2021-03-31-accounts - Serv Suffolk & Cambridgeshire

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

Service by Emergency Response Volunteers Suffolk & Cambridgeshire Registered Charity Number 1189346

SERV Suffolk & Cambridgeshire Trustee’s Report 2020/2021

What an extraordinary year SERV Suffolk & Cambridgeshire has had which this time last year, no one could have predicted. Incredibly we completed over 2000 tasks during that time and reached the landmark of 10,000 tasks since the charity began in May 2011. Many charities struggled this year as a direct impact of the pandemic, some sadly did not survive. I am absolutely delighted to say that thanks to its incredible volunteers and the support the charity receives, SERV Suffolk & Cambridgeshire undoubtedly thrived!

At last year’s AGM we voted to change our status as a charity to that of Charity Incorporated Organsiation. The decision was made to do this as it meant the management of the charity could be taken on by a Board of Trustees with equal responsibility. The Trustees of the new charity opted to adopt the foundation model which met the requirements of a modern and growing charity such as SERVSC. It affords protection against personal liability for the Trustees and as it is deemed to be a separate legal entity which enables it to contract in its own name through those Trustees appointed to attend to the daily running of its affairs.

The benefits of the CIO Foundation model allows the Board of Trustees, who have a broad level of skills, to make the necessary constitutional changes as they are required without having to obtain the permission of the wider membership.

Following a meeting by the old charity Trustees, all assets from there were transferred to the new charity on 1st September 2020 and the old was charity closed. The Trustees of the new charity agreed an indemnity for the old Trustees in respect of any liabilities that may exist or may come from the old charity.

The transfer to CIO went very smoothly, the new constitution was accepted and there has been little effect on our volunteers or the services SERV Suffolk and Cambridgeshire provides.

With a new Board of Trustees, an organisational structure was agreed which highlighted the need for a Trustee responsible for Health & Safety. This position was advertised and duly appointed.

We currently have 13 Trustees although one of those has said they will be stepping down at our AGM in July for personal reasons.

Fundraising and Income

One of the first tasks as Trustees was to secure the future of the charity as the effects of a global pandemic took hold.

This time last year we knew we had enough funds to cover our everyday running costs for at least one year which had been put aside in reserve should the situation occur that we could not raise funds by attending events, which is our usual and preferred method.

We had also committed and signed the paperwork to replace one of our vehicles which was going to use up some of the reserve funds which we were anticipating would be replaced as the fundraising year and donations progressed. Our income and expenses forecast showed we were in a strong financial position and we were confident our service would not be affected

As the weeks became months, the biggest effect on the charity was the complete and total cancellation of events we rely on to raise funds. Two big supporters/donors were unable to continue with the support they had hoped to deliver and this left us with the task of having to seek funds elsewhere or we would have entered into 2021 with all our reserves depleted.

We began approaching the councils of the communities we serve, requesting support for funds to help with our running costs as well as seeking to expand the relationships we had with local companies. For many companies this was a difficult period so were unable to help, for others, they were only too willing to show their support. The local community councils had coronovirus community funds available and these too were offered in support.

By far our biggest success for funding applications was from the Coronavirus Community Support Fund, distributed by The National Lottery Community Fund, securing £10,000 towards the cost of our replacement vehicle which meant our precious reserve funds did not have to be used for this purchase.

As a result of this change in our approach to funding, we have achieved our best financial year to date and although we appreciate coronovirus funds will not be available going forward, we aim to continue exploring other grants and funds to help reduce the number of events our volunteers attend.

Operations

The Covid pandemic meant that we have had to review our procedures and processes initially to adhere to government safety and social distancing guidelines but as the services we offered started to widen, we have had to introduce many new ways of working, adapt existing processes and stop some entirely.

This included advising about what PPE our volunteers should be using, suggesting social distancing measures when collecting and delivering to keep everyone safe and introducing a new daytime rota that was flexible for our volunteers whilst enabling our controllers to plan the tasks we were being requested to complete.

