**Trustees’ Annual Report and Accounts For the period ended 31 March 2025** **Report of the Trustees** ## **Reference and Administrative Details** **Charity name:** New Forest for Ukraine **Also known as:** NFFU **Charity registration number:** 1208709 **Charity type:** Charitable Incorporated Organisation (CIO) **Date of registration:** 18[th] June 2024 ## **Registered address (during the period):** 76 Swallow Drive Milford on Sea SO41 0XG ## **Operational address (HUB):** 310 Ampress Lane Lymington SO41 8JX **Website:** www.newforestforukraine.org **Facebook:** https://www.facebook.com/NewForestForUkraine/ ## **Structure, Governance and Management** The constitution of the charity allows for up to twelve trustees. At registration, the following trustees were appointed for differing terms: - **Graham Allen** – appointed for 4 years - **Amanda (Mandy) Haynes** – appointed for 3 years - **John Allison** – appointed for 2 years - **Heidi Croxford** – appointed for 1 year (re-appointed on 25 March 2025 for a further 4-year term) The Trustees who served during the period are listed above. Trustees may serve until they resign or their term ends without renewal. The charity must have a minimum of three trustees at all times. The trustees are responsible for setting the charity’s strategy and are legally responsible for the governance and management of New Forest for Ukraine. All trustees have equal standing, with **John Allison** nominated as Lead Trustee. During the first year of operation, the trustees agreed not to seek additional trustees from outside the existing volunteer base. As the charity develops and its needs evolve, additional trustees may be appointed to strengthen skills and experience where required. Each trustee takes responsibility for monitoring specific operational areas. Day-today operations are carried out by the **Core Team** , consisting of the trustees listed above plus **Paulina Gruszka** . All trustees and Core Team members serve in an unpaid capacity. The charity is governed by its Constitution, adopted on registration as a Charitable Incorporated Organisation. ## **Objectives and Activities** The purpose of the charity is the relief and assistance of people in need in Ukraine, and of those who consider Ukraine their home and who have been displaced by the war, by supplying humanitarian aid as the trustees consider necessary in the circumstances. For the avoidance of doubt, the phrase _“those who see Ukraine as their home in any part of the world”_ refers to Ukrainian citizens who have been displaced by the war and have relocated to other countries for reasons of safety. At present, however, **all aid shipped by the charity is delivered into Ukraine** , including support for Internally Displaced Persons (IDPs). The trustees have had due regard to the Charity Commission’s guidance on public benefit. Our primary objective throughout the period has been to receive, process, and ship as much appropriate aid as possible. The recipients benefit directly from this assistance, which they would not otherwise receive, and without which their suffering would be increased and prolonged. All aid sent to Ukraine is categorised and traceable to the receiving partner organisation. Each partner provides delivery confirmation and distribution reports, typically via WhatsApp, email, or social media posts. All partner organisations supported by New Forest for Ukraine have been assessed to ensure they align with the charity’s values and objectives. Each has been recommended by trusted associates and visited by a trustee (in a private capacity) An additional and important benefit of the charity’s work is its positive impact on volunteers and donors. Being part of a collective effort that visibly helps others provides a strong sense of wellbeing and purpose. The charity could not operate without the dedication, time, and generosity of its volunteers and supporters. ## **Achievements and Performance** During its first year as a registered charity, New Forest for Ukraine focused on establishing robust logistics, building partnerships, and maximising the volume of humanitarian aid delivered to Ukraine. ## **Aid Collection, Sorting, and Distribution** The charity operates a network of approximately **30 collection points** across the New Forest area and beyond. Donations are either collected from these locations by volunteers or delivered directly to the charity’s sorting warehouse (the “HUB”) in