## **Trustees’ Annual Report for the period**
**From 01 July 2020 Period start date To 30 June 2021 Period end date**
## **Charity name: Tyneside Welcomes**
**Charity registration number: 1183738**
## **Objectives and Activities**
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SORP
referenc
e
Summary of the Para 1.17 Tyneside Welcomes exists for the public benefit
purposes of the charity of refugees and their host communities in
as set out in its Northeast England:-
governing document (1) To relieve poverty and to preserve and
protect the physical and mental health of those
granted refugee status and their dependants
particularly by practical support, advice and
assistance with the provision of housing;
(2) To advance the education and training of
those granted refugee status and their
dependents in need thereof so as to advance
them in life and assist them to adapt within a
new community; and
In furtherance of the above 2 purposes the
organisation Tyneside Welcomes sponsors the
integration of refugees and local communities
through practical action and supportive
partnerships with statutory and other
agencies.
Summary of the main Para 1.17 The main activities have been fundraising;
and 1.19
activities in relation to working with Home Group to identify a suitable
those purposes for the property and tenancy agreement (i.e.
public benefit, in transitions tenancy); developing our policies
particular, the and structures of governance (convening a
activities, projects or Finance and Governance Group and reviewing
services identified in meeting structures); successfully re-submitting
the accounts. our application to Home Office and putting
together the detail of a pre and post arrival
action plan to re-settle the family allocated to
us. In planning for arrival of the family (arrival
date 1 July) all volunteers with any
involvement in supporting the family have
undertaken Reset and other communications
training. Areas of planning include: financial
planning; training and planning related to
benefits and budgeting; planning to meet
health needs, liaison with North Tyneside
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Council (Admissions) to register the children in
school, safeguarding training and support;
informal ESOL support plans and identifying
appropriate college provision for September;
work with Northeast Wellbeing Service and
other organisations to identify play activities
for the summer period.
Many of our members have themselves
volunteered with other organisations such as
Walking With, Tyne and Wear Citizens, and
Citizens Advice to gain insight and skills that
will be needed to support a resettled family.
This has all enabled us to focus on embedding
Tyneside Welcomes in the N East charitable
and citizenship landscape
Statement confirming Para 1.18 The trustees have had regard to the guidance
whether the trustees issued by the Charity Commission on public
have had regard to the benefit. New Trustees have been sent
guidance issued by the government guidance on becoming a trustee
Charity Commission on and had induction by zoom on Tyneside
public benefit Welcomes constitution and charitable
objectives.
https://assets.publishing.service.gov.uk/govern
ment
/
uploads/system/uploads/attachment_data/file/9
31951
/
Trustee_welcome_pack_final_version__002_.pdf
We have increased the number of Trustees by
2 since the last AGM and aim to recruit at least
one Trustee with experience of being a refugee
in the next 6 months.
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## **Additional information (optional)**
You may choose to include further statements where relevant about:
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SORP
referenc
e
Policy on grant making Para To date Tyneside Welcomes has not been in
1.38 receipt of any grant funding. We have set
an objective to apply for a small grant
within the next 6 months to cover
operational running costs.
Policy on social Para n/a
investment including 1.38
program related
investment
All Tyneside Welcomes activity is volunteer-
Contribution made by Para led. No member or Trustee has received
volunteers 1.38 payment. Volunteers have given skills and
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resources to which they have access – their
houses and gardens, culinary and musical
skills, financial administrative and other
professional skills, friendship groups, time
and effort. This has put us in the position
that we have the combined skills, expertise
and resources we need to imminently
welcome and resettle a family. The
administrative and management function
has been developed by identifying a
volunteer to take on a project management
role and we have established a small
welcome team consisting of 4 people to
provide the immediate intensive support
the family will require from 1 July.
Arrangements are in place to support the
family during the quarantine period and
provide access to required covid testing.
It is the Chair’s honour to thank everyone
for what they have achieved together.
We are planning to collate, in more detail,
the time spent by volunteers on
administration and management and direct
support of the family so there is a realistic
evaluation of capacity needed as we move
forward with planning for arrival of the
second family.
