CHARITY NO. 1155780
REPORT OF THE TRUSTEES COVERING THE PERIOD 1 April 2020 TO 31 March 2021
Background
Sussex 4x4 Response was entered on the Register of Charities as a Charitable Incorporated Organisation (CIO) on 13 February 2014 under charity number 1155780. It acquired the assets and liabilities of the previous unincorporated charity of the same name. This is the fifth report of the Trustees of the CIO covering the fourth year of operation since incorporation, 1 st April 2020 up to the end of the organisation’s financial year on 31 March 2021.
The objects of the organisation are set out in Clause 3 of its Constitution which reads as follows “The objects of the CIO are to preserve and protect human life and property by supplementing and supporting emergency services, statutory bodies and other organisations as deemed appropriate by the Trustees in Sussex in particular, but not exclusively, by providing 4x4 vehicles and drivers.”
Sussex 4x4 Response is a member of the national body, 4x4 Response UK, but is an autonomous organisation acting under the provisions of its Constitution and the control of the Charity Commission.
Activities during the period under review
In the past, and it is expected in the future, the organisation and its predecessor has provided transport services to health service organisations and emergency services during periods of adverse weather conditions and / or when vehicle access is required to locations inaccessible to non 4x4 vehicles.
For a significant portion of the period covered by this report the organisation was primarily engaged in supporting the local health services within Sussex, providing logistics in response to the COVID-19 pandemic.
This included transporting PPE items between suppliers, storage hubs, hospitals and outlaying services throughout the county, transporting test samples throughout Sussex to testing locations further afield and maintaining a daily dispatch availability for months on end, only starting to wind down towards the end of 2020. This represented the busiest continuous period of operation the group has ever experienced.
Over 40 of our responders took part, driving tens of thousands of miles doing vital work for the community.
Training
Although we have been hugely limited in our ability to deliver training in this period, 2021 shows more promise overall and we hope to not only bring back our full range of training but also expand this with new courses and the increased provision for remote/e-learning.
Membership
Sussex 4x4 Response operates as a membership based organisation with an annual membership subscription fee. The total number of members is at the usual level of around 70 Responders. The membership drive continues through the media and events attended despite being limited somewhat by the pandemic.
Memoranda of Understanding with outside bodies
Arrangements between Sussex 4x4 Response and each of its major users are governed by a Memorandum of Understanding (MOU) signed with each user. The users with which the charity has concluded a Memorandum include Surrey & Sussex N.H.S. England, Sussex Police, East & West Sussex County Councils, Raynet, and a number of hospices. There is also provision for Emergency MOUs with relevant Organisations at the Trustees discretion so that the charity can assist other bodies with which it does not have a permanent MOU in place and where it is desirable to agree operating arrangements on a formal basis. Sussex 4x4 Response also assists other community and charity organisations on an ad-hoc basis where no formal MOU exists. Each request for assistance is considered by the Trustees on its merits.
Sussex 4X4 Response is regarded as a Category 3 Volunteer Responder and is an integral part of the Sussex Resilience Forum & Sussex Community Resilience Partnership. The meetings and events of these organisations are attended regularly.
In addition, there is close co-operation between Sussex 4x4 Response and other 4x4 response groups covering Kent, Surrey and Hampshire. The charity is also a member of the national co-ordinating body, 4x4 Response UK.
Command and Control Vehicle
The Command and Control Vehicle, donated by Sussex Police, continues to be a great asset. The vehicle provides a command & control platform for deployments and a highly visible focal point at events to promote the organisation and attract future members.
Finance
The Sussex 4x4 Response Charity Accounts for the year ending 31st March 2021 are contained in a separate document. Here, we would just like to make a few general comments around the financial activities. The accounts were again audited by Anthony Smith SX139, whom the Trustees and Treasurer would like to express thanks for advice and support in these matters.
We continue to ring-fence £5000 of our funds to enable us to reimburse vehicle running costs to our members whilst ourselves waiting for reimbursement from users. Overall our balance sheet continues to be healthy and sufficient to support the ongoing activities of the charity.
