## **Surrey Minority Ethnic Forum LTD**
2021 Report and Financial Statements
Company Registration No. 8350097 Registered Charity No. 1153956
for the year ending the 31st March 2021
Cover
## **Surrey Minority Ethnic Forum**
CONTENTS OF THE FINANCIAL STATEMENTS for the year ending the 31st March 2021
||Page|
|---|---|
|Trustee's Report|1-3|
|Statement of Director's/Trustee's Responsibilities|3|
|Independent Examiner's Report|4|
|Statement of Financial Activities|5|
|Balance Sheet|6|
|Notes to the Financial Statements|7-9|
Contents Page
## **Surrey Minority Ethnic Forum**
## **ANNUAL REPORT OF THE TRUSTEES**
for the year ending the 31st March 2021
## **Reference and Administration Details**
**Name of Charity** Surrey Minority Ethnic Forum Ltd Charity registration number 1153956 Date Registered 25th September 2013 Company Registration No. 8350097 Date registered: 7th January 2013
**Principal Address** Astolat Coniers Way, New Inn Lane Burpham Guildford Surrey GU4 7HL
**Names of Trustees/ Directors Appointed Resigned** Neelam Devesher DL Chair Rajendra Chhetri Ajibha Judi Linney MBE Elizabeth Tinsley Treasurer Meeta Joshi Anita Ho Hayet Shahrezaey Elizabeth Mpyisi 12/08/2020 Resigned David Munro 07/09/2021 Appointed
**Independent Examiner** The Accounting Crew Limited
This annual report is prepared to meet the requirements of the directors’ report and accounts as required by company law.
Page 1
## **Surrey Minority Ethnic Forum**
## **ANNUAL REPORT OF THE TRUSTEES (cont'd)**
## **Objectives and Activities**
The charity’s objects’ (‘Objects’) are specifically restricted to the following:
To promote social inclusion for the public benefit by working with people in Surrey and the surrounding areas who are socially excluded on the grounds of being members of the minority ethnic communities and relieve the needs of such people and assist them to integrate into society, in particular by: Providing assistance to ethnic minority community and voluntary groups, acting as a forum for such groups, and making representations concerning minority ethnic communities to local authorities and service providers.
The Trustees are confident that the charity’s intent and its performance clearly demonstrate that SMEF provides a public benefit.
## **Achievements and Performance: Chairs Report**
The period of this report April 2020-March 2021 was a time of great adversity where the most vulnerable amongst us the old, the infirm, frontline workers, doctors and nurses bore the brunt of a global pandemic. Yet, it was an exceptional year of growth for a community organisation like ours; our members were once again at the heart of it all. SMEF grew from being a micro charity with 5 members of staff to one employing the equivalent of 12 Full time staff running 9 projects all targeted at supporting people and building community resilience.
As we grappled with our changed circumstances the loss of jobs and livelihoods alongside the feeling of being trapped in our homes, we found new ways to stay connected and keep our spirits up. SMEF continued to operate business as usual with our staff and volunteers reconfiguring service delivery. The Board are immensely grateful to the team for seamlessly adapting to home working and new ways of working with increased use of technology. We were able to galvanise the power of our 48 member groups to create a network of support via telephone, social media and zoom. Communities met through Zoom- exercised, prayed, shared ideas alongside some serious discussions on vaccine resistance and efficacy.
We delivered several Covid emergency projects; a telephone befriending service for Elderly Nepali people, one for women and girls at the risk of Domestic abuse and a capacity building service which supported our members to deliver their own Covid emergency projects.
We collaborated with the Independent Mental Health Network and ran a survey on the impact of Covid on the mental health needs of minoritised communities. The recommendations from this survey enabled us to develop a three-year BAME mental Health project that will work with people with lived experience to shape services. We established partnerships with Surrey Heartlands Integrated Care Service, Public Health and Active Surrey on a Health & Race project focusing on the health and wellbeing needs of minoritised communities. We continued to work with Surrey County Council and our colleagues in the public and charitable sector disseminating timely information on resources and services that people could access. Our ‘Many Hands ‘project delivered on its women’s integration theme with Drop ins and community engagement conducted online. An additional grant from TNL provided us with Capital cost for laptops for our users to access online training.
