## **SERV Wessex AGM Meeting Minutes** ## **29 June 2023 – 20:00 hrs** **Vide Call Via Teams** ## **Present** Tim Bennett (Treasurer and Trustee) David Bishop Kevin Bittlestone Paul Bryson Richard Buchan Stuart Clarke Chris Devrell Jon Dunster Rob Harris Chris Hobson Richard Hoile Rich Hobden Steven Hyde (Tustee) Roger Jones (Secretary) Anna Lambert Richard Morgan Bob Morrison Steve Simmons-Jacobs Caroline Smith (Trustee) Robert Smith (Chair) Norman Wareing ## **Apologies** Mary Turman Paul Moignard Simon Holland Peter Van den Broek Steve Nicholson Peter McAlpine Matthew Jones The meeting was opened at 20.00hrs and everyone was welcomed to the SERV Wessex AGM for 2023. It was confirmed that all attendees had received the Pre-Meeting Documentation. ## **Minutes of Last AGM – 9 June 2022** ## **The previous minutes were accepted as a true reflection of the meeting.** Proposed - Bob Morrison Seconded – Kevin Bittlestone Page **1** of **8** **SERV Wessex AGM Meeting Minutes** ## **Trustees Report** Steve Hyde had nothing further to add to the report and there were no comments or questions raised. Page **2** of **8** **SERV Wessex AGM Meeting Minutes** ## **Chairmans Report** Robert Smith thanked everyone for their continued support to the group. He highlighted the need for all volunteers to to fulfil their commitment of the minimum number of shifts per month if the group was going to be able to fulfil its support to the NHS. In addition the need to support our fund raising events, without one very substanial donation this year our accounts would have looked very different. 80% of our volunteers have not attended an event in the past 12 months which leaves a heavy burden on those that do. Page **3** of **8** SERV Wessex AGM Meetin Minutes BLQOD Th•QuNn'sAw• rVduntsry5Ervii* 'DuRSd' Chalr Re ort-june AGM 2023 Welcome to this report for the forthcoming SERV Wessex AGM. We have had another successful yeai. We have adapted to changes in the environment we operate in. We ceased daytime routine meditation and heart monitor rurts, we will of course always try to help in urgent circumstances. We will continue to support the Princess Anne Milk Bank. Thank you to all the milk volunteers and the milk team who look after the booking of pickups from mums in the community. We have also formed a closer relationship with HIOWAA and now have two of our cars based at their locations for use on the resupply and crew repatriation. They have also provided us with storage capacity and allow us to use their training room facili￿es. We periodically seem to struggle to fill our rots. This maybe down to the abilityto pick and choose shifts, so possibly due to just not getting around to booking shifts. We really do not want to go back to the old days, where we expected you to provide us with your availability for the month and we allocated which shifts you were on. We do have the ability in 3R to run an auto population of the rota a8ainst your marked availability. This is an option we will have to explore rf we continue to have issues with the rots. Every ￿llunteer who joins us is aware of the expectstions of the charity regarding duties and supporhng fundraising. If you are unable to provide us with the expected support, get in touch and we can have a discussion around marking you as lnackn.ve for an agreed period, or discuss whether condnulng to volunteer for us, is right for you. Fundralslng Is keyto the Charl￿eS cOn￿nUed survlval. Events are also a great way to meet your fellow volunteer5 and rnember5 of the public. l understand that standing outside a supermarket may not be everyone's ba8, but if you are uneasy about this, then there are many other ways you can help the charity. Bein8 a volunteer means supportin8 US with shifts and all the other activities we are involved in. A well supported committee is instrumentsl in keeping the charity functionin8 and being able to react to operational changes. We could not operate without the support of the hard- working fellow members of the Committee and the Trustees who tirelessly work to support the goals and aims of the charity. as well as futfilling their duty commit￿nts and supporting events. I would like to thank all the past and new members of the Committee and the Trustees for their dedScadon and support. I would like to welcome Norman to the team, he has agreed to take on the traini￿ lead role and form a tÈam to support all our training needs going forward. We rely on the 5UPPOrt of the public and corporate 5ponsor5 to enable to provide our service. We have had a successful 2022 with various donations from supporting organisations. We