2022-09-30-accounts - Older Citizens Advocacy York

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ANNUAL REPORT 2021-2022

Registered Charity No. 1173795

OCAY was founded in 2001 by a group of older people. They became involved in a pilot run by ‘Better Government for Older People’, intended to orchestrate better services and communities that worked for older people. We emerged to meet these needs, ensure inclusion, and get older people’s voices heard. We have continued to evolve over the years, with funding from the National Lottery Community Fund supported by smaller grants from City of York Council wards and grantmaking organisations alongside our own fundraising.

We have offered an independent, free and confidential advocacy service to those over the age of 50 in the City of York area for 21 years and continue to successfully advocate for those in need.

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FEEDBACK FROM OCAY CLIENTS 2021-22
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100%
90%
80%
70%
60%
50% 99%
95% 97% 89%
40%
30%
20%
10%
0%
Did working with us Did working with us Did working with us Were we easy to
improve your maintain your improve your contact?
wellbeing? independence? confidence?
Yes
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OCAY

supported 463 older people in York in 2021/22

OCAY supports clients with a really diverse range of issues. The current trend is helping more people with benefits, including information, form-filling and assessments. We’ve also helped with consumer complaints, family, housing and employment issues and we have helped people find out what is going on in their communities. We’ve seen an increase of people looking for support around Blue Badge applications in the past year from 4 in 2020/21 to 50 this year. We’ve spent 1271 hours directly advocating for clients this past 12 months. That’s an average of 4.7 hours of support for each client, which is an increase in 273 hours but a decrease in time spent with each client by -1.5 hours. This is due to initial meetings being carried out over the trelephone and ofter advocates have been able to help over the telephone rather than face to face during the pandemic, ensuring the safety of everyone.

Clients come to OCAY in a variety of ways - many are referred to us by organisations across the city, some contact us directly by phone or by email, some enquire via our website, others have heard about us through a friend or have previous experience working with us. Following the Coronavirus we are looking to starting to post leaflets through doors again and advertise in local magazines and papers to ensure that everybody is aware of our service and know they can contact us, whatever the issue.

"How did you hear about OCA, Soci* Medi•/ne Lealet door FrdIrnty Prew"ththftAt+th wilh us SEryJ05ted ty NHS/PdKe Sjnposted tyaty ofycrt QrlI 5% 15% 25% 30% Breakdown of Benefits Issues Other (Benefits) E (Benefiisl Benefits Check (Benef DLA (Berbefitsl Carers AlbwarKe (Berhditsl Pensi7 Related (Benefits) Housing Benefls (Benefrts) AttendceAl10wce (Benef UC (Benefits) 5% io% 15% 20% 25%

Where our clients come from

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CLIENT GENDER CLIENT AGE
1%
50-59 19%
20%
60-69
40%
60% 70-79
80-89 27%
90-99 33%
Male
Female
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[currently has 25 volunteer advocates and 9 ] OCAY

Friends of OCAY…

Case Studies

Our service could not operate without our volunteers. We are very proud of the work that they do. They help a wide range of older people, supporting them with many different issues such as…

A client wanted help to complete a Blue Badge application as it was their first. They had severe back pain and had to take medication for this. They wanted a Blue Badge so that they could get parking when they visited the local hospital. The advocate spoke to the client on the phone and made an online application on their behalf. The

application was successful, and they were awarded a Blue Badge. The client was very happy with the service and would use us again. They would recommend us to other people.

A client approached us for help with an Attendance Allowance application. The client had applied a few years ago and been turned down but since then their health had deteriorated. The client had various medical conditions. A volunteer

advocate came forward to help with the application. They did research into the application process. The advocate filled in the application under instruction from the client and their son. The application was successful, and the client was awarded the higher rate of Attendance Allowance which is £92.40 per week. The client was very pleased with the outcome.

A client approached us who could not use their cooker as it was not working, so had to use a microwave instead which was not very practical. The client was on a low income and benefits and

could not afford a new cooker. A volunteer advocate came forward to help the client. The volunteer looked on the Turn 2 Us website for details of charitable trusts who could provide grants for individuals. The volunteer found a suitable trust and applied for a grant for a new cooker. The application was successful, and a grant was provided towards a new cooker. The client was very pleased, and a new cooker will help to improve their quality of life.

