Trustees’ Annual Report for the period
From 01 July 2023 Period start date To 30 June 2024 Period end date Charity name: Tyneside Welcomes
Charity registration number: 1183738
Objectives and Activities
| SORP reference |
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|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | Tyneside Welcomes exists for the public benefit of refugees and their host communities in Northeast England:- (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 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 |
The way we achieve 1 and 2 is through the community sponsorship scheme (the community version of the UK Resettlement Scheme -UKRS- utilised by Local Authorities) with the Home Office. We fundraise for the required 9K per family, identify housing, develop a resettlement plan covering ESOL, education, cultural orientation and integration, support with banking, benefits and budgeting, volunteering and employment and accessing health and other relevant services. We submit applications to the Home Office and when approved we sign up to a contract to provide support services to the family. We have developed a one organisation model whereby, through a core group of lead sponsors, we provide lead sponsorship for emerging community sponsorship groups that establish ‘branches’ of Tyneside Welcomes. We currently have the original Forest Hall branch plus the Gosforth Welcomes branch. |
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| Working on a broader geographical basis means we have had to build relationships with three Local Authorities: North Tyneside, Gateshead and Newcastle. We have been successful in getting approval to operate community sponsorship in all three Local Authority areas. The specific activities we have been involved with have been. - Transition to independence for the first family in Forest Hall (arrived 1 July 2021). We have identified a more suitable property for them via a private landlord in Forest Hall and they moved in February 2023. Tyneside Welcomes have taken on the property management role for the house for the duration of the 2 years lease. We supported them in getting on Tyne and Wear Homes register and with application for Indefinite Leave to Remain/citizenship status for their children. - Post-arrival meetings with RESET were positive for all families - The Gosforth branch are successfully settling a family of 4 in the Ouseburn area and are providing daily support and advice and organising social activities. - Fundraising efforts have reduced because of time dedicated to supporting families but donations are still healthy i.e. individual donations and standing orders. - Identifying properties. We identified landlords willing to rent their properties at the housing benefit allowance cap. In all cases this entailed taking on some property management responsibilities. |
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| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | The trustees have had regard to the guidance issued by the Charity Commission on public benefit. New Trustees have been sent government guidance on becoming a trustee and had induction by zoom on Tyneside Welcomes constitution and charitable objectives. https://www.gov.uk/government/publications/charity- trustee-welcome-pack We have recruited a Trustee with experience of being a refugee. |
Additional information (optional)
You may choose to include further statements where relevant about:
SORP reference
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| Policy on grant making | Para 1.38 | Tyneside Welcomes does not make grants. |
|---|---|---|
| Policy on social investment including program related investment |
Para 1.38 | n/a |
| Contribution made by volunteers |
Para 1.38 | We have now had over 3 years’ experience in supporting the original Forest Hall family and welcomed a further family in the previous financial year. Experienced volunteers are mentoring newer volunteers and providing cross branch support. All Tyneside Welcomes activity is volunteer-led. No member or Trustee has received payment. Volunteers have given skills and resources to which they have access – financial, governance administrative, safeguarding, support, fundraising and other professional skills, time and effort. This has put us in the position that we have the combined skills, expertise and resources to resettle multiple families. The lead sponsorship support we provide to our new branches is voluntary and without any charge. We have also been able to provide pump prime funding to enable new branches to rapidly submit applications to the Home Office and receive families. As described previously, there have been challenges with two family breakdowns. This put a huge amount of pressure on volunteers. |
| Other | Following our successful bid to the Community Foundation for a small grant (£3,700) to cover training costs and one year membership of Tyne and Wear Citizens, we undertook a range of volunteer training. |
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 | - We have continued to support the latest household that we sponsored, including support for complex and enduring medical issues, so that they are resettling successfully. - We have developed relationships with Local Authorities and other stake-holders and provided financial management and governance within Tyneside Welcomes so that the family welcomed last year is supported to resettle in the UK. |
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- Positive examples of resettlement have knock on effects; changing attitudes and promoting inclusivity in local communities. -we have taken an outreach approach to use of social media so interested parties are aware of what we are doing through our blog and Facebook and Instagram posts whilst avoiding undue publicity on the family themselves and their refugee status.
