TRUSTEE REPORT 6 APRIL 2024 TO 5 APRIL 2025
What We Achieved
Families of Ocean Ward became a registered charity in December 2011. The Charity currently consists of 4 trustees:
Rachel Carter - Chairperson Samantha Prior - Treasurer Kelly Sparks – Vice Chairperson Kate Dalton - Secretary
The Charity also consists of volunteers: Jackie Hicks Aimee Stevens
Trustees and volunteers are parents of heart children treated at the Ocean Ward at Southampton General Hospital.
The Trustees have kept in mind the Charity Commission Guidance on Public Benefit as well as the Charity’s Objects in any expenses and activities undertaken. The main focus of the Charity is to support children with heart conditions and their families both during times in hospital but also when out of hospital.
The primary aim of the Trustees, as in earlier years, was to increase the number of heart children and their families that benefitted from the Charity. The objectives were met in the following ways:
-
Grants continued to be provided to families experiencing financial hardship during hospital stays, totalling £5,400. A total of 26 grant payments were made, consistent with the previous year. With ongoing increases in the cost of living and fuel, these payments represent a vital lifeline for many families. Grants are issued following requests made by the Cardiac Specialist Nurses on behalf of families by medical staff based on Ocean Ward.
-
Tesco gift cards provide additional assistance to families experiencing financial difficulties, being used towards food for parents staying on the ward with their child or assisting with petrol expenses for parents travelling to and from home and hospital whilst children are on E1. These were issued to families in need by Ocean Ward staff. These totalled £1,300 for the year. In addition we also gave Amazon Gift Cards to Teenage patients totalling £180.
-
Emergency packs continue to be of benefit to families where their child is admitted onto the ward for emergency treatment and families have no time to take basic items with them. They include toiletries, socks, etc for parents to use when their child is admitted in an emergency.
Packs are presented in Families of Ocean Ward drawstring bags and these are distributed by Ocean Ward staff when needed.
-
The FoOW Facebook group continues to be a place where heart families are able to find peer support on heart related issues such as benefits, experiences of surgery, medication, etc. Membership continues to increase with around 2,200 members.
-
The ongoing provision of CoaguChek machines for patients receiving Warfarin therapy is invaluable in improving quality of life for patients and their families. Home-based INR testing reduces the need for frequent hospital or medical centre visits for blood tests. During this year, 14 patients received CoaguChek machines and starter kits at an approximate cost of £400 per kit, resulting in a total expenditure of £6,007.46.
-
The charity continues to rent an office on a monthly basis to provide a central location for storage and operations. In September, the rental agreement was reviewed and, due to a reduced requirement for stock storage, the rent was reduced from £250 to £125 per month.
Finances
Total unrestricted donations for the year amounted to £47,380 , compared with £57,137 in the previous year. The majority of this income was generated through donations and fundraising efforts by individuals supporting the charity. We are extremely grateful for all the fundraising undertaken, which enables us to continue providing vital support to the children and families treated on Ocean Ward.
Total Expenditure for the year was £27,826 which is £8,775 less than the previous year (£36,600), the amount of Hardship payments increased due to increased expenses/costs for families while in hospital.
A summary of the expenditure is in the accounts attached.
Total funds held at the end of the year were £141,942 in the current account & reserve account.
The Trustees aim to keep costs and wastage to a minimum, for example, by negotiating discounts. Trustees are volunteers and not entitled to remuneration. Out of pocket expenses incurred on behalf of the Charity, such as postage, travel to and from meetings, etc, are reimbursed in line with the Charity’s expense policy. Trustees share lifts to meetings and events whenever possible.
Reviews of the charity’s reserves are carried out generally every six months but not less than once a year, taking into account the financial position at the time of the review, and, when appropriate, the Trustees take correcting action, e.g. where a large surplus is in the account they decide how to put funds to the best interests of the Charity’s beneficiaries through the consideration of projects and/or review existing planned expenditure when reserves are low.
The Trustee’s primary objectives are assistance to families experiencing financial hardship during hospital stays; provision of INR testing equipment for use by patients at home as these are not funded through NHS; and funding permitting, six monthly social events for beneficiaries as these provide peer support and are sometimes often the only social event families struggling financially may have. The Trustees use their discretion in relation to excess monies held in reserve.