A client wanted help with a PIP review form. They had complex, long term mental and physical health

issues. They came to OCAY for help to fill in the form. A volunteer advocate came forward to help them. The volunteer encouraged them to collect relevant medical evidence including a supporting letter from their doctor. The volunteer supported the client to compile a draft copy of the review

form. They helped the client to decide what information was relevant and would support the claim. The PIP form was submitted. The claim was

successful without the need for an assessment.

The client’s award was increased, and they received the standard mobility component of PIP as well as the enhanced rate for daily living. The award was extended until 2025.

Trustees, October 2021– September 2022:

Bankers: HSBC & CAF

Matthew Knight (Chair –from 10[th] May 2022) Gillian Caldicott (Vice Chair from 10[th] May 2022)

Examiner of Accounts: Caroline Cook

Patron: Professor Dianne Willcocks

Tracey Dennison (Trustee from 10[th] November 2021)

Honorary Vice President: Douglas M. Craig, OBE

Sylvia Doughty (Secretary)

James Grainger (Honorary Treasurer - Associate Trustee)

Sharon Beattie Chelsea Martin

Address: The Priory Street Centre, 15 Priory Street, York, YO1 6ET

Telephone: 01904 676200

Email: info@ocay.org.uk www.oldercitizensadvocacyyork.org.uk

Louise Reid (stepped down May 2022)

Rachel Totten (stepped down August 2022)

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OCAY
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currently has 2 staff members, and 8 trustees

Dan Brittan, Lead Advocate : Dan manages his own caseload and carries out initial meetings with all clients. He also gives support and supervision to volunteer advocates. He uses his advocacy expertise to support development work and has just started to do outreach, such as St. Sampsons.

Abi Willis, Charity Administrator : Abi is the first line of contact for clients, volunteers and external organisations. She provides the day to day administrative, financial and business support for OCAY. She also undertakes outreach work in the community.

Abi and Dan are currently working together to run OCAY with the support of the trustees.

’ – Chair s Report Matthew Knight

It’s been a year of considerable change for OCAY, but we have remained resilient thanks to the tremendous commitment of both our staff and our volunteer advocates. Having emerged from the pressures and frustrations of Covid we now face a winter of mounting case numbers (particularly benefits cases) as people struggle to cope with the cost of living and other pressures. The challenges are great, but so is our resolve, and we are determined to find ways of helping more York residents in the year ahead. In particular my thanks go to the advocates who have taken on additional cases in recent months and/or have committed to doing so during the winter. We are always looking of course for new advocates, so please do point any possible new recruits towards our Lead Advocate Dan Brittan.

In the last 12 months we have said farewell to our former Charity Manager Ruth Potter and my predecessor as Chair Rachel Totton. OCAY owes a considerable debt of gratitude to both Ruth and Rachel for steering OCAY through an important phase of its development, a phase which secured our Lottery funding, won a National Governance Award and saw us gain accreditation as an Investor in Volunteers.

We also lost Louise Reid as a Trustee during the year, and will miss her insights, support and ideas. We hope, when the time is right, that Louise may consider rejoining us. We welcomed Tracy Dennison to the Board as a new Trustee and Tracy brings very considerable HR and organisational experience and skills to OCAY. We will be seeking to recruit new Trustees over the next few months to strengthen the Board further.

The theme of our AGM this year is “working in partnership” and I want to acknowledge the excellent support and co-operation we continue to receive from colleague organisations in the City. As a small niche charity OCAY relies on others heavily both for client referrals and generally for raising awareness of what we can offer publicity and joint working.

What OCAY did in 2021-22

Why we did it

Continuing Covid -19 Impact on OCAY

OCAY had moved from a face to face to a telephone delivery model during the pandemic and we have kept this in place in the main where it is possible.

Staff work back in the offices at priory Street unless have a positive covid test.

To safeguard clients, staff and volunteers; to ensure that we continued to deliver our service to older people in York; to ensure volunteers were happy to use the phone; to update our clients and give reassurance that we were still able to help.

Staff were provided with relevant resources and equipment.
Volunteer advocates only doing home visits, if necessary, with more appointments over the telephone and in OCAY meeting room.

