Trustees’ Annual Report for the period: 1[st] February 2023 to 31[st] January 2024
Charity name: Calne Foodbank Charity registration number: 1197756
Objective
The objects of the CIO are to relieve persons in the Marden Vale Area who are in conditions of need, hardship or distress in such ways as the Trustees think appropriate.
Activities
In furtherance of the first objective, to supply food parcels containing tinned and dried food to ensure a healthy, balanced, nutritious diet for up to 3 days either directly or through partner agencies approved by the trustees and by other associated activities (in so far as they shall be charitable) and (save for purposes incidental and ancillary to those objects) no other purposes.
2023 has proved to be a year of considerable progress in the life of Calne Foodbank with two major objectives being achieved.
Firstly, following two years in temporary accommodation, and having explored many alternative premises, the trustees managed to secure premises at 1 Oxford Road. Having considered the pros and cons of the premises, a new lease was signed and the move was made on 26[th] May 2023. The move has proved a great success, giving security to both volunteers and clients. Clients continue to visit the Foodbank to collect their parcel.
Secondly, the trustees simultaneously introduced a long-planned registration system.
On their first visit to the Foodbank clients are asked to complete a registration form, providing details of their name, address, reason for visiting and make up of the household. Crucially, clients are still not asked for proof of need. We act on trust. Clients are then issued with a registration card with a dedicated number. This card is to be produced each time they visit, whereupon the visit is recorded on the session sheet.
With information from registrations the trustees are able to produce reliable statistics with comprehensive information. This enables the trustees to make informed decisions for the future.
To date, 205 households have registered. 528 individuals have been supported by the Foodbank.
Referrals continue to be taken from Wiltshire Council and other agencies but anyone can walk in, sign up and receive help.
Having permanent premises has also allowed Calne Foodbank to work more closely with these agency partners and there may be opportunities for agencies to attend at sessions, offering clients advice and support.
2023 has proved a challenging year economically. Covid and the Ukraine War have had a devastating effect on the national economy with a steep rise in the cost of living inflation. In turn, this has adversely affected many households leading to increased demand at the Foodbank – and a decrease in donations .
2470 food parcels have been issued this year, an increase of 26% on 2022.
Despite all the pressures on resources at the Foodbank, the trustees are confident in their reserves policy and will continue to support the needs of the local community.
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit:
The trustees of Calne Foodbank are grateful for the guidance provided on the Charity Commission website. All relevant policies are in place and have been updated as appropriate.
Volunteers follow the guidelines of the policies. Protections are in place for both volunteers and the clients of Calne Foodbank.
Policy on grant making:
The charity is supported by grants applied for at the discretion of the trustees to help achieve the aims of the organisation. Calne Foodbank has further received ongoing support from Wiltshire Council and Calne Town Council.
Contribution made by volunteers:
Once again, a huge thank you from the trustees to the magnificent contributions of the volunteers, without whom Calne Foodbank would not exist. There are 30 volunteers in all, each contributing in different ways; collecting donations, serving clients, sorting / checking donations, distributing food parcels, continually updating social media, fundraising, applying for grants, delivering and keeping the premises tidy.
During the year trustees held 3 meetings with volunteers in the Corn Exchange. These were opportunities to explain to volunteers how and why trustees made decisions and exchange views and ideas.
It is a privilege for trustees to receive their support.
The charity has continued to developed good relationships with churches, schools, community groups and other agencies, accepting referrals and signposting clients where appropriate.
The charity continues to be well supported by Wiltshire Council and Calne Town Council.
Local supermarkets and businesses have also been very supportive.
The primary purpose of Calne Foodbank is to provide support for those in the community who are struggling to cope and provide food for themselves and those in their household. During 2023 Calne Foodbank has continued to issue food parcels to all who have asked for help, despite the difficult economic conditions.
This is largely due to reserves built up during the previous 2 years and with the support of the community, without whom we would not exist.
We have not only provided food for clients but, now that we are in permanent premises trustees have initiated contact with more agencies, offering advice to clients. This is an area trustees will build on during the next year.
Achievements against objectives set:
Moving to permanent premises and introducing the registration system were the 2 main objectives for the year. Both achieved.
Trustees have continued to develop relations with a wider range of agencies.
