Trustees' Annual Report for the period
Period start date Period end date Day Month Year Day Month Year From 1 12 2020 To 30 12 2021
Section A Reference and administration details
Charity name Stand-by-Me Bereavement Support Service for Children
Other names charity is known by
Stand-by-me
Registered charity number (if any) 1161035
Charity's principal address Hitchin Youth Trust Ltd
Lambourne House 111 Walsworth Road Hitchin Postcode SG4 9SP
Names of the charity trustees who manage the charity
Name of person (or body) Dates acted if not for Trustee name Office (if any) entitled to appoint trustee whole year (if any) 1 Shirley Ann AVERY Sandra Rosamond 2 BLACKER lan Christopher Chair 3 COTTERILL Lesley Carol Morag Vice4 READ Chair/Safeguardin g Keith Stuart Secretary 5 WADSWORTH 6 John BOTLEY Treasurer 7 James LAWRENCE 8 Jane WALTON 9 Andrew Nellis 10 11 12 13 14
- 15 16 17 18 19 20
Names of the trustees for the charity, if any, (for example, any custodian trustees)
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Name Dates acted if not for whole year
Names and addresses of advisers (Optional information)
Type of adviser Name Address Independent Examiner Beverley Turner Heartwood Accountants Ltd Riverside House, 3 Place Farm Wheathampstead Herts AL4 8SB Name of chief executive or names of senior staff members (Optional information)
Section B Structure, governance and management
Description of the charity’s trusts
Charitable lncorporated Organisation (ClO) with a 'Foundation' Type of governing document model constitution which was registered on 24 March 2015 (eg. trust deed, constitution) Charitable Trust How the charity is constituted (eg. trust, association, company) New Trustees are appointed by the existing trustees to maintain Trustee selection methods and ensure an appropriate skillset. The Trust appointed a new (eg. appointed by, elected by) Treasurer and someone with marketing experience, thus refreshing the charity's governance. The Trust has now appointed a former school nurse with many years of a variety of community nursing experience to add to the Trustees’ clinical expertise and have a close oversight of the Contact-me programme in schools and families through the Uniting Families project. The Trustees have appointed a new person experience in digital transformation to monitor online safety and explore moving analogue data to digital in order to facilitate still more accurate and detailed analysis of the charity’s effectiveness.
Additional governance issues (Optional information)
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You may choose to include additional information, where relevant, about:
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policies and procedures adopted for the induction and training of trustees;
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the charity’s organisational structure and any wider network with which the charity works;
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relationship with any related parties;
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trustees’ consideration of major risks and the system and procedures to manage them.
Trustees have in place a range of relevant policies including Safeguarding, Code of Conduct and Conflicts of lnterest. The charity's Safeguarding Policy is reviewed annually and has had to be developed significantly to enable online support to take place during the Covid restrictions. The following policies are reviewed every three years:
Health & Safety Equality & Diversity Confidentiality
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Data Protection
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Lone Working
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Complaints
Trustees receive induction, safeguarding and prevent training, as do staff and volunteers.
DBS clearance is mandatory for all.
Trustees have a detailed Risk Register as part of its Business Plan 2018- 20. This is reviewed and updated on a regular basis. The particular and detailed policies written and approved in relation to the charity’s work during the Covid Pandemic were closely reviewed and adjusted as restrictions changed and demand for services increased. These related to the health and safety of administrative staff, volunteers and clients. Precise criteria were decided for online activities and once face to face sessions were allowed under Government guidelines. The changing regulations required quick but careful adjustments to practice and in some situations the charity’s normal operations were changed slightly to keep the service responsive – this particularly related to its ling with schools through the Uniting Families programme.
The Trustees erred on the side of extreme caution whilst doing its best to allow the Charity to continue to provide support to bereaved children and young people.
Section C Objectives and activities
Summary of the objects of the charity set out in its governing document
To provide and protect the health of bereaved children and young people aged 0-19 living in North Hertfordshire and Stevenage by helping to prevent the negative outcomes of grief affecting their health, education and future life prospects through the provision of information, advice, support and guidance to them, their families, carers and associated professionals involved in their day-to-day care.
