2024-09-30-accounts

Trustees’ Annual Report for the period 1[st] October 2023 to 30[th] September 2024

Charity name: HemingfordHub

Charity registration number: 1194706 Registered Office: 38 Church Street, Hemingford Grey, Cambs PE28 9DF

Objectives and Activities

The Charity’s Constitution (governing document) states that its primary objective is for the public benefit; the relief of need in the parishes of Hemingford Grey and Hemingford Abbots, in particular but not exclusively among those affected by loneliness and social isolation, digital exclusion and the growing technology gap, by organising and providing volunteer led support and activities. HemingfordHub is an all-inclusive charity.

The main activities of the Charity over the 12 month period under review were as follows:

• To support any resident of the two villages who requires assistance with everyday tasks such as shopping, prescription collections, dog walking, IT issues, giving lifts to medical appointments, befriending etc.

• To give such assistance to residents to enable them to remain in their own homes for as long as possible, thus relieving pressure on local care services.

• To act as a signpost to local services when requests were beyond the scope of HemingfordHub’s skills, working closely with Social Prescribers, local doctors’ surgeries and other organisations.

• To carry out all administrative responsibilities for the efficient running of the Charity.

• Communications: To operate a 24/7 phone line, maintain an up to date website and Facebook page, produce regular newsletters as well as providing copy for the Parish Newsletters.

• The Charity’s fortnightly social gathering goes from strength to strength and continues to operate every other Wednesday afternoon. It is free of charge and open to any resident. There is a varied programme of events including talks, films, outings and games afternoons. Tea and home-made cake is provided free of charge.

• A fortnightly seated exercise session is held on the intervening Wednesday afternoons followed by tea and biscuits and an opportunity to chat. The sessions continued throughout the financial year and are very popular.

• The charity produces a bi-annual Hemingfords Handbook to welcome new residents.

We continually review our aims, objectives and activities. These reviews looks at what we achieved and the outcomes of our work in the previous 12 months. The review looks at the success of each key activity and the benefits they have brought to those groups of people we are set up to help. The review also helps us ensure our aims, objectives and activities remained focused on our stated purposes. We refer to the information contained in the Charity Commission’s general guidance on

public benefit when reviewing our aims and objectives and in planning our future activities. In particular, the trustees consider how planned activities will contribute to the aims and objectives they have set.

Structure, Governance and Management

The Charity is governed by its Constitution and set up as a CIO. It is managed by trustees:

Mrs Riva Elliott – Joint Chair and Comms Mrs Christine Batter – Joint Chair and Treasurer Mrs Rachel Winton – Trustee Ms. Denise Felstead - Trustee

All new trustees are elected unanimously by all existing trustees who are actively recruiting additional trustees.

The Charity’s Constitution states:

In selecting individuals for appointment as charity trustees, the charity trustees must have regard to the skills, knowledge and experience needed for the effective administration of the CIO. The trustees reserve the right to appoint ex officio trustees as required. They shall be charity trustees in the ascribed role for as long as is deemed necessary for them to hold that office.

(a) HemingfordHub ("the appointing body") may appoint 12 charity trustees. (b) Any appointment must be made at a meeting held according to the ordinary practice of the appointing body.

(c) Each appointment must be for a minimum term of two years, with reappointments being for a minimum of one year.

(d) The appointment will be effective from the later of: (i) the date of the vacancy; and (ii) the date on which the charity trustees or their secretary or clerk are informed of the appointment.

(e) The person appointed need not be a member of the appointing body.

(f) A trustee appointed by the appointing body has the same duty as the other charity trustees to act in the way he or she decides in good faith would be most likely to further the purposes of the CIO.

(g) Resignations must be made in writing.

Policies and procedures: the Charity has a full set of documents updated annually (or sooner if necessary). All new trustees will be given copies of the documents, DBS checked if necessary, offered Safeguarding Training, required to sign acceptance of all documents.

Charity structure and relationship with external bodies: the Charity is led by the trustees with a team of active volunteers. There are also volunteers available to help for non-regular events or in case of emergencies. The Charity has good relationships with both Parish Councils/local Church/District and County Councils/other similar groups. It is also in close, regular contact with Hunts Forum, an independent, non-profit making charity based in Huntingdon, established to support the local voluntary sector (one of our trustees is also a trustee of HF), local Social Prescribers and Social Services.

