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|---|---|---|---|---|---|---|---|
|**Trustees' Annual Report**|||||**for theperiod**|||
|**From**|Period start date|||**To**|Period end date|||
||01|October|2019||30|September|2020|
## Section A Reference and administration details
**Charity name**
Bedford Foodbank
**Other names charity is known by Registered charity number (if any)** 1179538
**Charity's principal address**
71 Murdock Road Manton Industrial Estate Bedford **Postcode MK41 7PL**
**Names of the charity trustees who manage the charity**
|1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or body) entitled**
**to appoint trustee (ifany)**|
|---|---|---|---|---|
||Christopher Hall
(deceased 2021)|Chair|||
||Carol Dwan||||
||Leanne Long||||
||William Fradin||||
||Simon Danes||||
||Graham Moore||||
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**Names of the trustees for the charity, if any, (for example, any custodian trustees)**
**Name Dates acted if not for whole year**
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## **Names and addresses of advisers (Optional information)**
**Type of adviser Name Address**
## **Name of chief executive or names of senior staff members (Optional information)**
Sarah Broughton, Project Manager
## **Section B Structure, governance and management**
## **Description of the charity’s trusts**
CIO Foundation Constitution Type of governing document
- (eg. trust deed, constitution)
Charitable Incorporated Organisation How the charity is constituted (eg. trust, association, company) Appointed by existing Trustee Trustee selection methods
- (eg. trust, association, company)
- (eg. appointed by, elected by)
## **Additional governance issues (Optional information)**
You **may choose** to include additional information, where relevant, about:
- policies and procedures adopted for the induction and training of trustees;
- the charity’s organisational structure and any wider network with which the charity works;
- relationship with any related parties;
We are an independent CIO, operating within the Trussell Trust network. We use their database and systems, and generally follow their policies and procedures, including induction.
We operate relationships with a very wide range of organisations and individuals across Bedford Borough and informally with adjacent districts and boroughs. We rely on a large number of statutory and voluntary bodies to identify people in need to whom support should be offered. We donate food only to clients coming to us with a referral from one of these bodies, or, exceptionally, we refer our clients to these bodies
- Major risks: this has included running a financial shortfall, but this is no longer considered a risk in the short term.
- trustees’ consideration of major risks and the system and procedures to manage them.
## **Section C Objectives and activities**
The relief of financial hardship amongst people in Bedford and the surrounding area, or in other parts of the United Kingdom in such way as the Trustees from time to time think fit, in particular but not exclusively by: **Summary of the objects of the** i. Providing emergency food, essential toiletries, and other **charity set out in its** household items to individuals and families in need and / or for **governing document** distribution by charities and other organisations working to prevent or relieve poverty.
ii. Such other means including (but not limited to) the provision of support or signposting to relevant information and other advisory
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services.
iii. And to provide such services with a Christian ethos, supported by established churches in the area of benefit.
iv. The benefit of our purpose to support people in need is to feed individuals and families who, for one reason or another, may have difficulties in feeding themselves and / or their families. Our service improves the ability of families to care for children and achieve goals of self- sufficiency.
**Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)**
In all the charity’s activities, the trustees have regard to the guidance issued by the Charity Commission on public benefit.
## **Additional details of objectives and activities (Optional information)**
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We do not offer grants to any individuals or groups, other than limited donations to our clients who are food-poor, who may have identified a lack of funds for gas or electricity services, where small grants are available from time to time.
We have no investments
You **may choose** to include further statements, where relevant, about:
- policy on grantmaking;
- policy programme related investment;
Our volunteers are an absolutely key part of our work, and we could not achieve any of the objectives without their contributions. Many however were in the at-risk age group and were asked to stand down at the start of the pandemic. Whilst occasional emailed newsletters are circulated, we are not yet in a place where we are able to consider how they might (should they wish) to return to volunteer with us.
- contribution made by volunteers.
