## Haywards Heath Foodbank CIO Annual Report and Accounts
## For the 12 months ended
## 31[st] March 2023
Charity Registration Number: 1195937
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## Contents
|Charity Information and Administrative Details|3|
|---|---|
|Trustees Report|4 - 10|
|Independent Examiner’s Report|11|
|Financial Statements|12|
|Notes to the Financial Statements|13 - 14|
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## Charity Information and Administrative Details
Registered charity number 1195937 Registered name Haywards Heath Foodbank (CIO) Registered office 9A Delaware Road, Haywards Heath, RH16 3UX Principal Bankers CAF Bank Insurers Markel Limited
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## Trustees Report
The Trustees of the Charitable Incorporated Organisation present their Report and Annual Accounts for The Trustees of the Trust present their Report and Annual Accounts for the year ended 31[st] the year ended 31st March, 2023. March, 2023.
## Trustees
Barry Prior Michael Downes (Trustee & Hon Treasurer) Peter Brown David Goodchild Rob McWilliam (Chair of Trustees) Jill Sargent Susan Osborne Joan Galelli
## Structure, Governance and Management
Haywards Heath Foodbank was originally formed under a Trust Deed dated 28[th] October 2011, and achieved charitable status on 6[th] March 2012. On 27[th] September 2021 the Charity Commission approved an application to change its structure to a CIO (Charitable Incorporated Organisation) under a new charity number, 1195937.
The charity's objectives, through a Christian initiative, is the prevention and relief of poverty in Haywards Heath and the surrounding areas, in particular but not exclusively by:
a/ providing local people in crisis and need with emergency food supplies - a minimum of three days’ supply of nutritionally balanced foodstuffs and
b/ by the provision of such other help for the beneficiaries including signposting for relevant information and to other advisory services, as may be required.
The charity is an affiliated member of the Trussell Trust Foodbank Network, which operates a ‘social franchise’ model whereby it provides member organisations with procedural support and advice.
Trustees have responsibility to manage the financial and legal administration of the funds of the charity and are appointed for a period of three years. Trustees constitute the board of the charity and meet a minimum of four times annually.
The Chair circulates an agenda in advance of each meeting. Minutes are taken, in which decisions and actions are recorded. Following the meeting, draft minutes are circulated by the Chair, with final minutes being approved at the following trustees meeting.
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## Risk management
The Trustees identify risks and regularly review both the potential risks to which the charity is exposed and the processes in place to manage those risk ~~s.~~
## Objectives and Activities – overview:
Board Trustees including the Chairman and Treasurer, have further responsibilities to determine policy, objectives and strategies, as well as to ensure good governance. A ‘Management Group’ including Trustees, meets regularly to implement policy and manage day to day operations via a part time and paid Foodbank Manager reporting to the Chair.
A pool of more than 35 volunteers support the running of all areas of the organization including a warehouse; a distribution centre; food collections at supermarkets, churches and other community organisations; client deliveries; fundraising; Agency network development plus other essential and administrative functions.
Front line professional carers from Social Services, CAB, Medical Practices, Job Centres, Schools, Churches and other local organisations form our Agency network of more than 80 outlets. They identify clients in need, and ‘issue’ a (Haywards Heath) Foodbank voucher, which is then forwarded electronically to the foodbank for list building and delivery scheduling. Three days of non-perishable and nutritionally balanced food supplies – equivalent to 9 meals – are then delivered to clients homes.
As an affiliated member of the Trussell Trust (TT) national Foodbank Network, Haywards Heath Foodbank is assessed for its competence via a TT Governance Heath Check, (GHC). The GHC in 2023 has found Haywards Heath Foodbank to be outstanding in the key areas of activity including:
## Governance arrangements; Management & Insurance; Finance & Accounts; Safeguarding; Data Protection
Our main objective for 2022/3 was to ensure that benefits resulting from the structural change to a CIO would continue to support future strategic plans, including potential operational changes. Objectives met included:-
## • People:
April ’22: Reconfirmed position of Foodbank Manager Sept ’22: Appointed 2 new trustees to expand Board experience Oct ’22: Appointed an Administration Assistant
## • Property
Feb ’23; Relocated to ‘fit for purpose’ affordable premises large enough to accommodate all foodbank activities under one roof. This followed a 9 year search.
