2022-09-30-accounts - Hatfield Foodbank

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Trustees’ Annual Report for the period

From 1[st] October 2021 to 30[th] September 2022

Charity name: Hatfield Foodbank

Charity registration number: 1174288

Objectives and Activities

	SORP reference
Summary of the purposes of the charity as set out in its governing document	Para 1.17	The relief of financial hardship amongst people in Hatfield and the surrounding area or in other parts of the United Kingdom in such ways as the Trustees from time to time think fit - in particular, but not exclusively by: a) providing emergency food, essential toiletries etc to individuals and families in need and/or for distribution by charities or other organisations working to prevent or relieve poverty; b) such other means, including (but not limited to) the provision of support or signposting to relevant information and other advisory services and to provide such services with a Christian ethos, supported by churches in Hatfield. Nothing in this constitution shall authorise an application of the property of the CIO for the purposes which are not charitable.
Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts.	Para 1.17 and 1.19	During this, our fifth year of operation, we have: - collected over 44 tonnes of food from supermarkets, schools, businesses and other individuals, and given out nearly 50 tonnes (both figures represent an increase on previous years) - continued with our amazing group of around 35 or so volunteers, - opened every week to serve those who were/are struggling in our local community (we achieved this even throughout Covid - provided 5230 people (previous year 4266 people) in Hatfield and the surrounding area (including 2290 children – previous year was 1895 children) [who were referred to us through ourpartner agencies]with emergency

		food parcels. These figures are again an increase on previous years. Relieving hunger amongst over 5200 of our ‘neighbours’ is an amazing thing to be able to achieve – thank you volunteers and referring agencies - one key addition to the help we’ve provided to our community this year is that – with the assistance of a significant grant from Trussell Trust – from Spring 2022 we now have a Citizens Advice worker present at all our foodbank sessions. He speaks to all clients who want his time…he’s a specialist in benefits, debt etc; the aim is to deal with clients’ issues at source wherever that’s possible and helpful to clients. We pay his salary (via the grant), and CA report quarterly on the growing number of clients helped.
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit	Para 1.18	Trustees have had regard to the guidance issued by the Charity Commission on public benefit

Additional information (optional) You may choose to include further statements where relevant about:

	SORP reference
Policy on grant making	Para 1.38	Hatfield Foodbank does not make grants
Policy on social investment including program related investment	Para 1.38	We do not make investments (one bank [current] account)
Contribution made by volunteers	Para 1.38	The foodbank continues to be run almost _entirely_by volunteers. (We had one part time employee for part of the year – at the end of the year we had a part time foodbank manager – much needed due to the growing demands). We are extremely grateful for all of our wonderful team of volunteers! Processing the donations given very generously especially at peak periods (Easter, Harvest Festival and, particularly, Christmas) is challenging, but done again successfully this year thanks to the tireless efforts of a number of our volunteers
Other

Achievements and Performance

	SORP reference
Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole.	Para 1.20	In terms of identifying the difference that the charity’s work has made to the circumstances of its beneficiaries, the comments above really say it all…..over 5200 people fed including nearly 2290 children with around 50 tonnes of food, toiletries etc. Some of the detail of our work includes: We continued our work with: • a warehouse which, at times, had a stock well below what we’ve seen in previous years. This is perhaps not surprising given the increased demands; we continue to give out more food than is donated. Fortunately we are able to get grants from a number of sources to enable us to buy in food to make up the shortfall. Some donations from some sources remain strong. • backed by excellent admin - our annual stocktake (all food etc is weighed in & out to ensure and demonstrate propriety) showed a very small margin of error demonstrating good warehouse management. • Tesco – with whom we have a particularly good relationship • the local Waitrose who have also been very generous, and • Asda across the road where the newer relationship continues to develop year on year, with donations increasing or stable across all three – thanks to customers of all three supermarkets • successful one off donation drives (including charity events at Tesco) as well as the regular weekly donations. • Christmas, Harvest Festival and Easter donations from all parts of the community (many local schools, churches & businesses (fuller list below) The queues at our doors each week are growing, and the difference we are making to many lives in the local community is noteworthy. We hear many stories of what a significant difference we’ve made to those who had nothing to eat and no way of buying in food.