## Section D Achievements and performance
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## Section D Achievements and performance
Bedford Foodbank is part of the Trussell Trust national network of **Summary of the main** Foodbanks and operates as its own independent charity status. Bedford **achievements of the charity** Foodbank is staffed mainly by 130 volunteers each week (although fewer **during the year** worked during lockdowns) and three part time paid staff. Bedford Foodbank operates out of a rented warehouse in Manton Lane in Bedford. The Foodbank works with 224 referral agencies to provide emergency food and support for local people in food poverty. This year, the first year of the pandemic, we faced new and very real challenges. Rapid decisions had to be made about a number of key policies. Thus, volunteers aged over 70 were immediately asked at the time of the first lockdown to stand down from volunteering. Our food distribution was able to continue during lockdowns, as specifically excepted in the Covid regulations. A ‘Covid protected environment’ had to be set up at the warehouse and at distribution centres (in others’ buildings). We regret that we are no longer able to offer to our clients a social supporting environment that we offered previously, but that was inevitable with the regulations. We hope to reinstate that at the earliest but currently undetermined time. Our client numbers rose significantly. In our case, although our client numbers rose, so did our donated food and funds (the latter by an extraordinary amount). Our donors, it should be noted, continued to donate even such necessities as toilet rolls during the shortages of late March 2020, such was their commitment to us and our clients. The figures below (£000) show that the normal pattern of higher donations in the autumn / winter (harvest and Christmas), was completely changed. Expenditure also changed as some income was restricted (primarily for food) and significant staff overtime was required. Income - - - - - - -> Expenditure - - - - - -> Oct-Mar Apr-Sep Oct-Mar Apr-Sep 2018-19 £65.7 £30.2 £29.4 £29.7 2019-20 £74.2 £124.4 £39.7 £45.6 (2018-19 was typical year) A number of grant awarding charities, who have awarded us with grants in the past, approached us see if additional help was required. In addition, the borough council was able to offer us grants and has made available further warehouse facilities to us, at no cost, during the height of the pandemic, which was much appreciated. Other donations were received from generous local and national companies, charities and individuals. In addition, our warehouse operations have had to change to ensure a Covid-safe working environment. This has meant a change to the hours worked and to the numbers of our volunteers. Serious consideration had to be given as to whether the warehouse did give us the space needed (for the Covid-safe environment), although we finally decided against a change. Further work is required to ensure we have enough warehousing space, which is an ongoing issue. We were extremely fortunate that the trustees had decided, in September
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Section D Achievements and performance
2019, that our manager needed to be on payroll as we would have certainly have struggled with only two on the payroll.
We remain convinced that our priority is emergency food provision, and are taking the view that there should be no change to this, and we are counting Pandemic environment as a single continuing emergency.
Last year our stocks of food and other incidentals showed that 121 tonnes had been donated to us during the year and 109 tonnes had been donated to our clients. The Trussell Trust use a figure of £1.75 as the value of 1kg of stock. This is a figure agreed nationally by the Trussell Trust in conjunction with the food industry (including companies such as Tesco).
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Section D Achievements and performance
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Section'E
Financial review
Bedford Foodbank holds unrestncted and restricted funds. Our overall
policy. for the time period of this report, was for unrestricted funds only to
increase reserves to a minimum threshold necessary to operate the
organisation (not more than 12 months, expendrtU} or where specific
projects were being planned for subsequent years.
Brief statement of the
charity's policy on res8rves
Detalls of any funds materlally
In deficit
None
Further financial review details (Optional Inforniation)
Whilst the charity had been expecting to have to fundraise during thè
year, there had been adequate income during the first part of the year,
and fundraising had been delayed until the second hatf of the year. But
as the pandemiG restrictions came into for, an immediate and
magnfficently generous response from our supporters meant that there
was no need for addttional fundraising.
You may choose to include
additional information, where
relevant about..
the charity's wtncipal
sources of funds (including
any fundraising),.
how expenditure has
supported the key objectives
of the charity;
investment policy and
objectives including any
ethical invesknent policy
adopled.
Key Objectives." In past years we have operated the charity as if income
were very limited, but the sudden surge in donations has meant that we
have been able to review how we are working systems to make us more
effective and efficient in a number of ways.
We do not hold any investrnents.
Section F
Other optional information
Section G
Declaration
Th8 trustees declare that they have approved the trustees, report al)ove.
Signed on behalf of the charity's trustees
Signature(s)
Full name(s}
Position (eg Secretary* Chair.
Graham Robert Moore
Imlliam Patrick Fradin
Trustee
Trustee
Date
2slosIzj
TAR
March 2021
May 2021
Streets Chartered Accountants Potton House Wyboston Lakes Great North Road Wyboston Bedford MK44 3BZ
Dear Sirs
This representation letter is provided in connection with your independent examination of the financial statements of the charity for the period ended 30 September 2020.
