Trustees’ Annual Report for Lothian 4x4 Response
For the year ended 31[st] March 2025
The trustees have pleasure in presenting their report together with the financial statements and the independent examiner’s report for the year ended 31[st] March 2025.
Reference and Administrative Information
Charity Name: Lothian 4x4 Response
Charity Number: SC041830
Address: 35 Wilson Avenue, Dalkeith, Midlothian EH22 .
Current Trustees: Trustees throughout the period were, note that we changed the date of our AGM from May to October.
Structure, Governance and Management
Constitution – throughout this period the charity was a SCIO governed by its constitution which was adopted on 4[th] May 2016, having been granted SCIO status by OSCR on 24[th] March 2016. Charitable status of the original, unincorporated association charity, Lothian 4x4 Response, dates from 14[th] October 2010.
Appointment of Trustees - the trustees normally meet on a monthly basis. All members of Lothian 4x4 Response are eligible to be elected as trustees. Under the constitution there must be no less than four and no more than eight trustees. For this reporting period the trustees were elected at the Annual General Meeting in May 2023 which was held in-person. An AGM was held in November 2023 but did not result in any changes to Trustees and future years the AGM will be held in Autumn, leaving the May meeting night for other activities.
Management - the trustees are responsible for the strategic direction and governance of Lothian 4x4 Response. The management committee is responsible for the day-to-day running of the team. There are no paid members of staff.
The trustees are particularly aware of their responsibilities for Health and Safety. The team has public liability, personal accident and equipment insurance. All active members of Lothian 4x4 Response are members of the Protection of Vulnerable Groups (PVG) Scheme.
Charitable Purposes - to promote the welfare, relieve the needs, protect and preserve the health of those in the community who are isolated during periods of adverse weather conditions, environmental hazard and local emergencies, or as required.
Activities - the charity’s activities are primarily concerned with raising skill and expertise levels within the team so that members are competent to perform their Responder role with Lothian 4x4 Response with safety and professionalism.
Activities also include building working relationships with the User Services so that, when the need arises, they and the team are able to work together effectively.
Achievement and Performance
Lothian 4x4 Response has Memoranda of Understanding with a number of key organisations and is increasingly playing a part in strategic emergency planning for the Forth Valley and Lothian & Borders areas.
The team have supported numerous external events during the reporting year, the majority of these came with a financial contribution to the group as well as reimbursement of volunteer expenses. We were also able to attend other events for fundraising (tombola etc) or to promote the group to prospective volunteers.
Financial Review
Our overall financial position for the reporting period was a surplus of £3,226.58.
Total income was £10,308.24, expenses £7,081.66.
Significant income came from event suport £6,120.74 and fundraising £1,453.85
Main expenditure was on an ID card printer and consumables at £1,345.14 and digital radio sim renawals at £569.05.
There were no restricted funds received or spent in the reporting period.
Reserves Policy
The trustees’ policy is to maintain reserves at a level to allow for running costs if the team is mobilised, enabling Responders to be reimbursed for fuel costs in a timely manner and in anticipation of delays in Lothian 4x4 Response being reimbursed by the relevant User Services.
As we are registered as suppliers to our main User Services and furnish them with invoices for recovery of our costs resulting in reducing delays in reimbursement payments, it was felt that we could continue to hold the reserves at the present level of £3290.
Plans for Future Periods
The trustees’ plan is to ensure that the charity continues to provide and develop the services it provides to support the User Services in the geographical areas it covers, and to provide activities and training for its members in order to do this in a safe and professional manner.
Approved by the trustees April 2025 and signed on their behalf by:
Lothian 4x4 Response
Treasurer’s Report for 2024/25
The accounts for 2024–2025 remain healthy, with the main account showing a balance of £26,612.38, representing a surplus of £3,226.58. The secondary account retains a balance of £3,290.00 for contingencies.
This positive position reflects a busy year with numerous callouts, events, and fundraising activities. Our largest fundraising event was the Yomp, which generated £3,546.84 in income.