Our work with the Office of the Police and Crime Commissioner in its fourth year met all its engagement targets, with 153 people attending our events and awareness raising sessions on Domestic Abuse, Harmful Traditional Practices and Drug and Alcohol Abuse. A Hate Crime event was attended by 236 young people. Ideas on how to call out, seek help and reject hate were endorsed. Ten individuals from diverse ethnic backgrounds formed the Hate Crime panel set up by Surrey Police and chaired by SMEF, four panel meetings where held cases reviewed and recommendations made.
Our Trustees played a key role, putting in many added volunteer hours to voice the needs of minoritised communities at strategic tables. Widening SMEF’s circle of influence thus ensuring that the voice, needs and aspirations of Surrey’s 17% ethnic minority demographic were integrated with that of other communities in Surrey.
In the coming year we will continue to deliver our Active Communities- community safety project and the Many Hands Integration project. Our Health & Race project tackling health inequalities will focus on those health conditions that minoritised communities are predisposed to. We will continue to build the capacity of our member groups and strengthen SMEF’s internal infrastructure. We will continue to work closely with Surrey County Council to ensure that our communities play an active role in the civic life of the county. I am pleased to announce the inclusion of ‘Surrey Faith Links’ into our portfolio of projects. Surrey Faith Links is a well-established Surrey wide body it facilitates multi faith working and its outcomes of community cohesion resonate with SMEF’s charitable objectives.
I would like to take this opportunity to thank all our staff and volunteers for their innovation and continued dedication and commitment to SMEF’s work. I would also like to thank our members, supporters, donors, board of trustees and especially our funders for their support during the year and I look forward to reiterating the message of Race Equality to all Surrey stakeholders.
Date: 16.12.2021 Neelam Devesher DL Chair
Page 2
## **Surrey Minority Ethnic Forum**
## **ANNUAL REPORT OF THE TRUSTEES (cont'd)**
## **Financial review**
The past year saw a huge scale up in activity for SMEF, some of which was anticipated, such as the Launch of two major programmes (Many Hands and Health & Race), however the impact of the Pandemic on the communities we represent and serve lead to a range of emergency funds being managed by us as the partner of choice for those seeking to support the minority communities in Surrey.
We continue to hold significant cash balances as our funders largely provide cash in advance of need. Debtors; which are people who owe us money or services is nil this year with no payments outstanding. Creditors: people to whom we owe money is slightly lower than last year due to no large bills being received in the last weeks of the year.
Reserves are needed to bridge the gap between the spending and receiving of income and also to cover unplanned expenditure, and provide opportunities for investment in new activities. Our reserves policy gives the ideal range for reserves of between 3 and 12 months operating costs. As at the end of March 2021 this range was £52k-£207k based on the year's performance and so the closing balance of £171k is within the range required and the Trustees intend to use this in delivery during the following years.
The principal uncertainties for the continued operation of SMEF are the viability of delivery during the pandemic where face to face contact which is vital for reaching certain groups is difficult, and the lack of significant unrestricted income sources and unrestricted reserves which are now small in comparision to our overall size.
## **Structure, Governance and Management**
The Charity is constituted as a Company limited by Guarantee and is therefore governed by its Memorandum & Articles of Association.
The Directors of the Company are also Trustees of the Charity.
Eligibility for membership of the Charity and membership of the Board of Trustees is governed by the Memorandum & Articles of Association.
There are no restrictions on the operation of the Charity or on its investment powers, other than those imposed by general Charity law.
Trustees are appointed in consultation with the members of SMEF, and given a formal induction by the Chair of the Board.
## **Statement of responsibilities of the Trustees**
The Charities and the Companies Acts require the Board of Trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity as at the end of the financial year and of the surplus or deficit of the charity. In preparing those financial statements the Board is required to:-
- select suitable accounting policies and then apply them consistently;
· observe the methods and principles in the Charity SORP;
· make judgements and estimates that are reasonable and prudent;
· prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charitable company will not continue on that basis.