Initially it proved difficult to find the right people and departments to approach within the NHS to offer our services which was frustrating. We had volunteers willing to give up more of their time due to being furloughed and it was a relief when suddenly, all that work paid off as hospitals, hospital departments, hospices and other organisations began to want our help.

Through relationships we had developed with Local Resilience Forums, Red Cross, the Clinical Commissioning Group and Peterborough & Cambridgeshire Covid Hub we were asked to help deliver Personal Protective Equipment (PPE) to local NHS establishments and prescription medication to vulnerable patients who were sheltering and isolating. It was quickly apparent that these deliveries could not be done in our usual hours of 7pm –6am so the Trustees made the decision that we would seek the support of our volunteers to increase our availability to 24 hours a day. This was greeted warmly by all those who could help and we began, what was to become 740 deliveries of over 5000 boxes of PPE and up to 60 deliveries daily of prescription medicines throughout Cambridgeshire alongside our normal night time deliveries.

After nearly 3 months of delivering PPE, we handed this task back to the NHS logistics to be included in their daily business as usual however, we continued to deliver prescription medicines. Our normal demands were working well alongside the daytime rota so in August 2020 the Trustees agreed to make the increase in our availability of 24 hours a day permanent.

During the year we continued to take part in the RePhill trial making daily deliveries to the East Anglian Air Ambulance and MAGPAS Air Ambulance although there was an initial short pause during the first lockdown. We also took on additional weekend deliveries for MAGPAS as they introduced an additional road vehicle service.

Training & Recruitment was paused for 6 months however the waitlist grew significantly in number during this time. Due to the advanced rider training being suspended during lockdowns, the time for all rider volunteers to pass this has been extended to 31 May 2021.

We experienced a significant increase in requests to transport donated human breast milk to the Rosie Milk Bank from donor mothers and significantly, we completed the first ever delivery by air. A sample was transferred from Salisbury District Hospital by Wessex Bloodbikes to Thruxton Airfield, where it was transferred to a private plane supplied and piloted by Civil Air Support. The sample was then flown to Duxford Airfield where it was met by one of our volunteers who then delivered the sample to Addenbrookes Hospital. The whole process doorto-door took less than 2 hours. Since then, there have been more deliveries made and we now have a formal service level agreement with CAS.

As our operational procedures and processes have changed during this time, we have undertaken a complete review of our Health & Safety procedures, reviewed our insurances and Business Impact Analysis Plan, updated our controller guides and IT systems enabling us to reduce the need for receipt books and give us better management information.

As an independent charity we have operated for ten years outside the Nationwide Association of Bloodbikes. Our reason for not joining was that we wanted to maintain our autonomy whilst delivering a high standard of service in line with NABB’s goals and aspirations. NABB respected that; the contact we maintained was always welcomed and we have never felt isolated or excluded. That inclusion has meant that we have recently benefitted from grants, discounts and offers procured by NABB so, assured that the autonomy we sought would not be compromised, we felt we should become affiliated to the group that has demonstrated it can successfully represent all its member groups in sharing standards, support and best practices as one organisation and we were delighted to be accepted as a member.

Summary

The charity is in a strong position both financially and operationally.

We have reserve funds that will carry us for up to 3 years should fundraising be an issue.

We now have 14 service level agreements in place compared to the 5 we held previously. We are regularly completing 50% more tasks than we were this time last year. Our pool of volunteers both trained and on the waitlist is the strongest it has ever been enabling us to cover 24 hours a day with ease.

We are so grateful and appreciate the support we have from our communities. Their donations, funding, encouragement and feedback continues to prove we are well thought of both by those we continue to serve and the new relationships we have created.

This year we celebrate 10 years as a charity. At the time of its inception, there were just 7 groups compared to over 40 now. In the first year SERV Suffolk and Cambridgeshire completed less than 50 tasks, mainly to Ipswich Hospital. We now have over 130 volunteers completing over 150 tasks per month across a wide range of medical services.