Lymington. At the HUB, donated items are sorted and packed into pallet boxes according to the specific needs of each partner organisation. Each partner has an agreed packing list. Once sufficient pallets are prepared, a lorry is arranged to transport the aid to Ukraine. A typical lorry carries **52 pallets** . From registration on **18th June 2024 to 31st March 2025** , the charity dispatched: - **24 lorries** - An average shipment weight of **8,864 kg** - **212.74 metric tonnes** of aid in total - **1,248 pallets** of humanitarian supplies Aid sent during the period included hospital equipment, mobility aids, wheelchairs, over-the-counter medicines, hygiene and sanitary products, toiletries, generators, household items, camping equipment, pet supplies, food, clothing, and bedding. During the reporting period, the charity shipped **90 new generators** to Ukraine. The charity has established working relationships with **ten partner organisations** in Poland and Ukraine, each of which also receives support from other sources. Our primary partner was **Help Ukraine Center** , based in Chełm, Poland. This organisation covered approximately **50% of the transport costs** for shipments supported by New Forest for Ukraine, for which the trustees express their sincere gratitude. ## **Community Engagement, Events, and Fundraising** ## **Events and Outreach** Community events are a vital means of raising awareness and maintaining public engagement. Their primary purpose is to remind local communities that the need for humanitarian aid remains as urgent now as at the outset of the war. From **18 June 2024 to 31 March 2025** , the charity: - Attended **16 events** , including village and town fun days and the three-day New Forest Show - Raised **£3,235.98** through event participation - Sought to secure stall space free of charge wherever possible Stalls are designed to be welcoming and interactive, often including activities for children, while volunteers engage with adults to explain the charity’s work. ## **Special Appeals** During the period, the charity ran several special appeals, including: - **Christmas Appeal:** - Nearly **900 gift bags** were prepared for men, women, children aged 2–16, and the residents of a care home known as _The Big Family_ , which the charity supports. - **Barn Dance:** Attended by just over **100 people** , raising both funds and awareness. All event costs were generously covered by an anonymous donor. Preparations also began for the **Chocolate Bunny Appeal** ahead of Easter 2025. ## **Presentations and Talks** Presentations and talks are among the charity’s most effective networking and fundraising tools. They are delivered to a wide range of audiences, including WI groups, schools, clubs, churches, and care homes. Between June 2024 and March 2025, the charity delivered **13 presentations** . A highlight was an invitation to speak at the **Wessex International Show** , attended by representatives from **60 Rotary Clubs** across Hampshire. This resulted in further invitations, new event opportunities, and several grant offers. ## **Additional Support and Partnerships** The charity benefits from the support of numerous organisations and individuals, including: - **New Milton Lions Club** - **New Forest Rotary Club** , which raised £2,500 through quiz nights and £1,500 through a golf tournament - **Chernobyl Spirit Company** , which donated **£10,000** during the period - **Sue Stafford (Stockbridge)** , who organised multiple fundraising events - **Anonymous donors** , who contributed financially and funded specific costs, including event expenses ## **Volunteer-Led Initiatives** The charity also works alongside several volunteer-led groups: - **Knitting Groups:** Approximately **250 knitters** across the UK and abroad produce items for premature and newborn babies, distributed via specialist hospitals in Ukraine. - **Bandage Groups:** Three groups (two local, one in Scotland) produce bandages from donated cotton sheets. - **Romsey Support Ukraine Group:** Produces trench candles through community workshops. - **Selsey Support Group:** Collects donations locally and delivers them to the HUB, alongside fundraising activities such as a Swimathon. ## **Risk Management** The trustees are aware of their responsibility to identify and manage risks that could have a significant impact on the charity’s ability to achieve its objectives. Given the nature of the charity’s activities, the