The Trustees are responsible for maintaining proper accounting records which disclose with reasonable accuracy at any time the financial position of the charitable company and to enable them to ensure that the financial statements comply with both charity and company law. They are also responsible for safeguarding the assets of the charitable company and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
The Trustees are also responsible for the contents of the Trustees’ report, and the responsibility of the independent examiner in relations to the Trustees’ report is limited to examining the report and ensuring that, on the face of the report, there are no inconsistencies with the figures disclosed in the financial statements.
Page 3
## **Surrey Minority Ethnic Forum**
## **Independent Examiner’s Report to the Trustees of Surrey Minority Ethnic Forum**
I report on the accounts of the company for the year ended 31st March 2021, which are set out on pages 5 to 9.
## **Respective responsibilities of trustees and examiner**
The charity’s trustees (who are also the directors of the company for the purposes of company law) are responsible for the preparation of the financial statements. The trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. The charity’s gross income did not exceed £1 million; and the trustees elected that the financial statements be subject to an independent examination. I am qualified to undertake the examination by being a qualified member and member in practice of the Association of Accounting Technicians.
Having satisfied myself that the charity is not subject to audit under company law and is eligible for independent examination, it is my responsibility to:
a) examine the accounts under section 145 of the 2011 Act;
b) to follow the procedures laid down in the general Directions given by the Charity Commission under section 145(5)(b) of the 2011; and
c) to state whether particular matters have come to my attention.
## **Basis of Independent Examiner’s report**
My examination was carried out in accordance with the general directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a ‘true and fair view’, and the report is limited to those matters set out in the statement below.
## **Independent Examiner’s Statement**
In connection with my examination, no matter has come to my attention:
a) which give me reasonable cause to believe that in any material respect the requirements
(i) to keep accounting records in accordance with section 386 of the Companies Act 2006; and
(ii) to prepare accounts which accord with the accounting records, comply with the accounting requirements of section 396 of the Companies Act 2006 and with the methods and principles of the Statement of Recommended Practice Accounting and Reporting by Charities have not been met, or
b) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
The Accounting Crew
Page 4
## **Surrey Minority Ethnic Forum**
## **Statement of Financial Activities for the year ending the 31st March 2021**
including the Income and Expenditure account
|**Notes Unrestricted**
**Funds**
**£**
**Income from:**
Charitable activities
28,999
Donations
10,597
**Total**
39,596
**Expenditure on:**
Charitable Activities
Community engagement and events
_2_
11,476
**Total**
11,476
Net Income/( Expenditure)
28,121
Total Funds brought forward at the 1st April
7,335
Total Funds carried forward at the 31st March
5
35,455|**Restricted**
**2021**
**Funds**
**Total**
**£**
**£**
297,190
326,189
-
10,597
297,190
336,786
195,676
207,151
195,676
207,151
101,514
129,635
33,975
41,310
135,489
170,944|**Unrestricted **
**Funds**
**£**
5,227
238
5,465
22,728
22,728
(17,263)
24,598
7,335|**Restricted**
**2020**
**Funds**
**Total**
**£**
**£**
73,395
78,622
-
238|
|---|---|---|---|
||||73,395
78,860|
||||82,759
105,487|
||||82,759
105,487|
||||9,364
-
(26,627)
43,339
67,937|
||||33,975
41,310|
Page 5
## **Surrey Minority Ethnic Forum**
|**Notes**
**2021**
£
**Current Assets**
Debtors
6
-
Cash at bank and in hand
231,378
231,378
**Liabilities**
Creditors: Amounts falling due within one year
7
51,434
Creditors: Amounts held on behalf of members
11
9,000
**Net Current assets**
170,944
**Total Assets less Current Liabilities**
170,944
**Total Net Assets**
170,944
**The funds of the charity:**
Unrestricted Funds
35,455
Restricted Funds
135,489
**Total Funds**
5
170,944
**Balance Sheet**
**at 31st March 2020**|**2020**
£
2,684
40,850|
|---|---|
||43,534
2,224
-|
||41,310|
|||
||41,310|
|||
||41,310|
||7,335
33,975|
|||
||41,310|
The directors are satisfied that for the financial year ended 31[st] March 2020 the charitable company was entitled to exemption from the requirement to obtain an audit under section 477 of the Companies Act 2006. The members have not required the company to obtain an audit in accordance with section 476 of the Companies Act 2006 and under section 144 of the Charities Act 2011.
