2025-03-31-accounts

DERBYSHIRE BLOOD BIKES Trustees Annual Report

Year ending 31 March 2025

The Trustees of Derbyshire Blood Bikes present their annual report and financial summary for the year ending 31st March 2025, complying with the requirements of the Charities Act 2011, Charity Commission Guidance, including on ‘public benefit’, and the Charity’s Constitution. Our income levels require that the accounts are independently examined. The 2023/24 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

• To provide a free medical courier service for the local NHS in Derbyshire

• 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

2024 saw our service continue to receive levels of demand that remains over twice the levels we operated at prior to the 2020 covid-pandemic with 7,790 service requests, moving over 114,000 medical items during this reporting period.

New services introduced last year have been planned into our deliveries with associated re-evaluation of resources now embedded into our volunteering capacity.

The categories of consignments carried remain very similar, with 40% being diagnostic samples to or from pathology or blood transfusion departments, with slightly less involving medication deliveries to patients at home or in care settings, being patients recently discharged from hospital. We supported all 14 hospitals across Derbyshire, delivering to 56 locations across Derbyshire and elsewhere, including Leeds, London, Bristol, Manchester and Liverpool, with almost daily visits to Birmingham and Sheffield.

The charity’s vehicle fleet travelled in excess of 277,000 miles and with the increased commercial courier costs, it is estimated that our service saved the NHS over £440,000.

OUR FINANCES

Despite the challenges outlined, the year has again been ‘exceptional’, with total income of £156,165 from all sources. The year saw a programme of over 100 days of fundraising activity which provided a degree of sustainability for our finances. Our revenue expenditure, net of VAT, was £86,747, reflecting the impact of new services.

Capital Project Funding and Assets – A number of substantial donations supported the vehicle replacement program, which delivered 4 new motorcycles and 2 new cars funded, thanks to donations from Next plc, The Grace Trust, S C Johnson, Branston Golf Captains, The Mercer Family Trust (Staffordshire), The National Lottery and Mark Mason Benevolent Fund.

Revenue Expenditure – The Charity continues to invest to support operations, Three Rings Rota Management System, WebEx telephony and RAM Tracking enhances the service and improves safety. We have also introduced an online application for Fleet Management improving efficiency and eliminating some paper records.

VOLUNTEER GROUP

Volunteer numbers have grown over this period with 124 volunteers, up from 103 at the start of this period. 90.4% have been active during this period, with 63% volunteering regularly (twice each month), given this is voluntary, it is remarkable. Those volunteers contributed 2,900 rostered shifts and 32,000 hours of their time to deliver our service.

We do have ‘retention challenges’ as volunteers often underestimate the personal demands and commitment needed. We offer bespoke volunteering options for volunteers struggling with time constraints, however, much volunteering is booked well in advance by volunteers making regular commitments.

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 persistently high fuel costs. All costs, including insurances, have increased and have seen total operational outlay at almost £xxxxx, and this continues to be a concern as the general economic outlook is poor so this will be a key challenge for the charity.

Volunteer Safety and Welfare Risk - Our primary risk is the operational use of motorcycles. To mitigate this 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 use of motorcycles in the winter period is restricted during hazardous weather conditions. Car drivers are seen to present a much lower risk though all drivers have an assessment of their driving skills.

Reputational Risks - There have been no Critical Incidents during this period.

GOVERNANCE AND MANAGEMENT

The charity took the decision to separate the strategic and day-to-day management functions early in 2024. A Trustee Group was appointed in line with a new Deed of Trust and this group has reviewed a range of strategic policy areas affecting the health, safety and welfare of volunteers and safeguarding those who come into contact with our service, along with a broader range of risk management matters. These risks are identified, assessed and controls established throughout the year. Risk is managed under the categories:

The Trustee Group

Chair – Mike Grimmett Secretary – Andrew Statham Treasurer – Sue Vallis Graham Worley Mark Vallis Penny van Berkel Paul Smith Dave Harvey