Additional information (optional)
You may choose to include further statements where relevant about:
Achievements against objectives set |
Para 1.41 |
We have found it extremely difficult to source further suitable accommodation, which has restricted our ability to welcome further households |
|---|---|---|
| Performance of fundraising activities against objectives set |
Para 1.41 | We have managed our existing commitments and have sufficient funds, including an enhanced reserve, to consolidate our work and to plan another application to the Home Office. |
| Investment performance against objectives |
Para 1.41 | n/a |
| Other |
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Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | The end of year balance for 2023/2024 was: Triodos: £10,095 Cooperative Bank: £6,743 Total: £16,839 (Please see financial report added separately) |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | We have a reserves policy, following recommendations from our external assessor. We maintain a reserve of £7K unrestricted funding as a contingency for unexpected events e.g. covering for emergency repairs, additional costs incurred by family breakdown. We do not employ staff and have very small running costs so this should be sufficient but we will keep it under review. |
| Amount of reserves held | Para 1.22 | £7K |
| Reasons for holding zero reserves |
Para 1.22 | n/a |
| Details of fund materially in deficit |
Para 1.24 | n/a |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | The main uncertainty is Government Policy related to the Community Sponsorship model. 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. We have taken on additional responsibilities such as property management, for the Forest Hall and Gosforth families. These are not our core strengths. |
Additional information (optional) You may choose to include further statements where relevant about:
The charity’s principal sources of funds (including any fundraising) |
Para 1.47 |
Tyneside Welcomes’ principal sources of funding are through donations (both one off and standing orders) and fundraising events. We received a Community Foundation grant of £3.700 last year. |
|---|---|---|
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | n/a |
| A description of the principal risks facing the charity |
Para 1.46 | We have compiled a Risk Register which is appended below |
| Other |
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Structure, Governance and Management
| Description of charity’s trusts: |
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|---|---|---|
| Type of governing document (trust deed, royal charter) |
Para 1.25 | Trust deed |
| 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 | Appropriate relevant experience at right level, as decided by existing trustees. Two trustee references are taken up. We aim to increase diversity among the Trustees. We now have one Trustee with experience of being a refugee and significant experience supporting refugees and asylum seekers. We are also encouraging representation across new branches of Tyneside Welcomes. A recruitment and selection process has been implemented and is overseen by the Finance and Governance Group. |
Additional information (optional) You may choose to include further statements where relevant about:
Policies and procedures adopted for the induction and training of trustees |
Para 1.51 |
Trustees meetings include informal time to support those new to the role and to discuss the attendant responsibilities. The Chair and other Trustees meet individually with new Trustees to help induct them. |
|---|---|---|
| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | The formal members of the CIO are the Trustees. All Trustees are also members of the Co-ordinating Committee (CC) which has a crucial role in agreeing expectations and informing and supporting the Trustees. Trustees maintain a full overview of these activities. Individual branches meet regularly and report to Coordinating Committee and Trustee meetings. All safeguarding and financial decisions are taken by Trustees, not the Co-ordinating Committee, although the Trustees seek the views of the CC. Branches with active sponsorship in place hold monthly informal support events for volunteers, where issues and questions can be sensitively explored. Tyneside Welcomes supports the integration of refugees and local communities through practical action and supportive partnerships with statutory and other agencies. We have external links with: RESET/Home |
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| Office, SponsorRefugees, North Tyneside Council, Newcastle City Council, Gateshead Council, Home Group, North East Landlords, Newcastle and Northumbria Universities, and the Diocese of Hexham and Newcastle. Our volunteers also volunteer or work with Walking With, Asylum Matters, Amnesty International, and West End Refugee Service. Tyneside Welcomes is currently a member of Tyne and Wear Citizens, with the chair of Trustees also on the Citizens’ leadership team so this gives us access to a broader network of organisations. |
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|---|---|---|
| Relationship with any related parties |