Management
The organisation has been operating under the direction of the Management Team and The Trustees would like to express their thanks for the commitment and energy the members of the management apply to undertaken their duties on behalf of the organisation.
The Trustees remain responsible and thus maintain an oversight of the whole operation.
Summary
The organisation is ready and able to respond to users needs all year round, membership remains strong and stable. Responders capability and training remains high and well exercised through training and events supporting many other charitable organisations. Financially the charity is strong and the assets of the group remain available for use when Required.
Alexander Barrett
On behalf of The Trustees Sussex 4x4 Response
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
Report to the trustees/ Charity Name members of Sussex 4x4 Response
On accounts for the year 31 March 2021 Charity no 1155780 ended (if any) Set out on pages 1-3 (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 31 / 03 / 2021 .
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 I have completed my examination. I confirm that no material matters have statement 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.
Signed: Date: 21 June 2021 Name: Anthony Smith
Relevant professional FCA qualification(s) or body (if any):
Address: 7-9 The Avenue, Eastbourne, East Sussex BN21 2YA
1
October 2018
IER
Section B Disclosure
Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
Give here brief details of any items that the examiner wishes to disclose .
None
2
October 2018
IER
SUSSEX 4X4 RESPONSE
ACCOUNTS FOR THE YEAR TO 31 MARCH 2021
Charity number 1155780
Registered as a Charitable Incorporated Organisation on 13 February 2014
Income and Expenditure Account
Sussex 4x4 Response For the year ended 31 March 2021
| Sussex 4x4 Response For the year ended 31 March 2021 |
||
|---|---|---|
| 2021 | 2020 | |
| Income | ||
| Membership fees | 1,102 | 1,168 |
| Fundraising receipts | - | 927 |
| User Groups | 16,482 | 123 |
| Merchandise | 699 | 2,136 |
| Social Events Income | - | 20 |
| Training Fees | - | 205 |
| Donations | 13,759 | 5,477 |
| Interest | 2 | 20 |
| Sundry income | 45 | 19 |
| Total Income | 32,089 | 10,096 |
| Expenditure | ||
| Bank Fees | - | 16 |
| Equipment - Operations | 299 | 3,997 |
| Equipment - Membership | 1,393 | 839 |
| Equipment - PPE | 4,143 | - |
| Equipment - Training | 29 | 15 |
| Events | - | 168 |
| Fundraising | - | 274 |
| Insurance | 878 | 206 |
| IT - Operations | 742 | 465 |
| Merchandise - Shop Stock | 11,762 | 2,069 |
| PayPal Fees | 57 | 32 |
| Postage - Internal | 6 | - |
| Postage - Membership | 321 | 8 |
| Postage - Webshop | 83 | 224 |
| Printing & Stationery | 10 | - |
| Repairs & Maintenance | - | 27 |
| Social Event Costs | - | 100 |
| Subscriptions | 293 | 108 |
| Telephone & Internet | 1,686 | 688 |
| Travel - Internal | - | 156 |
| Travel - Operational (mileage paid) | 7,036 | 640 |
| Vehicle - Equipment | 1,487 | - |
| Vehicle - Running Costs | 1,664 | 2,505 |
| Training costs, room hire and exam fees | 86 | 862 |
| Welfare | - | 35 |
| Sundry Costs | - | 52 |
| Total Expenditure | 31,974 | 13,484 |
| Operating Surplus/(Deficit) | 115 | (3,389) |
Profit and Loss (Year end) Sussex 4x4 Response
Statement of assets and liabilities
Sussex 4x4 Response As at 31 March 2021
| Statement of assets and liabilities Sussex 4x4 Response As at 31 March 2021 |
Statement of assets and liabilities Sussex 4x4 Response As at 31 March 2021 |
|---|---|
| 31 MAR 2021 31 MAR 2020 |
|
| Current Assets | |
| Cash at bank and in hand | |
| Barclays Current Account - 3,569 |
|
| Coop Current 12,147 - |
|
| Barclays Savings Accounts - 8,008 |
|
| GBP PayPal 2,888 2,693 |
|
| Total Cash at bank and in hand 15,035 14,270 |
|
| Invoices due for settlement - 123 |
|
| Total Current Assets 15,035 14,394 Creditors |
|
| Amounts due to suppliers - 383 |
|
| PPE member deposits held 910 - |
|
| Total Creditors 910 383 |
|
| Net Current Assets (Liabilities) 14,125 14,010 |
|
| Total Assets less Current Liabilities 14,125 14,010 |
|
| Net Assets 14,125 14,010 Charity Reserves |
|
| Current year surplus/(deficit) 115 (3,389) |
|
| Cumulative reserves from prior periods 14,010 17,399 |
|
| Total Charity Reserves 14,125 14,010 |
1. Reserves policy
The Trustees have ring-fenced £5,000 of the Coop account balance for the payment of members' mileage claims in the event of authorised call-outs. This will accelerate the reimbursement of members' expenses pending settlement of invoices to user groups, which can take some time.