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'Grief is in two parts. The first is loss. The second is the remaking of life' Anne Rolphe All trustees read the Charity Commission's guidance on public benefit when they were drafting Stand-by-Me's charitable objects as part of the successful application for charity registration as a ClO. Stand-byMe's charity classification is: the advancement of education the advancement of health or the saving of lives. Trustees have received explicit evidence from self-assessment questionnaires filled in by bereaved children and teenagers and oral feedback from parents and family members that the Summary of the main charity's website and newsletter, free telephone advice line, and activities undertaken for group programmes have all been beneficial and made a the public benefit in material difference to their lives following bereavement. These relation to these objects activities have (include within this 1. helped children and young people know what is section the statutory happening and what can help declaration that trustees 2. helped parents to understand and support their children have had regard to the 3. given professionals information to support bereaved guidance issued by the children and young people Charity Commission on 4. provided ways for bereaved families to meet and share public benefit) their experiences. The main benefits to children and families have been the provision of an open access, early intervention, free at the point of need, varied level of bereavement support reduction in the need for referral to specialist services and target agencies because of escalating levels of need support for families to understand their grief reactions and enhance family functioning
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reduction of the social isolation frequently highlighted by children and families by creating new contacts with others experiencing bereavement
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provision of opportunities for forging new friendships and learning from others
Additional details of objectives and activities (Optional information)
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You may choose to include further statements, where relevant, about:
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policy on grantmaking;
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policy programme related investment;
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contribution made by volunteers.
During the period covered by this report the charity has continued to enjoy support from two types of volunteers:
- (1) Volunteers, of which new ones have been trained and others upskilled by building on their experience of running group programmes for bereaved children and teenagers. These group programmes continue to be in much demand and remain at the core of what Stand-by-Me is seeking to provide as described above in its objects. Without the volunteers the delivery of the group programmes would be impossible.
However, adhering to Government guidance and legislation during periods of total ‘lockdown’ and restricted contact as a result of the Covid pandemic, meant that the ongoing recruitment and training of new volunteers had to be curtailed. Training experienced volunteers in managing online sessions, however, was thorough and detailed. There were new and different safeguarding issues involved and close consultation took place, of course, with parents. Equipment to allow online sessions where families did not have access to the necessary equipment was resolved by acquiring local funding specifically for Covid response.
The Charity took part in an innovative programme initiated by the local Rotary club focusing on young people’s mental health as they returned to school. A number of children and young people had experienced the deaths particularly of grandparents in our area during the pandemic and the charity tried to support schools dealing with this.
As restrictions changed the Charity was as nimble as possible in responding and in shifting resources from one method of delivery to another.
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(2) Fundraising volunteers, have continued to front various events when they have been possible in the area and actively participated in fund-raising events, organised by donors. These have been vital in providing funds to strengthen the charity's ability to make a direct approach to bereaved children, teenagers and their families. They have also considerably raised public awareness of what Stand-byMe has to offer bereaved families and of what resources are needed from donors in order to deliver the charity's services.
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(3) Trustees have also attended various functions to acknowledge the generosity of donors, raise awareness of the charity and educate people about the need for such a charity.
Volunteers continue to organise and manage the now annual 'Remember-me' day (see Section D below), though all such events were affected by Covid restrictions in this year. The Charity continues to enjoy free accommodation provided by Letchworth Heritage Foundation, Hitchin Youth Trust and a local school for particular events donations in kind. All volunteers received a specially commissioned Safeguarding leaflet to explain the responsibilities placed upon them in accordance with the charity's Safeguarding Policy; and certificates for training have been created.
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The Young Ambassadors programme has also initiated a number of fund-raising activities with young people who have benefited from the charity’s programme now raising its profile and taking a lead in promoting it and raising funds. This programme is a powerful continuation of the effectiveness and positive outcome of the clinical programme.
Section D Achievements and performance
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Section D Achievements and performance
The Stand-by-me group sessions for children and young people Summary of the main remain at the heart of the Charity's work and have now achievements of the supported over 450 bereaved children and young people. The charity during the year demand continues and a list of prospective participants is maintained with support offered as early as possible. All children and young people are professionally assessed to ensure they are ready for involvement in group sessions. These full assessments, carried out prior to the young people joining a group, have increasingly led to volunteers offering support to other members of the children's families.
This resulted in the Trust making a bid for a Big Lottery donation to fund a Family Bereavement Support Worker (FBSW): this was in line with the charity’s planning and designed to employ a person to draw a link between the children/young people, their families and their schools. This development has proved to be of enormous benefit to the Charity continuing its work as best it could during the worst times of the pandemic. The FBSW continued to work tirelessly to mitigate the gaps created by the curtailment of the normal group sessions. She made phone contact with families and schools to provide support. She supported schools which experienced significant issues when they reopened.
A detailed record is always kept of contact with clients and in the coming months, with the lifting of restrictions, groups will be re-established for face-to-face sessions.
The Contact-me programme for schools has now been adopted by all the secondary schools in the Charity's area and most of the primary schools, schools, with volunteers (the primary author of the scheme and a clinician) continuing to provide training sessions primarily in schools. This revision and retraining programme will continue as schools seek more and more support in their work with bereaved children.