Para 1.51 | Since our approval as a Principal Sponsor we are a member of the Lead Sponsors Network. |
| Other |
Reference and Administrative details
| Charity name | Tyneside Welcomes |
|---|---|
| Other name the charity uses | |
| Registered charity number | 1183738 |
| Charity’s principal address | 11 Victoria Avenue Newcastle upon Tyne NE12 8AX |
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Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 9 10 11 16 17 |
Trustee name | Office (if any) | Office (if any) | Dates acted if not for whole year |
Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (ifany) |
|---|---|---|---|---|---|---|
| Richard Young | Chair | From 01 October 2019 - Term of office extended to 3 October 2024 |
Panel of selected Trustees overseen by Finance and Governance Group |
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| Allie Wilson | 4 October 2021 – 3 October 2024 |
Panel of selected Trustees overseen by Finance and Governance Group |
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| Sally Mitchison | Safeguarding Lead | From 30 October 2019 To 29 October 2022 (extended to 29 October 2025) |
Panel of selected Trustees overseen by Finance and Governance Group |
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| Lindsay Brigham | Secretary | From 30 October 2019 To 29 October 2022 (extended to 29 October 2025) |
Panel of selected Trustees overseen by Finance and Governance Group |
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| Jane Mary Young | From 27 November 2019 To 26 November 2022 (extended to 26 November 2025) |
Panel of selected Trustees overseen by Finance and Governance Group |
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| Judith McSwaine | Treasurer | From 4 October 2021 – 3 October 2024 |
Panel of selected Trustees overseen by Finance and Governance Group |
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| Melissa Schueler | From 14 April 2021 To 13 April 2024 |
Panel of selected Trustees overseen by Finance and Governance Group |
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| Hellen Giblin Jowett |
From 19 April 2022 to 04 January 2025 |
Panel of selected Trustees overseen by Finance and Governance Group |
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| Azad Hasan | From 09 November 2023 | Panel of selected Trustees overseen by Finance and Governance Group |
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| Simon Wilson | From 13 June 2024 | Panel of selected Trustees overseen by Finance and Governance Group |
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| Corporate trustees–names of the directors at the date the report was approved Director name |
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| Director name | ||||||
Name of trustees holding title to property belonging to the charity
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Dates acted if not for whole year
Trustee name
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 for n/a safe custody and segregation of such assets from the charity’s own assets
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) Lindsay Brigham
Position (eg Secretary, Secretary to Trustees Chair, etc)
Date
10 September 2024
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Tyneside Welcomes
Risk Register
Issue 2d to be reviewed by 05/02/24 First issue Aug 2020
Impact on the charity or its aims (r): 1 – very low to 5 severe
Likelihood of occurrence (p): 1 – very unlikely to 5 very likely
Aim of mitigation is to reduce likelihood (rm) and/or impact (pm) hence lower product of r and p
| Risk | Potential impact (r) |
Likeli- hood (p) |
Impact factor r x p |
Mitigation | Revised Impact rm |
Revised Likeli- hood pm |
Revised impact factor rmx pm |
|---|---|---|---|---|---|---|---|
| Humanitarian | |||||||
| Adverse or retrograde change in Government policies |
4 | 3 | 12 | 1) Be aware of potential changes. 2) Be ready to campaign against adverse change |
3 | 2 | 6 |
| Reputational | |||||||
| Covid 19 (or other) Pandemic: changes in travel and other restrictions due to adverse |
5 | 3 | 15 | 1) Work to maintain enthusiasm of the group and support members directly afected. 3) Ensure risk assessments carried out for |
3 | 2 | 6 |
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| changes in virus behaviour, frstly, to delay further families arriving, secondly to difculties for efective help being delivered to families by our volunteers |
all relevant tasks and interactions 4) Team leaders to enable training of volunteers to be safe during their duties. |
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|---|---|---|---|---|---|---|---|
| A volunteer or trustee is suspected or proven to have carried out a crime or misdemeanour |
5 | 2 | 10 | 1) Ensure robust recruiting process including DBS checks and references 2) Safe procedures for interacting with benefciaries 3) Suitable fnancial procedures. 4) Whether volunteer or trustee, ensure safeguarding procedures are both robust and followed 5) Ensure suitable insurance policy is kept up to date |
3 | 1 | 3 |
| A benefciary is suspected or proven to have carried out a crime or misdemeanour *In particular domestic abuse |
4 5 |
2 3 |
8 15 |