Volunteer Support, Recruitment and Training

Developed our volunteer support:

Following feedback from volunteers, we delivered our regular volunteer peer support meetings using video conferencing. We are holding our first face to face group this month.
We also held an information session in October where we had a speaker from IDAS to provide information about their services.
Looking to volunteer social sessions to start to become face to face as well as some sessions online.
Volunteers can share their experience of working with different types of cases with each other and have the opportunity for learning and developing their role. The experience and skills of volunteers are valued and continue to develop.
To increase volunteers’ knowledge of services available to clients; to have information about what was happening during lockdown to other organisations.
This helped with volunteer well-being; maintained social interaction between staff and volunteers; ensured that volunteers felt part of OCAY.
Volunteer newsletters to be produced fortnightly as before the coronavirus pandemic.
This made it easier for potential volunteers to find out about our volunteering roles during the lockdown.

Developed our volunteers’ recruitment and training:

We are looking to start advertising volunteer vacancies using print and social media and have an advert in the Local Link this December.
We have started interviewing and recruiting volunteers face to face but can also use
Local people could continue to apply to volunteer and be interviewed without meeting face to face in the lockdown.
All new volunteers gain the skills and understanding that they need in the role. The training could be delivered in a timely and very flexible way to meet the needs of new volunteers.

online conferencing when requested or is suitable. Database training is still being carried out online as it gives the volunteer a better idea of the tools they have at their disposal. Face to face training is becoming an option again, however.

As a result, we can support more older people. The feedback from our annual volunteer survey shows that volunteers feel well supported and more confident in their role.
We rewrote out Induction training so that it could be delivered using video conferencing which is still being used.

Quality Standards, Monitoring and Evaluation

Demonstrating our impact:

We carried out a longer-term Impact survey in June/July 2022 to understand the longterm impact of working with OCAY.
Embedded pre and post case questionnaire: The questions cover feelings of control, being taken seriously, having your voice heard and the impact the advocacy issue is/was having on your well-being.
The responses were mainly favourable, participants appreciated the service and were extremely grateful for the support OCAY had provided. This is demonstrated by 100% of If you had a problem in the future would you go back to OCAY for help? Yes No 10 those answering the question (and 70% of the total sample who participated) saying that they would come back to OCAY for help in the future if they had a problem.
We want to increase our knowledge and understanding of the longer-term impact of our work on clients, to help us to improve our service delivery and find out what other factors could be impacting on older people’s feelings of wellbeing.
Undertaking the pre and post case questionnaires, has enabled us to measure the distance travelled by clients working with us and make comparisons year on year. This also means that our improvement is led by feedback from our clients.
We want to understand how accessible our service is to people from different diversity strands. By comparing our data with that of the city, we can understand where we need to target our outreach work to ensure accessibility.
We wanted to demonstrate how we have developed ways of measuring our impact, both so that people using our advocacy service have external reassurance of the quality of the service, and to receive external recognition of the work Trustees have undertaken in this area.

What OCAY did in 2021-22

Why we did it

Outreach

Reviewed our outreach strategy following the lifting of lockdown restrictions:

We started face to face drop ins again following the ease of lockdowns, using
We updated our outreach flyer as we had started 2 new outreach venues in Fulford and Dringhouses & Woodthorpe wards.
We started working in partnership with Age UK and York Energy Advice to be able to cover more areas of York via the outreach programme.
Continuing with the partnership newsletter in response to feedback from a consultation with partner organisations.
Continuing to keep clients, staff and volunteers safe. To continue to reach new clients and to let previous clients know that were open and to provide information about where and how other services could be accessed.
To inform partners about our developments; to let partners know about our performance; to give information about our referral process.
We wanted to ensure that our website was up to date and accessible with clear, good quality information so that clients and potential volunteers could access the information they needed.
Continuing to update the website with planned outreach and fundraising pages to come Jan 2023.

Leadership and Strategy

Agreed new Strategic Plan 2020 -26:

The Strategic Plan was reviewed and updated, with supporting action plans to form the basis of reporting to trustees at each board meeting.

Strategic Plan - To ensure that all the work undertaken by OCAY sits within our core mission. Action Plans - so Trustees can be assured that the Charity Manager and the staff team are delivering against the plan. The Plan is also available to funders to give assurance of our organisational focus.