In addition to regular expenditures for insurance, ARM, and member expenses, we also made several key investments this year, including:
-
An ID printer and cards – £1,345.14
-
A set of digital radios – £569.05
Our reserve policy is to maintain funds at a level sufficient to cover running costs in the event of mobilisation, ensuring responders can be reimbursed for fuel expenses promptly, even if reimbursement from User Services is delayed. The current reserve balance is £3,290.00. An additional £30.00 will be transferred to the main account in April 2025.
Looking ahead, our plan is to ensure the charity continues to provide and develop services that support our User Services across the areas we cover. We will also continue to deliver activities and training opportunities for our 4x4 team members to ensure all operations are conducted safely and professionally.
Investments in both training and PPE equipment for members will be a key priority in the coming year.
Main Account
| Balance 1st April 2024 | 23,385.80 | |
|---|---|---|
| Balance 31st March 2025 | 26,612.38 | |
| Incoming | Membership | 921.00 |
| Fundraising | 1,453.85 | |
| Event Support | 6,120.74 | |
| Callout Fees | 1,221.00 | |
| Other | 41.65 | |
| Donations | 550.00 | |
| Total | 10,308.24 | |
| Expenses | Training | 50.39 |
| Events | 1,870.93 | |
| Equipment | 237.57 | |
| Expenses | 19.80 | |
| Expenditure | Training | 217.50 |
| Tech | 2,125.06 | |
| Equipment | 1,315.91 | |
| Event | 13.00 | |
| Fundraising | 126.00 | |
| Governance | 50.00 | |
| Insurance | 505.60 | |
| Expenses | 549.90 | |
| Total | 7,081.66 | |
| Surplus | 3,226.58 |
Second Account
| Balance 1st April 2024 | 3,260.00 | |
|---|---|---|
| Balance 31st March 2025 | 3,290.00 | |
| Income | Membership | 30.00 |
APPENDIX 2
Enter SC No. below
Enter charity name below
Lothian 4 x 4 Response (SCIO)
SC041830
Receipts and payments accounts
| Period start date | Period start date | Period start date | Period start date | Period end date | Period end date | Period end date | Period end date | Period end date | ||||||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| For the period from |
01 Day |
April Month |
2024 Year Year |
to | Day 31 |
Month March |
Year 2025 |
|||||||||||||||||
| Section A Statement of receipts and payments A |
||||||||||||||||||||||||
| Unrestricted | Restricted | Expendable | Permanent | Permanent | Total funds | Total funds last | ||||||||||||||||||
| to nearest £ | to nearest £ | to nearest £ | to nearest £ | to nearest £ | to nearest £ | |||||||||||||||||||
| A1 Receipts | ||||||||||||||||||||||||
| Donations | 1,532 | 1 | 1 | 1,532 | 532 | 1 | 1,225 | |||||||||||||||||
| Legacies | - | - | - | - | ||||||||||||||||||||
| Grants | - | - | - | - | ||||||||||||||||||||
| Receipts from fundraisingactivities | 1,454 | 1 | 1 | 1,454 | 454 | 976 | 976 | |||||||||||||||||
| Gross tradingreceipts | 42 | 42 | 42 | 42 | 42 | 42 | 42 | |||||||||||||||||
| Income from investments other than | - | - | - | - | ||||||||||||||||||||
| Rents from land & buildings | - | - | - | - | ||||||||||||||||||||
| Gross receipts from other charitable | 7,342 | 7 | 7 | 7,342 | 342 | 7 | 7,468 | |||||||||||||||||
| - | - | - | - | |||||||||||||||||||||
| A1 Sub total | A1 Sub total 10,370 | - | - | - | - | - | - | - | - | - | - | - | 10 | 10 | 10,370 | 370 | 9,711 | 9,711 | ||||||
| A2 Receipts from asset & | ||||||||||||||||||||||||
| Proceeds from sale of fixed assets - Proceeds from sale of investments - A2 Sub total - - - - - - Total receipts 10,370 - - - 10,370 9,711 ~~—_--—=~~ |