As Trustees we believe, to the best of our knowledge, we have sufficient assets and funds to meet the liabilities as they occur during the next 12 months and our priorities will be to maintain the safety of our volunteers, re-introduce our attendance at public events and plan for a successful 2022.

For and on behalf of the Trustees for SERV Suffolk & Cambridgeshire

Signed

Mrs Cindy Dickerson Chairman for SERV Suffolk and Cambridgeshire Email: Chairman@servsc.org.uk Tel: 07900 167940

Registered address: SERV Suffolk & Cambridgeshire. Chilterns, Building 3, Funthams Lane, Whittlesey, Peterborough. PE7 2P

Service by Emergency Response Volunteers Sufftilk & Cambridgeshire SERV Suffolk & Cambridgeshire Financial Report 202012021 During this financial year, l April 2020 to 31 March 2021. this charity changed its status from a Charitable Trust (No I148) to a Charitable Incorporated Organisation {No 11893461. On the 30 September 2020 Charity No 1148(XJ) vms closed and all assets transferred to Charity No 1189346. For completeness and transparency this financial report comprises 2 parts: Port I: l April to 30 September 2020 Independent Examinerfs Report Schedule l- Income and Expenditure Schedule 2- Assets and Liabilities Schedule 3- Assets Owned Part 2: 1 October 2020 to 31 March 2021 Independent Examinerfs Report Schedule l- Income and Expenditure Schedule 2- Assets and knabilities Schedule 3- Assets Owned SJ Gibson MBE Trustee & Treasurer 30 April 2021 Registered addres5: SERV Suttolk & Cambridgeshire. Chiftems. Building 3. Funthams Lane. Whtttlèsey. Peterborough. PE7 2P

Part I: Charity No 1148000 l April to 30 September 2020 Independent Examiner's Report Schedule l- Income and Expenditure Schedule 2- Assets and Liabilities Schedule 3- Assets Owned

Independent Examiners Report To the members of SERV Suffolk and Cambridgeshire Registered Charlty number 1148000 I report on the accounts for the period starting on 1 April 2020 and ending on 30 September 2020 as conlained in the Cash Book and associated working papers and summarised in the attached Profit and Loss account as Schedule 1 and attached Statement of Assets and Liabilities as Schedule 2. These accounts have been prepared to allow the transfer of all the assets and liabilities of the Chanty to the new Charity registration number for SERV Suffolk and Cambridgeshire of 1189346 as at the end of September 2020. Respective responsibilitios of trustees and examlnor The charity's trustees consider that an audit is not required for this peri¢xI under section 14412) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. It is my responsibility to examine the accounts under section 145 of the 2011 Ac( follow the procedure laid down in the General Directions given by the Charty Commissioners section 145(5){b} of the 2011 Art,. and state whether particular matters have come to my attention. Basis of thls report My examination was carried oul in accordan wth the General Directyons given by the Charities Commission. An examination indudes a review of the accounting records kept by the charity and a comparison to the acwunts presented wrth these records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations from the management committee conceming any such matters. The procedures undertaken do not provide all the evidence that would be required in a full audit, and consequently I do not express an audit opinion on the accounts. Independent Examinerfs statement In Gonnection with my examination. no matter has come to my attention.. 1. which gives me reasonable cause to believe that in any material respect the requirements to keep ac£ounting records in accordan with s.130 of the 2011 Act,. or to prepare accounts wthich accord wtlh these accounting records have not been mel", or 2. to which in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.

