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## **Trustees’ Annual Report**
1 July 2023 to 31 December 2023
## **Neighbourcare New Milton**
A Charitable Incorporated Organisation incorporated in England
## **Reference and Administrative Information**
Charity Name: Neighbourcare New Milton Charity Registration Number: 1201786 Company Number: CE 031287 Principal Office: 15B Whitefield Road New Milton Hampshire BH25 6DE
Charity Trustees: Mrs M Morgan Chairman Mrs P C Inglis Vice Chairman Mrs W K Beaumont Mr D J Scillitoe Charity Secretary
Senior Management Team: Mr D Whittington Operations Manager Mrs J M Swayne Deputy Operations Manager
Management Committee: Mrs M Morgan Chairman Mrs P C Inglis Vice Chairman Mrs J M Swayne Treasurer Mrs S Lafferty Meeting Secretary Mrs W K Beaumont
Mr D J Scillitoe Mr N Larking Mr M Moreton Mrs J Driver Mr J Holt
Bankers:
Lloyds Bank plc Victoria Branch
Independent Examiner:
David Shores & Co Limited
## **Objectives and Activities**
## Purpose
1. The purposes of the charity are set out in the Constitution and are to relieve persons resident in the Parish of New Milton and surrounding areas (“the Area of Benefit”) who are in need by reason of their age, disability, poor health, social isolation or poverty.
## Activities
2. The main activities of the charity are the provision of volunteer transport facilities and related support for health or wellbeing related appointments or local shopping assistance for those who have special need of that provision because they are elderly, disabled, or by reason of poor health or living in isolated areas where there are no public transport facilities, or no affordable private transport.
## Main Achievements
3. In the 6 months from July to December 2023, there were 1,167 transport trips undertaken, of which 833 were for health or wellbeing related appointments. Some 121 booked trips were cancelled by the clients and 73 booked trips were cancelled by the hospitals. In addition, 57 bookings were declined as a result of transport unavailability.
4. The charity provides access to scarce, unavailable or unaffordable transport, including:
- a. collection from and return to home for health or well-being related appointments or local shopping assistance; and
- b. support for appointments and shopping by accompanying the beneficiary and remaining with them or returning to collect them.
## Public Beneft
5. The Trustees have paid due regard to the Charity Commission’s guidance on public benefit in deciding the activities undertaken by the charity during the year. The trustees are satisfied that the information provided in the report and accounts meets the public benefit reporting requirements.
6. The service provided is justified on the basis of disadvantage resulting from the beneficiary’s characteristics or circumstances. Elderly clients mostly do not drive, have limited fixed income and are often living where there is no public transport. Disabled clients are unable to access public transport and often hospital transport is unavailable at reasonable times or at all. Clients must reside in the area of benefit and may be referred to the organisation by a GP or social services. The organisation has a Policy on Eligibility Assessment, which sets out applicable criteria.
7. The Trustees confirm that they have complied with the requirements of section 4 of the Charities Act 2011 to have due regard to the public benefit guidance published by the Charity Commission for England and Wales.
## Contribution made by volunteers
8. The charity receives help and support in the form of voluntary assistance in performing its objectives and administering the charity.
9. At the end of the reporting period, there were 31 volunteer drivers and 13 volunteer office workers.
10. The roles of Treasurer, Charity Secretary and Meeting Secretary are volunteer positions. All Trustees are volunteers.
## **Financial Performance**
## Financial review
11. The Statement of Financial Activities shows a net surplus of £63,602 for the year and reserves of £32,500. The Balance Sheet shows net current assets or working capital of £31,102.
## Policy on reserves
12. The charity is required to ensure that free monies are available in each financial year to meet any reasonably foreseeable contingency. During the year the Trustees assessed the risks associated with maintaining the existing client services and determined that reserves of £32,500 were required to maintain these services for the foreseeable future. This represents 24 months’ working capital.
## Principal funding sources
13. Fees are received for transport services. Donations and legacies are also received.
14. The fee is variable based on the average distance travelled to the appointment and return plus an administration charge. No fee is charged for the volunteer driver's time. A reduced fee may be charged for high frequency appointments, such as for cancer or renal treatments, at the discretion of the Trustee Board.
15. The fee is based on HMRC mileage allowances for drivers using their own vehicle, plus a small administration charge, and is significantly less than taxi services. No other comparable services are available in the Parish of New Milton. Receipts are given to a client so that they may reclaim costs from the NHS/hospital if they are in receipt of certain government benefits.