||||||||||||||||||||||||
| A3 Payments | ||||||||||||||||||||||||
| Expenses for fundraising activities | 139 | 139 | 139 | 139 | 139 | 409 | 409 | |||||||||||||||||
| Gross trading payments | - | - | - | - | ||||||||||||||||||||
| Investment management costs | - | - | - | - | ||||||||||||||||||||
| Payments relating directly to charitable | Payments relating directly to charitable5,176 | 5 | 5 | 5,176 | 176 | 13,567 | ||||||||||||||||||
| Grants and donations | ||||||||||||||||||||||||
| - | - | - | - | |||||||||||||||||||||
| Governance costs: | 556 | 556 | 556 | 556 | 556 | 428 | 428 | |||||||||||||||||
| Audit / independent examination | - | - | - | - | 50 | 50 | ||||||||||||||||||
| Preparation of annual accounts | - | - | - | - | ||||||||||||||||||||
| Legal costs | - | - | - | - | ||||||||||||||||||||
| Other | Other | |||||||||||||||||||||||
| - | - | - | - | |||||||||||||||||||||
| - | - | - | - | |||||||||||||||||||||
| **A3 Sub total ** | 5,871 | - | - | - | - | - | - | - | - | - | - | - | 5,871 | 5,871 | 5,871 | 5,871 | 14,454 | |||||||
| A4 Payments relating to asset and | ||||||||||||||||||||||||
| Purchases of fixed assets | 1,211 | 1 | 1 | 1,211 | 211 | 1 | 1,773 | |||||||||||||||||
| Purchase of investments | ||||||||||||||||||||||||
| - | - | - | - | |||||||||||||||||||||
| **A4 Sub total ** | 1,211 | - | - | - | - | - | - | - | - | - | - | - | 1,211 | 1,211 | 1,211 | 1,211 | 1,773 | 1,773 | ||||||
| **Total payments ** | 7,082 | - | - | - | - | - | - | - | - | - | - | - | 7,082 | 7,082 | 7,082 | 7,082 | 16,227 | |||||||
| Net receipts / (payments) A5 Transfers to / (from) funds Surplus / (deficit) for year |
3,288 - - 3,288 - - ~~———~~ |
- - |
3,288 - 3,288 |
( ( |
6,516) 6,516) ( |
APPENDIX 2
Lothian 4 x 4 Response (SCIO)
Section B Statement of balances
Unrestricted funds
| Categories B1 Cash funds |
Details Cash and bank balances at start of year Surplus / (deficit) shown on receipts and payments account Cash and bank balances at end of year (Agree balances with receipts and payments account(s)) |
to nearest £ |
|---|---|---|
| 26,616 | ||
| 3,288 | ||
| 29,904 | ||
| 1 |
Details
B2 Investments none
Details
B3 Other assets
none
Details
B4 Liabilities
none
/ Statement of balances
2
December 2007
APPENDIX 2
Details
B5 Contingent liabilities
Signed by one or two trustees on behalf of all the trustees
none
Signature
/ Statement of balances
3
December 2007
APPENDIX 2 SC041830 Expendable endowment funds to n•arest £ Permanent endowmonl funds to nearest £ Restricted funds Total cuThent period Total last period to nearest £ to nearest £ lo nearest £ 26.616 33.133 3,288 {6,517) 29,904 26,616 Fund to which asset belongs Markel valuation Last year to nearest £ Total Fund to which asset belongs Cost Irf available) Current value {11 avallable) to nearest £ Last year to nearest £ lo nearest £ Total Fund to T*thich liabilty relates to nearest £ lo nearest £ I statement of balances December 2007
APPENDIX 2 Total Fund to whlch Il•blllty relates AMnt due Last year lo nearest £ Tolal Print Name Date of approval I statement of balances December 2007
APPENDIX 2
Lothian 4 x 4 Response (SCIO)
Section C Notes to the Accounts
C1 Nature and purpose of funds (may be stated on analysis of funds worksheets)
To provide logistical support (primarily transport, communications and contr Category 1 Responders) to deepen their resilience by support of their contin when adverse conditions would disrupt delivery and damage communities.