Performance of fundraising activities against objectives set:
An objective was to set up a fundraising team. The team were not given targets to meet in their fundraising, it has been equally important to raise the profile of the charity at community events such as the Calne Bike Meet and carnival.
Statement explaining the policy for holding reserves stating why they are held:
The purpose of the Reserves policy is threefold:
1. To ensure that the Calne Foodbank is able to deliver its objective, in a stable and efficient manner, for a minimum period of four months. This period is deemed a reasonable period during which alternative measures could reasonably be expected to be put in place to provide alternative means to support the beneficiaries of the Trust.
2. To ensure that all donations are spent efficiently and as soon as practical, on the purpose for which they were intended by the donor ie in carrying out the objectives of the Foodbank.
3. To provide confidence, to all concerned parties, that the charity is being actively and properly managed.
Reserves held at the end of the period amounted to £31,655.
Rview of the Charity’s Financial Position at the end of the reporting period:
Two particular factors have had a significant impact on the financial position of Calne Foodbank during the Financial Year 23/24: the first has been the securing of permanent premises which has meant a new payment of £3,000 per quarter for rent. Temporary premises, previously occupied, had been free. The second factor has been a sharp increase in expenditure on food items. This has been necessary to meet a rise in demand for food parcels over the period, together with a fall in food donations.
Trustees have managed this increasing financial burden by applying for grants (some specifically targeted to raise funds to cover moving costs) and by making appeals to the public for donations. Donors have responded generously to appeals made with, very pleasingly, a significant increase in monthly standing orders and registering for Gift Aid. (NB. Although no Gift Aid is shown on the accounts for this financial year, a sum of £2,500 was collected in February 2024 relating to this period. This will be shown in the accounts for 2024/2025).
By adopting such measures, the Trustees have successfully met this increase in financial expenditure whilst retaining good cash flow and ensuring that funds are reserved for rent.
Funds are fixed on deposits earning higher rates of interest where possible, whilst always ensuring that sufficient liquid funds are available to meet known liabilities.
Total unrestricted income* over the Financial Year 23/24 was £40,166 (compared with income of £44,969 in the previous financial year). 49% of this was received from individuals, and local groups and businesses within the community, with the remaining 51% coming from grants. These grants were primarily received from Wiltshire Council, amounting to £7,119 (70% of total grants received) with an additional £2,500 received from Calne Town Council and £500 from Sainsbury’s.
*excluding £7,500 owed to other charities as part of a joint grant application.
Expenses over the period totalled £32,643, (compared with £9,405 in the previous financial year). 34% of total expenditure was spent on rent (£11,750) and 31% on food items (£10,814). 11.3% of expenditure was allocated to utilities and insurance. We have increased expenditure slightly (£974 this year compared with £259 last year) on training for our volunteers, which the Trustees believe is important in helping us to assist our clients.
As always, the Trustees are enormously grateful to the community for their generous response to our appeals. This continues to give us confidence that we will, along with continued prudent management of the accounts, be able to continue to meet the needs of our clients.
Fundraising activities are equally important for raising of the charity awareness but contribute less to funds.
A description of the principal risks facing the charity :
Risks are a part of life facing all charities and Calne Foodbank is no different.
Anything that could prevent Calne Foodbank achieving its aims or carrying out its strategies is a risk.
Risks Calne Foodbank face include:
-
damage to its reputation
-
physical injury to volunteers
-
receiving less funding or fewer public donations
-
an unforeseen rise in demand from beneficiaries
• change in the government’s policy on a particular issue, affecting grants or contracts
-
turbulent economic or political environment
-
acting in breach of trust
-
Trustees protection against financial risk
How the above risks are managed by the Trustees also qualifies a risk.
Type of governing document :
Charitable Incorporated Organisation: Model constitution for a CIO whose only voting members are its charity trustees.
How is the charity constituted? CIO Charity No. 1197756
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:
When appointing a new trustee, the rules in the Governing Document (in this case, the Constitution) must be followed.
The Governing Document is a legal document and trustees must comply with it.
Calne Foodbank Constitution states that:
There should be a minimum of 3 trustees and a maximum of 9 trustees.
‘(1) Apart from the first charity trustees, every trustee must be appointed for a term not exceeding three years by a resolution passed at a properly convened meeting of the charity trustees.
(2) In selecting individuals for the appointment as charity trustees, the appointing body must have regard to the skills, knowledge and experience needed for the effective administration of the CIO.’
