DERBYSHIRE BLOOD BIKES Trustees Report
Year ending 31 March 2024
The Trustees of Derbyshire Blood Bikes present their annual report and financial summary for the year ending 31st March 2024, complying with the requirements of the Charities Act 2011 and the Charity’s Constitution. Our income levels require that the accounts are independently examined. The 2022/23 accounts were independently checked with no issues to report.
OUR CHARITY AIM - Assist the medical services to treat patients and save the NHS money
KEY CHARITY OBJECTIVES
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To provide a free medical courier service for the local NHS in Derbyshire
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To operate an efficient, effective and sustainable charity
By providing an effective and efficient urgent medical courier service, our local NHS can avoid the use of any private courier or taxi service when a need cannot be met by the NHS courier service.
Our operating objectives remain to maintain a sustainable service to the NHS; ensure the charity has a sound financial base for operating; seek capital funding to maintain a modern reliable fleet to meet future demands; and grow the volunteer base of riders, fundraisers and administrators.
Our vision: ‘To be the urgent courier of choice for the NHS’
REVIEW OF ACTIVITIES AND ACHIEVEMENTS
2023 saw our service continue to recover from the exceptional demands experienced during the ‘Covid’ pandemic and slowly the service demands have settled to a level that is still over double that we experienced pre-pandemic with 6897 service requests during this reporting period (April 2023 to March 2024). Demand increased again during the first quarter of 2024, as a re-evaluation of resources and capacity identified an opportunity to take on a new service, collecting all the ‘ad hoc’
transfusion products from NHSBT at Barnsley for the Derby and Chesterfield Hospitals.
The categories of consignments carried remain similar, with 40% being diagnostic samples to or from Pathology or blood science departments, with slightly less involving medication deliveries to patients at home or in care settings, being patients recently discharged from hospital. We supported 14 hospitals across Derbyshire, delivering to 57 locations across Derbyshire and as far as Leeds, London, Bristol, Manchester and Liverpool, with almost daily visits to Birmingham and Sheffield.
The charity’s vehicle fleet travelled in excess of 225,000 miles and with the increased commercial courier costs, it is estimated that our service saved the NHS over £420,000.
OUR FINANCES
Despite the challenges outlined, the year has again been ‘exceptional’, with total income of £91,000 from all sources. The year saw a programme of nearly 100 days fundraising which provided a degree of sustainability for our finances.
Capital Project Funding and Assets – We had a small number of substantial donations yet again which supported the vehicle replacement program, which delivered 5 new vehicles during this period.
Revenue Expenditure – The Charity continues to invest in technology to support operations, Three Rings Rota Management System, WebEx telephony and RAM Tracking, enhances the service and improves safety.
VOLUNTEER GROUP
Volunteer numbers have remained largely similar to the previous year at 103 at the year end. Those volunteers contributed 2,584 shifts and 23,484 hours of their time to deliver the service during the year.
Retention challenges remain as volunteers often underestimate the personal demands and commitments needed. However, the level of volunteering is being sustained with rota shifts still booked well in advance by many volunteers wishing to make a regular commitment.
GOVERNANCE AND MANAGEMENT
The key management group roles remained largely unchanged with all key posts-holders re-elected by the membership at the AGM in June 2023. The management group formally meets every 6-8 weeks. During the year, the Chairman stepped down from the role, after which the Vice Chairman, Mike Grimmett stepped up. The HR/Training Manager left the charity at the end of 2023 and a new HR Training Team was installed and have spent some time reviewing and rebuilding the training program, prior to the recruitment resuming. With personnel changes, a core group will continue with a strategic review of the charity and management structures and constitution to make it fit for future challenges.