Families of Ocean Ward is a small charity relying entirely on donations. It does not receive or apply for grants. It does not have any long-term investments. The Charity’s reserve currently consists of unrestricted funds.
We are again fortunate this year to have received substantial donations from our supporters to enable us to continue with our aims, however, we are always mindful that a decrease in income would impact on the running of the Charity, there needs to be sufficient monies held in the reserve account to ensure the basic running of the charity, such as insurance, accounts and return filing, etc, as well as ensuring the core support of financial assistance while in hospital and the provision of INR testing equipment is able to continue for up to a year. The Trustees currently estimate this to be in the region of £20,000.
Where the Trustees have identified a particular project or event which will require significant funding within the next 12 month period, such funds may, by the agreement of a majority of the Trustees, be held in a reserve as “earmarked” monies for the purposes of the project concerned. Examples would be, in person events/gatherings, which are valuable to beneficiaries as they offer contact time and peer support with others experiencing the same challenges of having to deal with a congenital heart condition; the provision of equipment and furnishings for use in hospital as this makes the ward more user friendly and helps create a more conducive environment to recovery of beneficiaries and reduce stress to the patient and their family. Restricted funds would also be held in reserve until such time as the monies are paid out for the particular objective of the donation and may not be used for any other reason. In the event that restricted donations cannot be applied for the purpose they were donated, the trustees would wherever possible make direct contact with the donor with a view to returning the donation unless the donor consents to the donation being released for the general purposes of the charity. Where direct contact details are unknown, then the trustees will also publicise that the purpose cannot be achieve on the website and Facebook page requesting donors make contact.
Projects should commence within 12 months of the Charity’s year end in April to ensure earmarked funds are not held indefinitely. If a project has not started within the 12 months period, the Trustees review whether it is still in the best interests of the Charity and its beneficiaries to use funds towards the project or if it should be used for other purposes. This may result in the money continuing to be earmarked for the same project for a further period, if, for example, the delay is because of factors outside of the control of the Trustees.
Trustees – Appointing new Trustees.
Once we have identified a potential new trustee, an information pack is sent/emailed to them to read to make them aware of what the requirements of the role will be. Once they are happy to proceed we follow our New Trustee procedures to gain the relevant documents required and carry out the required identity checks for them to be able to begin the role. A Special meeting is held between the trustees to confirm this change.
Governance
The Charity’s Objects are set out in its governing document which is a trust deed, and are as follows:
- To promote and protect the good health of and relieve sickness of children and young persons with congenital heart conditions who are treated at Southampton General Hospital and located across the South and South West of England, including but not limited to West
Sussex, The Channel Island5, Hampshire and the Isle of Wight, Berkshire and Oxfordshire by such assistance and support as the Trustees think frt- 2. To advance the education of the public in the subject of congenital heart disease. The CharlS re8iStered address is 64 Brewers Lane, Gosport, Hampshire, P012 4U The Trustees confirm that they have seen and approved this Report. Signed on behalf of the TnJstees Rachel Carter Chairperson & Trustee Families of Ocean Ward IS January 2026
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
Report to the trustees/ Charity Name Families of Ocean Ward members of On accounts for the year 5 April 2025 Charity no 1145013 ended (if any) Set out on pages 1-2 (remember to include the page numbers of additional sheets)
I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 5 April 2025 .
- Responsibilities and As the charity trustees of the Trust, you are responsible for the preparation basis of report of the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).