Individual members of the Co-ordinating
Committee have taken Lead roles (or
deputy roles) in specific areas of work
and/or the management and membership
of sub-groups, as shown in the
Resettlement Plan and other documents.
The impact of Covid-19, from March 2020,
Other caused all resettlement flights to be
paused. Tyneside Welcomes supported the
pressure from the Community Sponsorship
movement on the Home Office to resume
these, with the UNHCR. The UK
Resettlement Scheme (UKRS) subsequently
reaffirmed the UK’s ongoing commitment
to refugee resettlement and we were
allocated a family to resettle under this
scheme (arrival date 1 July 2021)
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## **Achievements and Performance**
SORP reference
3
||Summary of the main
achievements of the
charity, identifying the
diference the charity’s
work has made to the
circumstances of its
benefciaries and any
wider benefts to society
as a whole.|Para 1.20|-despite restrictions of Covid 19 we
have continued to raise funds and had
successful on line events (songs and
storytelling, Syrian cookery Tynemouth
market stall and a ‘covid secure’
garden walkabout). We have also had a
successful campaign to increase
donations through standing orders.
These fund raising initiatives have
engaged the broader community.
- we have increased membership and
capacity by amalgamating with an
embryonic group NE1 Welcome that
formed during lockdown
- we have also engaged with All Saints
Church and Amnesty to promote the
Community Sponsorship model and our
own role as a potential ’lead sponsor’
for these emerging groups. This
enables more benefciaries in the
future and has a positive impact on
local communities working together to
resettle families.
-we have further developed our
working relationship with Home Group
and jointly negotiated a Transitions
tenancy with the Home Ofce that is
benefcial for the re-settled family
(access to emergency housing repairs
and services) and potentially provides
a model for other community
sponsorship groups.
-we are also working closely with the
Roman Catholic Diocese to access
larger properties and are actively
engaged in negotiations on two
properties located in North Tyneside
and Newcastle.
-we have taken an outreach approach
to use of social media so interested
parties are aware of what we are doing
through our blog, facebook, instagram
and twitter posts but there is not
undue publicity on the family
themselves and their refugee status.||
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## **Additional information (optional)**
You may choose to include further statements where relevant about:
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Achievements against Covid-19 pandemic delayed us in our
objectives set Para 1.41 objective to re-settle a family displaced
by the Syrian conflict but this has now
been achieved (family arriving 1 July
2021) and we have a strategy day
planned on October 16 to plan
timescale for next family.
Performance of Our initial target was to raise £9k. We
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fundraising activities have achieved this and are on target to
against objectives set Para 1.41 ring fence a further 9K to plan for
arrival of the second family.
Investment performance n/a
against objectives Para 1.41
Other
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5
## **Financial Review**
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Review of the charity’s Para 1.21 The Charity has closed the year with a
financial position at the healthy balance. Our income has
end of the period exceeded our outgoings. We are in a
very good position to support the first
family and well on our way to having
sufficient funds to host a second family
– available funds stand at £14,676.
Statement explaining the Para 1.22 We have no formal reserve policy at
policy for holding present time, other than to be prudent
reserves stating why they and careful with the funds entrusted to
are held us.
Amount of reserves held Para 1.22 n/a
Reasons for holding zero Para 1.22 All funds raised are specifically for the
reserves support of the families being re-settled.
Tyneside Welcomes is run on a
volunteer basis and does not employ
staff so there is no need to build in a
reserve for any staff related issues
such as redundancy.
Details of fund materially Para 1.24 n/a
in deficit
Explanation of any Para 1.23 The main uncertainty is Government
uncertainties about the Policy related to the Community
charity continuing as a Sponsorship model and bringing
going concern refugee families into the UK in the
context of Covid-19. Our reliance on
volunteers brings with it the
assumption (and associated risk) that
there will be people willing to
undertake the work on an ongoing
basis.
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## **Additional information (optional)**
You may choose to include further statements where relevant about:
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Tyneside Welcomes’ principal sources
The charity’s principal of funding are through fundraising
sources of funds events and donations.