16. No government or third-party grants have been applied for or received in the reporting period.
## Investment policy and objectives
17. As provided for in paragraph 4 of the Constitution, in furtherance of its objects, and for no other purposes, the charity has the power to invest monies of the charity not immediately required for its purposes in such investments, securities or property as may be thought fit, subject nevertheless to such conditions and consents as may at the time be imposed or required by law.
18. The Trustees consider it appropriate to invest cash to achieve a return on that investment to further the aims of the charity. This will be done by seeking a financial return within the operational constraints and level of risk considered acceptable to the Board.
## Risk management
19. The charity is committed to ensuring adequate risk management practices are in place to protect the assets of the charity and the fulfilment of its objectives.
20. The charity’s policy on risk management is to —
- a. meet the requirements of the Charity Commission’s Accounting and Reporting by Charities in accordance with the Charities Statement Of Recommended Practice (SORP) (FRS 102); and
- b. embed risk management in the day-to-day business by continually monitoring the risk environment of Neighbourcare services and work collaboratively to identify new risks or changes to existing risks and their successful mitigation.
21. The Trustee Board has a Data Protection Policy and, as a data controller, is fully committed to compliance with the requirements of the UK General Data Protection Regulation (UKGDPR), Data Protection Act 2018 and any successor legislation.
22. The charity follows procedures which aim to ensure that all employees and volunteers, and others who have access to any personal data held by or on behalf of the organisation, are fully aware of the data protection legislation, recognise their responsibilities, and abide by their duties, for the handling of personal data in accordance with the data protection legislation.
23. The Operations Manager (OM) is the charity’s Data Protection Officer and is responsible for data protection compliance and for leading and monitoring policy implementation.
## **Structure, governance and management**
## Governing document
24. The governing document of the charity is its Constitution, which is a Charitable Incorporated Organisation (CIO), based on the Charity Commission's Foundation Model. The organisation has no separate members from its charity trustees (meaning the trustees are the members). This organisation is not subject to the Companies Act as such but to The Charitable Incorporated Organisations (General) Regulations 2012, attached. It is also governed by The Charities Act 2011, the Charities Act 2011 (Charitable Incorporated Organisations) (Constitutions) Regulations 2012 and the Charitable Incorporated Organisations (Insolvency and Dissolution) Regulations 2012.
25. The CIO was registered as a charity on 31 January 2023 and commenced operations on 1 July 2023.
## Recruitment and appointment of trustees
26. Trustees of the charity are elected from the local community and surrounding areas. An appointment group, made up of Trustees, the Operations Manager, the Charity Secretary and chaired by the Chairman is established to oversee the elections process for Board appointments. A separate process agreed by the Trustee Board is followed for the election of the Chair and Vice Chair.
27. No other persons or bodies external to the charity are entitled to appoint persons to the Trustee Board.
## Induction and training of trustees
28. Newly appointed Trustees are provided with a programme for induction to the charity with access to training courses (where available) and mentoring by established trustees (where appropriate).
## Organisational structure
29. The charity is governed by its Trustee Board which is responsible for setting the strategic direction of the organisation and the policy of the charity. The Trustees carry the ultimate responsibility for the conduct of the charity and for ensuring that the charity satisfies its legal and contractual obligations. Trustees meet as a minimum twice yearly and delegate the day-to-day operation of the organisation to senior management and the Management Committee. The Trustee Board is independent from management.
30. A register of Trustees’ interests is maintained at our Principal Office.
## Relationship with related parties
31. The charity is a member of the Hampshire Good Neighbours network, which provides a framework for good governance and support. Operating policies are independently determined by the Trustee Board.
## **Chairman’s Report**
32. The past year has been very busy but exciting. At the end of June, the charity’s operations changed to Neighbourcare New Milton, a Charitable Incorporated Organisation (CIO) with different trustee status and charity number. There was a great deal of paperwork required to complete the process and David Scillitoe and David Whittington are thanked for their efforts.
33. All the volunteers, trustees, office ladies and drivers are thanked for their contribution to the success of the charity. Hopefully, this will continue, and the coming year prove even more successful.
The Trustees’ Annual Report was approved at the Board Meeting on …05/03/24……………..