We confirm that the following representations are made to the best of our knowledge and belief, having made appropriate enquiries of other trustees, management and staff with relevant knowledge and experience and, where appropriate, inspection of supporting documentation sufficient to satisfy ourselves that we can properly make each of the following representations to you:-
- 1) We have fulfilled our responsibilities as trustees under the Charities Act 2011 for preparing financial statements, in accordance with the applicable financial reporting framework, the FRS 102 Charity SORP, and for making accurate representations to you as independent examiner.
We confirm that in our opinion the financial statements give a true and fair view and in particular that where any additional information must be disclosed in order to give a true and fair view that information has in fact been disclosed. We further confirm that the selection and application of the accounting policies used in the preparation of the financial statements are appropriate, and we approve the financial statements.
- 2) We confirm that all accounting records have been made available to you for the purpose of your independent examination, in accordance with your terms of engagement, and that all transactions undertaken by the charity have been properly reflected and recorded in the accounting records. We confirm all other records and related information, including minutes of all management and trustees’ meetings, have been made available to you. We confirm that we have given you unrestricted access to persons within the charity in order to obtain information and have provided any additional information that you have requested for the purposes of your independent examination. We further confirm the financial statements are free from material misstatements, including omissions.
- 3) We confirm that all known actual or possible litigation and claims whose effects should be considered when preparing the financial statements have been disclosed to you and accounted for and disclosed in accordance with the applicable financial reporting framework.
- 4) We confirm that the charity had no other liabilities or contingent liabilities other than those disclosed in the financial statements.
- 5) We confirm that there have been no events since the balance sheet date which require disclosing or which would materially affect the amounts in the financial statements, other than those already disclosed or included in the financial statements.
- 6) We confirm that the charity has had, at no time during the year, any arrangement, transaction or agreement to provide credit facilities (including advances and credits granted by the charity for trustees), nor to provide guarantees of any kind, including providing security for such matters, except as disclosed in the financial statements.
- 7) We confirm that we have disclosed to you the identity of the charity’s related parties and all related party relationships and transactions of which we are aware and they have been appropriately accounted for and disclosed in the financial statements in accordance with the applicable financial reporting framework. We confirm that we are not aware of any further related party matters that require disclosure.
We confirm that we are aware that a related party of the charity includes a person or organisation which either (directly or indirectly) controls, has a joint control of, or significantly influences the charity or vice versa and as a result will include: members (as a guide with more than 20% of the voting rights), trustees, other key management, close family and other business interests of these.
We confirm that we are aware that close family are those family members who may be expected to influence, or be influenced by, that person and include: that person’s children and spouse or domestic partner; children of that person’s spouse or domestic partner; and dependants of that person or that person’s spouse or domestic partner.
- 8) We confirm the charity has satisfactory title to all assets and there are no liens or encumbrances on the assets, except for those disclosed in the financial statements.
- 9) We confirm that the charity has not contracted for any capital expenditure other than as disclosed in the financial statements.
- 10) We confirm that we have no plans or intentions that may materially alter the carrying value and, where relevant, the fair value measurements or classification of assets and liabilities reflected in the financial statements.
- 11) We confirm that we are not aware of any possible or actual instances of non-compliance with those laws and regulations which provide a legal framework within which the charity conducts its business and which are central to the charity’s ability to conduct its business and the charity has complied with all aspects of contractual agreements that could have a material effect on the financial statements in the event of non-compliance, except as explained to you and disclosed in the financial statements.
- 12) We acknowledge our responsibility for the design, implementation and maintenance of internal controls to prevent and detect fraud. We confirm that we have disclosed to you the results of our own risk assessment of the risk of fraud within the charity.
- 13) We confirm that there have been no actual or suspected instances of fraud, or other irregularities, involving trustees, management or employees who have a significant role in internal control, or others where the fraud, or other irregularity, could have a material effect on the financial statements. We further confirm that we are not aware of any allegations of fraud, or suspected fraud, or other irregularities affecting the company's financial statements communicated to us by former trustees, employees, former employees, analysts, regulators or others.
- 14) We confirm that, in our opinion, the charity’s financial statements should be prepared on the going concern basis on the grounds that current and future sources of funding or support will be more than adequate for the charity’s needs. In reaching this conclusion, we have taken into account all relevant matters of which we are aware, including the availability of working capital and have considered a future period of at least one year from the date on which the financial statements will be approved.
