## **Report and Financial Statements for the Year Ended 31 Aug 2022** 

## **Charity Number 1191973** 

1 



## **Contents** 

Legal & Administrative Information page 3 Report of the Management Committee page 4 Statement of Financial Activities page 6 

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## **Reference and Administrative Information** 

**Charity Name:** Pass It on **Charity Registration Number:** 1191973 **Registered Office:** Smiths News, London Travel News, Axis Park, Langley, Slough SL3 8AG **Trustees:** Michael Makinson (Chairman) Mahendrasinh Jadeja Roddy Martin Zoe Cruice **Management Committee** Jonathan Bunting Jonathan Denton Rachael Stewart-Davis **Solicitors:** Foot Anstey **Bankers:** The Co-operative Bank 

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## **Report of the trustees for the year ending 31 August 2022** 

The trustees of the Pass It On charity present their annual report and related financial statements for the year ended 31 August 2022 and confirm they comply with the requirements of the Charities Act 2011, and the Charities SORP (FRS 102). 

## **Our Aim & Objectives** 

Our CIO is, for the public benefit, to prevent and relieve hardship, need and distress among persons who are homeless or at risk of becoming homeless or are otherwise vulnerable. 

## **The focus of our work** 

Normally we collect donations of new and second-hand goods (clothing, food, toiletries, hygiene products, bedding etc) from private individuals and corporate entities but this year and as a result of the Covid 19 pandemic our donations strategy focussed primarily on new items. 

## **Operations** 

Using the Smiths News network of newspaper and magazine distribution warehouses we established a base of operations in Wednesbury which would serve as the main sorting hub.  The remaining 36 Smiths News distribution centres across the UK were designated as collection hubs each with a Pass It On champion that is responsible for organising fund-raising events with the support of centrally created collateral. 

## Website https://passitonofficial.org/ 

Our website, social media channels Instagram and Facebook are the key communication channels we use to talk to volunteers and also request support for donations. We have a weekly schedule of messages that focus around our key campaigns and we provide updates along the way. Our operational success is down to the dedicated time from volunteers. The steerco group is connected to the trustees via a whatsapp group sharing regular updates on progress. 

## **How our activities deliver public benefit?** 

Our funding limits the services we can provide in the target areas we operate and we have a longer-term vision that we will partner with other third parties to provide services such as podiatry, hairdressing, dentistry etc. 

The charity provides a direct benefit to the individuals who are homeless or at risk of homelessness by supplying vital items and services they would otherwise struggle to secure including adequate clothing, food, personal care items and to date the organisation has (i) worked with existing organisations in a given geographical location to identify those who are homeless or at risk of being so, and / or (ii) used its volunteers to be present on the ground in a particular locality to identify those who are homeless or at risk of being so.  This approach will continue going forward.  If the organisations capacity allows it to start offering support to other vulnerable groups,  in the future trustees will adopt criteria to this effect. 

The organisation currently operates exclusively in England and Wales however, it is possible that we will carry out activities in Scotland, and if so, the needs it seeks to address will be the same as our work in England and Wales – through existing organisations that are already working with the homeless in the region to identify particular areas of need. 

## **Objectives in Year** 

Pass it On will continue to support our street friends and seek to alleviate their immediate hardships, but continues to believe that the State, through local authorities, needs to act more urgently and more systematically in fulfilling its statutory duties to accommodate the vulnerable that are homeless or at risk of homelessness, through formulated strategies undertaking early interventions. 

Our in-year objectives did not change from year 1 and similarly were delivered in full albeit in a slightly different shape as our first year was impacted by the Corona virus pandemic.  We delivered  3 campaigns in the year – Jan, June and October coinciding with key seasons or known peaks and through Spring and Summer we focussed on personal hygiene, skin protection and lighter clothing along with nutrition and hydration products, whilst in Winter our primary focus was on health and wellbeing and dealing with the colder temperatures. 