trustees have adopted a pragmatic and proportionate approach to risk management. The principal risks identified during the period, together with the measures taken to mitigate them, are outlined below. ## **Operational and Logistics Risk** The charity’s work depends on the safe, timely collection, storage, and transport of humanitarian aid to Ukraine. Risks include disruption to transport routes, increased costs, delays at borders, and security challenges within Ukraine. ## **Mitigation:** The charity works with multiple trusted partner organisations in Poland and Ukraine, reducing reliance on any single route or distributor. Shipments are planned in advance, transport providers are well-established, and delivery confirmation is obtained from receiving partners. The charity’s primary partner in Poland assists with logistics and transport costs, helping to reduce both risk and financial exposure. ## **Financial Risk** The charity is largely dependent on voluntary donations and fundraising, which can fluctuate. There is also a risk of unexpected cost increases, particularly in transport, utilities, and storage. ## **Mitigation:** The trustees closely monitor income and expenditure and maintain unrestricted reserves to cover essential operating costs and planned aid shipments. Expenditure commitments are only entered into when funds are available or reasonably expected. Wherever possible, costs are reduced through in-kind donations, volunteer support, and the generosity of partners who contribute to specific expenses. ## **Governance and Compliance Risk** As a newly registered CIO, there is a risk of non-compliance with regulatory requirements, including reporting, safeguarding responsibilities, and financial controls. ## **Mitigation:** The trustees regularly review Charity Commission guidance and ensure that governance arrangements are appropriate to the charity’s size and activities. All trustees are actively involved in oversight, and financial records are maintained in line with statutory requirements. An independent examiner reviews the accounts, providing external assurance. ## **Volunteer Dependency Risk** The charity relies heavily on volunteers for collections, sorting, events, and administration. A reduction in volunteer availability could impact the charity’s ability to operate effectively. ## **Mitigation:** The charity benefits from a large and engaged volunteer base, with tasks shared across multiple individuals to avoid reliance on key individuals. The trustees actively promote a supportive and inclusive volunteer culture, helping to retain volunteers and attract new supporters. ## **Safeguarding and Reputational Risk** Although the charity does not work directly with beneficiaries in the UK, there is a risk that aid could be misused or that association with partner organisations could damage the charity’s reputation. ## **Mitigation:** All partner organisations are assessed to ensure alignment with the charity’s values and objectives and are known to the trustees through trusted associates or direct visits. Aid is tracked to recipient organisations, and delivery and distribution confirmations are received. The trustees act promptly to investigate and address any concerns that arise. ## **Health and Safety Risk** There are risks associated with operating a warehouse, manual handling of donated goods, and transporting items to and from collection points. These have been assessed and documented. ## **Mitigation:** Volunteers are taken through a ‘Volunteer Handbook’ and briefed on safe working practices, including manual handling. The warehouse layout is organised to minimise hazards, and the trustees review health and safety arrangements regularly. The trustees believe that, having regard to the scale of the charity and the nature of its activities, the systems and procedures in place provide a reasonable level of assurance that risks are appropriately managed. ## **Reserves Policy** The trustees have considered the charity’s need for reserves in light of its operational commitments, reliance on voluntary income, and the unpredictable nature of humanitarian work. The charity’s reserves are held to: - Ensure continuity of operations in the event of temporary reductions in income - Meet essential running costs, including warehouse utilities and insurance - Support the planning and funding of aid shipments where costs must be committed in advance - Provide limited flexibility to