Under section 145 of the Charities Act 2011 the accounts have been examined by an independent examiner, whose report appears on page 4.
The director’s acknowledge their responsibility for complying with the requirements of the Companies Act 2006 with respect of accounting records and for the preparation of accounts.
The financial statements have been prepared in accordance with the special provisions of Part 15 of the Companies Act 2006 relating to small charitable companies and with the Financial Reporting Standard for Smaller Entities (effective April 2008, revised July 2014).
The financial statements were approved by the Board of Trustees on 17 Dec 2021 and were signed on its behalf by:
………………………………………………………. Elizabeth Tinsley
Page 6
## **Surrey Minority Ethnic Forum**
## **Notes to the Financial Statements**
## **for the year ending the 31st March 2021**
## **1. Accounting Policies**
## **Basis of Preparation**
The financial statements have been prepared in accordance with the Financial Reporting Standard for Smaller Entities (FRSSE), effective April 2008, revised July 2014, and all other applicable accounting standards, as modified by the Statement of Recommended Practice for Accounting and Reporting issued by the Charity Commissioners for England & Wales (revised July 2014). The accounts have been prepared in accordance with the provisions of the Charity (Accounts and Reports) Regulations 2008 and the Companies Act 2006.
## **Cash flow exemption**
Exemption has been taken from preparing a cash flow statement on the grounds that the Charity qualifies as a small company.
## **Fund Accounting**
**Restricted Funds** is money received which has been earmarked for a specific purpose by the donor or which has been raised by the charity for particular purposes. This includes both specific costs of delivering the work, and a proportion of the overheads costs, which are general administration and office management expenses related to the charity as a whole.
**Unrestricted Funds** is money available for any purpose agree by the trustees within the general objectives of the charity and which have not been designated for any other purpose.
## **Income**
All incoming resources are included in the Statement of Financial Activities where the Charity is entitled to the income and the amount can be quantified with reasonable accuracy.
## **Expenditure**
All expenditure is accounted for on an accruals basis; which means the date the expense relates to, rather than when the payment was made.
## **Measurement of Financial Assets & Liabilities**
All debtors, creditors and financial instruments are measured at amortised cost; which means, the original value less any amounts paid.
## **Pension**
SMEF operates an autoenrolment pension scheme with Nest. This benefit is extended to all employees who wish to join. The scheme commenced during 2017/18 in line with our staging date.
## **Taxation**
The charity does nto incur any corporation tax on its charitable activities.
## **VAT**
The charity does not have any income subect to VAT.
## **Reserves policy**
Unrestricted reserves are regularly reviewed by the trustees to ensure they are sufficient to meet existing comitments and cover any expenses already committed or in the event that the Charity is wound up.
|**2.Analysis of expenditure on charitable activities**
Direct expenditure (note 3)
Support costs (office and admin costs)
Governance (note 4)
**Community engagement and events**|**2021**
**2020**
Unrestricted Restricted
Total
Total
9,028
161,908
170,936
95,591
2,075
33,768
35,843
7,939
373
-
373
1,957|
|---|---|
||11,476
195,676
207,151
105,487|
Of the total expenditure in 2019/20 £82,759 was restricted funds and £22,728 was unrestricted funds
Page 7
## **Surrey Minority Ethnic Forum**
## **Notes to the Financial Statements for the year ending the 31st March 2021**
|**3. Analysis of direct expenditure**
Staff costs (note 8)