have recently taken delivery of our second new Kia from the Hendy Motor Group as part of our 2 year sponsorship deal and received a significant donation from Simply Health in Dec. But we will still be running at a loss this year. fundraising is becoming increasingly difficult, and we have seen a decline in money collected at collection days. If nyone has any fundraising tontacts or ideas, please let us know. Finally, I would like to thank you and your families for your support over the past year and welcome all the new volunteers. I hope everyone contfnues to get the Sat6sfrdc￿0n that I sdll do from being part of a dedicated and enthusiastic group of volunteers. Page4of8 **SERV Wessex AGM Meeting Minutes** ## **Treasurer’s Report** The accounts as laid out on Pages 7 & 8 were accepted by a show of hands Page **5** of **8** SERV Wessex AGM Meetin Minutes BLQOD Th•QuNn'sAw• rVduntsry5Ervii* 'DuRSd' Independent exarnlnerfs report to the trustees of 'SERV wesse￿ Charlty- Reg No. 1156383 I report on the accounts of the Trust forthe year ended 31 March 2023, which are set out on pa8e l. Respethve re$ponslblllile$ of trustees and examlner The charivs trustees are responsible for the preparation of the accounts. The charitws trustees considerthat an audit is not required forthis year under section 144121 of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. It is my responsibility to.. • exarnine the account5 under section 145 of the 2011 Act to follow the procedures laid down in the general Dirertions given by the commission under se£tion 14515llbl of the 2011 Act . to state whether partlcular matters have come to my attentlon Bas15 of independent examinerfs report My examination was carried out in ac¢ordan¢e wSth the Keneral Direttions given by the CharSty Commission. An examination includes a review of the accounting records kept by the charity and comparison of the accounts presented wf(h those record5. It also includes consideration of any unusual item5 or disc105ures in the accounts. and seeking explanations from you a5 trustee5 concerning any Such matters. The procedures undertaken do not provide all the evidence that would be re4uired in an audit and consequently no opinion is given as to whether the accounts present a'true and fairview. and the report is limited to those matter5 set out in the next statement. Independent examlnerfs Motement 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 wth the a£countin8 records and comply with the accounting requirements of the 2011 Act have not been met or 121 to which, in rny opinion, attention should be drawn in orderto enable a proper understanding of the accounts to be reached. Name.. Paula Bramley.MAAT. AATQ8. Or8anisation.' Total 8ookkeepin8 Service5 Address.. Peregrlne House, Ford Lane, Ford, Arundel. 8N18 ODF Date: 12 May 2023 Page6of8 SERV Wessex AGM Meetin Minutes BLQOD Th•QuNn'sAw• rVduntsry5Ervii* 'DuRSd' Profit and Loss SERV Wessex Forthe year ended 31 March 2023 JJ Turnover 574.07 Fund ￿l￿ngE￿￿tt Gift5andOonatlUn51ncumÈ.. Donation 2.740.&3 79549.TT Gift5andDonation51ncDme.' Ea5YFundraI￿Ths GiftsaffldDDnationslncorne' PayPal Intprp5tlncome 87.77 75.DD 115.29 Jacket5.b4dge4 cover5 Joininglees TOtsITumOYer 0.19 4S5.DD M647.W Gross Profft M647.91 AdmiThistrative Costs Audit&Accountswfee5 BankFees 1.142.10 72.DO DepreciationExpen5e 16,349.54 Duesandsubscript￿lls Fuèlitimbutsement 287.33 899.OD MiscellaneousExpense 387.28 1.02L.5Z Po5tageand Ddivery Profilllossondisposalolfixed assots Vehi**SERV Wessex**
**For the year ended 31 March 2023**|| |---|---| ||**2023**| |**Turnover**|| |Collection Tins|574.07| |Fund Raising Events|2,740.83| |Gifts and Donations Income: Donation|79,549.77| |Gifts and Donations Income: Easy Fundraising|87.77| |Gifts and Donations Income: PayPal|75.00| |Interest Income|215.29| |Jackets, badges, covers|950.19| |Joining fees|455.00| |**Total Turnover**|**84,647.92**| |**Gross Profit**|**84,647.92**| |**Administrative Costs**|| |Audit & Accountancy fees|1,142.10| |Bank Fees|72.00| |Depreciation Expense|16,349.54| |Dues and Subscriptions|287.33| |Fuel reimbursement|864.60| |Insurance|899.00| |Miscellaneous Expense|387.28| |Operational Expense|1,021.52| |Postage and Delivery|13.55| |Profit/loss on disposal of fixed assets|(5,456.60)| |Vehicle Expenses|17,127.44| |**Total Administrative Costs**|**32,707.76**| |**Operating Profit**|**51,940.16**| |**Profit on Ordinary Activities Before Taxation**|**51,940.16**| |**Profit after Taxation**|**51,940.16**| 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 2023, 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 May 2023