(including any Para 1.47 Despite the effects of COVID on
fundraising) fundraising we can record an income of
over £6000. Two on-line events
achieved just over £2,500, fundraising
activities using Justgiving raised
another £1,700 and a sale of craft
goods added over £300 to our income.
We continue to receive donations from
a growing number of regular donors.
Expenditure for the period was £3,773.
Our greatest expense has been
translation of documents into Arabic
(£1,126.00). There has been a small
amount of spending on household
items in preparation for the arrival of
the family. We have also provided
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training for volunteers.
We have decided, as true to our
Investment policy and values, to use an ethical bank
objectives including any (Triodos). We also have a local North
social investment policy Para 1.46 East Credit Union account as this was
adopted convenient and quick to set up and
helps our engagement with our local
community.
A description of the We have compiled a Risk Register
principal risks facing the Para 1.46 which is appended below
charity
Other
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## **Structure, Governance and Management**
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Description of charity’s
trusts:
Type of governing Para 1.25 Trust deed
document
(trust deed, royal
charter)
How is the charity Para 1.25 CIO
constituted?
(e.g unincorporated
association, CIO)
Trustee selection Para 1.25 Appropriate relevant experience at
methods including details right level, as decided by existing
of any constitutional trustees. Two trustee references are
provisions e.g. election to taken up. We aim to increase diversity
post or name of any among the Trustees and attract at least
person or body entitled one Trustee with experience of being a
to appoint one or more refugee and/or significant experience
trustees supporting refugees/asylum seekers. A
recruitment and selection process is
currently being implemented and
overseen by the Finance and
Governance Group.
Tyne & Wear Citizens is entitled to
nominate a Trustee, but has not yet
done so (the Chair of Trustees is a
current member of the Leadership
Group of Tyne and Wear Citizens).
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## **Additional information (optional)**
You may choose to include further statements where relevant about:
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Trustees meetings include informal
Policies and procedures time to support those new to the role
adopted for the induction and to discuss the attendant
and training of trustees Para 1.51 responsibilities. The Chair and other
Trustees meet individually with new
Trustees to help induct them.
The formal members of the CIO are the
The charity’s Trustees. All Trustees are also members
organisational structure of the Co-ordinating Committee (CC)
and any wider network Para 1.51 which has a crucial role in agreeing
with which the charity expectations and informing and
works supporting the Trustees. Members of
the CC lead sub-groups to deal with
specific areas (housing, banking,
benefits, volunteering, translation,
data protection, communication, and
ESOL, for example). Trustees maintain
a full overview of these activities and
we are reviewing the role of Co-
ordinating Committee and subgroups.
As the organisation develops to
support more than one family it could
be more effective to have an
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overarching Advisory/Co-ordinating
Committee that meets quarterly and
Locality Team meetings for teams
supporting specific families in different
geographical areas. This is currently
under review.
All safeguarding and financial decisions
are taken by Trustees, not the Co-
ordinating Committee, although the
Trustees seek the views of the CC.
We hold important external links with –
RESET, Sponsorrefugees, North
Tyneside Council, Walking With,
Newcastle Central Mosque, and Tyne &
Wear Citizens.
Tyneside Welcomes subscribes to the
Relationship with any local chapter of Citizens UK, “Tyne &
related parties Para 1.51 Wear Citizens” in pursuit of its
objectives in listening to and
supporting the local communities of
which resettled refugees will be a part.
We are also members of RESET’s
Community Sponsorship Council.