Additional information (optional)

You may choose to include further statements where relevant about:


Achievements against objectives set	Para 1.41
Performance of fundraising activities against objectives set	Para 1.41
Investment performance against objectives	Para 1.41
Other

Financial Review

Review of the charity’s financial position at the end of the period	Para 1.21	Despite a growing need to buy in food & toiletries, thanks to some generous one-off donations during the year, and the consistent giving by others month by month & year by year, the charity is in a sound financial position. We need cash as well as donations of food/toiletries because we have to buy in items which are donated less frequently in order to make up balanced food parcels detailed by Trussell Trust. So we have, as ever, valued both cash and food donations this year; both have a great part to play in supporting those who are strugglingat any given time.
Statement explaining the policy for holding reserves stating why they are held	Para 1.22	Charity’s policy on reserves has been simply to carry sufficient to ensure the ability to buy what is needed to continue to function well, pay our one part time employee which again enables us to continue to function well, purchase food for clients, pay a modest rent etc. The balance in our current account at 30/9/2022 included £23,019.45 of restricted funds – designated for the Citizen’s Advice project employee as mentioned above. This was paid out right at the start of the next accounting year (on 4/10/2022) when the bill came in from Citizens Advice. We believe we can continue to serve our community for up to a year and longer whatever happens, and to cope with anyemergencies which arise
Amount of reserves held	Para 1.22	Our bank account had £43,723.98 of unrestricted funds at the end of the year. Cash on hand was £77.08.
Reasons for holding zero reserves	Para 1.22	n/a
Details of fund materially in deficit	Para 1.24	No deficits
Explanation of any uncertainties about the charity continuing as a going concern	Para 1.23	No uncertainty; charity appears to be on a sound financial footing thanks to generous donations, and our amazing unpaid volunteers. We plan to continue to work closely with the local Citizens Advice in the coming year in order to address at the root some of the challenges facing our clients. The associated cost, is expected to be covered by a grant from Trussell Trust with a small balance coming from our own resources or from third party grants where we can obtain these.

Additional information (optional) You may choose to include further statements where relevant about: Particularly generous donors have included: • Tesco, Waitrose, and Asda and their customers – including “top-up” payments Para 1.47

The charity’s principal sources of funds (including any fundraising)		received from the supermarkets via trussell Trust. This is a scheme whereby supermarkets donate the profits they make from people buying food to donate to the foodbank. • Local schools, churches & businesses such as Welwyn Hatfield Borough Council, St Mary’s Church, Paradigm Housing, The Co-op community fund, Sainsbury’s, Tesco Community Grants, Wellfield trust, Lightning Packaging Supplies, Pro Rail Services, Hatfield Rotary Club, Hatfield Ismaili Civic, North Mymms Church, Detector testers, Computacentre, Gascoyne Cecil Trust, Bunzl Retail, Group 5 Investments, Plumbase, John Lewis, Kelechi Okere, and many donations made via Stewardship (often via our website), Charities Aid Foundation, Charities trust etc. • We want to mention separately the grant from Trussell Trust (over £47k) for the project with Citizens Advice which is mentioned earlier in this Trustees Return. Many personal donors have made one-off contributions which has really helped us • A number of personal donors have started making (and continue to make) regular donations which is also_much_ appreciated, and makes a huge difference. We could not do our work without the generous giving or personal and corporate donors; thank you all again. In addition, we receive a number of one-off donations at key times in the year (in particular, Christmas)
Investment policy and objectives including any social investment policy adopted	Para 1.46	We don’t make investments.
A description of the principal risks facing the charity	Para 1.46	The only risks of any significance facing the charity are: 1. if demand continues to grow and we have insufficient donations of food and finance to enable us to have sufficient stock to give to clients (our stocks were, at one point, at an all time low). But although food given to clients has significantly outstripped donations this year, our many generous donors (see above) have ensured that we have sufficient to continue even if demand grows. We are so grateful to the generosity

of personal, business, and company donors. 2. if its use of Gracemead House in the town centre was somehow to come to an end. Gracemead is conveniently located for volunteers and clients alike, and at a very reasonable rent. That said, firstly there seems little prospect of this happening given that two of the trustees have significant influence over allowing the continued use of Gracemead. And secondly, trustees are convinced that another suitable location would be found in any event. Other

Structure, Governance and Management

Description of charity’s trusts:
Type of governing document (trust deed, royal charter)	Para 1.25	Constitution
How is the charity constituted? (e.g unincorporated association, CIO)	Para 1.25	CIO
Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees	Para 1.25	Elected by members

Additional information (optional) You may choose to include further statements where relevant about:

Policies and procedures adopted for the induction Para 1.51 and training of trustees The charity’s organisational structure and any wider Para 1.51 network with which the charity works Relationship with any related Para 1.51 parties Other

