make judgments and estimates that are reasonable and prudent; state whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the financial statements,.
Volunteer Link-up (West Oxfordshire) Financial Statements for the year ended 31 March 2025 prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in business. The trustees (who are also D1CtorS of VLU for the purposes of company law) are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charitable company and enable them to ensure that the financial statements comply with the Companies Act 2006. They are also responsible for safekeeping the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other iffegularities. The trustees are responsible for the maintenance and integrity of the charity and financial information included on the charity's website. Legislation in the United Kingdom governing the preparation and dissemination of financial statements may differ from legislation in other jurisdictions. On behalf of the trustees R Swift Trustee, b November 2025
Volunteer Link-up (West Oxfordshire) Financial Statements for the year ended 31 March 2025 Independent Examiners Report to the Trustees of Volunteer Link-up (West Oxfordshire) I report to the charity trustees on my examination of the accounts of the Company for the year ended 31 March 2025. Responsibilities and basis of report As the charity's trustees of the Company (and also its directors for the purposes of company law) you are responsible for the preparation of the accounts in accordance with the requirements of the Companies Act 2006 ('the 2006 Act,). Having satisfied myself that the accounts of VLU are not required to be audited under Part 16 of the 2006 Act and are eligible for independent examination, I report in respect of my examination of your charity's accounts as carried out under section 145 of the Charities Act 2011 ('the 2011 Act,). In carrying out my examination I have followed the Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act. Independent examiner's statement I have completed my examination. I confimi that no matters have come to my attention in connection with the examination giving me cause to believe.. 1. accounting records were not kept in respect of VLU as required by section 386 of the 2006 Act., or 2. the accounts do not accord with those records; or 3. the accounts do not comply with the accounting requirements of section 396 of the 2006 Act 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: or 4. the accounts have not been prepared in accordance with the methods and principles of the Statement of Recommended Practice for accounting and reporting by charities applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102). I have no concems 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. Just Audit & Assurance Ltd 37 Market Square Witney Oxfordshire OX28 6RE ovember 2025
Volunteer Link-up (West Oxfordshirel Financial Statements for the year ended 31 March 2025 Accounting policies Basis of re aration The financial statements have been prepared in accordan with Accounting and Reporting by Charities.. Statement of Recommended Practi applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS102) (as amended for accounting periods commencing from 1 January 2019), the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS102) and the Companies Act 2006. Volunteer Link-up (West Oxfordshire) meets the definition of a public benefit entity under FRS102. Assets and liabilities are initially recognised at historical cost or transaction value unless otherwise stated in the relevant accounting policy note. The charity has tsken the advantage of the provisions in FRS102 Update Bulletin 1 to not prepare a Statement of Cash Flows. Income All incoming resources are included in the statement of financial activities when the charity is entitled to the income and the amount can be quantified with reasonable accuracy. The following specific policies are applied to particular categories of income: • Voluntary income received by way of donations and gifts is included in full in the statement of financial activities when receivable. Grants, where entitlement is conditional on the delivery of a specific performance by the charity, are recognised when the charity becomes unconditionally entitled to the grant. Donated services and facilities are included at the value to the charity where this can be quantified. The value of services provided by volunteers has not been included in these financial statements. Investment income is included when receivable. enditure Expenditure is recognised on an accruals basis as a liability is incurred, and includes irrecoverable VAT. Charitable expenditure comprises those costs incurred by the charity in the delivery of its activities and services for its beneficiaries. It includes both costs that can be allocated directly to such activities and those costs of an indirect nature necessary to support them. Govemance costs include those costs associated with meeting the constitutional and statutory requirements of the charity and include accountancy fees and costs linked to the strategic management of the charity. Pension rovision The charity operates a defined contribution pension scheme for employees. Contributions are charged in the Statement of Financial Activities as they become payable in accordance with the rules of the scheme. io
