## **Trustees’ Annual Report for the period** **From: May 2022** **To: May 2023** **Charity name: Hayes Community Foodbank, Kent** ## **Charity registration number: 1198866** ## **Objectives and Activities** ||SORP reference|| |---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|Help alleviate poverty in Hayes, Kent,
primarily through the provision of food.
Secondly, provision of support around debt
and other contributory factors underlying
financial and other hardship as the
Trustees see fit.| |Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or
services identified in the
accounts.|Para 1.17 and
1.19|Weekly delivery of food parcels to identified
families. Distribution of donations of food
given through ‘drop boxes’ in local shops,
items received from FareShare and
members of the local community. Use of
any financial donations to provide
additional support or top up items of food| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|Trustees have had due regard to the
guidance from the Charity Commission| ## **Additional information (optional)** ## You may choose to include further statements where relevant about: ||SORP reference|| |---|---|---| |Policy on grant making|Para 1.38|N/A| |Policy on social investment
including program related
investment|Para 1.38|N/A| |Contribution made by
volunteers|Para 1.38|The Charity is run completely by volunteers
without whom the charity could not
function. A team of volunteers collect and
sort donations and pack the weekly parcels
of food. Another team of volunteers deliver
the food parcels. Students from local
schools opt to complete their Duke of
Edinburgh Award service section at the
foodbank and as do member of a local
Guide/Ranger group.| |Other||| ## **Achievements and Performance** ||SORP reference|| |---|---|---| |Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|The foodbank originally started in March
2020 with approximately 12 families. In
May 2022 when we became a CIO we
were averaging 28 families a week; by
October 2022 this number had risen to 38
and by early 2023 an average of 40
families were being supported – this
translates to approximately 52 adults and
72 children each week. During this time we
have strengthened our links with local
networks – Transforming Bromley Borough
Food Partnership, local schools, the
National Hygiene Bank charity and local
shops and companies. Alongside providing
food parcels, the charity has undertaken
outreach work in the wider community
covering issues around food poverty as
well as signposting families to other
appropriate agencies for specific help| ## **Additional information (optional)** You may choose to include further statements where relevant about: |
Achievements against
objectives set|
Para 1.41|
The Trustees are satisfied that the
achievements of the foodbank are in
keeping with the objectives set in the
Charity’s constitution| |---|---|---| |Performance of fundraising
activities against objectives
set|Para 1.41|Fund raising activities have supported the
charity achieve its objectives. Attending
local community events enabled the
foodbank to raise money to provide fresh
chickens at Christmas as well as hampers,
fresh eggs at various points through the
year, Easter eggs and, through our links
with the Hygiene Bank, gift bags for
Mother’s Day and Father’ Day. Specific
donations from individuals have been used
to offer support to families with fuel costs| |Investment performance
against objectives|Para 1.41|N/A| |Other||| ## **Financial Review** |**Financial Review**||| |---|---|---| |Review of the charity’s
financial position at the end
of the period|Para 1.21|See attached form| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|The Trustees have agreed that, given the
income/expenditure of the charity, reserves
will be held in the main account and will be
based on ensuring the balance of the
account doesn’t drop below the equivalent
of three months expenditure.| |Amount of reserves held|Para 1.22|The amount is reviewed at monthly
meetings of the Lead Team whose
members include the charity’s Treasurer| |Reasons for holding zero
reserves|Para 1.22|See above| |Details of fund materially in
deficit|Para 1.24|N/A| |Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|The charity relies entirely on donations
which are not always easy to predict. It is
important to ensure our financial systems
are robust and are regularly scrutinised.
Approval for spending is sought from the
Treasurer and Finance Committee before
purchasing the items| ## **Additional information (optional)** You may choose to include further statements where relevant about: |
The charity’s principal
sources of funds (including
any fundraising)|
Para 1.47|
Regular contributions come from members
of the local community both financial and
goods; local schools support the charity
either financially or through donation drops
and local companies and shops also offer
support. The charity takes every
opportunity to apply for appropriate grants
and takes part in local fairs to raise funds
and raise awareness surrounding food
poverty| |---|---|---| |Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|N/A| |A description of the principal
risks facing the charity|Para 1.46|The principal risks facing the charity are
around personnel as all who work at the
charity are volunteers – and also around
managing resources so we have sufficient
to meet demand. To ensure that the
charity is as well prepared as possible our
operating systems and financial position
are discussed at monthly meetings of the
Lead Team and in strong lines of
communication with the Trustees| |Other||| ## **Structure, Governance and Management** |Description of charity’s
trusts:||| |---|---|---| |Type of governing document
(trust deed, royal charter)|Para 1.25|Trust Deed| |How is the charity
constituted?