## **Out Reach** 

As a consequence of the Covid pandemic we struggled to maintain all of our existing volunteer base but nevertheless as a result of our focus on corporate donations of new clothing items, food and healthcare packs and not used clothing items our resourcing requirements was less than in the previous year and consequently our operation was not impacted. Our distribution remained the same, organised directly or in conjunction with organisations that are currently operating in our 

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target areas. In each of the locations we partner existing charities or incumbent support organisations in the execution and these take the form of either a static point, usually one which our street friends attend for food, drink or other support services or we walk the streets in conjunction with a local charity or similar organisation, following a predetermined route which considers all of the areas that our street friends are.  In addition this year we partnered with Showerbox (https://showerbox.org/) with a mission to **provide free and secure shower space for the street and hidden homeless in London.** A small team of Pass It On volunteers attended a showerbox location in London and were able to provide a care package to every individual who used the facilities during a Saturday morning. We have built a strong relationship with Showerbox, who plan to open a venue in Birmingham and we have agreed to support this new location on a more frequent basis in the future. Finally in FY 2022 but executed in FY 2023 Pass It On has commissioned a small range of Christmas greetings cards which, will be available for sale in November and we will report in more detail in our 2023 trustee’s report. 

## **In our second year operating as a charity** 

We further strengthened our existing corporate partnerships all outside of the immediate industry of Newspapers and Magazine wholesaling, and supporting our drive for independence and sustainability. We created a robust yet realistic 3- year plan and undertook a feasibility study to determine if additional services such hair & feet care provision could be practically sourced and delivered. 

The website created in our first year is fully maintained and current https://passitonofficial.org/ with simple ‘go to ‘pages which detailed important information on what we are doing, why we are doing it and how anyone can support. Additionally we have links to our Just Giving charitable page where we have been successful in raising the majority of our in-year financial donations. The website is updated regularly and often links to our social media channels Instagram and Facebook. The website enables regular and consistent communication to our volunteer, supporters and anyone who is curious to know more about us. 

Our independent banking facility and Just Giving applications were successfully registered and we set up all of the appropriate charity framework and governance functions required to operate the charity. 

To date we collected and sorted over 8,000 items of clothing and distributed 5,000 items in 14 cities across the UK utilising more than 50 volunteers. We gave away hot and cold drinks, supporting 1,200 homeless and vulnerable people. Providing our ruck sack care packs filled with essentials – food, drinks, toiletries, sleeping bags. 

## **Achievements** 

Nominated, coming runners up for philanthropy award at the National Magazine Awards 

We also deliver a wider benefit by providing a means for individuals and companies to channel surplus goods for the benefit of those in need, thereby reducing waste and protecting the environment 

## **Financial Review** 

|**BRANCH : BUSINESS DIRECTPLUS               0892996722291500       BIC : CPBKGB22            IBAN :**<br>**GB83CPBK08929967222915                 TYPE : COMMUNITY DIR  PASS IT ON        FY22**|**BRANCH : BUSINESS DIRECTPLUS               0892996722291500       BIC : CPBKGB22            IBAN :**<br>**GB83CPBK08929967222915                 TYPE : COMMUNITY DIR  PASS IT ON        FY22**|**BRANCH : BUSINESS DIRECTPLUS               0892996722291500       BIC : CPBKGB22            IBAN :**<br>**GB83CPBK08929967222915                 TYPE : COMMUNITY DIR  PASS IT ON        FY22**|**BRANCH : BUSINESS DIRECTPLUS               0892996722291500       BIC : CPBKGB22            IBAN :**<br>**GB83CPBK08929967222915                 TYPE : COMMUNITY DIR  PASS IT ON        FY22**||
|---|---|---|---|---|
|**Date**|**Description**|**Withdrawals**|**Deposits**|**Balance**|
||NEW ACCOUNT|||-|
|20-Aug-21|STEWART-DAVIS R RACHAEL - From Just Giving||1.00|1.00|
|02-Sep-21|STEWART-DAVIS R RACHAEL - From Just Giving||5,000.00|5,001.00|
|03-Sep-21|STEWART-DAVIS R RACHAEL - From Just Giving||4,130.00|9,131.00|
|14-Sep-21|JONATHAN DENTON Cash from Exec||60.00|9,191.00|
|21-Sep-21|Markel Direct CD54418|<br>212.80||8,978.20|
|27-Sep-21|BROUGHT FORWARD|||8,978.20|
|07-Oct-21|SMITHS NEWS TRADIN SN||3,535.23|12,513.43|



