2022-03-31-accounts - Service By Emergency Rider Volunteers

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

SERV Trustee Annual Report

SERVICE BY EMERGENCY RIDER VOLUNTEERS (SERV) TRUSTEE ANNUAL REPORT APRIL 2021 TO March 2022 The Sussex Blood Runner Group

IT’S WHAT WE DO!

How does a hospital get your donated blood when it’s urgently needed?

The NHS Blood and Transplant, a Special Health Authority, collects blood from donors in England & Wales and, after processing and testing, supplies the components (red cells, platelets, and frozen products) to hospitals 24 hours a day, seven days a week. They supply blood components on a not-for-profit basis by setting prices that recover their costs only (http://www.blood.co.uk/index.aspx). However, NHSBT does not provide a standard, all-in-one FREE delivery service between the local Hospital Trusts, between the hours of 7pm and 6am, at weekends and on national holidays. Hospitals can choose to arrange their own transport, whether they use contractors or charity volunteers like SERV. SERV volunteers work with their local hospitals and other NHS sites on an adhoc basis, thereby complementing the service provided by NHSBT.

So how do the Sussex Hospital Trusts get blood, platelets, patient notes, human infant milk or urgent samples transferred between London and local hospitals out of hours? Do they use the costly option of a taxi or courier at night for long distance journeys? Take an ambulance or police car out of service for hours? They have another non-cost option: SERV Volunteers.

Who are SERV? Service by Emergency Rider Volunteers (SERV; www.servsussex.orq.uk), is a registered, charity (No. 284455) initially set up in 1981. As a charity, SERV provides a free, rapid, and reliable means of transporting emergency blood products, X-rays, patient notes, time-critical laboratory samples and test results to hospitals and medical facilities at night, on request. In 2021/22 SERV responded to over 1600 separate calls in East and West Sussex, allowing redeployment of much-needed funds for improved patient care and other essential facilities within the local NHS Trusts. Male and female SERV volunteers from all walks of life are long serving (average 5-20 years) and range from 21-80 years. SERV supports the NHS and population in general regardless of race, gender, disability, or sexual preference, providing an exceptional, FREE service (24hrs on bank holidays and weekends) using their private motorcycles and cars. Assessed volunteers provide additional back-up support using SERV fleet vehicles.

How does SERV work? Volunteer bike riders and drivers work on a roster, waiting to respond to urgent calls relayed via their duty controller. On request, SERV collects and securely delivers lab samples between hospitals and from hospitals to London. We transport life-saving blood and blood products using an insulated, NHSBT-approved box. We also transport human breast milk on request from treatment centres and to hospitals in Sussex. SERV volunteers generally use their own machines and pay for the fuel themselves; they receive no money for this all and all officers of the charity are unpaid volunteers. We support the population of Sussex as a whole, regardless of

race, gender, ethnic group, disability, or sexual preference.

SERV Trustee Annual Report

The use of a SERV fleet bike or car is also available; following a series of fund-raising events over many years, SERV has purchased dedicated vehicles to facilitate such secure deliveries. These vehicles are used for riders/drivers who have been independently assessed and who can ensure back up cover any night of the week, when requested. Through public donations, SERV pays for the fuel, insurance, and upkeep of these dedicated vehicles.

A night rendezvous at Hooley, Surrey, to collect blood products from St Georges Hospital for transport to Sussex Hospitals

SERV Trustee Annual Report £LO LIL FZZ

SERV Trustee Annual Report

Structure & Governance

Corporate Governance

The Trustees continue to review the Charity’s structure and methodologies. This ongoing review has led to a refined operating structure, whereby each committee member has several associated volunteers to assist in the execution of the committee members’ areas of activity. These changes were necessitated due to the increased workload caused by the expansion of the Charity. The key areas are membership, treasurer, fundraising, roster management and fleet management.

As a registered charity the Charity adopts rigorous financial controls and procedures throughout the organisation, in line with the requirements of the Charities Commission. This policy has been designed to be flexible to allow the Charity to expand or restructure, as necessary.