The Charity writes off the full value of all fixed assets purchased to the profit and loss at the date of purchase so no values are held in the balance sheet. The Trustees wish to show the value of these assets in the reForts and this is itemised in Schedule 3 wsth an estimated value of £90.600
The Charty has £20,000 on a one year fixed deposit account wth Shawbrook Bank Limited which matures on 2 December 2020. This balan was last verified in writing on 24° April 2020. Philip Neil Hockett Chartered Management Accountant 3 Turnberry Drive Fornham St Martin Bury Sl Edmunds Suffolk IP28 6TP hilhockett aol.com Signed 15" September 2020

Schedule 1 SERV Suffolk and Cambrid Charl Number 1148000 CLOSING ACCOUNT From 1 A rll to 30 Se eshire mbgr 2020 Income and Ex nditure Incorne Oonabons Grants Vehicle Sales Vat Refund Fundraising Events Presentations other Interest (Savings Account} 16.097 5.000 9,450 3,611 480 200 2,687 T¢)tal Income 37,530 Expenses Equipment Purchases Vehicle - Running Costs Promotional Adminstration Other 19491 7,063 682 1,319 3,870 32,425 Total Exn$S Net Surplusl(Defi¢iti 5,105 Transferred to SERV 5yffolk & Cambridgeshire Reg No 1189346 54.516 nin 8alance 1st A rf12020 49,411

Schedule 2 SERV Suffolk and Cambrid Chari Number 1148000 CLOSING ACCOUNT From1A rilto30Se eshirg ember 2020 Assets and Llabllltles as at 30 Se mber 2020 Fixed Assets Ifully expensed in the accounts) Balance per CAF Bank Account 00022438 I,oii Balance per CAF Bank Gold Account lo85 33,505 Shawbrooke Savings Account Cash in Hand Receivables Payables (accrued costs) 20.000 Sub Total 54,516 54.516 Transferred to SERV Suffolk & Cambridgeshlre Rez No 1189346 Total Net Assets

Schedule 3 SERV Suffolk and Cambrid eshire Chari Number 1148000 CLOSING ACCOUNT From 1 A ril to 30 Se ember 2020 Assets Owned w Includin VAT urchase rlce as at 30 Se tember 2020 Full ex ensed in the accounts Value 15000 18000 ioooo 13500 Toyota Proace Van AF69EUL Toyota Proace Van E070XCE Toyota Auris Hybrid Estate 1.8cvr AK18ZXV Yamaha FJR1300 KV20CCU Yamaha FJR13CNJ LG67 DDN Yamaha FJR1300 LG68 GJE Yamaha FJR13CM) KV19JHK C05t 19,745 19,491 17,430 15,930 14,340 15.180 15,420 ioooo iiooo 12000 Trailer Lynton Exhibition Trailer and fittings Laptop,printers. projectors, coin counters Gazebos and banners loo iooo 650 4,160 1.077 Totsl Purchase pricelvalue of assets 1,379 During the period we 501d the Honda PanEuropean and theFord Connect Van for E7,750 and £1.71XI 124.802 90,600

Part2 Charity No 1189346 l October 2020 to 31 March 2021 Independent Examiner's Report Schedule l- Income and Expenditure Schedule 2- Assets and Liabilities Schedule 3- Assets Owned

Independent Examin•rn Report To the Trustees of SERV Suffolk and Cambrldgeshlre Registered Charity number 1189346 I report to the Trustees on my examination of the accounts of SERV Suffolk and Cambridgeshir8 (the Trust) for the Feriod starting on 1* October 2020 and ending on 31. March 2021 as contained in the Cash Book and assooated working papers and summarised in the attached Profit and Loss account as Sthedule 1 and attached Statement of Assèts and Liabilities as Schedule 2. Responsibilities and basis of report As the charity trustees of the Trust you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Art 2011 ("The Act.). I report in SpeCt of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying QLrt my examination I have followed all the applicable Directions given by the Chartty Commission under section 145(5)(b) of the Act. I have also review8d the Chainnan's Report and the forecasts prepared for the next 12 months ending in March 2022. Independent Examiner's statement I have completed my examination. I confim that no material matters have come to my attention in Gonnection with the examination giving me cause to believe that in any material respect." 1. Accounting records were not kept in respect of the Trust as required by section 130 of the Act,- or 2. The accounts do not accord to these recoTd5. 3. The Charity writes off the full value of all fixed assets purchased to the profit and loss at the date of purchase so no values are held in the balance sheet. The Trustees wish to show the value of these assets in the annual reports and this itemised in Schedule 3 with an estimated current valué of £86,600. 4. 1 have previously examined the accounts of charity 11481)JO as at 301tt September 2020 and issued an unqualified report on these accounts. This charty was closed at that date and its assets, liabilities and operations were transferred into the new charity 1189346, and I confirm the balance of £54,516 transferred. I have no GOnmS and have come across no other matters in connection wtth the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Philip Neil Hockett Chartered Management Accountsnt 3 Turnberry Drive Fornham Sl Martin Bury St Edmunds Suffolk IP28 6TP hilhocketl aol.com Signed 26th April 2021

