## **SERV Wessex** ## **AGM Mee-ng Minutes** 9th June 2022 - 20:00hrs Video call via Teams ## **Present.** Ross Allen Jerry Abel Ashley Baker Kevin Bittlestone Mike Ball Tim Bennett (Treasurer & Trustee) Paul Bryson Mark Bunce Chris Canning John Davies (Secretary) Julie Davies Chris Devrell Jon Dunster Tony Emans Mark Evans Chris Hobson Richard Holden Steven Hyde (Trustee) Dee Linnell-Cook Steve Luckett Mike Leaming David Manchester Tony Markham Richard Morgan Dave Morton Michael Neve Martin Orrell Steve Parker Steve Simmons-Jacobs Caroline Smith (Trustee) Robert Smith (Chair) Nigel Tailyour Norman Wareing ## **Apologies.** Rob Harris Peter McAlpine Steve Nicholson Mary Thurman The meeting was opened at 20.00hrs and everyone welcomed to the SERV Wessex AGM for 2022. It was confirmed that all attendees had received the previously distributed documentation and participants were asked to wave their hand if they had a question. ## **Minutes of last AGM meeting - 08/04/2021.** The previous minutes were accepted as a true reflection of the discussions Proposed - Steve Parker Seconded - Steve Hyde 09/06/22 AGM minutes Page of 1 8 ## **Trustees Report.** Steve Hyde gave a brief overview of the previously attached report. There were no comments or questions raised. The main point highlighted to the meeting was the intention to recruit further Trustee’s over the coming year. 09/06/22 AGM minutes Page of 2 8 ## **Chairman’s Report.** Robert Smith gave a brief overview of the previously attached report and highlighted the following key points: - A warm welcome to all new volunteers - Thanks to John, Clare and Steve who are standing down from the committee and welcome to Andy Walker our new secretary, Sarah Trinnick who is taking over merchandise, Rich Hobden taking over as members rep and John Davies who will be taking over the Fleet Manager - New vehicles have been added to the fleet - Acknowledgement that the Queens Award was an outstanding achievement for the charity, and thanks to all involved, but particularly Caroline who organised our proposer’s from QA and Basingstoke Hospital Pharmacies - The need for the charity to continue to evolve and adapt particularly around the service we provide. We are the only blood bike group now to provide a day time service and we are struggling to fill shifts - Events have started again and thanks to everyone who volunteers to come to an event - Thanks to Dave Manchester who provided the introduction to Hendy which resulted in a 2 year partnership • Fuel allowance – currently costing the charity £1,000 per month so this will be a short term initiative aimed at providing some help to those volunteers who might otherwise not be able to undertake shifts. Volunteers are strongly encouraged to use the fleet vehicles. 09/06/22 AGM minutes Page of 3 8 Chairman's Report Cont'd. Section 4 Chairman's report Welcome lo this report for the forthcoming SERV Wessex AGM. We as a charity have had another outstanding year, which has seen us adapt to all the challenges and changes in our environment and yel still offer an exceplK)nal service lo the NHS and the Community. We were recognised in June 21 with the Queens Award for Voluntary Servi￿, with special recognition for all our efforts during the pandemic. I musl congratulate everyone who worked extremely hard on our submission and liaising with the Hospital Phamiacy departmenls that supported our nomination. This is an award that we can all wear wrf(h pride. Since the last AGM we have gone through lockdowns again and have now moved towards something like nomialily. Since the start of the pandemic, we have been running our service 2417. Our core aim is to provide an out of hours service lor the NHS. We have seen our weekday acb"vib'es lessen and we h8ve 8180 found il increasingly drfficull lo stsff the weekday shifts. We have now moved lo only providing a weekday booked service on two days of the week. We will Continue lo review the service lo lil the environment we are operating in. Our charity will continue lo evolve to meet operational requirements. Key lo us being able lo react and move the charity forward, is a well-supported committee with volunteers who havè thè skills to help us. Wè could not 0￿rat6 Wlthout thè support of th8 hard- working fellow members of the Committee and the Trustees who continuously work tirelessly in the background to keep the great charity that is SERV Wessex operating. I would like lo thank all the past and new members of the Committee and the Trustees for their dedi¢ats"on and support . Clare Hyde who h8$ been a member of SERV for 10 yg8rs has decided it is now time lo move onto new opty)rtunities. I would like to thank her for all her support and for also looking after the merchandise for us, we all wish her the best for all her future endeavours. We rely on the support of the public and corporate sponsors to enable us to provide our service. We have had a successful 2021 with vark)us donatsons from supportin9 organisabons. Our fleet has had a boost with a new bike which was donated to us by Dave Luckett. We disposed ol some of our older bikes and also bought a Yamaha Tmax. Recently we have se¢ured sponsorship from the Hendy Motor Group to provide us with a new car, which will be replaced every 6 months for an initial period 012 years. I would like to thank David Manchester as he brought this opportunity to us. I would ask all of you to look out for any fundraising DPPOrtunitiès. Events have now stsrted again. the few we have already completed this year have been well supported and f( is great to meet new and old faces. Tim as TreasuTer has reported that we are in a g(KxJ place financially, bul we still need to keep our fundraising efforts moving fO￿ard. We expect you all to support us at events as well as fulfilling our minimum duty requirements. We currently have a rider and driver recruilmenl freeze, so are operaling a one in one out for new