The Board of Trustees is responsible for:

Safeguarding the assets of the charity
Preventing fraud
Avoiding mistakes
Keeping financial records in accordance with the governing
document of the Charities Acts.
Preparing Annual Accounts in accordance with the governing
document and relevant legislation
Setting a Reserves Policy

The Board of Trustees responsibilities are achieved through designating responsibilities to the Operations Committee:

Chairman - Mike Mara. Treasurer – Neil Hayward. Secretary - Harry Lewis.

To enable the Board of Trustees to carry out these responsibilities, the Finance Policy must be adhered to by all Board of Trustee members, staff, and volunteers. In exceptional circumstances this policy may be overridden with the approval of the Chairman; any such override will be immediately reported by the Chairman to the Board. A Board decision may also override the policy in exceptional circumstances.

A copy of this policy is given to all Board of Trustee members on their election/appointment to the Board, and to all relevant staff and volunteers.

Policy Revisions

This policy will be reviewed at least every three years and amended as necessary, in accordance with any forthcoming legislation affecting the operations or premises of the organisation).

Finance Policy

The treasurer takes the lead on:

a) making sure the Charity keeps proper accounts.

SERV Trustee Annual Report

b) reviewing financial performance.
c) ensuring policies for finance and relevant investment are regularly reviewed.
d) ensuring that the Charity has robust and effective financial controls in place.
e) liaising with the Chairman about financial matters and with the independent examiner.
f) reporting on financial matters at the AGM.

The examined accounts are detailed below:

SERV Trustee Annual Report CHARITY (OMMISSION FOR LA) AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the tWU5teesl members of On accounls for the yèar ended Charity no lif any) 31 284455 Sot out on pages 1&2 I rert to the Irustees (ffi my examwbathjn of the accounts of the above ch• llhè Tntsf) for the year ended 31K13r2022 Responsibilities and basis of report As the chantys trustees. you are responsib for thè preparaknon of the accounts In accordance wrth the requirements of the CharlS Act 2011 rthe Act-l. I iep)rt m le¥ of my eWninati of the Twst's accwnts ed oul under Sect 145 of the 2011 Act and in cang out my examination. I have folkw1 all the applicable DirectK)ns given by the Charity C(rfnm1ss under section 145I5Xb} ol the Act. Indepenthrt I have Cl¥nPled my examinatKXb. I conffirm that no material matte15 have examirntrs statènrt come to my attenbon in connectKffl wth the examinats.on ¥thich gives me cause to lIeVe that in. Y tnaterial Spe. the accountsng records were not kept n acci>rdance wrfh section 130 the chanb.es ACL or the aCcjnts not accord the accounts.ng Tecords.. or the accryjnts did not c¢ynpty wth the applicable requIrnets conceming Ihe fonn and conteni of accounts set out in the Charities (Accounts and Reports) ReguLations 2(K18 otherthan any requirement that the accounts give a 1n and fair. vthich is not a matter wth examinabon to which attenbon shoukj iE drawn in this report in order to enabk a proper understandry of the accounts to be reached. Signed: Date: 13 Dec£mter 2022 Name: JANE GAREZE FCA Arr Relevant professional qualificalionls) 01 b(MJy IER Oct 2018

SERV Trustee Annual Report olTy (oMMS . FOR fNGLN140 ANO W Recei tsand CC16a To 31h)Wl Section A Receipts and paymenls Endawn*Tht A1 PAEw"pls Grlrd S3J14

SERV Trustee Annual Report Section B Statemenl of assèts and liabilities at the Ènd of the period ael&4.i: 81 C#hfl1 fvn B5 UNIMs t)atè of 1611112021

SERV Trustee Annual Report

Organizational Information

a) The Financial Year runs from: 1st April to the 31[st of] March
b) Name of Bankers: Metro Bank Limited
c) Name of Auditor/Independent Examiner: JG Accounting Services