2. Assets retained for the charity's use
Assets owned by the CIO at the Balance Sheet date for meeting its charitable objectives are as follows: (the list is not exhaustive but shows items of more significant value, and is shown in no particular order)
| Description | Quantity |
|---|---|
| Radios | 112 |
| Public address equipment | 1 |
| Display stand and promotional materials | 1 |
| Show/event shelters & gazebos | 4 |
| Events trailer | 1 |
Balance Sheet (year end)
Sussex 4x4 Response
Statement of assets and liabilities
| Generator & IT equipment for C&C vehicle | 1 |
|---|---|
| Mercedes Vito C&C vehicle GX05 LZN | 1 |
| Projector | 1 |
3. Guarantees and security
The Trustees confirm, in accordance with the Charitable Incorporated Organisations (General) Regulations 2012, that at the Balance Sheet date the CIO did not have any outstanding guarantees to third parties nor any debts secured on assets of the CIO.
4. Approval
Signed by two trustees on behalf of all the trustees on 2021
______ Print name: _____ _____ Print name: ______
Balance Sheet (year end)
Sussex 4x4 Response
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
Report to the trustees/ Charity Name members of Sussex 4x4 Response
On accounts for the year 31 March 2021 Charity no 1155780 ended (if any) Set out on pages 1-3 (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 31 / 03 / 2021 .
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 I have completed my examination. I confirm that no material matters have statement 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.
Signed: Date: 21 June 2021 Name: Anthony Smith
Relevant professional FCA qualification(s) or body (if any):
Address: 7-9 The Avenue, Eastbourne, East Sussex BN21 2YA
1
October 2018
IER
Section B Disclosure
Only complete if the examiner needs to highlight matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
Give here brief details of any items that the examiner wishes to disclose .