Volunteer Link-up (West Oxfordshire) Financial Statements for the year ended 31 March 2025 Tan ible Fixed Assets Tangible fixed assets are written off at the time of purchase unless their expected life is expected to be at least four years. Fund accountin Unrestricted funds are donations and other incoming resources which are available for use at the discretion of the trustees in furtherance of the general objectives of the charity and which have not been designated for other purposes. Restricted funds are subject to restrictions on their expenditure imposed by the donor or through the temis of an appeal. li
Volunteer Link-up (West Oxfordshire) Financial Statements for the year ended 31 March 2025 STATEMENT OF FINANCIAL ACTIVITIES (incorporating an income and expenditure account) FOR THE YEAR ENDED 31 MARCH 2025 Note Unrestricted Restricte funds d funds Total 2025 Total 2024 Income Incoming resources Income from: Grants WODC Age UK Oxfordshire County Council Other grants and donations Investment income - interest Total incoming resources 12.500 25,000 25,167 55,747 3,279 121,693 13,865 26,365 25,000 25,167 55,897 3.279 135,708 31,980 25,000 10,000 40,863 1,202 109.045 150 14.015 Expenditure Expenditure on.. Charitable activities Govemance costs Independent examination fee 97,531 23,939 121.470 112,891 2.000 2,000 1.820 Total resources expended 99.531 23,939 123,470 114,711 Net incomingl(outgoing) resources 22,162 (9,924) 12,238 (5,666) Unrealised surplus on current asset investment 1,073 1,073 1,880 Funds at 1 April 2024 100,910 9.924 110,834 114,620 Funds at 31 March 2025 124.145 124,145 110.834 12
Volunteer Link-up (West Oxfordshirel Financial Statements for the year ended 31 March 2025 BALANCE SHEET AT 31 MARCH 2025 Note 2025 2024 Current assets Debtors Prepayments Bank balance Current asset investment 11.667 2,887 87,377 42,443 144.374 2,251 98,006 41.370 141,627 Creditors: amounts falling due within one year 20,229 30.793 Net assets 124 145 110834 Income Funds Unrestricted funds Restricted funds 124,145 100,910 9,924 110,834 108,395 For the financial year ended 31 March 2025, the charity was entitled to exemption from audit under section 477 of the Companies Act 2006 relating to small companies. The members have not required the charity to obtain an audit of its financial statements for the year in question in accordance with section 476. The directors acknowledge their responsibilities for complying with the requirements of the Companies Act 2006 with respect to accounting records and the preparation of the financial statements. These financial statements have been prepared in accordance with the provisions applicable to companies, subject to the small companies. regime. The financial statements were approved by the Board of Trustees on November 2025. R Swift Trustee 13
Volunteer Link-up (West Oxfordshirel Financial Statements for the year ended 31 March 2025 Notes to the financial statements OTHER GRANTS AND DONATIONS 2025 2024 Town and parish councils Oxford Community Foundation The estate of the late Margaret Jackson Richard Early Charitable Settlement Insurance recovery from Age UK Other donations from.. Grant making charib'es and bodies Individuals 4,145 4.145 25.288 22,001 1,200 500 2,734 2,477 15,671 5,500 6,859 6,240 55,897 40,863 2 EXPENDITURE ON CHARITABLE ACTIVITIES 2025 Unrestricted Restricted 2024 Total Employment costs HR consultancy Occupational health consultations Printing, postage and stationery Photocopying Room hire Insurance Telephone Depreciation Digitisation Media and other costs for publicity Volunteer travel expenses Hotel project expenses GNS direct costs Sundry meeting costs Website and sundry IT costs Staff travel Subscriptions Computer equipment 40th birthday celebrations Payroll services Sundry expenses 75,698 2.496 834 499 864 2,911 3.480 3.647 23,340 99,038 92,833 100 2,596 1,620 834 539 889 2,936 3.505 3.707 40 25 25 25 60 1,026 658 2,754 3,176 3,057 1.097 1,576 1.650 1.134 843 153 1.650 1.134 843 429 283 153 294 433 163 466 255 696 481 867 781 685 1,089 23.939 121,470 112,891 276 473 205 878 214 521 205 878 214 867 685 97,531 14
Volunteer Link-up (West Oxfordshire) Financial Statements for the year ended 31 March 2025 3. EMPLOYMENT COSTS 2025 2024 Salaries National insuran Pension TOTAL 92,889 1,496 4,653 99,038 87,092 1,299 4.442 92,833 The average number of paid staff for the year was 5 (2024: 5). they worl(ed part-time in administering the charity. The number of employees in tems of full-time equivalents was 3 (2024: 3). No employee earned £60,OOOpa or more in 2025 or 2024. 4. PAYMENTS TO TRUSTEES AND CONNECTED PERSONS No trustee or person with a family or business connection with a trustee received remuneration in the year, directly or indirectly, from either the charity or an institution or company controlled by the charity. 5. CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR 2025 2024 Trade creditors Grant received in advan Accruals 4,617 13,712 1,900 20,229 5,214 23,667 1,912 30,793 6. RESTRICTED FUNDS 1 April 2024 Funding received Expenditure 31 March 2025 Oxford Communit Foundation WODC for hotel ro ect Rota for as lum seekers TOTAL 3,168 6,630 126 9,924 3,168 20,495 276 23,939 13,865 150 14.015 7. ANALYSIS OF NET ASSETS BETWEEN FUNDS All funds held are Unrestricted Funds. 15
Volunteer Link-up {West Oxfordshire) Financial Statements for the year ended 31 March 2025 8. INDEMNITY INSURANCE The charity has obtained trustee indemnity insurance cover. The cost of this cannot be determined as the cover is provided as part of a larger combined insurance policy. 9. COMPANY STATUS The charity is a company limited by guarantee. In the event of the charity being wound up, the liability in respect of the guarantee is limited to £1 per member of the charity. 11. RELATED PARTr TRANSACTIONS Expenses totalling £321 were reimbursed to two trustees during the year. 16