Schedule I SERV Suffolk and Cambrid eshire Charl Numb r I 9346 ANNUAL ACCOUNT From l Octo 31 March 2021 Income and Ex nditure Income Transfer in from Chartty Number 11480CKI Donations Grants 54,516 33,893 16,810 4.960 1,171 1.070 1.175 303 Vat Refund Fundraising Events Presentations Othèr Interest from Saving Accounts Total Income 113.898 Expenses Equipment Purchases Vehicle - Running Costs Promotional Administration Other 643 6,724 415 1,496 Totsl Expenses 9,723 Net SurplusllDeficitl 104,175 Openin8 Balance l October 2020 C105ing Balance 31 March 2021 104,175

5¢hedule 2 SERV Suffolk and Cambrid eshire Chali Number 1189 ANNUAL ACCOUNT From l October 20 to 31 March 2021 Assets and LiabÉlities a5 al 31 March 2021 Fixed Assets lfvlty expensed in the accounts} Balance per CAF Bank Account ¢XM)22438 Balance per CAF Bank Gold Account l(KM)85 Balance per Shawbrook 60 Day Notice Account Balance per Shawbrook l Year Fixed Rate Account Cash in Hand 1.367 8,507 39,513 54.788 Receivables Payables laccrued c05ts1 Sub Totsl 104.175 Total Net Assets Its4,175

SchÈdult 3 SERV Suffolk and Cambrid h5re Chari Number 1189346 ANNUAL ACCOUNT rom l October 20 to 31 March 2021 Assets Owned with Purthase rice as at 31 March 2021 Includin VAT Ful èx ensèd in the acrnunts Cost 19,745 19,491 17,430 15,930 14,340 15,180 15,420 Value 14500 Toyota Proace Van AF69EUL Toyots Proace Van E070XCE Toyota Auris Hybrid Estate 1.8CW AK18LXV Yamaha FJR13(X) KV20CCU Yamaha FJR1300 LG67 DDN Yamaha FJR1300 LG68 GJE Yamaha FJR1300 KV19 JHK 17500 1301X) 9500 10500 11500 Trailer Lynton Exhibitlon Trailer and fittings Laptop, printers. projertors, coin counters Gazebos and banners 650 4,160 1,077 iixj iooo Totsl Purchase prkelvalue of assets 1,379 124M02 86.600

Part I: Charity No 1148000 l April to 30 September 2020 Independent Examiner's Report Schedule l- Income and Expenditure Schedule 2- Assets and Liabilities Schedule 3- Assets Owned

The Charity writes off the full value of all fixed assets purchased to the profit and loss at the date of purchase so no values are held in the balance sheet. The Trustees wish to show the value of these assets in the reForts and this is itemised in Schedule 3 wsth an estimated value of £90.600
The Charty has £20,000 on a one year fixed deposit account wth Shawbrook Bank Limited which matures on 2 December 2020. This balan was last verified in writing on 24° April 2020. Philip Neil Hockett Chartered Management Accountant 3 Turnberry Drive Fornham St Martin Bury Sl Edmunds Suffolk IP28 6TP hilhockett aol.com Signed 15" September 2020

Part2 Charity No 1189346 l October 2020 to 31 March 2021 Independent Examiner's Report Schedule l- Income and Expenditure Schedule 2- Assets and Liabilities Schedule 3- Assets Owned