Reviewed Trustee Roles

Trustees took on special responsibility for areas of business.
Role descriptions were reviewed.
Recruitment and induction for new chair planned.

Maintained calendar of meeting using video conferencing, looking to introduce face to face meetings when able to.

To ensure that role descriptions were fit for purpose; to enable the recruitment of a new chair; to sustain good governance of the organisation; to utilise the skills and experience of all trustees.

To ensure appropriate oversight and good governance of the charity.

What OCAY did in 2021-22

Why we did it

Partnerships and Networking

Maintained our work in partnerships and networks:

Advice York Partnership.
CVS Volunteer Forums.
Ageing Well Partnership Board
York Older Peoples Assembly.
Armed Forces Covenant Steering Group.
Human Rights Steering Group.

Sharing our thinking and development with partner organisations helps the voluntary sector to be sustainable and gives access to continuing new ideas and learning. The range of information gained from working in partnerships and networks also helps us to support our clients effectively and respond to the issues they have asked for help with.

Outreach partnership with Age UK and York Energy advice.

Fund Raising Strategy

The Fund-Raising Strategy reviewed by Trustees to try to diversify funding streams.
Our community fund raising to develop the ideas to increase community fund raising opportunities and donations of gifts in kind, such as supermarket token schemes and fixed site collection boxes. We are currently crowdfunding with Aviva Community Fund.
Corporate Fund-Raising Plan was agreed and Corporate Fund-raising packages to be relaunched January 2023.
Applications made to 44 Trusts and Foundations for funding for 2021/22.
Digital Fundraising - A new area for potential development is digital fund raising. However, we may need to access training or expertise to do this. Hybrid events will be all useful in a post covid environment using social media to increase outreach.

Fundraising remains a constant and increasingly challenging focus for sustainability, with a need for new and imaginative ideas and to seek to diversify funding streams. Applications were made on a weekly basis to sustain the charity in an everchanging funding environment with a number of applications being successful.

Trustees agreed sponsorship packages to diversify our funding streams. The strategy is to enable potential sponsors to easily commit something tangible and specific. Promote the sponsorship packages to the local business community and grow a corporate database to increase the direct audience we must communicate with. We have created a tier of packages (silver, gold & platinum) that clearly details what an organisation would get for a specific amount donated. The idea is that businesses who might be interested could simply choose the package that best suits their budget and own goals.

The Charity Governance Awards 2020 TM WINNER ARMED FORCES COVENANT EMPLOYER RECOGNITION SCHEME BRONZE AWARD . COMMUNITY FUND

Older Citizens Advocacy York (OCAY) Receipts and Payments Accounts for the 18 month period ended 30 September 2022 Registered Charity No. 1173795

Older Citizens Advocacy York (OCAY) Indepèndent Examine3 Report to th• Tru8tees of Older Citizens Advocacy York I report to the trustees on my examinat of the accwnts of Older Cilizens Advocacy York {the Charity) for the period ended 30 September 2022. R•8pon8lbllitle• and ba8ls of r•port As the Trustees of the Charity. Y are re¥nSIb for the preparation of the aCCnts in accordanrA8 with the requiremenks of the Charities Act 2011 {'the Arf). I report in respect of my exarination of the charit$ accounts ¢aryied t under section 145 of the 2011 Act and in carrying out my examination I have fdfowed all Ihe applicable Dect)n8 g¥¥en by the Chaty Commiswon under section 145(5llbl of ihe Act. Independ•nt ExamIn0¥ Stat¢ment I have conwleted my examination. I confirm that no material matter5 have cThie to my attention in cOnneCtk wfth the examination giving rre cause to believe that in any material respect a¢ccwntiThJ rècords were not kept in reSpt of the Charity as required by Sect 130 of the Act., or 2. the accounts do not accord with Ihose records. I have no concems aThJ have cm across no other matters in connection vthh thè examinalw)n lo which attention should be drawn in this rewt in order lo enable a kyoper Ltnderstanding of the accounts to be reached. U80 of th18 roport This report is made solely to the Charity's Tnistees, as a bw, in acoxdance with tion 145 ofthe Charitl&s Act 2011. My independent examination work has been undertaken so that I might stale io the Charrty's Twstees those matters l am required to stale to them in an Independent Examinerfs Report and for no other purpose. To the fullest extent pemitted by law, I do M)t accept or assume reswnsibility to anyone olher than the Charity and the Charity's Trustees a$ a body. for my independent exarinkM Wofk. forth r&px)rt. or for the opinions I have fmed. Catolihe Cook Caroline Cook Indèpendent Examlner 2510512023