Because the charity’s trustee board meets regularly (and are in touch daily by phone/email/text if necessary) requests for help and potential risks that might arise are constantly evaluated, as is regular information, both national and local, fed through to us from other organisations.

Contribution made by volunteers

• HemingfordHub was established in 2017 when Parish Councillor Riva Elliott (now our Joint Chair) realised that although the PC was very good at dealing with the hardware requirements of the villages, there was little in place to support those residents needing assistance with everyday life.

• The group was fast tracked into action when the Covid pandemic took hold and this was very much the focus of the group.

• We went from 20 volunteers to over 140. The villages were divided up into zones, each zone having a local co-ordinator with a team of volunteers.

• Our volunteers were asked to help with shopping, collecting prescriptions, dog walking, newspaper deliveries, friendly phone calls (greatly appreciated by those isolating) and generally keeping an eye out for neighbours who might be in need of help and continue to carry out these tasks.

• We communicate regularly with our volunteers by means of a WhatsApp group, email and regular meetings.

• Many of our volunteers are committed to helping fellow villagers and the trustees are very receptive to suggestions/ideas made by them.

• Since the end of the Covid pandemic many of the HemingfordHub volunteers have continued to help with all the original tasks and there is a very active nucleus who help regularly with HubClub, giving lifts to those who have no other means of getting to the venue, making cakes and serving refreshments, joining in with the activities and generally mixing with the attendees which is often a good way of checking that ‘all is well’ with them.

Achievements and Performance

• The trustees believe that the main achievement of the Charity has been to successfully and safely support residents of Hemingford Grey and Hemingford Abbots over the past year.

• The Charity has built up a loyal and hardworking team of volunteers and has earned the reputation of a reliable and trustworthy organisation; very much part of the villages’ fabric.

• In September 2022 the trustees started the process of putting the Charity in a position to be awarded Good to Go status by Hunts Forum which was granted in September 2023.

• The trustees, aided by volunteers, produced the Hemingford Handbook which lists local shops, medical services, clubs/sports available in the villages. This was originally intended as a publication for new residents but it has proved to be useful for existing residents too. The Charity is in the process of updating the Handbook in preparation for a reprint mid 2025.

• The trustees continually review the Charity’s activities and ensure the sustainability of the Charity well into the future.

• The Charity is often the first port of call for residents in need. Where possible we assist and if beyond our remit will sign-post to organisations who can.

• We monitor regularly our performance by means of face to face conversations with volunteers and residents, asking them if there is anything they would like us to provide that we don’t already do.

• All original objectives have been met and HemingfordHub continues to look at new projects that will be of benefit to residents of both villages. During the year to 30[th] September 2024 research was carried out into the feasibility of providing a Hoppa mini bus service and a Hobby Shed. Both of these are still under consideration.

• HemingfordHub has been successful in obtaining funding for all activities and maintains sufficient funds to cover its Reserves Policy.

Financial Review

• The Charity has a positive bank balance and carried forward £13452.21 at the end of the period in question. The reserves policy states there should be at least one year’s costs in reserve. This is based on our annual running costs budget and is currently set at £3,950.

• Our reserves policy, risk management policy and budget are reviewed annually. We work to an agreed finance policy and the treasurer gives a report at each trustees’ meeting.

• HemingfordHub does not currently have any uncertainties about the viability of the charity as a going concern. Principal sources of funding during the period in question were from personal donations, pub quiz nights and a National Lottery grant for our seated exercise class.

• The trustees are mindful of the requirement to maintain a positive bank balance and continually assess the situation, receiving regular updates on available funding streams.

HemingfordHub is a small charity serving Hemingford Grey and Hemingford Abbots in Cambridgeshire and we believe we provide a good service to our residents and will continue to do so long into the future.

Declaration

The trustees declare that they have approved the trustees’ report above.

Submitted on behalf of the trustees by:

Full name Christine Batter

Position Trustee and Treasurer

Date 30[th] April 2025