## • Strategy
April ’22 onwards: confirmed our agreement to support the Trussell Trust vision and future strategy with ‘Together for Change’ – a vision to ‘eliminate the need for foodbanks within 5 years’, - and renewed its franchise agreement for a further 3 years (providing benefits including access potential to development grants, volunteer and trustee specialist training, branding, marketing initiatives, and more.
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## Financials
Effective 1[st] May 2022 Haywards Heath Foodbank (CIO) had replaced the Trust charity all funds were transferred from Lloyds Bank plc to CAF Bank Ltd in preparation for the closure of the Lloyds Bank plc account as well as the closure of Haywards Heath Foodbank (Trust) on 14[th] November 2022, as donations had continued to arrive.
The start of the new financial year was 1[st] May running to a 31[st] March, 2023 (11 months) to re-establish our link in with a conventional accounting year end. Our financial status continued to strengthen with available reserves at £159,923 compared with £119,144 (30[th] April, 2022). We had received £16,250 in grant aid from a number of Council sources - that combined with our almost £16,000 in other increased donations to lift our bank balance by a net £39,356.
We made the decision to move, using a 5 year lease agreement to Delaware Road (185 square metres) costing us an annual fee of £15,000 plus affiliated annul costs of a few hundred pounds. Our past year annual costs of £38,988 will therefore increase to a budgeted level of £57,908 which also includes another significant allocated cost budgeted for purchase of a good van for our deliveries. The potential van cost savings over the next few years is forecast to amount to £5,000 annually after we have used our existing grants to pay up to £25,000 to make such purchase. A team led by David Goodchild will be making a purchase proposal to the trustees’ board to seek approval. We had of course the previous benefit of zero rent costs at Hurstwood Grange.
Donations apart from the grants amounted to £65,033 compared with £49,125 (2021/2022). Total costs in comparison were £38,988 marginally lower than the prior year at £40,735, although one needs to adjust on each of the figures above by the recognition that we are comparing 11 months revenue/costs with a 13 month prior period. Therefore, the directly comparable uplifts are: 57% increase in donations and 20% increase in comparable costs, after comparing like with like 11month periods of 2021/2022 with 2022/2023. ignoring grants
Increases were highlighted in £1,574 removal costs: £2,414 legal fees; £4,675 staff salaries. Savings had been made elsewhere in van running costs: warehouse costs (closure of Janes lane) - equipment costs.
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## Activity 2022/23
## Food Collected & Distributed in Kgs
The local community continues to be fantastically generous - food donations grew by 15% to 49,000kgs, just short of the total at Covid-19’s peak, yet almost 3 times the pre pandemic level.
Food deliveries to clients totaled 40,000kgs (averaging 9.2kgs per client, a 30% increase over the immediate pre pandemic year).
A further 7,500kgs was donated to other nearby foodbanks which were in short supply of essential food items.
## Food Collected & Distributed (Kgs)
**----- Start of picture text -----**
60,000
50,000
40,000
30,000 Food Collected
Food Distributed
20,000
10,000
0
17/18 18/19 19/20 20/21 21/22 22/23
**----- End of picture text -----**
## Vouchers Issued
The number of vouchers issued to families in 2022/23 was very close to the previous year - 1,399 v 1,376. The weekly average of 27 compared with 28 at the Covid-19 peak and just 17 pre-Covid. The family size per voucher has fallen by 6% to 3.1 compared with 2.8 prepandemic and 3.5 at its peak.
## Vouchers Issued by the Agency Network
**----- Start of picture text -----**
1600
1400
1200
1000
800
Vouchers
600
400
200
0
17/18 18/19 19/20 20/21 21/22 22/23
**----- End of picture text -----**
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## Client Numbers
The number of clients supported fell by just 163 to 4,329 – the adult/child ratio has narrowed slightly to 50/50. The weekly average remained static at 85, almost double the immediate pre-Covid level.