Signed on behalf of the charity’s trustees
Signature ……Marie Morgan …………………………………………………
Date …………8/04/24…………………………………………………….
|**Note**
**Incoming resources**
Incoming resources from generated funds
Voluntary Income
**2**
Activities for generating funds
**3**
Investment Income
**4**
Other incoming resources
Total incoming resources
**Resources Expended**
Charitable Activities
**5**
Governance Cost
**5**
Total resources expended
Net (outgoing)/incoming resources before
otherrecognised gainsandlosses
**Otherrecognised gains/losses**
(Losses)/gainsoninvestmentassets
NetMovementin funds
Funds transfer from Neighbourcare NewMilton(nonCIO)
Total funds carried forward||**Unrestricted**
**Funds**
£
3,776
17,268
292
**Restricted**
**Funds**
£
**TotalFunds**
**01/07/2023**
**to**
**31/12/2023**
£
3,776
17,268
292|
|---|---|---|
|||21,336
21,336|
|||13,270
12,861
13,270
12,861|
|||26,131
26,131|
|||(4,795)
(4,795)|
|||(4,795)
68,002
(4,795)
68,002|
|||63,207
63,207|
## **Neighbourcare New Milton Statement of Assets and Liabilities as at the Period End 31st December 2023**
## **31st December 2023**
|||£|£|
|---|---|---|---|
||**Notes**|**Unrestricted**|**Restricted**|
|||**Funds**|**Funds**|
|**Fixed Assets**||||
|Tangible Assets|**8**|263||
|**Current Assets**||||
|Debtors|**9**|594||
|Investments|**10**|40,292||
|Cash at bank||22,344||
|||63,230||
|Creditors: Amounts falling||||
|due within one year|**11**|(286)||
|**Net Current Assets**||62,944||
|**Net Assets**||63,207||
|**The funds of the charity:**||||
|**Unrestricted funds**||||
|Brought forward||||
|Transfer from Neighbourcare New Milton (non CIO)||68,002||
|Movement in year||(4,795)||
|**Carried Forward**||63,207||
|**Total charity funds**||63,207||
Approved by the Trustees on 23 May 2024
Mrs M Morgan - Trustee _Jy itJO-/_
The notes form an integral part of these financial statements
Page 8
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|**2**
**3**
**4**
**VoluntaryIncome**
Donations and Legacies
Legacies
Donations
Grants received
CollectionBoxes
**Activitiesforgenerating funds**
Volunteer Driver Service
Administration charge
**Investment Income**
Interest oncashdeposits
Investment income||**01/07/2023**
**Unrestricted**
**Restricted**
**to**
**Funds**
**Funds**
**31/12/2023**
£
£
£
3,776
3,776|
|---|---|---|
|||3,776
3,776
13,544
13,544
3,724
3,724|
||||
|||17,268
17,268
292
292|
||||
|||292
292|
|**5**
**Total resources expended**
**Charitable activities**
Reimbursementofdriver's vehicle costs
Medical journeys
**Direct costs**
Employment Costs
Establishment costs
Cleaning
Telephone and Internet
Electricity
Postage and Stationery
Advertising and awareness
Independent examiners fee
AGM Expenses
Bank charges
Depreciation charge
Miscellaneous Expenses|**Unrestricted**
**Funds**
13,270
**Restricted**
**Funds**
**01/07/2023**
**to**
**31/12/2023**
**Total**
13,270|
|---|---|
||13,270
13,270|
||5,982
3,894
76
466
265
239
648
543
19
52
263
415
5,982
3,894
76
466
265
239
648
543
19
52
263
415|
||12,861
12,861|
##
|**7**|**Employees remuneration**||**01/07/2023**|
|---|---|---|---|
||||**to**|
||Theaveragenumberofpersons employed by the charity||**31/12/2023**|
||duringtheperiod wasasfollows:|||
||Charitable activities|Number|2|
|**8**
9
**Fixed assets**
**COST**
At1 July 2023
TransferredfromNeighbourcare NewMilton
At31December2023
**DEPRECIATION**
At1 July 2023
TransferredfromNeighbourcare NewMilton
Chargeforyear
At31December2023
**NETBOOKVALUE**
At31December2023
**Current assets: Debtors**
Rent deposit
Otherdebtors
**10**
**Current assets: Investments**
Bank Deposit
**11**
**Creditors**
Tax and social security
Accruals|**Computer**
**equipment**
789|
|---|---|
||789|
||263
263|
||526|
||263|
||**asat**
**31/12/2023**
£
594|
||594|
||**asat**
**31/12/2023**
£
40,292|
||**asat**
**31/12/2023**
£
8
278
286|
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