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|18-Oct-21|BDO CHARITABLE TRU|<br>|<br>500.00|<br> <br>13,013.43|
|---|---|---|---|---|
|25-Oct-21|DD GIVING.COM / JUSTG JG03039130|<br>18.00||12,995.43|
|27-Oct-21|BROUGHT FORWARD|||12,995.43|
|25-Nov-21|DD GIVING.COM / JUSTG JG03039130|<br>18.00||12,977.43|
|26-Nov-21|BROUGHT FORWARD|||12,977.43|
|30-Nov-21|JUSTGIVING 2312563 PASS IT ON||10.00|12,987.43|
|03-Dec-21|TELEGRAPH MEDIA GR||1,000.00|13,987.43|
|06-Dec-21|JUSTGIVING 2335207 PASS IT ON||3,016.79|17,004.22|
|24-Dec-21|JUSTGIVING 2370482 PASS IT ON||197.99|17,202.21|
|29-Dec-21|DD GIVING.COM / JUSTG JG03039130|<br>18.00||17,184.21|
|04-Jan-22|Every Human Matter Food|<br>100.00||17,084.21|
|11-Jan-22|JUSTGIVING 2379524 PASS IT ON||236.56|17,320.77|
|18-Jan-22|JUSTGIVING 2397718 PASS IT ON||132.41|17,453.18|
|21-Jan-22|MAIN GRANTS||6,000.00|23,453.18|
|27-Jan-22|BROUGHT FORWARD|||23,453.18|
|25-Jan-22|DD GIVING.COM / JUSTG JG03039130|<br>18.00||23,435.18|
|01-Feb-22|JUSTGIVING 2420706 PASS IT ON||200.00|23,635.18|
|07-Feb-22|JUSTGIVING 2428485 PASS IT ON||238.80|23,873.98|
|08-Feb-22|JUSTGIVING 2435394 PASS IT ON||147.67|24,021.65|
|14-Feb-22|JUSTGIVING 2434639 PASS IT ON||191.65|24,213.30|
|15-Feb-22|Smiths News Trading Paying back SN for|<br>1,000.00||23,213.30|
|16-Feb-22|Smiths News Trading Paying back SN for|<br>5,205.64||18,007.66|
|16-Feb-22|JUSTGIVING 2447669 PASS IT ON||17.83|18,025.49|
|23-Feb-22|JUSTGIVING 2458466 PASS IT ON||38.00|18,063.49|
|25-Feb-22|DD GIVING.COM / JUSTG JG03039130|<br>18.00||18,045.49|
|25-Feb-22|BROUGHT FORWARD|||18,045.49|
|15-Mar-22|JUSTGIVING 2479658 PASS IT ON||146.95|18,192.44|
|22-Mar-22|JUSTGIVING 2494978 PASS IT ON||35.62|18,228.06|
|25-Mar-22|DD GIVING.COM / JUSTG JG03039130|<br>18.00||18,210.06|