I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent examiner's statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination which gives me cause to believe that in, any material respect:
-
accounting records were not kept in accordance with section 130 of the Act or
-
the accounts do not accord with the accounting records
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Date: 19 January 2026 Signed: Name: F J Wilde Relevant professional FCCA DChA qualification(s) or body (if any): Address: 4 Marigold Drive Bisley Surrey GU24 9SF
October 2018
1
IER
| Charity Name | No (if any) | ||||
|---|---|---|---|---|---|
| Families of Ocean Ward | 1145013 | ||||
| Receipts andpayments accounts | CC16a | ||||
| For the period from |
06/04/2024 Period start date |
To | 05/04/2025 Period end date |
Section A Receipts and payments
| A1 Receipts | Unrestricted funds to the nearest £ 43,747 - 581 3,052 - - - - 47,380 - - - 47,380 5,400 6,008 2,796 - 1,943 2,921 708 2,125 5,925 - 27,826 - - - 27,826 19,554 - 122,388 141,942 |
Restricted funds to the nearest £ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - - |
Endowment funds to the nearest £ |
Total funds to the nearest £ 43,747 - 581 3,052 - - - - 47,380 - - - 47,380 5,400 6,008 2,796 - 1,943 2,921 708 2,125 5,925 - 27,826 - - - 27,826 19,554 |
Total funds to the nearest £ 43,747 - 581 3,052 - - - - 47,380 - - - 47,380 5,400 6,008 2,796 - 1,943 2,921 708 2,125 5,925 - 27,826 - - - 27,826 19,554 |
Last year to the nearest £ |
|---|---|---|---|---|---|---|
| Donations | 43,747 | - - - - - - - - - |
43,747 | 49,316 | ||
| Contributions to tickets | - | - | 1,508 | |||
| Bank interest | 581 | 581 | 548 | |||
| Paypal donations | 3,052 | 3,052 | 5,765 | |||
| - | - | - | ||||
| - | - | - | ||||
| - | - | - | ||||
| - | - | - | ||||
| Sub total(Gross income for AR) |
47,380 | 47,380 | 57,137 | |||
| A2 Asset and investment sales, (see table). |
||||||
| - | - - - |
- | ||||
| - | - | - | ||||
| Sub total | - | - | - | |||
| Total receipts A3 Payments |
||||||
| - | 47,380 | 57,137 | ||||
| Grants and hardship payments | 5,400 | - - - - - - - - - - - |
5,400 | 6,050 | ||
| Equipment forpatients | 6,008 | 6,008 | 3,843 | |||
| Equipment andpurchases for ward | 2,796 | 2,796 | 3,024 | |||
| Fun days and activities | - | - | 12,347 | |||
| Fundraisingand runningcosts | 1,943 | 1,943 | 1,094 | |||
| Merchandise | 2,921 | 2,921 | 3,387 | |||
| Professional fees | 708 | 708 | 678 | |||
| Office rent and equipment | 2,125 | 2,125 | 2,750 | |||
| Paypalpayments | 5,925 | 5,925 | 3,427 | |||
| - | - | - | ||||
| **Sub total ** | 27,826 | 27,826 | 36,600 | |||
| A4 Asset and investment purchases, (see table) |
||||||
| - | - - - |
- | ||||
| - | - | |||||
| **Sub total ** | - | - | - | |||
| Total payments Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end |
||||||
| - | 27,826 | 36,600 | ||||
| 19,554 | - | - | 19,554 |
20,537 | ||
| - | - | - - |
- | - | ||
| 122,388 | - | 122,388 | 101,851 | |||
| 141,942 | - | - | 141,942 | 122,388 |
Page 1 of 2
Section B Statement of assets and liabilities at the end of the period
| Categories Signed by one or two trustees on behalf of all the trustees B5 Liabilities B3 Investment assets B2 Other monetary assets B4 Assets retained for the charity’s own use B1 Cash funds |
Details Details Details Total cash funds (agree balances with receipts and payments account(s)) Details Details Current Account Reserve Account Signature |
Unrestricted funds Restricted funds to nearest £ to nearest £ 100,079 - 41,863 - - - 141,942 - OK OK Unrestricted funds Restricted funds to nearest £ to nearest £ - - - - - - - - - - Fund to which asset belongs Cost (optional) - - - - - Fund to which asset belongs Cost (optional) - - - - - Fund to which liability relates Amount due (optional) - - - - - Print Name RACHEL CARTER |
Endowment funds to nearest £ |
|---|---|---|---|
| - | |||
| - | |||
| - | |||
| - | |||
| OK | |||
| Endowment funds to nearest £ |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| Current value (optional) |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| Current value (optional) |
|||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| When due (optional) |
|||
| Date of approval |
|||
| RACHEL CARTER | 17/01/2026 | ||
Page 2 of 2