(e.g unincorporated
association, CIO)|Para 1.25|CIO| |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|Para 1.25|There must be at least 6 Charity Trustees
and not more than 9. Churches together in
Hayes may appoint between 2 and 3
Charity Trustees and between 1 and 2
maybe appointed by the local Schools’
community in Hayes; the balance of
Elected Trustees are elected by members
of the CIO in a general meeting| ## **Additional information (optional)** You may choose to include further statements where relevant about: Policies and procedures Para 1.51 adopted for the induction and training of trustees The charity’s organisational Para 1.51 structure and any wider network with which the charity works Relationship with any Para 1.51 related parties Other |
Policies and procedures
adopted for the induction
and training of trustees|
Para 1.51|
Trustees receive polices on Health and
Safety, Safeguarding, GPR, Financial
procedures and undergo a DBS check as
appropriate. They undertake ‘hands on’
experiences of the day to day running of
the foodbank and, if any additional training
is required, this is arranged for individuals.| |---|---|---| |The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|8 volunteers form the Lead Team who are
responsible for the day to day running of
the foodbank and for maintaining our profile
in the community. The foodbank is part of
the Transforming Bromley Borough and
has nurtured strong links with them; many
of our referrals come from our school links
and through local GP practices.
Underpinning our work is our link with
Churches Together in Hayes| |Relationship with any
related parties|Para 1.51|N/A| |Other||| ## **Reference and Administrative details** |Charity name|Hayes Community Foodbank, Kent| |---|---| |Other name the charity uses|None| |Registered charity number|1198866| |Charity’s principal address|Hayes Free Church
111 Pickhurst Lane,
Hayes, Kent.
BR2 7HU| ||| **Names of the charity trustees who manage the charity** |1
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20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||Mrs Rebecca
Willoughby|Chair||| ||Mrs Teresa Cheyne|||| ||Mrs Caroline Lewis|||| ||Rev Alison Smith|||| ||Rev Darren Street|||| ||Mrs Ruth Street|Treasurer||| ||Miss Frances Long|Secretary||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| – Corporate trustees names of the directors at the date the report was approved **Director name N/A** Name of trustees holding title to property belonging to the charity |**Trustee name**|**Dates acted if not for whole year**|| |---|---|---| |||| |**N/A**||| |||| |||| |||| |||| ## **Funds held as custodian trustees on behalf of others** Description of the assets N/A held in this capacity Name and objects of the N/A charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for N/A safe custody and segregation of such assets from the charity’s own assets ## **Additional information (optional)** ## **Names and addresses of advisers (Optional information)** **Type of Name Address adviser N/A** **Name of chief executive or names of senior staff members (Optional information)** ## **Exemptions from disclosure** Reason for non-disclosure of key personnel details **None** ## **Other optional information** ## **Declarations** **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **Signature(s)** Long **Full name(s)** Frances **Position (eg Secretary,** Secretary **Chair, etc)** **Date** 11.02.2024 CHARITY COMMISSION FOR ENGLAND AND WALES H•y•5 Fo￿bIr Receipts and payments accounts CC16a 114r22 For tr•• p•rlod T¢b 31N13 ection A Receipts and paymonts Unmtrl¢t•d fvnds R•¥trl#t•d End¢)￿￿￿1 Totsl lund• La•tyMr f•thD 1 R•¢•ipts 1,281 6.671 12,571 ash & Ch• Il671 1.930 Sub tot41(Gross Income ft+r AR 21103 21.405 A2 Ass•t *nd Inv•slJMnt ￿lts, Is•• l•bl•l. Sub total 21.403 21,103 A3 Piym•nts Ftr>Jb•ftk C4f¢ Transacu¢n F•• Erffj Gr*M Christm03 Sho Prnmis•s Runnln 1LI.131 fj114 213 Ch•ng• In Sub total 18.994 A4 Ass•t and In¥￿1M•nt pur¢h•s•s, t4bl•) Sub total Tot•lp•ym•nts 18.•84 Net olrece1￿fP4yMents) A5 Transf•￿ b•tw••n lunds A4 Cash funds last y•*r •nd ••h fun4• 2.41• 2,41• OJ 8,033 10852 19.402 Section B Statement of assets and liabilities at tho •nd of the period Unr••trl¢t•d R￿tr￿*•d funds Endov4m•nt fvnds funds n••r¥l£ t• n••MAt¢ 81 Cash funds Cash al ban Ifl.199 Eyn505to bp reknbur8•J -4QJ DonatioTh4 not yet banked Ew¥¥¥ ￿bM￿d ThJtyOt Total cash funds IOh62 •¥¥)Jnt(•l} OK OK fun Fund t• wthl•h ¢wr•rt￿1u* Cuff*i¢ B4 Awts r•tsln•d for th• h•rlty'$ us• Fund Ihbm Amo¢Jrtdu• B6 U•bllRI•s Sfvaned by one or iwo tn￿t￿8 on be￿￿01 all the truatees Signaknie Pdnt Namo Dots of apwoval $7¥rtr So 0&*tt5Y sok/