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|25-Mar-22|BROUGHT FORWARD|<br>||<br>18,210.06|
|---|---|---|---|---|
|19-Apr-22|JUSTGIVING 2531977 PASS IT ON||256.95|18,467.01|
|25-Apr-22|DD GIVING.COM / JUSTG JG03039130|<br>18.00||18,449.01|
|25-Apr-22|JUSTGIVING 2542849 PASS IT ON||100.00|18,549.01|
|26-Apr-22|JUSTGIVING 2546600 PASS IT ON||85.49|18,634.50|
|27-Apr-22|BROUGHT FORWARD|||18,634.50|
|09-May-22|JUSTGIVING 2560282 PASS IT ON||749.61|19,384.11|
|11-May-22|JUSTGIVING 2582763 PASS IT ON||150.77|19,534.88|
|16-May-22|JUSTGIVING 2573342 PASS IT ON||196.95|19,731.83|
|17-May-22|JUSTGIVING 2588347 PASS IT ON||39.17|19,771.00|
|23-May-22|JUSTGIVING 2591995 PASS IT ON||156.00|19,927.00|
|24-May-22|JUSTGIVING 2598512 PASS IT ON||72.66|19,999.66|
|25-May-22|DD GIVING.COM / JUSTG JG03039130|<br>18.00||19,981.66|
|27-May-22|BROUGHT FORWARD|||19,981.66|
|31-May-22|JUSTGIVING 2608507 PASS IT ON||29.23|20,010.89|
|07-Jun-22|JUSTGIVING 2624749 PASS IT ON||7.12|20,018.01|
|20-Jun-22|JUSTGIVING 2634483 PASS IT ON||176.18|20,194.19|
|21-Jun-22|JUSTGIVING 2652044 PASS IT ON||42.74|20,236.93|
|27-Jun-22|DD GIVING.COM / JUSTG JG03039130|<br>18.00||20,218.93|
|27-Jun-22|BROUGHT FORWARD|||20,218.93|
|14-Jul-22|CAFGYE61000794511 GYE61000794511||215.04|20,433.97|
|18-Jul-22|JUSTGIVING 2683783 PASS IT ON||225.03|20,659.00|
|20-Jul-22|GIVING COM LTD 2698290 PASS IT ON||35.62|20,694.62|
|25-Jul-22|DD GIVING.COM / JUSTG JG03039130|<br>18.00||20,676.62|
|26-Jul-22|JUSTGIVING 2703387 PASS IT ON||11.87|20,688.49|
|27-Jul-22|BROUGHT FORWARD|||20,688.49|
|02-Aug-22|JUSTGIVING 2713247 PASS IT ON||19.42|20,707.91|
|04-Aug-22|CAFGYE61000794511 GYE61000794511||21.12|20,729.03|
|05-Aug-22|CAFGYE61000794511 GYE61000794511||657.60|21,386.63|



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|09-Aug-22|JUSTGIVING 2733372 PASS IT ON|<br>|<br>9.50|<br> <br>21,396.13|
|---|---|---|---|---|
|11-Aug-22|6325 AMZNMktplace|<br>194.97||21,201.16|
|15-Aug-22|JUSTGIVING 2715708 PASS IT ON||185.79|21,386.95|
|16-Aug-22|CHAPS STG R00094DX SMITHS NEWS TRADIN||10,000.00|31,386.95|
|16-Aug-22|JUSTGIVING 2748967 PASS IT ON||35.62|31,422.57|
|18-Aug-22|6325 AMZNMktplace|<br>74.97||31,347.60|
|19-Aug-22|6325 Amazon.co.uk*|<br>36.00||31,311.60|
|19-Aug-22|6325 Amazon.co.uk*|<br>165.60||31,146.00|
|19-Aug-22|6325 Amazon.co.uk*|<br>186.34||30,959.66|
|19-Aug-22|6325 AMZNMktplace|<br>324.75||30,634.91|
|22-Aug-22|6325 Amazon.co.uk*|<br>45.60||30,589.31|
|22-Aug-22|WindlesGroup Christmas Cards|<br>2,587.07||28,002.24|
|24-Aug-22|Luke Simons Inv 0521038 Booker|<br>77.61||27,924.63|
|24-Aug-22|WindlesGroup Windles KK2 Colour|<br>139.70||27,784.93|
|25-Aug-22|DD GIVING.COM / JUSTG JG03039130|<br>18.00||27,766.93|
|25-Aug-22|CAFGYE61000794511 GYE61000794511||53.76|27,820.69|
||**Total**|**10,549.05**|**38,369.74**|**27,820.69**|



The charity has had a successful year helping and supporting the homeless. With sound financial management along with the support of the volunteers and trustees the charity generated a positive financial outcome for the year with net funds of £27.8k. 

**Principal Funding Sources** are by the way of corporate donations, volunteer donations, Just Giving donations, sponsored events and activities within the organisation or initiatives. In addition in FY 2022 we were successful in receiving a 

National Lottery grant to the value of £6,000 in support of our ongoing operations. During 2023 we will seek to add to our funding through additional grant applications. 

## **Grant Making Policy** 

Our approach to grant making will include selection criteria and if the trustees decide to make grants in furtherance of the organisations purposes we will select other organisations that are currently working with people who are homeless or at risk of becoming homeless – this does not require membership of the organisation to benefit from its purpose 

## **Reserves** 

Our financial objectives are simple and clear and we will aim to have no less than £10,000 in the bank at any one time. The reserves are needed to meet the procurement strategy aims of the charity should current funding drop significantly in any one year. 