Bank Accounts

a) All bank accounts must be in the name of the organisation.
b) No account may ever be opened in the name of an individual or individuals.
c) New accounts may only be opened by a decision of the Board of Trustees, which must be minuted.
d) Changes to the bank mandate may only be made by a minuted decision of the Board of Trustees in agreement with the operations Committee.
e) Two people (one a Trustee) must be involved in handling cash receipts.
f) All Internet Bank Transfers must be authorised by the Treasurer or assigned deputy.
g) Authorised individuals are responsible for examining the payment documentation (purchase invoice etc.) prior to authorising an Internet Transfer or bank card payment.
h) New Bank Debit Cards may only be opened by a decision of the Board of Trustees in agreement with the operations committee.
i) Bank card signatories are authorised to incur expenditure up to £2000 at their own discretion. Above that email confirmation is required from another signatory. The Treasurer must be copied in on all emails relating to this expenditure and he is responsible for maintaining the relevant audit trail.

Annual Budget

a) An annual budget, setting out the organisation’s financial plan for the year, will be prepared so that the Board of Trustees can approve it before the start of each financial year.
b) The Chairman & Treasurer are responsible for the draft budget.

SERV Trustee Annual Report

Financial Reports

a) The Management Accounts report will be prepared for every Board of Trustees meeting.
b) The report will consist of:
Income and Expenditure Accounts
Balance Sheet
Notes to the accounts and commentary

Accounts and Audit

a) Accounts will be drawn up after each financial year and presented for approval at the next Annual General Meeting.
b) The accounts and Trustee Annual Report (TAR) will be submitted to the Charity Commission, as directed by the Charities Commission procedures.
c) The trustees will appoint an appropriately qualified independent examiner to audit the accounts for presentation to the next AGM.
d) The trustees will review the appointment of the auditor/independent examiner at least every 3 years.

Accounting and Other Financial Records

The Charity has robust procedures in place to ensure that all legal and statutory responsibilities are upheld.

The organisation maintains an accredited accounting system (Xero), which records:

Bank transfers, cheques and cash received and banked.
Bank Card payments, Internet Banking Transfers and other amounts paid from the bank accounts

Xero is a cloud-based system that provides:

The date of the transaction.
The name of the person or organisation money was received from or paid to and the full amount.
A brief description of why the money was received or paid.
Documents relating to receipts and payments will be scanned and uploaded our Xero accounting software

The Treasurer is responsible for accurate recording of income and expenditure, but t he designated Xero Administrator will be responsible for the integrity of the system.

SERV Trustee Annual Report

Regular Bank Payments

There will be a quarterly review to ensure no redundant regular payments (standing orders or direct debits) are being made. If any redundant payments have been made, then a refund will be requested from the payee.

Insurance

Appropriate Insurance policies will be maintained to cover:

Employer's Liability
Public Liability
o Contents
Professional Indemnity (Trustees Liability)
Vehicles

The Chairman and Treasurer are responsible for ensuring appropriate insurance is in place.

Collections, donations, and Gift Aid

The charity is aware of and will ensure that all fundraising activities are carried out in line with its legal responsibilities and the Charity Commissions best practice guidance.

A Collections, Donations and Gift Aid procedure is in place to outline what must happen to ensure that money raised is managed securely and transparently.

The organisation will make use of gift aid schemes to increase the charity’s income. Where donations fall within the Gift Aid scheme declarations will be provided and any returns submitted in line with legislation.

Other Undertakings

All fundraising and grant applications undertaken on behalf of the Charity with be done in the name of the organisation with prior approval of the operations committee.

Reserves Policy

SERV is a mature charity that has built considerable resource over the years. It has a strong volunteer base, delivers a consistently high standard of service for the NHS, at no charge, and supports a range of other community activities. To support the Charity financially, SERV has also developed an effective range of initiatives to raise money through successful and carefully directed fundraising activities such as:

Direct collections from major supermarkets, targeted grant applications, sponsorship from commercial and financial organizations together with donations from individuals and small charitable organisations. This multi-level approach has allowed the charity to bolster the free cash reserves significantly. A decision was taken by the board of trustees to maintain a significant cash balance in this current financial year in view of the ongoing uncertainties caused by the Covid-19 pandemic. It was felt that future expansion and necessary expenditure (such as replacements for the vehicle fleet) would be better postponed until the financial year April 2022 to March 2023 when the future nature of the pandemic would be better understood.