Facilitators fees/expenses
Meeting costs
Other|**2021**
**2020**
Unrestricted
Restricted
Total
Total
9,028
156,528
165,556
79,268
-
283
283
887
-
2,472
2,472
15,436
-
2,625
2,625
-|
|---|---|
||9,028
161,908
170,936
95,591|
## **4. Governance costs**
|**4. Governance costs**||
|---|---|
|Staff costs
Independent Examiner’s Report
Annual return|**2021**
**2020**
-
1,644
360
300
13
13|
||**373**
**1,957**|
## **5. Funds**
These represent specific grants from supporters towards various programmes undertaken by Surrey Minority Ethnic Forum. The amounts carried forward
|**Unrestricted Funds**
**Restricted Funds**
Office of the Police & Crime Commissioner for Surrey -
Active Communities Project
Community Foundation - Being Ourselves
Community Foundation - Capacity Building
UK Youth Fund - Milan Girl's Group
Tampon Tax - Women of Surrey
UK Community Foundations - BAME Infrastructure
Fund
Office of the Police & Crime Commissioner for Surrey -
Corona Virus Support Fund
Mixed Funding - Health & Race
The National Lottery - Many Hands
Independent Mental Health Network - Mental Health
Survey
MoJ - Telephone Befriending
Community Foundation - Telephone Befriending
Young Womens Trust - Girls at risk
**Total Funds**|**Balance**
**Income**
**Expenditure**
**Balance**
**1.4.2020**
**31.3.2021**
**£**
**£**
**£**
**£**
7,335
39,596
11,476
35,455|
|---|---|
||
12,080
25,888
19,015
18,953
952
-
-
952
7,425
2,000
9,425
-
4,613
-
4,613
-
8,905
-
8,905
-
-
18,523
18,523
-
-
8,090
4,221
3,869
-
60,324
18,814
41,510
-
161,127
94,481
66,646
-
3,800
721
3,079
-
9,894
9,894
-
-
4,994
4,514
480
-
2,550
2,550
-|
||33,975 297,190 195,676 135,489|
|||
||**41,310**
**336,786**
**207,151**
**170,944**|
Comparative information for the movement in funds in the previous year is as follows:
|**Unrestricted Funds**
**Restricted Funds**
Office of the Police & Crime Commissioner for Surrey -
Active Communities Project
Peoples Health Trust - Milan Programme
Awards for All - SMEF One World
Community Foundation - Women's Empowerment
Community Foundation - Being Ourselves
Tampon Tax - Milan Girl's Group
Community Foundation - Capacity Building
UK Youth Fund - Milan Girl's Group
Tampon Tax - Women of Surrey|**Balance**
**Income**
**Expenditure**
**Balance**
**1.4.2019**
**31.3.2020**
**£**
**£**
**£**
**£**
24,598
5,465
22,728
7,335|
|---|---|
||
9,161
34,276
31,357
12,080
9,385
7,200
16,585
-
6,566
-
6,566
-
1,107
-
1,107
-
7,882
-
6,930
952
9,238
-
9,238
-
-
15,419
7,994
7,425
-
6528
1,915
4,613
-
9,972
1,067
8,905|
||43,339 73,395 82,759 33,975|
Page 8
## **Surrey Minority Ethnic Forum**
**Notes to the Financial Statements for the year ending the 31st March 2021**
## **6. Debtors**
|**6. Debtors**||
|---|---|
|Debtors
**7. Creditors - amounts falling due within one year**
Deferred Income
Creditors
Accruals
**8. Staff costs**
Salaries
Employers Pension
Employers NI
The average Head count in the year
No employees received emoluments of more than £60,000
**9. Trusteee remuneration**
Reimbursement of trustee travel costs (2020: 1 person)|**2021**
**2020**
-
284|
||**-**
**284**|
||**2021**
**2020**
49,369
-
1,705
1,924
360
-|
||**51,434**
**1,924**|
||**2021**
**2020**
148,321
76,247
6,936
2,498
10,299
2,167|
||**165,556**
**80,911**|
||**8.4**
**5.0**
**2021**
**2020**
-
25|
||**-**
**25**|
## **10. Related party declaration and conflict of interest**
One Trustee declared an Interest when a family member applied for a position. They had no part in the recruitment process or in any matters affcecting that employees project, pay or position.
## **11. Amounts held on behalf of members**
SMEF supports its members in many ways, one of which has been holding cash on behalf of members who do not have a designated bank account for their group, allowing them to access funding from donors they would otherwise not be eligible for.
|Camberley Nepali Society
GoRendang CIC
|**2021**
**2020**
5,000
-
4,000
-|
|---|---|
||**9,000**
**-**|
Page 9