- 15) We confirm that significant assumptions used by us in making accounting estimates, including those measured at fair value, are reasonable.
- 16) We have not received any reports in respect of fraud and error from the service organisation used by the charity.
- 17) We confirm that all grants, donations and other income, including those subject to special terms or conditions or received for restricted purposes or specifically designated for particular purposes by the Trustees, have been notified to you and correctly disclosed in the financial statements. We further confirm that there have been no breaches of terms or conditions during the period regarding the application of such income.
- 18) We confirm that we are not aware of any matters of material significant that should be reported to the Charity Commission.
- 19) We confirm the following specific representations made to you during the course of your independent examination, relating to _:_
- _We confirm that the figure for gift aid recoverable at 30 September 2020 is supported by gift aid declarations from the respective donors and has been calculated on the basis of donations made to the charity since its formation._
- _We confirm that pension contributions are expected to be paid on the full salary earned by staff and_
_that we will correct the underpayment of pensions noted in the preparation of these accounts._
Yours faithfully
Signed by:-
G R Moore Trustee ……………… 10/5/21 Date …………….
**----- Start of picture text -----**
BEDFORD FOODBANK 1179538
Receipts and payments accounts CC16a
For the period 01/10/2019 30/09/2020
To
from
Section A Receipts and payments
Unrestricted Restricted Endowment
Total funds Last year
funds funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
Grants 7,945 10,000 - 17,945 8,000
Regular donations 13,617 - - 13,617 4,092
Other donations 161,800 5,600 - 167,400 46,441
- - - - -
- - - - -
- - - - -
- - - - -
- - - - -
Sub total (Gross income for
183,362 15,600 - 198,962 58,533
AR)
A2 Asset and investment sales,
(see table).
Funds transferred from All Nations
- - 37,985
Church
- - - - -
Sub total - - - - 37,985
Total receipts 183,362 15,600 - 198,962 96,518
A3 Payments
Client energy vouchers 3,588 2,083 - 5,671 5,471
Wages and salaries 37,786 5,521 - 43,307 22,615
Travel, subsistence and other expenses
2,513 - - 2,513 4,444
Rent, rates and insurance 18,690 - 18,690 18,634
Premises costs 3,318 - - 3,318 3,635
Equipment, office and sundry expenses
4,664 5,455 - 10,119 3,769
Professional fees 1,554 - - 1,554 870
- - - - -
- - - - -
Sub total [ 72,113 ] 13,059 - 85,172 59,438
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total [ - ] - - - -
Total payments 72,113 13,059 - 85,172 59,438
Net of receipts/(payments) 111,249 2,541 - 113,790 37,080
A5 Transfers between funds - - - - -
A6 Cash funds last year end 37,080 - - 37,080 -
Cash funds this year end 148,329 2,541 - 150,870 37,080
**----- End of picture text -----**
CCXX R1 accounts (SS)
05/05/2021
1
## Section B Statement of assets and liabilities at the end of the period
|Categories
Signed by one or two trustees on
behalf of all the trustees
B5 Liabilities
B3 Investment assets
B2 Other monetary assets
B4 Assets retained for the
charity’s own use
B1 Cash funds|Details
Details
Total cash funds
(agree balances with receipts and payments
account(s))
Gift aid recoverable
Petty cash and Energy vouchers
Building Society Deposit Account
Bank Current Account
Details
Details
Details
PAYE liabilities
Pension liabilities
Signature|Unrestricted
funds
to nearest £
50,000
97,686
643
148,329
OK
Unrestricted
funds
to nearest £
7,612
-
-
-
-
Fund to which
asset belongs
Fund to which
asset belongs
Fund to which
liability relates|Restricted
funds
to nearest £
2,541
-
2,541
OK
Restricted
funds
to nearest £
-
-
-
-
-
-
Cost (optional)
-
-
-
-
-
Cost (optional)
-
-
-
-
-
-
-
-
-
Amount due
(optional)|Endowment
funds
to nearest £
-
-
-|
|---|---|---|---|---|
|||||-|
|||||OK|
|||||Endowment
funds
to nearest £
-
-
-
-
-
-
Current value
(optional)
-
-
-
-
-
Current value
(optional)
-
-
-
-
-
-
-
-
-
When due
(optional)
Date of
approval
10/5/21|
|||
107
1051|-
-
-
-
-||
|||Print Name
G R Moore|||
CCXX R2 accounts (SS)
05/05/2021
2