Reference and Administrative details

Charity name	Hatfield Foodbank
Other name the charity uses	none
Registered charity number	1174288
Charity’s principal address	Gracemead House, Gracemead House, Woods Avenue, Hatfield AL10 8HX

Names of the charity trustees who manage the charity

Trustee name	Office (if any)	Dates acted if not for whole year
Dominic James Long	Chair of Trustees	1/10/2021 - 31/5/2022
Heather Jane Dyce	Trustee	Wholeyear
PhilipDavid Mayes	Trustee	1/10/2021 - 25/9/2022
Obafemi Oludare	Trustee	Wholeyear
Michael Laurence Dyce	Treasurer	Whole year
Colin Geoffrey Hill	Chair of Trustees	Appointed as trustee 22/6/2022. Chair of trustees from 25/9/2022 to date

– Corporate trustees names of the directors at the date the report was approved

Director name None

Name of trustees holding title to property belonging to the charity

Trustee name	Dates acted if not for whole year
None

Funds held as custodian trustees on behalf of others

Description of the assets held in this capacity	none
Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects	none
Details of arrangements for safe custody and segregation of such assets from the charity’s own assets	none

Additional information (optional)

Names and addresses of advisers (Optional information)

Type of	Name	Address
adviser

Name of chief executive or names of senior staff members (Optional information)

Dominic Long – Foodbank Manager (part time)

Exemptions from disclosure

Reason for non-disclosure of key personnel details

n/a

Other optional information

We are a Trussell Trust foodbank – hence there being no entries under “advisers” above – Trussell provide excellent support and advice at the end of a phone (or email).

Declarations

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s) Full name(s) Position (eg Secretary, Chair, etc) Date	Colin Hill (signed electronically)	M L Dyce (signed electronically)
	Colin Geoffrey Hill	Michael Laurence Dyce
	Chair of trustees	Treasurer
	7/11/2022
	7/11/2022

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of Hatfield Foodbank On accounts for the year ended 30 September 2022 Charity no lif any) 1174288 Set out on pages I report to the trustees on my examination oflhe accounts ofthe above charity ("the Trusl-} for the year ended 3010912022. Responsibilities and As the charily trustees of the Trust. you are responsible for the preparation basis of report of the accounts in accordance with the reqLtirements of the Charities Act 2011 ("the Acr). 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. I have completed my examination. I confim that no material matters have 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 acxordance with section 130 of the Act or the accounts do not accord with the accounting records Independent examiner's statement I have no concerns and have come across no other matters in connection with the examination to which altenlion should be drawn in order to enable a proper understanding of the accounts to be reached. Signed: Date: Name: Keith Grover Relevant professlonal qualificationlsl or body (if any)". Fellow of the Institute of Chartered Accountants in England & Wales Address: 1 Hunt Close St. Albans Herts. AL4 9JH IER October 2018

Hatfield Foodbank Accounts ear to 30 2022 Income Grant5 7,126.64 8,810.52 47,302.95 620.81 Tesco top-uplTrussell Trust Trussell trust grant designated for Cit12ens Advice project Tesco collections StewaTd5hip/cAF don3tion/payPal giving FurTrd BusinesslCompany/Rotary Club donatiorb5 Personal donations 6,474.37 3.583.35 3,976.27 676.02 Gift Aid tax rebate Food 'sales' & personal d(Fnation5 Sundries 763.70 79,334.63 Out oin Employee costs & warehou5in8 Citizens Advice project Equipment & shelving Running costs-utilities & phone Runnirbg cost5- rent & repairs Running costs- stationery & postage Food Purchases lincl toiletries) Volunteer expenses lincl Louise) Insu¥ance Cleanin8 Inlormation Commissioners Offi Sundrie5 Honorary accounts examiner's expenses 5.654.20 24,283.50 863.33 2,655.41 6,312.23 378.33 3.221.69 144.45 143.59 35.00 46.34 26.73 43.764.80 Surplus Ideficitl for the year Plus opening cash & bank Iledgerl balance 35.569.83 30,800.68 66.370.51 Re resented Cash on hand Bank Iledgerl balance 77.08 66.293.43 66.370.51 £23,019.45 of the 301912022 bank b31ance IS Testricted fund5 de5ign4ted for Citizens, Athfite project This was paid out (for the Cit12en5 Advice project) on 411012022 thus'clearing, the restrirted funds. The rest of the 301912022 year end bank balance £43.273.981£66.293.43- £23.019.451 is unre5trscted funds Page I