1) Provide mentoring and support 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 TW in managing the incident and communicate efectively with the public. 3) May need to provide police statement 4) Depending on nature of suspected crime or misdemeanour may need to follow safeguarding procedures 5) Cooperate with local domestic abuse services – lead sponsor initially 6) Prior to family arrival attempt to obtain a risk assessment from Home Ofce/UNHCR |
3 3 |
1 2 |
3 ? |
| The premises of our family | 4 | 1 | 4 | 1) Work with landlord before the family is | 2 | 1 | 2 |
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| are shown to be sub- standard or unsafe |
settled. 2) Inspect the property 3)Take Police advice re suitability of local area. 4) TW would need to act in a timely and appropriate way proportionate to nature of risk/vulnerability of benefciaries. 5) In case of issue arising after the family move in make best eforts to remedy the problem or fnd an alternative property |
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|---|---|---|---|---|---|---|---|
| Financial | |||||||
| Loss of funds from theft or fraud |
5 | 3 | 15 | 1) Ensure security of banking 2) Suitable procedures for handling cash and outgoing payments: See Finance Policy. 3) Check all people handling the fnances are right and proper persons 4) Annual check of fnances, governance and accounting by a suitably qualifed and experienced external monitor (Iain Kitt). 5) Ensure suitable insurance policy is kept up to date |
4 | 1 | 4 |
| Reduction in income enough to severely deplete reserves |
4 | 2 | 8 | Experience shows we can raise signifcant funds in a short period |
3 | 1 | 3 |
| Economic crash | 3 | 1 | 3 | Bank deposits are protected by the Government scheme (85£k) (Note that TW does not hold stocks and shares) |
1 | 1 | 1 |
| Unexpected high expenditure for family |
4 | 1 | 4 | 1) Have fund-raising ideas in the pipeline, keep aware of possible grants to cover costs. 2) Review budget and cash fow regularly |
3 | 1 | 3 |
| Changes in beneft rules or their interpretation |
5 | 2 | 10 | 1) as above 2) continue to develop relationships with |
3 | 2 | 6 |
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| leading to large reduction in family's income |
relevant bodies to mitigate efects 3) focus efort on helping adults gain employment/training |
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|---|---|---|---|---|---|---|---|
| Organisational | |||||||
| Overwork by volunteers leading to burnout |
4 | 2 | 8 | 1) Encourage volunteers to communicate with team leaders 2) Hold regular Support meetings to mentor vols. 3) Manage expectations of the family |
3 | 1 | 3 |
| Dropout of key personnel | 4 | 3 | 12 | 1) Maintain openings for new volunteers. 2) Share tasks and have written procedures for key tasks. 3) Support any dropping out due to Covid infection/isolation or other serious illness. |
3 | 2 | 6 |
| Activities not covered by approved procedures |
3 | 2 | 6 | 1) Ensure regular review of activities and their procedures and TW policies 2) Regular Support meetings to mentor vols |
2 | 1 | 2 |
| Not enough volunteers either for the workload or specifc tasks |
4 | 3 | 12 | 1) Maintain publicity activity 2) Keep up networks 3) Be aware of training opportunities 4) In recruiting from the public we need clarity about roles/tasks required of volunteers |
3 | 1 | 3 |
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Balance sheet year ending 30 June 2024 Income (nng balan¢• 2021-2022 202>2023 2023-2024 23.140.34 expenditur¢ 2021-2022 2022-2023 2023-2024 Inleresl Donotions Donations Regular Insurance refund Famlty Expenses repald Inlerprellng 5.93 70.76 59.99 15,868 3,536 90 571.13 3.205.00 3,115.00 Bank charge DBS Insuran Webslte Famlly Expenses Inl8rp¥oting TransLgIKin FundralslrwJ Exwn Toes & Tol88 Void cost ESOL Printing (inc banner) Ink & Paper Property Expens88 Rent Subsidy Room hlre UC subsidy Voluntser expense8 Tfainlng Mlscellaneou 72.3 896 75.20 20Q 0.00 306.56 306.$6 291.56 0.00 7,026.31 18,055.60 10.728.76 917.42 4.483.81 1.833,84 309.00 1,009.20 71.94 1207.43 151.35 117.83 908.4 0.00 955.59 6,669 38 0.00 16.5 699 28 373.73 171 224.05 0.00 5308 0.00 899.38 9,300 52 5,743.95 0.00 2.200.00 0,00 75 305.15 1,116.67 0.00 2.237.52 275.80 1. 170.02 3,237.25 3S3.00 336.56 1.532.90 4,668.48 59.43 Fundral8lryJ Tees & Totes Home Office Vold Cos18 Hom¢ Office ESOL Giftald Grqnl6 Property expense8 Misce11aneou8 overpald rent UC delay su$bsldy repald Volunteer Exp mpald 9881.78 5.595.65 84. 15 955.59 2, 724. 15 2,9S1.48 1700 6.800.00 1.700.00 5002.43 2,287.64 0.00 $09 nota 8,200 00 1,000.00 1,056.00 1,992.46 809.52 850 183.33 T83.34 23.62 0.00 Total 34294.15 36.142.8T 16,818.05 13.409.69 48,563.35 23.119.86 Income Add openlng balance 16.818.05 23,140.34 39.958.39 -23.119.86 16,838.53 Les8 expenditurè 8alanGe fr)tward
Reconciliation Balance in bank Co-operallve Triodos Balan¢e foNard Prepared by Judllh McSwaSne Dale 6,743.18 10,095.35 16.838.S3 Chked by Ed McKay Date 11 RiNJfonced thjnds Communrty Foundation 37.0 Nwcastle Children 8 Mi 1CQO.O Spend lo date Reman¥)9 3237.25 462 75 soo.00 21 Rg8&rv¥d lunds 7rx)o 00 31 Available funds 8.875.78 Note.. Glftaid wlll appear next yearfs ants