• financial sustainability

• volunteer safety and welfare

• reputation

Financial Sustainability - We consider holding a financial reserve of around 12 months revenue requirement as a reasonable contingency, protecting the charity and the service against unforeseen financial impacts. Fleet additions are always commensurate with capital funding made available through grants or ‘reserved donations’. A comprehensive fleet plan identifies mileage accrual,

1 Hill Crest, Crich, Derbyshire. DE4 5DH Enquiries mob: [phone] Email: [e-mail] Web: www.derbyshirebloodbikes.org Insurance Providers:

Zurich (Charity and Public Liability); Aviva Insurance (Fleet)

Registered Charity No. 1143149

CHARITY COMMISSION FOR ENGLAND AND WALES Recei tsand ments accounts CC16a For the period To Section A Receipts and payments Unrestricted fund¥ Restricted Endowment lund8 Total funds Last year to tho n••r••t£ A1 Recel 158.188 116,166 Refunth Rthy t8X VAT R￿la1[ 16.71Q 16.710 AR) É1•J. te8.982 an O tabl• . Sale of Vehiel•* x6 11184 11184 174798 A3 Sub total A4 Asset and In¥¢stm•nl IM384 Sub total 104J84 104,384 104,384 1rJ4384 Net 0ftKdp￿(paYfftentsj A5 Tr•nsfers botween fund¥ A6 Cash funds last year end Cash funds this year end 70.41 70.414 70,369 70.369 CCXX R1 a¢¢cwnts ISS} 27104r2tr25

Section B Statement of assets and liabilities at the end of the period UnFestricted funds R￿trIcted lunds Endowment funds to rwrn¥¢£ Catsgorle$ Detall• Totsl cash funds 70.369 Unrnstrtet•d Re•trl¢t•d fund8 fund to wirtt£ Endowment fund8 to n••rest£ Detall¥ Fund to wttlch Curr•ntv•kJ• onal Detall8 Fundto Details Co•t lopUM•ll CurrBntvlu• on•1 91,000 B4 A889ts r•taln•d for th• charlty'8 own 14.1)00 rri,: lo AM￿rtdU• wh￿ du• Detalls 86 Llabllltloo SpJned by Or￿ ortsK) trustees on hawof all the tr￿leS S•>￿t￿e Prwrt Name Date of roval 6. VklLLIS M.￿￿js CCXX R2 ¥xounts ISSI 2710412025

Independent examiner's report on the accounts Section A Independent ExamineVs Report . Report to the trustOOS On accounts for the year ended Charlty no (If any) 51" bAA2oPI 201 113iq Set out on pages I report to the trustees on my examination of the accounts of the above Charity (Ihe Trust.) for the y8ar ended As the chanty's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ('the Acr). I report in respect of my examination of the Tnjst's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed all the apFAicable Directions gNen by the Charty Commission under section 145{5)(b) of the Act. Responslbillties and basls of report Indèpendent rrhe charity's gross income exceeded £250,000 and l am qualified to examine￿$ Statement undertake the examination by being a qualified member of [Insert name of applicable listed body1]. Delete l ] rfnot applicabl8. I have completed my examination. I confimi that no material matters have come to my attention in connection with the examination (other than that disclosed below ") which gives me Gaus8 to believe that in, any material respect". the accounting records were not kept in accordance with section 130 of the Charities Act", or the accounts did not accord with the accounting records; or the accounts did not comply with the applicable requirements conceming the fom and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a 'true and fai¢ view which is not a matt8r considered as part of an independent examination. I have no concems and have come across no other matters in connection with the examination to vthich attention should be drawn in this report in order to enable a proper understsnding of the accounts to be reached. . Please delete tho words in fh8 brackets rf they do not 8ppIy. Date: Signed: i+ li¥ Name: WoAeq Relevant professional qualificationls) or body ACMA, CrcFI IER Oct 2018

(if any).. Address: Sl She{tr￿lE Qoad Qollestc)Th- StoFfarash4re . Section B Disclosure Only complete If the examiner needs lo highlight material matters of con￿rn (see CC32. Independent examination of chartty accounts." dir8Ctions and guidan￿ for examiners). Glve here brlef details of any items that the examlner wishes to disclose. IER Oct 2018