None
2
October 2018
IER
SUSSEX 4X4 RESPONSE
ACCOUNTS FOR THE YEAR TO 31 MARCH 2021
Charity number 1155780
Registered as a Charitable Incorporated Organisation on 13 February 2014
Income and Expenditure Account
Sussex 4x4 Response For the year ended 31 March 2021
| Sussex 4x4 Response For the year ended 31 March 2021 |
||
|---|---|---|
| 2021 | 2020 | |
| Income | ||
| Membership fees | 1,102 | 1,168 |
| Fundraising receipts | - | 927 |
| User Groups | 16,482 | 123 |
| Merchandise | 699 | 2,136 |
| Social Events Income | - | 20 |
| Training Fees | - | 205 |
| Donations | 13,759 | 5,477 |
| Interest | 2 | 20 |
| Sundry income | 45 | 19 |
| Total Income | 32,089 | 10,096 |
| Expenditure | ||
| Bank Fees | - | 16 |
| Equipment - Operations | 299 | 3,997 |
| Equipment - Membership | 1,393 | 839 |
| Equipment - PPE | 4,143 | - |
| Equipment - Training | 29 | 15 |
| Events | - | 168 |
| Fundraising | - | 274 |
| Insurance | 878 | 206 |
| IT - Operations | 742 | 465 |
| Merchandise - Shop Stock | 11,762 | 2,069 |
| PayPal Fees | 57 | 32 |
| Postage - Internal | 6 | - |
| Postage - Membership | 321 | 8 |
| Postage - Webshop | 83 | 224 |
| Printing & Stationery | 10 | - |
| Repairs & Maintenance | - | 27 |
| Social Event Costs | - | 100 |
| Subscriptions | 293 | 108 |
| Telephone & Internet | 1,686 | 688 |
| Travel - Internal | - | 156 |
| Travel - Operational (mileage paid) | 7,036 | 640 |
| Vehicle - Equipment | 1,487 | - |
| Vehicle - Running Costs | 1,664 | 2,505 |
| Training costs, room hire and exam fees | 86 | 862 |
| Welfare | - | 35 |
| Sundry Costs | - | 52 |
| Total Expenditure | 31,974 | 13,484 |
| Operating Surplus/(Deficit) | 115 | (3,389) |
Profit and Loss (Year end) Sussex 4x4 Response
Statement of assets and liabilities
Sussex 4x4 Response As at 31 March 2021
| Statement of assets and liabilities Sussex 4x4 Response As at 31 March 2021 |
Statement of assets and liabilities Sussex 4x4 Response As at 31 March 2021 |
|---|---|
| 31 MAR 2021 31 MAR 2020 |
|
| Current Assets | |
| Cash at bank and in hand | |
| Barclays Current Account - 3,569 |
|
| Coop Current 12,147 - |
|
| Barclays Savings Accounts - 8,008 |
|
| GBP PayPal 2,888 2,693 |
|
| Total Cash at bank and in hand 15,035 14,270 |
|
| Invoices due for settlement - 123 |
|
| Total Current Assets 15,035 14,394 Creditors |
|
| Amounts due to suppliers - 383 |
|
| PPE member deposits held 910 - |
|
| Total Creditors 910 383 |
|
| Net Current Assets (Liabilities) 14,125 14,010 |
|
| Total Assets less Current Liabilities 14,125 14,010 |
|
| Net Assets 14,125 14,010 Charity Reserves |
|
| Current year surplus/(deficit) 115 (3,389) |
|
| Cumulative reserves from prior periods 14,010 17,399 |
|
| Total Charity Reserves 14,125 14,010 |
1. Reserves policy
The Trustees have ring-fenced £5,000 of the Coop account balance for the payment of members' mileage claims in the event of authorised call-outs. This will accelerate the reimbursement of members' expenses pending settlement of invoices to user groups, which can take some time.
2. Assets retained for the charity's use
Assets owned by the CIO at the Balance Sheet date for meeting its charitable objectives are as follows: (the list is not exhaustive but shows items of more significant value, and is shown in no particular order)
| Description | Quantity |
|---|---|
| Radios | 112 |
| Public address equipment | 1 |
| Display stand and promotional materials | 1 |
| Show/event shelters & gazebos | 4 |
| Events trailer | 1 |
Balance Sheet (year end)
Sussex 4x4 Response
Statement of assets and liabilities
| Generator & IT equipment for C&C vehicle | 1 |
|---|---|
| Mercedes Vito C&C vehicle GX05 LZN | 1 |
| Projector | 1 |
3. Guarantees and security
The Trustees confirm, in accordance with the Charitable Incorporated Organisations (General) Regulations 2012, that at the Balance Sheet date the CIO did not have any outstanding guarantees to third parties nor any debts secured on assets of the CIO.
4. Approval
Signed by two trustees on behalf of all the trustees on 2021
______ Print name: _____ _____ Print name: ______
Balance Sheet (year end)
Sussex 4x4 Response