## **Structure, Governance and Management** 

The charity is organised in a simple manner with a board of trustees supporting an operational board which manages the day to day finances and operations. All members of the management committee give their time voluntarily and received no benefits from the charity. 

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## **Governing Document** 

The organisation is a charitable company limited by guarantee incorporated on 13 August 2020 and registered as a charity on 23[rd] October 2020 

## **Recruitment & Appointment of Management Committee** 

The 4 trustees are elected and considered part of the management committee and will serve for an initial period of 3 years (1 year remaining) after which must be re-elected at the next available opportunity and due to the nature of the homelessness the management committee seeks to ensure the needs of the group are appropriately reflected through the diversity of the trustee body. To enhance the potential pool of trustees, the charity has. through selective advertising and networking sought to identify the most appropriate members who can relate and use their experience and knowledge to further the charity 

## **Trustee Induction and Training** 

Trustees may be familiar with the practical work of the charity and are supported with general inductions which will always include a ‘sort day’ and ‘walk about’ which we will run every year.  Additionally trustees and volunteers are encouraged to familiarise themselves with the charity and the context within which it operates 

## **Risk Management & Risk Register (appendix 1)** 

The management committee has conducted a review of the major risks to which the charity and its volunteers is exposed. Our risk assessment has been established and is updated at least annually or in the event of a new location or geography in which we will operate but are not familiar and if we are collaborating with other local organisations in the activities then we will observe their own risk assessment. 

Internal / financial control risks are minimised by the implementation of simple policies and procedures to ensure compliance for all transactional authorisations and procurement projects. Additionally procedures are in place to ensure compliance with the health and safety of our volunteers. 

## **Organisational Structure** 

4 trustees and 3 members of the Smiths News business which constitutes the management committee meet quarterly and are responsible for the strategic direction and policy pf the charity.  All members are involved in the decision making and we currently do not have any scheme of delegation until such time the charity requires one. Responsibilities of the Management Committee include the preparation of the financial statements for each financial year which give a fair and true view of the state of the affairs of the charity detailing the income and applied expenditure within the financial year. 

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Appendix I
De51riPtionof
De￿n￿￿on0rPQ￿entiallMPaIt
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Owner
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Dnitoring
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No
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Lossof keystaft
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• operatlDnal Impacton keyprDjeit5and
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proietts
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rnethod5 used
rEview regulatorycomplianE
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rEEruitmeThtandd2pendenEY
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staff injury
nvironrnent
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io
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trainIn￿proCedUres
io

**The Matrix for assessing impact, likelihood and effectiveness of existing controls** Each risk is scored in terms of: 

- **Likelihood** i.e. the probability of future occurrence, how likely the risk it is that the risk will occur and how frequently it has occurred in the past. 

- **Impact** i.e. the impact on the organisation and external stakeholders if the risk occurs. 

- **effectiveness of existing controls** i.e. given the controls which are currently in place, how effective are they at mitigating the risk. 

A scale of **1** to **5** is used for **Likelihood** and **Impact** , and **1** to **3** is used for the effectiveness of existing **Controls** , according to the following matrix: 

|**Likelihood**<br>Scale of 1 - 5|**Impact**<br>Scale of 1 - 5|**Controls**<br>Scale of 1 - 3|
|---|---|---|
|1 = Rarely, if ever|1 = No significant impact|1 = Controls highly effective|
|2 = Possible|2 = Minor impact|2 = Controls effective, but could be<br>improved|
|3 = Likely|3 = Significant but containable<br>impact|3 = No controls / controls are<br>ineffective|
|4 = Very Likely|4 = High impact||
|5 = Unavoidable / already occurring|5 = Extremely detrimental impact||



The risk score is determined **by multiplying the risk impact by the risk likelihood by the effectiveness of the controls** . 

The following traffic light system can be used on a risk register to highlight / prioritise risk: 

|**Risk Level**|**Risk Score**|**Action / Response**|
|---|---|---|
|High|25+|Take immediate action and monitor|
|Medium|13 – 24|Review quarterly and have action plan|
|Low|0 – 12|Review Annually|



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