The growth in the scale, and success, of both these aspects of the Charity's work required a review of staffing in line with a full review of the Charity's business plan, in terms of its future sustainability. The input of the Trustee with digital expertise will lead to a further review of the administration side of the charity’s work.
The Young Ambassadors programme has proved to be of great benefit to both the participants and to the Charity in terms of its profile and fundraising, with impressive presentations being made by the young people at various high-profile local events. A compilation of videos made by the young people themselves has been used for fund and awareness raising purposes and this approach will be used with new ambassadors in the following year.
Individual, corporate and local group donations have supplemented the initial three-year Children ln Need grant.
The Charity was pleased to receive continuation funding from Children in Need after the delay caused by the pandemic.
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Section D Achievements and performance
Funding is constantly under review and the continuation of the Uniting Families programme, pump-primed by the Big Lottery donation is dependant on securing other funding streams.
The ‘regular giving’ scheme the Trust designed has so far generated less than hoped but the marketing Trustee is actively seeking ways of promoting this.
The Trustees maintained very close monitoring and scrutiny of the Charity’s work during Covid restrictions and lockdown, holding routine Trustee meetings ‘virtually’ and other additional meetings for decision-making as and when required.
Section E Financial review
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Brief statement of the charity’s policy on reserves
It is the Trust’s policy to hold reserves to cover no less than three months expenses.
Details of any funds materially in deficit
Further financial review details (Optional information)
The Trust has no funds invested. lts income is entirely through charitable donations from individuals, local organisations, fundraising organisations outside the locality which have identified the Charity as one which they wish to support on a one-off basis and from national supporters i.e. Children in Need and The Big Lottery.
You may choose to include additional information, where relevant about:
- the charity’s principal sources of funds (including any fundraising);
All income is directed exclusively to providing support for how expenditure has children and young people who have been bereaved and supported the key without the funding the Charity could not continue. Whilst all the objectives of the charity; clinical and therapeutic support is delivered by volunteers, they cannot also provide the essential administration, paperwork, investment policy and etc. and this work is carried out, largely, by paid employees of objectives including any the Trust. As the Charity moderately expands its work, the ethical investment policy administrative support required commensurately increase. The adopted. Trustees keep that carefully monitored, ensuring that staff are properly remunerated, supported, trained and, when possible, upskilled.
Section F Other optional information
This has been a second very difficult year for the Charity effectively to sustain its work – ironically at a time when it was more needed than ever. Doubtless all charities have found fund-raising difficult and maintaining the charity’s work has required exceptional effort on the part of staff and volunteers. Certainly moves towards more usual ways of delivering support are welcomed.
Section G Declaration
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signature(s)
Full name(s) Keith S Wadsworth
Position (eg Secretary, Secretary Chair, etc)
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Date September 28 2022 TAR io March 2012
| FO | R TTIEYEAREN | DED31DE | CEMBER20 | 21 | 21 |
|---|---|---|---|---|---|
| 31Dcc202131 Dec2020 | |||||
| unrestricted | Restricted | Endowment | TotalfundsTotalfunds | ||
| funds | fund | fund | |||