Older Citizens Advocacy York (OCAY) Summary of Recelpts and Payments for th• 18 month period end•d 30 Sèptember 2022 1 Aprll lund• 2021 to 30 £ September 2022 Total funds 1 Aprll 2020 to 31 March 2021 Total Rocelpts Grant fvnding Fundraising Donatrons {inc Gift Atd} Other income Bank interest 2,498 758 101.698 104,196 758 111.132 123 250 4.208 12,224 149 78 Total recel 78 13 7,338 101,948 109,286 123,641 Paym•nts Staff costs Staff training Staff recruitment and expenses Volunteer training Volunteer expense$ FurKlraising expenses Property costs Insurance Tdecommunications and IT Asset purchases Office supplies General publicty and advertising Outreach publity and events Investors in Volunteers accredilati)n AGM expenses Subscriptions Bank char Total 7,232 92.104 179 99.338 179 63.582 161 1.507 850 1.668 850 270 354 354 389 499 (1541 8.791 920 7.074 1,224 850 1.488 75 13,071 981 13.071 9.211 9,211 1.992 1.572 942 1.572 2.249 2.249 257 257 42 42 155 155 mènts 69 7.232 123,217 133,358 84,742 Cash funds blfwd at 1 Aprfl 2021 Not rn¢¢lptsl{paym•nts) In th• p?rk Funds trnnsfeT8 42.826 24.120 38,191 105.137 66,238 4,429 (7.232) {21,269} {24,072) 38,899 11.112) 1.112 Cash funds cllwd at 30 Sept•mbw 2022 46.143 18.OOJ 16,922 81.065 105,137

Older Cltizens Advocacy York (OCAY) Slatement of Assets and Liabililies at 30 September 2022 Total 30 Septemb 2022 Total 31 Mar¢h 2021 Cash fund8 Deposit &counts Current &count Petty cash T¢)tsl •h funds at pgrlod 27,950 53,004 111 27,900 77.161 76 81.065 105.137 Reprosented by funds ¢arrknd forward nre tri General funds Designated fund$ edfu Big Lottery- Reaching Communitres Financial In¢fush)n- Benefits programme Charles Hayward FOUndat- 8enefts programme Aviva - Oementra and Benefits Two Rhjings Community Foundati¢))- Belfry fijnd Two Ridings Corrmunity FoundaliM- Beneffts pro9ramme The Chades and Elsie Sykes Trust- Core funding Independent Age- Core fvrKling Schn)der Charity Trust- Core funding Tesco- Bags for Help Age UK Outrè¥h NHS APP Corrffton Good Trust Total funds at p•riod end 46,143 18,iJ)O 42,829 24.120 14,750 11.750} (2641 2.089 750 1,646 3,780 5.000 7,583 4.000 4,673 1,092 738 750 105 137 Oth•r Monetary A88ets The Charity does not have any other Monetsry Assets. Investment Assets The Charty does not have any InvestmentAssets other than hhlY Imiuid cash balances held in deposit accounts. The accounts were approved and authoriJ for ue by t1 Trustees on .... ....... Wby.. 16 W>....2023 and syned on their Matthew Knh¢ Syfvia tk)ughty Truslee

