CHARITY NO. 1155780
REPORT OF THE TRUSTEES COVERING THE PERIOD 1 April 2023 TO 31 March 2024
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 2023 up to the end of the organisation’s financial year on 31 March 2024.
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. The primary activities that took place in this period continued on from the last with supporting the efforts of the county to ensure continuity of services in adverse weather conditions such as snow and also increasingly to help local water companies deliver supplies during large scale outages.
Membership
Sussex 4x4 Response operates as a membership based organisation with an annual membership subscription fee. The total number of members has maintained its average over the previous period and is running at around 50-60 active members.
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 which has now been updated, as was suggested to be ongoing in the last report, to be held centrally with the SRF to aid clarity and also increase the amount of bodies that have access to a formal agreement with us. There is also continued 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 Response organisation 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. Work is under way to secure an additional/replacement vehicle through our valued partnership with Sussex Police.
Finance
The Sussex 4x4 Response Charity Accounts for the year ending 31st March 2024 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/ Sussex 4x4 Response members of On accounts for the year 31 March 2024 Charity no 1155780 ended (if any) Set out on pages 1-3
I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31 / 03 / 2023 .
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
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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.
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Date:
Signed: 23 June 2024
a
Name: Anthony Smith
Ce
Relevant professional FCA
qualification(s) or body
(if any):
Address: 7-9 The Avenue, Eastbourne, East Sussex BN21 2YA
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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 None any items that the examiner wishes to disclose .
2
October 2018
IER
SUSSEX 4X4 RESPONSE
ACCOUNTS FOR THE YEAR TO 31 MARCH 2024
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 2024
| 2024 | 2023 | |||
|---|---|---|---|---|
| Income | ||||
| Membership fees | 974.39 | 708.65 | ||
| User Groups | 7,816.36 | 2,473.23 | ||
| Merchandise | 258.41 | 425.21 | ||
| Donations | 3,712.02 | 11,607.32 | ||
| Grants | 7,036.17 | - | ||
| HMRC Gift Aid | 130.75 | - | ||
| Sundry income | 45.00 | 45.00 | ||
| Equipment Sales | (0.14) | - | ||
| Total Income | 19,972.96 | 15,259.41 | ||
| Expenditure | ||||
| Advertising & Marketing | 404.83 | 86.40 | ||
| Bank Fees | 0.31 | 8.85 | ||
| Equipment - Events | - | 172.56 | ||
| Equipment - Operations | 564.87 | 2,264.17 | ||
| Equipment - Membership | 327.71 | 49.20 | ||
| Equipment - PPE | 1 | (1,448.90) | 86.16 | |
| Events | 101.52 | 91.90 | ||
| Cost of First Aid Kits | 295.42 | 235.66 | ||
| Fundraising | 4.99 | - | ||
| Insurance | 140.68 | 197.16 | ||
| IT - Operations | 2,823.23 | 2,741.38 | ||
| Merchandise (adjusted for stock) | 1 | - | (4,972.56) | |
| PayPal Fees | 35.82 | 29.62 | ||
| Postage & courier | 185.83 | 214.59 | ||
| Printing & Stationery | 274.37 | 40.17 | ||
| Subscriptions | 206.30 | 140.40 | ||
| Telephone & Internet | 1,141.74 | 1,417.63 | ||
| Travel - Internal | 436.95 | 90.90 | ||
| Travel - Operational (mileage paid) | 2,931.24 | 1,235.05 | ||
| Vehicle - Equipment | 9,812.46 | 429.33 | ||
| Vehicle - Running | Costs | 5,125.12 | 4,002.92 | |
| Training costs | 241.39 | 150.00 | ||
| Welfare and consumables | 73.07 | 20.65 | ||
| Total Expenditure | 23,678.95 | 8,732.14 | ||
| Operating Surp | lus/(Deficit) | (3,705.99) | 6,527.27 |
Operating Surplus/(Deficit)
1. Merchandise/PPE
The cost of merchandise (last year) shows as negative, as does PPE this year, as we start to account for the stock of items held for resale/use by members at the year end (see Balance Sheet). Prior periods were prepared on a cash basis only.
Statement of assets and liabilities
Sussex 4x4 Response As at 31 March 2024
| Statement of assets and liabilities Sussex 4x4 Response As at 31 March 2024 |
Statement of assets and liabilities Sussex 4x4 Response As at 31 March 2024 |
|---|---|
| 31 MAR 2024 31 MAR 2023 |
|
| Current Assets | |
| Cash at bank and in hand | |
| Coop Current 11,477.41 10,460.89 |
|
| Barclays Savings 0.06 0.06 |
|
| GBP PayPal 2.21 631.92 |
|
| Total Cash at bank and in hand 11,479.68 11,092.87 |
|
| Accounts Receivable - 1,569.70 |
|
| Stock held for resale 3 6,443.00 4,994.10 |
|
| Total Current Assets 17,922.68 17,656.67 Creditors |
|
| Accruals 3,912.00 - |
|
| PPE Deposit 1,240.00 1,180.00 |
|
| Other creditors 140.52 140.52 |
|
| Total Creditors 5,292.52 1,320.52 |
|
| Net Current Assets (Liabilities) 12,630.16 16,336.15 |
|
| Total Assets less Current Liabilities 12,630.16 16,336.15 |
|
| Net Assets 12,630.16 16,336.15 Charity Reserves |
|
| Current year surplus/(deficit) (3,705.99) 6,527.27 |
|
| Retained Earnings 16,336.15 9,808.88 |
|
| Total Charity Reserves 12,630.16 16,336.15 |
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 (network and 2m) | 59 |
| Public address equipment | 1 |
| Display stand and promotional materials | 1 |
| Show/event shelters & gazebos | 2 |
| Events/equipment trailer | 1 |
Statement of assets and liabilities
| Generator, fridge & IT equipment for C&C vehicle | 2 |
|---|---|
| Mercedes Vito C&C vehicle GX05 LZN | 1 |
| Projector and screen | 1 |
| Mercedes Sprinter C&C vehicle RJ62 HYT | 1 |
3. Stock
The cost of items held for resale have been included in the accounts for the first time this year. In prior periods stock held has been ignored and the cost of merchandise has been included on a cash basis.
4. 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.
5. Approval
Signed by two trustees on behalf of all the trustees on 2024
______ Print name: ________
______ Print name: ________