Other
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## **Reference and Administrative details**
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Charity name Tyneside Welcomes
Other name the charity @TyneWelcomes on Twitter
uses
Registered charity 1183738
number
Charity’s principal 11 Victoria Avenue
address Newcastle upon Tyne
NE12 8AX
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9
## **Names of the charity trustees who manage the charity**
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Name of person (or body)
Dates acted if not for
Trustee name Office (if any) entitled to appoint trustee
whole year
(if any)
Richard Young Chair From 01 October Panel of selected Trustees
1 2019 overseen by Finance and
To 30 Sept 2022 Governance Group
Alasdair Wilson Treasurer From 05 June 2019 Panel of selected Trustees
To 4 June 2021 – overseen by Finance and
2
extended until 31 Governance Group
October 2021
Sally Mitchison Safeguarding From 30 October Panel of selected Trustees
4 Lead 2019 overseen by Finance and
To 29 October 2022 Governance Group
Jill Bradbury From 30 October Panel of selected Trustees
5 2019 overseen by Finance and
To 29 October 2022 Governance Group
Lindsay Brigham Secretary From 30 October Panel of selected Trustees
6 2019 overseen by Finance and
To 29 October 2022 Governance Group
Jane Mary Young From 27 November Panel of selected Trustees
7 2019 overseen by Finance and
To 26 November 2022 Governance Group
Judith McSwaine From 26 October Panel of selected Trustees
8 2020 overseen by Finance and
To 25 October 2023 Governance Group
Melissa Schueler From 14 April 2021 Panel of selected Trustees
9 To 13 April 2024 overseen by Finance and
Governance Group
10
11
12
13
14
15
16
17
18
19
20
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Corporate trustees – names of the directors at the date the report was approved **Director name**
10
Name of trustees holding title to property belonging to the charity
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Trustee name Dates acted if not for whole
year
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11
## **Funds held as custodian trustees on behalf of others**
Description of the assets n/a held in this capacity
Name and objects of the n/a charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements n/a for safe custody and segregation of such assets from the charity’s own assets
## **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)**
## **Exemptions from disclosure**
Reason for non-disclosure of key personnel details
## **Other optional information**
12
## **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)** Richard Getliff Young
**Position (eg** Chair **Secretary, Chair, etc)**
**Date** 29[th] August 2021
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## Tyneside Welcomes
## **Risk Register**
Issue 2 reviewed by 20/1/21 First issue Aug 2020
Impact on the charity or its aims (r): 1 – very low to 5 severeLikelihood of occurrence (p): 1 – very unlikely to 5 very likelyAim of mitigation is to reduce likelihood (rm) and/or impact (pm) hence lower product of r and p
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Impac Revise Revised
Potentia Likelih
Revised
t
Risk l impact o od factor Mitigation d Likeliho impact
Impact factor rmx
o d pm
(r) (p) rm pm
rxp
Humanitarian
Adverse or
1) Be aware of potential
retrograde change in
changes.2) Be ready to
Government 4 3 12 3 2 6
campaign against adverse
change
policies
Pandemic 5 4 20 1) Work to maintain enthusiasm 3 4 12
restrictions not of the group and support
being lifted for members directly affected by
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|extended period
leading , frstly, to
further delay to a
family arriving,
secondly to
difculties for
efective help being
delivered to families
by our volunteers||||Covid-192) Lobby local MPs
directly and support RESET,
Sponsor Refugees and other
bodies to resume fights.
3) Ensure Covid risk
assessments carried out for all
relevant tasks and interactions
4) Team leaders to enable
training of volunteers to be safe
during their duties.|||||
|---|---|---|---|---|---|---|---|---|
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Reputational
1) Ensure robust recruiting process
including DBS checks and
references2) Safe procedures for
A volunteer or trustee
interacting with beneficiaries3)
is suspected or
Suitable financial procedures.4)
proven to have 5 2 10 3 1 3
Whether volunteer or trustee,
carried out a crime or
ensure safeguarding procedures are
misdemeanour
both robust and followed5) Ensure
suitable insurance policy is kept up
to date
A beneficiary is 4 2 8 1) Provide mentoring and support 3 1 3
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either directly or by working with
partners to minimise need or
opportunity for such an incident
2) Use contacts with RESET,
Sponsor Refugees etc to support
suspected or proven
TW in managing the incident and
to have carried out a
communicate effectively with the
crime or
public.
misdemeanour
3) May need to provide police
statement4) Depending on nature
of suspected crime or
misdemeanour may need to follow
safeguarding procedures
The premises of our 4 1 4 1) Work with landlord before the 2 1 2
family are shown to family is settled.2) Inspect the
be sub- standard or property3)Take Police advice re
unsafe suitability of local area.