## Number of clients Supported
**----- Start of picture text -----**
6,000
5,000
4,000
Children
3,000
Adults
Total
2,000
1,000
0
17/18 18/19 19/20 20/21 21/22 22/23
**----- End of picture text -----**
## Warehousing
The biggest operational challenge over the past several years has been to find affordable premises large enough to house all the foodbank’s needs under one roof and located close enough to Haywards Heath’s town centre for the convenience of volunteers, stakeholders and clients alike. In February 2023 HHFB relocated from its temporary facility (generously loaned by a local businessman for almost 2 years) to new, ‘fit for purpose’ leased premises, with enough room to undertake key roles for collecting, weighing, sorting, and packing for deliveries. There is additional space to accommodate the Foodbank’s new subsidiary BabyBank facility opened on 1[st] February 2023, as well as room for the re-opening of its ‘client-collect’ service currently under review.
## Volunteer numbers
This has remained consistent over the past 3 years at around 35, and the new premises have enabled substantial operational and service delivery efficiencies. The Board of volunteer trustees was expanded to 8 to broaden its depth and experience.
## Babybank
Launched in February 2023, Haywards Heat Babybank, a spin off from the foodbank, was created to help alleviate child poverty in homes within the town and surrounding areas, to support families in need at times of financial and emotional stress. The Babybank is a simple yet effective idea where good quality pre-loved and new baby items donated by members of the community are collected and then redistributed to families in need, free of charge, via the existing Foodbank referral system.
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## Foodbank in the Community
Haywards Heath Foodbank is very much a community project underpinned by several local, multi-denominational churches It is run by local volunteers for local people in crisis. It is wellsupported by West Sussex County Council, Mid Sussex District Council, Haywards Heath Town Council as well as several organisations within the business community, local schools, scout groups, voluntary groups and the public at large.
The MSVA (Mid Sussex Voluntary Association) supported successful grant applications to the National Lottery and Sussex Community Foundation, to fund transport and some staff costs. Overall HHFB has been most grateful for the incredible and continuing response to our appeals for help with donations of food, money, volunteers and other resources. The support comes from all sectors of the community.
## For 2023/24 our main objectives will be to:
• continue to provide good support for those in need in our community, and to recommence a collection service, which enables face to face client contact at the Distribution Centre, when conditions allow.
• maximize the opportunity for support made available through the renewed franchise agreement with Trussell Trust (grants, training, governance)
• support Trussell Trust’s vision to end the need for foodbanks in 5 years’ time – when everyone should be entitled to have enough money to buy food in their own right
- develop our commitment to this vison via its ‘Together for Change’ future strategy.
• seek opportunities to further develop the Board in its mission to provide the very best service to enable HHFB to broaden its support for those in need in the community.
## Reserves policy
In line with Charity Commission guidance, the Trustees reviewed their policy on unrestricted funds and consider that when fully operational Haywards Heath Foodbank (CIO) should retain the equivalent of at least 12 months operating costs.
## Public Benefit Statement
The Trustees confirm that they have complied with the duty set out under section 4 of the Charities Act 2006 to have due regard to the Charity Commission’s guidance on public benefit ‘Charities and Public Benefit’ in developing the objectives for the year and in planning activities.
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## Statement of Trustees’ responsibilities
Charity law requires the Board of Trustees, to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of its incoming resources and resources expended for the period. In preparing those financial statements, the Trustees should follow best practice and are required to:
- Select suitable accounting policies and apply them consistently;
- Observe the methods and principles in the applicable Charities SORP;
- Make judgments and estimates that are reasonable and prudent;
- State whether applicable UK Accounting Standards have been followed, subject to any material departures disclosed and explained in the financial statements, and
- Prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operation.
The Trustees are responsible for keeping adequate accounting records, that are sufficient to show and explain the charity’ transactions and disclose with reasonable accuracy at any time the financial position of the charity and to enable them to ensure that the financial statements comply with relevant legislation. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
## Approval
This report was approved by the Board of Trustees on 20[th] September 2023 signed on their behalf by:
MR R A MCWILLIAM CHAIR OF TRUSTEES
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## Independent Examiner’s Report
## Independent Examiner's Report to the Trustees of Haywards Heath Foodbank CIO
## Year Ended 31st March 2023
I report to the trustees on my examination of the accounts of the CIO for the year ended 31[st] March 2023.