SERV Trustee Annual Report
• As a legal and best practice requirement, the Trustees have reviewed the financial sustainability of SERV.
The Trustees have approved the Policy, set out above, and concluded that SERV has more than ample cash reserves in hand to meet the increasing calls on its services.

NHS Service Demands

SERV has experienced a significant increase in demands for our service.

This includes:

24hr cover at weekends.
Supporting the Sussex Community NHS Trust’s Children’s Support Group with local delivery services on a weekly basis.
Supporting initiatives like the Dementia Research study.
A significant increase in human donor milk deliveries and collections.

The Trustees are of the view that the calls on our resources will continue to grow. As a result, they have established the following:

The need to update the vehicle fleet where appropriate. The purchase of an additional 4X4 vehicle has been completed.
Financial controls are now fully based on the Xero cloud-based accounting software.
To continue to develop internal processes to improve structure and efficiency.
The Charity has established of a new headquarter/workshop premises, at 13, Thesiger Close, Worthing BN11 2RN, to better manage the fleet and provide a focused central point and structure for future expansion.
The development of a new portal system was put on hold due to the after-effects of the COVID pandemic and various cost and organisational factors. The Charity decided to continue the updating and repair of the current portal for the foreseeable future.
The Charity has initiated additional developments for handling milk bank deliveries and in conjunction with Hearts Milkbank at Harpenden, we have completed the development of a Human Donor Milk Bank Hub at the Charity headquarters.

Recruitment of New Rider/Driver Volunteers

Background . The charity has a continuous recruitment policy as there is a turnover of volunteers. The Charity therefore continues to recruit to fill vacancies (as and when vacancies occur bearing in mind the need to provide runs for existing volunteers) and to meet the increased demand from NHS hospitals as required. Weekend working was implemented during the last financial year for hospitals in East and West Sussex. The Trustees and Operations Committee reserve the right to maintain recruitment if weekend working demands additional volunteers to meet demand.

Finance

Income and expenditure levels. The past year has again seen a continuance of the Charity’s increased activity in the number of runs (both blood and donated breast milk). The continuing effect of the Covid-19 pandemic has again caused many face-toface fund-raising events to be cancelled. However, the Charity has continued to make several successful grant applications. Total receipts for the period April 2021 to March 2022 were £46,964 . Total expenditure was £53,314 hence expenditure exceeded receipts by £6,350 . Please see the detailed statement of account on page 8 above.

The Charity has maintained substantial reserves as it expects additional expenditures in forthcoming years to exceed receipts due the planned expansion of the Charity’s services. Reserves stand at £240,063 as at the 31[st] March 2022.

Strenuous fund-raising efforts will continue throughout the coming financial year. Current major donors to the Charity include The Coop, Devitts Insurance brokers, Bloomberg, Aviva Insurance, Tesco Superstores, and a local Sussex recycling company called Terracycle.

Confidentiality

Board members and volunteers will always act in the best interest of the Charity and if they experience a conflict of interest, they must follow the Conflict-of-Interest Policy.

Objectives for 2022/2023 and Future Plans

Where is SERV going in the f ut ure? Our goal is to rise to the ever- increasing requests from the local NHS Trusts to provide a rapid and reliable means of transporting urgent blood, blood products, X-rays, patient notes and laboratory samples to local hospitals at night, 365 days per year. We have expanded our human milk transport service, now providing regular support to various milk banks in the Southeast.

SERV is the only charity to collect human infant milk from donors in Sussex, Surrey and London at pre-arranged times and deliver to the milk banks in the South-East. We also deliver treated milk to mothers at their homes if they need donor milk and cannot make it to the hospital to collect the supplies.

Further investment is planned to support the Hearts Milk Bank processing centre

following the establishment of a Milk Bank Hub at the Charity’s headquarters, enabling the collection, storage, and distribution of donated breast milk.

SERV currently delivers equipment to children’s’ homes in support of the Sussex Community NHS Foundation Trust’s children’s services in Worthing and Crawley. Future expansion of this services is underway. Further weekend working throughout East and West Sussex will be subject to availability of weekend duty controllers and volunteers.