4) TW would need to act in a timely
and appropriate way proportionate
to nature of risk/vulnerability of
beneficiaries.5) In case of issue
arising after the family move in
make best efforts to remedy the
problem or find an alternative
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16
## property
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Financial
1) Ensure security of banking2)
Suitable procedures for handling
cash and outgoing payments3)
Check all people handling the
finances are right and proper
Loss of funds from
5 3 15 persons4) Annual check of finances, 4 1 4
theft or fraud
governance and accounting by a
suitably qualified and experienced
external monitor (Iain Kitt). 5)
Ensure suitable insurance policy is
kept up to date
Reduction in income
Experience shows we can raise
enough to severely 4 2 8 3 1 3
significant funds in a short period
deplete reserves
Bank deposits are protected by the
Government scheme (85£k)(Note
Economic crash 3 1 3 1 1 1
that TW does not hold stocks and
shares)
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17
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1) Have fund-raising ideas in the
Unexpected high pipeline, keep aware of possible
expenditure for family [4 ] 1 4 grants to cover costs.2) Review 3 1 3
budget regularly
Organisational
1) Encourage volunteers to
Overwork by communicate with team leaders2)
volunteers leading to 4 2 8 Hold regular Support meetings to 3 1 3
burnout mentor vols.3) Manage
expectations of the family
1) Maintain openings for new
volunteers.2) Share tasks and have
Dropout of key
4 3 12 written procedures for key tasks.3) 3 2 6
personnel
Support any dropping out due to
Covid infection/isolation
1) Ensure regular review of
Activities not covered
activities and their procedures and
by approved 3 2 6 2 1 2
TW policies2) Regular Support
procedures
meetings to mentor vols
Not enough 4 3 12 1) Maintain publicity activity2) Keep 3 1 3
volunteers either for up networks3) Be aware of training
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18
opportunities4) In recruiting from the workload or the public we need clarity about specific tasks roles/tasks required of volunteers
Tyneside Welcomes Charity No 1183738 Reg'd address: 11 Victoria Avenue, Forest Hall, Newcastle upon Tyne NE12 8AX
19
## Tyneside Welcomes
## Statement of accounts for the year ending 30 June 2021
|**Income**
**Opening Balance**
neCredit Union
**Opening Balance**
Triodos
Fundraising & Donations NECU
Fundraising & Donations Triodos
NEI Citizen UK
Easyfundraising etc
Paypal
Sumup
BACS/Cheques etc
HMRC Giftaid
Interest Triodos
Interest CU
Total Income
Add openingbalances|5723.86
6575.23
264.17
1,815.59
45.84
2881.00
214.00
925.00
0.00
4.87
0.00
6150.47
18449.56
14676.43
263.03
14413.40
14676.43|**Expenditure**
Bank Charges
_CU_
_0_
_Triodos_
_9.00_
_Paypal 65.78_
_Sumup_
_3.61_
Hire Charges (CU)
LotteryLicence
Insurance
Interpreting/translation
Family
Training
Fees
Sumup device
Website
Total
Expenditure||78.39
25.00
0.00
307.33
1126.09
638.05
480.00
700.00
34.80
383.47|
|---|---|---|---|---|
|||||3773.13|
||||||
|Balance forward|14676.43||||
||||||
|Reconciliation
_Balances in bank:_
NE Credit Union
Triodos
Available funds|263.03
14413.40|Prepared by Judith McSwaine
Checked by Iain Kitt
Date|||
||14676.43||||
||||||
## Notes:
Income
Citizens UK: were handling funds raised by NE1; NE1 subsequently joined Tyneside Welcomes. Funds held for them were transferred to our Triodos account. Two payments were received- though together they don’t match the spreadsheet NE1 were using to record their fundraising.
On-line/electronic income: Paypal and Sumup deduct a fee from each transaction. I have used the amount donated before deductions and make a corresponding entry under expenditure to get a true record of our income and charges.