| NotesgfCfl | |||||
| INCOMINGRESOURCES | |||||
| lncomingresourcesfrom | |||||
| generatedfunds Childreninneed BigLottery HertsCommunity Foundation |
- | 25,600 3l,678 5,000 |
- - |
25,600 31,678 5,000 |
31,219 32,318 3,'750 |
| StevenageCommunity Fund MrsSmith&Mount Trust |
430 t,OO: |
430 t'oo: |
|||
| TrueColours | - | - | 3,30; | ||
| HitchinYouth Trust Mental HealthCampaign JustGiving Grantsanddonations EnthuseDonations Investment andother income |
- 7,728 23,978 1,115 92 |
684 | - - - - |
684 1,728 23,978 I,ll5 92 |
2,799 3,998 20,638 893 |
| Total incomingresources | 26,913 | 68,392 | 95,305 | 98.9L5 | |
| RESOURCESEXPENDED | |||||
| Costsof generatingfunds | |||||
| Costsofgeneratiugvoluntary | |||||
| income Charity runningcosts |
2s36; | fi,71; | 87,07; | 70,881 | |
| Charitatrle activities | |||||
| Governance | |||||
| Directcharitable spending | 6,771 | 3,041 | 9,812 | 13,875 | |
| Totalresourcesexpended | 32,133 | 64,753 | 96,886 | 84.756 | |
| EXCESSOFINCOME OVER | |||||
| EXPENDITURE | (5,221) | 3,639 | (1,582) | 14.159 | |
| Gain/(Loss) onrevaluationof | |||||
| invcstments | |||||
| NETSURPLUSFORTHE | |||||
| YEAR | (5,221|3,639 | (1,582) | 14,159 | ||
| RECONCTLIATIONOF | |||||
| F'UNDS | |||||
| Transfersbetweenfunds Total funds broughtforward |
(2s0) 53,493 |
250 18,273 |
71,766 | fl.60; | |
| TOTALFUNDSCARRIED FORWARD |
_48!22 | 22,162 | J!]31 | 71,766 |
| 31 Dec202131 | Dec 2020 | ||||
|---|---|---|---|---|---|
| Unrestricted | Endowment | Totalfunds | Totalfunds | ||
| funds | Restricted | fund | |||
| fund | |||||
| ff | f | ||||
| FIXEDASSETS | |||||
| Investments | |||||
| CURRENTASSETS | |||||
| Debtors Cashatbankandinhand |
qs,oiz | 22,162 | J!t- | 11,766 | |
| 48,022 | 22,162 | 70,184 | 71,166 | ||
| CREDITORS | |||||
| Amountsfailingduewithinone | |||||
| year | |||||
| NET CURRENTASSETS | 48,022 | 22,762 |
7AJ84 | 11,766 | |
| TOTALASSETS LESS CURRENTLIABILITIES |
48,A22 | 22,162 |
70,184 | 11,766 | |
| NETASSETS | _4{n | zz,162 | '70,184 | J_1f59. | |
| FUNDS | |||||
| Unrestrictedfr,rnds | 48,022 | 53,493 | |||
| Restricted funds | 22,162_ | 18,273 | |||
| Endowment funds | |||||
| TOTALFUNDS | _zu!l | -L!59 |
| unrestricted | unrestricted | restricted | 2021 | 2020 | |
|---|---|---|---|---|---|
| ts | ffgf | f | f | f. | |
| Grants | |||||
| ChildrenIn Need | 2s.600 | 25"600 | 31.219 | ||
| BisLotteN | 3l,678 | 31.678 | 32,3t8 | ||
| HertsCommunitv Foundation | s.000 | 5.000 | 3,150 | ||
| Truecolours | 3,300 | ||||
| HitchinYouth Trust Mental Health caflrnaisn |
684 | 684 | )7qq | ||
| StevenageCommunity Trust | 430 | 430 | |||
| MrsSmith&Mount Trust | 5,000 | s.000 | |||
| Er-rthuseDonations | 1,1 | 15 | 1.1l5 | ||
| Donations | ?3,978 | 23,978 | 20.637 | ||
| JustGivins | t.728 | 1,728 | 3,998 | ||
| Other income | 92 | 92 | 893 | ||
| total | 26,913 | 68.392 | 95,305 | 98,915 |
| Pavments | unrestricted | restricted | 2021 | 2020 |
|---|---|---|---|---|
| fff.[" | ||||
| ProrectManasersSalaries | 5.150 | 46,751 | s1,901 | 43,433 |
| Admiriistrator&other salarycosts | 12.367 | 11.389 | 23.7s6 | t9,132 |
| Clinical/assessmentcosts | 353 | 1s0 | s03 | 1,363 |
| Recruitment | ||||
| Suoervision&Training | 2,100 | ))41 | 4,337 | 3,591 |
| Travelexoenses -volunteersiclients | 157 | 113 | 270 | 34 |
| Grouo- Resources/expensesincurred | 1.566 | 203 | t-769 | I,341 |
| FamilyEvent&OtherChildrens | ||||
| Grouo | 268- | 268 | 20 | |
| DBSClearance | I48 | 148 | 232 | |
| Yor"rthAmbassadorsProjectfunded | ||||
| FiCF | 1r<? | 3.253 | i63 | |
| BisLottervProiect - otherdirectcosts | 180 | 180 | 1218 | |
| Communications-Mobiles /Postage | t.r77 | 489 | 1,666 | I_1\2 |
| SchoolsProgrammecosts | 0 | 689 | 689 | 296 |
| Website supporl/lTcosts | 1,624 | 2.083 | 3,707 | r.694 |
| Access Insurance -Public&Liability | ||||
| Insurance | 685 | 685 | 651 | |
| Stetiorrery/of'ficecosts | 313 | 4t5 | 728 | t.487 |
| Fundraising&Malketingcosts | 1,483 | 1,483 | 2).6 | |
| Equipment | o,/lo | |||
| Accountancv | 720 | 720 | ||
| Other miscellaneouscosts | 768 | 54 | 822 | 1"381 |
| Total | 32,133 | 64,753 | 96,886 | B4,l57 |