volunteers. Otlr'keop the wheels turning" campaign has been rgsurre¢ted to providg funds $0 we can pay a small amount towards fuel Costs of volunteers not using our fleet vehicles This will be reviewed on a monthly basis and will not be a long tem initiative. The unique selling point of SERV Wessex is thal we pay 811 our own costs when on duty- We introduced this temporary payment to support volunteers who othe￿ise might not be able lo undertake duties. I would encourage everyone who has mel our requirements to use our fleet lo try and make use of the marked vehicles. If they are not utilised we may reduce the fleet as they are our single largest expenditure. Finally, I would like to thank you all for your support over the past year and welcome all the new volunteers. I hope everyone continues lo gel the satisfaction thal I sth'll do from being part of a dedicated and enlhusiaslic group of volunteers. 09106122 AGM minutes Page4of8 ## **Treasurer’s Report** Tim Bennett gave an overview of the financial standing of the organisation. It was noted that our accounts are looking very healthy. 09/06/22 AGM minutes Page of 5 8 Treasurer's Report Cont'd Independent examlnerfs report to the trustees al'SERV wess￿ Charlty- Reg No. 1156a83 I report on the accounts of the Trust for the year ended 31 March 2022, which are Set out on page l. Respectlve responslbllltles of truste•s and examlner The charitvs tru5tee5 are responsible fgrthe preparation of the accounts. The charitW5 trustees consider that an audit is not required for this year under section 144121 of the Charities Act 2011 (the 2011 Act) and that an independent examination 15 needed. It is my responsibility to: examine the accounts under section 145 of the 2011 Act • to follow the procedurès laid down in the Éenèral Directions gI￿n by the commisslon under section 14515llbl of the 2011 Act * to state whether particular mattèrs have come to my attention Basls of Independent examSnerfs report My examination was carried out in accordance wSth the general Dlrections given by the Charlty Commis5i0n. An examinatbon include5 a review of the accounting ￿ordS kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disc105ures in the accounts, and seeking explanation5 from yoy as trustees concernin8 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 sèt out in the next ststement. Indèpèndent txamlnerfs statèmènt In connection with my examination, no matter has come to my attention: 111 which gives me reasonable cause to believe that in any material respect the requirements: • to keep accounting records in accordance with section 130 of the 2011 Act and • to prepare accounts which accord with the accounting records and compty with the accounting requirements of the 2011 Act have not been met or 121 to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Name.. Paula Bramley MAAT AATQB Organisatron.. Total Bookkeeping 5eNlCeS Addres5: Pere8rine House. Ford Lane. Ford, Arundel. BN18 ODF Date.. 12.05.2022 09106122 AGM minutes Page6of8 ## **Treasurer’s Report - Cont’d** The accounts as laid out on pages 7 & 8 were accepted. Proposed by Norman Wareing. Seconded by Steve Parker.. 09/06/22 AGM minutes Page of 7 8 ## **Treasurer’s Report Cont’d** ## **Formal Questions raised** There were no formal questions raised. ## **End of Formal Business.** The formal session was closed with thanks to all involved. An informal open session followed that was not part of the AGM, no records of the following discussions were kept. 09/06/22 AGM minutes Page of 8 8 ## **Profit and Loss** ## **SERV Wessex** ## **For the year ended 31 March 2022** |**Profit and Loss**
**SERV Wessex**
**For the year ended 31 March 2022**|| |---|---| ||**2022**| |**Turnover**|| |Gifts and Donations Income: Donation|45,982.66| |Gifts and Donations Income: Easy Fundraising|59.19| |Gifts and Donations Income: PayPal|167.50| |Gifts and Donations Income: Virgin Money|446.43| |Jackets, badges, covers|809.80| |Joining fees|940.00| |Miscellaneous Income- Refunds|300.00| |**Total Turnover**|**48,705.58**| |**Gross Profit**|**48,705.58**| |**Administrative Costs**|| |Audit & Accountancy fees|1,066.67| |Bank Fees|64.00| |CAF Bank|32.00| |Depreciation Expense|18,403.05| |Dues and Subscriptions|166.67| |Fuel reimbursement|972.40| |Miscellaneous Expense|314.99| |Operational Expense|1,218.10| |Profit/loss on disposal of fixed assets|(7,235.84)| |Telephone & Internet|71.88| |Vehicle Expenses|20,234.14| |**Total Administrative Costs**|**35,308.06**| |**Operating Profit**|**13,397.52**| |**Profit on Ordinary Activities Before Taxation**|**13,397.52**| |**Profit after Taxation**|**13,397.52**| Customised Profit and Loss SERV Wessex ## **Independent examiner’s report to the trustees of ‘SERV Wessex’ Charity – Reg No. 1156383** I report on the accounts of the Trust for the year ended 31 March 2022, which are set out on page 1. ## **Respective responsibilities of trustees and examiner** The charity’s trustees are responsible for the preparation of the accounts. The charity’s 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. It is my responsibility to: - examine the accounts under section 145 of the 2011 Act - to follow the procedures laid down in the general Directions given by the commission under section 145(5)(b) of the 2011 Act - 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 next statement. ## **Independent examiner’s statement** In connection with my examination, no matter has come to my attention: - (1) which gives me reasonable cause to believe that in any material respect the requirements: - to keep accounting records in accordance with section 130 of the 2011 Act and - to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act - have not been met or - (2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Name: Paula Bramley MAAT AATQB Organisation: Total Bookkeeping Services Address: Peregrine House, Ford Lane, Ford, Arundel. BN18 0DF Date: 12.05.2022