Risk Management
The Management Group is responsible for the overseeing of risks to the Charity. Risks are identified, assessed and controls established throughout the year. Risk is managed under the categories:
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financial sustainability
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volunteer safety and welfare
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reputation
Financial Sustainability - We continue to hold a financial reserve providing a contingency, around 12 months revenue requirement. Fleet additions are always commensurate with capital funding bids or grants, and these continue to have minimal impact on resources for revenue spending. A comprehensive fleet plan identifies mileage accrual, service intervals and repair costs, which help identify the ‘sweet spot’ for replacing vehicles.
The Charity remains well-placed to meet current demand from our NHS, despite the challenge of persistently high fuel costs. All costs, including insurances, have increased and have seen total operational outlay at almost £70,000, and this
continues to be a concern as the general economic outlook saw the fall in public donations not fully recovering to pre-pandemic level. Managing this in future will be a key challenge for the charity.
The formal accounts have been examined by a qualified accounting professional and there are no issues to report.
Volunteer Safety and Welfare Risk - We only engage experienced motorcyclists with an advanced award from an accredited organisation. Pre-engagement and two-yearly check rides help to maintain the standards they have achieved. The risk management for the use of motorcycles is critical and the winter period always has our two-wheeled fleet taken off the road for periods of difficult weather. Car drivers are seen to present a much lower risk although there are plans to check on the skills of these volunteers.
Reputational Risks - There have been no Critical Incidents (Any incident that could seriously damage operations or the reputation of the charity) during this period.
The Management Group consists:
Chair – Mike Grimmett
Secretary – Andrew Statham Treasurer – Sue Vallis
Fleet Manager – Graham Worley HR Manager – Nicole Stewart
Operations Manager – Mark Vallis
Penny van Berkel - Controller Training and Events Coordinator
Trustees (without portfolio) - Paul Smith and Dave Harvey
Contact details
Registered Address: 1 Hill Crest, Crich, Derbyshire. DE4 5DH
Enquiries mobile: 07305 582050
Email: enquiries@derbyshirebloodbikes.org Web: www.derbyshirebloodbikes.org
Insurance Providers: Zurich (Charity and Public Liability); Aviva Insurance (Fleet)
Registered Charity No. 1143149
Independent examinerfs report on the accounts Section A Independent Examinevs Report Report to the tru6tO08 On accounts for the year ended Charity no (if any) l -f Set out on pages l port to the trustees on my examination of the accounts of the above charity (Yhe Trust.) for the year ended As the chanty's trustees, you are responsible for the preparation of th8 aG¢ounts in accordance with the requirements of the Charities Act 2011 ('the Act.). Rèsponslbllltles and basls of report l port in respect of my examination of the Tw$t'$ accounts carried out under section 145 ofthe 2011 Act and in carying out my examination, I have followed all the aOicable Directions given by the Charity Commission under section 145(5){b) of the Ad. Independont rrhe charity's grass income exceeded £250,(KN) and l am qualified to examinerfs statement undertake the examination by being a qualified member of (insert name of applicable listed bodyjl. De18te [ ] rfnot appIable. I have coMeted my examination. I confinn that no material matters have come to my attention in connection with the examination {other than that disclosed below ') which gives me cause to believe that in, any material respect.. the accounting records were not kept in accordance with section 130 of the Charrties Ac: or the accounts dKI not accord with the accounting records; or the accounts did not comply with the applicable requirements conceming the fonn and content of accounts set out in the Charitie$ (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a 'true and fairf view which is not a matter considered as part of an independent examination. I have no ¢oncems and have come across no other matters in connection wrth the examinats'on to which attention should be drawn in this report in order to enable a woper understanding of the accounts to be reached. . Please delete the wDrds in the bketS rf they do not 8ppIy. Signed: Date: Name: 0C Relevant professional qualification(s) or l)ody ACMA, QCMA IER Oct 2018
Ilf any): Address: si Qoacl Section B Disclosure Only complete if the examiner needs lo highlight material matters of concern (see CC32, Independent examination of thanty accounts: directions and guidance for examiners). Glve here brlef details of any items that the examlner wlshes to disclo80. IER Oct 2018