Charity’s principal address: 1 Oxford Road, Calne, Wiltshire SN11 8AA
Names of the charity trustees who manage the charity
| Trustee name | Office (ifany) | |
|---|---|---|
| Kevin Wells | Chairperson | |
| Jacqueline Steel |
Treasurer | |
| Emma Boatman |
Secretary | |
| John Michaux | Safeguarding Officer | |
| Jane Mason | Deputy Safeguarding Officer |
|
| Michael Burns |
CHARITY COA4MISSION FOR ENGLAND AND WALES CAlr Footlbank Number 119n56 Recei tsandpa ments accounts CC16a Forthe period date 01-Fetk23 31-Jan-24 Section A Receipts and payments T(Allur OIFqb22- 31 Jan 23 Al Recd Donatyons IMivklii¥ Donats5 Church 17,7US f7,706 823 1,304 $.88f 4755 7.625 2rtr 764 Donabony L(rtll gio Grants 47 5,723 171# 371 IDieroBt ondèw# Fundra19 371 278 loWGroES incomefarARI 4T.6 44.969 tsbknl. Sub ¢ot•l Tot•1 r•¢•1 40,11 47.ie6 A3 P4yrn•rf• Fwd purcha chriXtyJJvwchers (SI¥V1> PMmi r•ni Promi& r•p•1rmoIea IOMI 1OM14 11,710 I,JZS 3,125 J.12S EIKtdcty Waiwa Jthroge 1,425 82 Tephl Slab¢wry In8uw¢e 120 1•4 120 120 83 516 $15 Tr81ngIsttsg3rd FundFJwng PUlinfrymI11 sb10t1 974 97 228 269 710 32143 32,043 9.260 A8v•t¥nd In¥estrn•nt [rth#•I. PurthaxE fix¥$ets 14s T¢al p•ymen¢s ¥723 9.409 01¢[p(paymentsi AS Tr•nsfepJ btheen A6 Cash fundy knstywr ¢ash frjndsthls yur4n¢ 62J11 62212 31. 7&1S5 61212
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• CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trustees Calne Foodbank On accounts for tho year onded 3110112024 Charlty no (if any) 1197756 Set out on page• 1and2 I report to the trustees my examination of the accounts of the above charity llhe Trusf) for the year ended 31K)1r2Q24 R••ponslbllltles and ba•ls of report A8 the charity8 tru8tee8, you are responslbl8 lor th8 prepar8tKin of the accounts In aOrdanCe the r8quirements of the Charities Act 2011 ('the Act.). I rep)rt In r8sped of my examInatl of the Trust's accounts carrl8d out under se(Aion 145 of th8 2011 Act and in caryng out my examinatlon. I have followed all the apFdicable Directions given by the Charity Commission under sedlon 145(51(b) of the Act. Independent he ch81ity's gross inccme exceeded £250,000 and l am qualM8d to examlnerfs statement undertake the examination by belng a qualtfied member of [insert name of applicable listed bodyll. Del8t8 [ l rfnot applicable. I have completed my examination. l ¢))nfimi that no material m8tters have come to my attentIC in connection wth the examination {other than that disdosed b81ow ') gives me cause to believe that In. any material respecL' the accountlng records Yre nol kept in accordance wlth section 130 of the Charities Act. or the acUnts dld not accord V•ilh the acGounting records., or the accounts did not ccmply with the applicable requir8ments Gonceming Ihe fo and content of accounts set oul in the Charities (Accounts and Re15) Regulations 2008 other than any requirement that the accounts give a 1rue and fairf wew vthich Is not a matter considered as part of an independent examination. I have no concems and have come asS no other matters in connection with the examination lo vthich attention should be drawn in this report in order to enable a proper understsrKling of Ihe accounts lo b8 reached. Ple delete the words in the brackets rfthey do not apply. Slgned: Date: 0910512024 Nam•: Relevant professlonal qualificationlsl or body Retired Bank Manag8r IER Oct 2018
111 any): Addrw3s: 5 Heather Way SN11 (QR Section B Disclosure Only complete rf the examiner needs lo highlight material matters of conrn (see CC32, Independent 8xaminab.on of charity accounts: directions and guidance for examiners). Give here brief detalls ol any Items that the 8xamlner wishes to dlsclose. No Issu IER Oct 2018