## 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 Act 2011 (‘the Act’). I report in respect of my examination of the Trust’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
## Independent examiner’s statement
I have completed my examination. I confirm that no material matters have come to my attention in connection 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 with those records.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
Kim Lo FCA Chartered Accountant (ICAEW)
Date 22 September 2023
PRB Accountants LLP Kingfisher House Hurstwood Grange Hurstwood Lane Haywards Heath RH17 7QX
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## Statement of Financial Activities
(Incorporating the Receipts and Payments Account) For the period to 31[st] March 2023
||Notes to|Restricted|Unrestricted|Year|Total|
|---|---|---|---|---|---|
||the|Funds|funds|ended|6months|
||accounts|||31/03/23|31/03/22|
|||£|£|**£**|**£**|
|Incoming resources||||||
|Grants2||16,250|-|16,250||
|Donations3||-|55,882|55,882||
|Transfers1||636|125,075|125,711|492|
|Total income||16,886|180,957|197,843|492|
|Resources expended||||||
|Direct charitable costs4||14,819|24,169|38,988|0|
|Net income||2,067|156,788|158,855|492|
## Statement of assets and liabilities
|As at 31stMarch 2023||||
|---|---|---|---|
||Notes to|30 Mar-23|30 Mar-22|
||the|||
||accounts|£|£|
|Current assets||||
|Cash at bank and in hand|5|159,347|492|
|Prepayments|6|1,500|-|
|Net current assets||160,847|492|
|Current liabilities||||
|Liabilities:|6
|(924)|-|
|Net assets||159,923|492|
|Funds|6|||
|Restricted funds||2,067|-|
|Unrestricted funds||157,856|492|
|Total Funds||159,923|492|
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Haywards Heath Foodbank CIO Notes to the Accounts
For the year ending 31[st] March 2023
## 1. Accounting policies
## Basis of Preparation
The accounts have been prepared on Receipts and Payments basis. Receipts and payments accounts contain a summary of money received and money spent during the period and a list of assets and liabilities at the end of the period. Usually, cash received and cash spent will include transactions through bank accounts and cash in hand.
## Income
Transfers represents amounts transferred from the charity Haywards Heath Food Bank (reg: 1146247) from which the charity operated up until 30 April 2022.
Other income represents the total value of grants and donations received.
## Note 2. Grants (restricted)
|Note 2. Grants (restricted)|||
|---|---|---|
||2023|2022|
||£|£|
|From public bodies|||
|West Sussex County Council|13,750||
|Haywards Heath Town Council|2,500||
|From charitable organisations|-||
|Total Grants Received|16,250|-|
|---|---|---|
|Note 3. Donations Received|||
||2023|2022|
||£|£|
|Corporate Donations|26,506
||
|Individuals' Donations|12,732||
|Charity Aid Foundation|1,069||
|Church Donations|1,100||
|Community Organisation Donations|13,705||
|Other donations|770||
|Gift aid|-||
|Donations Received|55,882|-|
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## Note 4. Direct charitable costs
|Note 4. Direct charitable costs|||
|---|---|---|
||2023|2022|
||£|£|
|Staff costs*|14,937||
|Warehousing costs and rent|7,378||
|Promotional materials|203||
|IT and communications|261||
|Insurance|393||
|Travel costs|162||
|Cleaning|657||
|Vehicle Costs|6,979||
|Equipment and renovations|3,568||
|Payments for Independent examination|594||
|Administration and office costs|738||
|Food purchases|31||
|Baby bank*|433||
|Legal expenses|2,414||
|Other expenses|240||
|Direct charitable costs|38,988|-|
|*Donates restricted expenditure|||
|Note 5. Cash and Bank and in Hand|||
||2023|2022|
||£|£|
|Cash at Bank|158,700|492|
|Cash in Hand|647|-|
|Cash and Bank in Hand|159,347|492|
## Note 6. Funds
||Restricted|Unrestricted|Total|
|---|---|---|---|
||£|£|£|
|Opening balance at 1st April 2022||492|492|
|Income|16,250|55,882|72,132|
|Less: Expenses|(14,819)|(24,169)|(38,988)|
|Transfers|636|125,075|125,711|
|Add: prepayment: rent deposit|-|1,500|1,500|
|Less: creditor: independent examination fee|-|(924)|(924)|
|Funds at 31st March 2023|2,067|157,856|159,923|
Creditors: These are amounts owed by the charity, but not paid during the accounting period.
## Note 7. Trustees’ remuneration
Trustees received no expenses, remuneration or benefits in this period.
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