Older Citlzens Advocacy York (OCAY) Noles to the Recèipts and Payments Accounts for th8 18 month perlod ended 30 Septsmbor 2022 These accounts have been prepared under the historical cost convention, on a receipts and payments basis. in 8CMrdae with S)n 133 of the Charities Act 2011 and following the guidance for accounting lor smaller charities issued by th8 Charity C(ffinMssKJn. Grant fundlng 18 month 12month p•rlod ending porlod •ndlng 30 Soptember 2022 31 March 2021 Donald Forroster Twst Training course burwy Grants less than £3 000 5,000 3,200 5.724 13,924 2,498 2,498 R•8trfct•d fund8 Big Lottery- Reaching CorrnI Joseph Rowntreae Foundatvjn Charles Hawrd Foundation- Benefits prr4ramme The Ch¥les & Elsie Sykes Trust- Core furlg Independent Age- C(xe fuThling S¢hrodèr Charity Trust- Core fundirKJ Two Ridings Communty Foundalion- Beneffts Kryram Financial IncluSn- Benefits pwramme Grants less than £3.000 82,815 5.000 55,233 5,500 13,405 4,000 4,500 3,750 5.820 97.208 8,068 5,815 101.698 Blg Lottery- Reaehlng Cofflmunlllos Reaching Communities have provided grant funding to contr4)ute to the delivery of the advocacy service5 delNered by OCAY along with the genwal man4ement and running of the charity. Fundralslng Ouring the year, unfortunatety due to CovKJ-19, tre charity was not able to partake in the fvndraising events that it would usually hold. It rs hoped that in the coming year and beyond. these fundraising activities can re¢omrynce. Donatlons Donations {including Gift AKI) lotalling £4,208 (2021 £12,224) were reiVed during the year. The Trustees, Slaff and Volunteer Advocates would l*e to express their thkS to everyone who dcated lo the charty.

Older Citlzens Advocacy York (OCAY) Note8 to the Receipts and Payments Accounts for the 18 month perlod ended 30 Septsmber 2022 (continued) Desnated fund• At the year end, the folknwng two degnated tsnd5 were hekl by ts Charty." 18 month 12 month perlod endlng perlod endlng 30 Septemb•r 2022 31 March 2021 Contingency fund Lord Ma or ol York- fvndin naled funds 18,1))O 15,000 9,120 24.120 for 2021r22 Total des 18.OLN) Contlng8ncy lund The Trustees have agreed lo hold £18.OCKI (2021 - £15,000) in designaled fvnds against contingencies such as staff r&lundancies. earfy office lease terminat or any other unforeseen emergencies. Lord Mayor of York fund In the 18 mnth perw)d to 30 Seplember 2022, £7.232 of the £9,120 designated fvnd was sp&nt. The remaining £1.888 has been released bk into general unrestrthd funds by the Tnjstees. Change of accountlng year end It was decided by the Trustees to charvje the attounling year end date of OCAY from 31 March 2022 to 30 September 2022, thereby extending the arUntIng period to 18 mcfflths. The reason for making this change was to aign the year end of OCAY th the year end of the Big Lottery grant. the18rgesl funder of OCAY, lo al financial rewrting requwements. The comparative period reported within these finarwl stalements is a 12 nnth period ending 31 March 2021.

OAY to sign

Final Audit Report

2023-05-25

Created: 2023-05-25 By: Caroline Cook (caroline.cook@azets.co.uk) Status: Signed Transaction ID: CBJCHBCAABAAKRSDwEqovXeR_MobGrMdweHwqhP-TtGT

"OAY to sign" History

Document created by Caroline (caroline.cook@azets.co.uk)

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Agreement completed.

2023-05-25 - 05:56:37 GMT

Older Citizens Advocacy York (OCAY) Receipts and Payments Accounts for the 18 month period ended 30 September 2022 Registered Charity No. 1173795

OAY to sign

Final Audit Report

2023-05-25

Created: 2023-05-25 By: Caroline Cook (caroline.cook@azets.co.uk) Status: Signed Transaction ID: CBJCHBCAABAAKRSDwEqovXeR_MobGrMdweHwqhP-TtGT

"OAY to sign" History

Document created by Caroline (caroline.cook@azets.co.uk)

2023-05-25 - 05:55:25 GMT- IP address: 163.116.177.47

Document emailed to Caroline (caroline.cook@azets.co.uk) for signature 2023-05-25 - 05:56:13 GMT

Signer Caroline (caroline.cook@azets.co.uk) entered name at signing as Caroline Cook 2023-05-25 - 05:56:35 GMT- IP address: 163.116.177.47

Document e-signed by Caroline Cook (caroline.cook@azets.co.uk)

Signature Date: 2023-05-25 - 05:56:37 GMT - Time Source: server- IP address: 163.116.177.47

Agreement completed.

2023-05-25 - 05:56:37 GMT