respond to urgent humanitarian requests The trustees have determined that it is appropriate to hold unrestricted reserves of £10K. On 31 March 2025, the level of unrestricted reserves held by the charity was **£17,782** which the trustees consider to be in line with the charity’s current reserves policy. The level of reserves is kept under regular review and will be adjusted as the charity’s activities, costs, and risk profile evolve. ## **Going Concern** The trustees believe that the charity is a going concern and has adequate resources to continue its activities for the foreseeable future. ## **Trustee Remuneration and Expenses** No trustees received remuneration or other benefits during the period. Trustees and volunteers were reimbursed only for reasonable out-of-pocket expenses incurred on behalf of the charity. ## **Approval** Approved by the trustees and signed on their behalf: ## **Amanda (Mandy) Haynes** Trustee **14[th] January 2026** I CHARITY COMMISSION | FOR ENGLANO AND WALLS N•w For•st For Ukrab 1208709 Recei ts and ents accounts CC16a For th• pwlod 1pThr2024 To 31ffj3r2025 Sectlon A Receipts and payments Unr•strictgd fvnds Rastrktad funds Endowmant funds Ib• rw••t £ kn th• n•ar•st £ th) th• n•ar••l £ to th• £ to lh• n•af••t £ Total funds Last y•ar A1 R•c•i D(￿at￿N 70,763 20,604 .367 4298 1530 Gr8nts Pr￿￿￿•9 mbi 1,800 21 tota ss Income AR) 7•.412 20.604 100,016 sel and nvestment sa 79h12 20,604 100.016 nts Generalor¥ 18,671 18,671 21543 18.549 3,393 29.113 25.S43 18.549 3,393 29,113 Suppbos E￿ts Premrae3 Adm Sub total TT331 1(671 95,902 A4 Ass•t and InV￿trnent Sub total Tl,231 18,671 95,902 N•t of r•celpts/(paym•nts) 1181 1.933 4,11 A6 Cash fund• lajt y•ar •nd Cash funds thls yur end 17,782 1,93 19,715 cc￿ R1 KGrAml• ( ) 03ll)2r2028 Section B Statement of assets and liabilities at the end of the period Unr•strlct•d funds to n•arn•l £ R•strlct•d Endowm•nt funds to n•ar•¥t £ to n•ar•Jt £ B1 Cash funds Cwh n bank 17.712 1.933 Total cash fvnds 17.n2 1.933 unr￿tr1Ct•d fvnd¥ to n•ar••l £ Endowm•nt funds to n•ar•st £ fund• to n•ar•st £ Furnl to whlch ass•t b•lo B3 Investment assets Cost (optlonafj Curr•nt valu• tlona et3tli Fund to whlch ass•t b•lon Currnnt valu• ona B4 Assets retalned for the charity's own use Cost (opllonafj Deta Fund to whlch Ilablll rnlat•s Amount du• tlonal B5 Llabllltles Wh•n du• tfiona S￿ned by one cx tvrt> trustses on behall of all the Iruslees Slgnature Print Name Date of roval ro CCXX R2 8ccounts (SS) 03102r2026 CHARITY COMMISSION Independent examinerfs report on the J FOR ENGLAND AND WALES accounts Section A Independent Examiner's Report Report to the trustees l New Forest for Ukraine On accounts for the year ended 31 March 2025 (accounts prepared from 18 June 2024) Charlty no {If any) 1208709 Sot out on p•ges I report to the Irustees on my exanmnation ￿ the accounts of the above chanty {1he Trust") for the 8 IA month period ended 3110312025. R￿pOnSIbIlItIeS and basls of report A8 the chanty's trustees, Y￿ are resrM)n&t4e for the preparation of the acc4)unts in accordance wrth the requirement8 of the Chaiiti'es Act 2011 (Ihe A￿). I report in respert of my examination of the Trust's xcounts carried OLrt under sedui 145 of the 2011 Art and in rarryy¥ out my examination, I have followed all the applicable Diredjons given by the Charity Commission under section 14515){bl of the Act. Independent I have completed my eXaffinat1￿. I confirm that no malerial matters have examlner's Btstement coffft lo my attentson in connection wrth the examination (other than that Isdosed bel¢yW ") which gibes me cause to betieve that in, any matenal the 8ccounting records were not keo in xcordance with section 130 of the Chanties Act: or the accounts did not ac£ord wrth the accounting reLx)rds,' or conceming the forni and contenl d ￿unt$ sel out in the Charities (Account$ and Reports) Regulats'ons 2008 other than any requirement that the accounts give a 'tfue and fairf view which is not a matter considered as part of an independent examination. I have no conc*ms and haNe Con￿ across no other matters in conne(Aion wrth the examinats'on to whith attention should be drawn in this report in order to enable a proper understanding of the accourrts to be reached. Signod: Date: 0310212026 Name: Gordon Lewis Relevant professlonal qualfficatlonls) or body Irf any): Associate of the Ch8rter&l Institute of Management AC￿UntantS Address: 14 R¢)dgett Crescent. Wareham. Dorset,BH20 7AR IER Oct 2018