C2 Grants
none
Type of activity or project supported
Individual / institution
C3a Trustee remuneration
If no remuneration was paid during the period to any charity trustee or pers a trustee cross this box (otherwise complete section 3b)
Authority under which paid
C3b Trustee remuneration - details
C4a Trustee expenses
If no expenses were paid to any charity trustee during the period then cross (otherwise complete section 4b)
C4b Trustee expenses - details
Reimbursement of fuel costs for event support Reimbursement of fuel costs for call out deployments Equipment reimbursements costs Training provision costs reimbursements
/ Notes
6
December 2007
APPENDIX 2
| C5 Transactions with trustees and connected persons |
Nature of relationship | Nature of transaction |
|---|---|---|
C6 Other information Trustees have received reimbursement of fuel costs when undertaking activ Lothian 4x4 Response, representing the charity at external meetings or pay
/ Notes
December 2007
7
APPENDIX 2
SC041830
rol) to Service Users (typically nuing services to communities
Number of grants £ made Total - son connected to x
£
s this box
Number of £ trustees
| Number of trustees |
£ |
|---|---|
| 5 | 587 |
| 1 | 111 |
| 1 | 13 |
| 1 | 150 |
/ Notes
8
December 2007
APPENDIX 2
Transaction Balance
vities as a normal responder of ying for equipment or rental costs.
/ Notes
9
December 2007
APPENDIX 2
Lothian 4 x 4 Response (SCIO)
SC041830
Additional analysis (1)
Analysis of receipts and payments
1 Donations
| 1 Donations | ||||||
|---|---|---|---|---|---|---|
| Unrestricted funds to nearest £ |
Restricted funds to nearest £ |
Expendable endowment funds to nearest £ |
Permanent endowment funds to nearest £ |
Total current period to nearest £ |
Total last period to nearest £ |
|
| Members subscriptions | 981 | 981 | 1,180 | |||
| Bank of Scotland Foundation | 500 | 500 | ||||
| Others | 50 | 50 | 46 | |||
| - | ||||||
| Total 2 Grants |
1,531 | - | - | - | 1,531 | 1,226 |
| reference Unrestricted funds to nearest £ |
- Restricted funds to nearest £ |
- | - | reference Total current period to nearest £ |
reference Total last period to nearest £ |
|
| none | - | |||||
| - | ||||||
| - | ||||||
| - | ||||||
| Total | - | - | - | - | ||
| - | - | - | - |
3 Gross receipts from other charitable activities
| Unrestricted funds to nearest £ |
Restricted funds to nearest £ |
Expendable endowment funds to nearest £ |
Permanent endowment funds to nearest £ |
Total current period to nearest £ |
Total last period to nearest £ |
|
|---|---|---|---|---|---|---|
| Event Support | 6,121 | 6,121 | 7,468 | |||
| Deployment on Call out | 1,221 | 1,221 | ||||
| - | ||||||
| - | ||||||
| - | ||||||
| - | ||||||
| - | ||||||
| - | ||||||
| Total | 7,342 | - | - | - | 7,342 | 7,468 |
| - | - | - | - | - | - |
4 Payments relating directly to charitable activities
| Unrestricted funds to nearest £ |
Restricted funds to nearest £ |
Expendable endowment funds to nearest £ |
Permanent endowment funds to nearest £ |
Total current period to nearest £ |
Total last period to nearest £ |
|
|---|---|---|---|---|---|---|
| Fuel Reimbursements - event support | 1,871 | 1,871 | 2,582 | |||
| Fuel Reimbursment - deployments | 550 | 550 | ||||
| Technology (Web Hosting, Membership DB) | 914 | 914 | 900 | |||
| Equipment | 1,553 | 1,553 | 2,480 | |||
| Training | 268 | 268 | 7,419 | |||
| Other payments related to charitable events | 20 | 20 | 186 | |||
| - | ||||||
| - | ||||||
| - | ||||||
| - | ||||||
| - | ||||||
| Total | 5,176 | - | - | - | 5,176 | 13,567 |
| - | - | - | - | - | - |
Additional notes (1)
December 2007
APPENDIX 2
SC041830
Additional analysis (2)
5 Breakdown of unrestricted funds
| 5 Breakdown of unrestricted funds | |||||||
|---|---|---|---|---|---|---|---|
| Receipts | Unrestricted fund 1 - enter name of fund below |
Unrestricted fund 2 - enter name of fund below |
Unrestricted fund 3 - enter name of fund below |
Unrestricted fund 4 - enter name of fund below |
Total unrestricted funds |
Total unrestricted funds last period |
|
| Donations | 1,531 | 1,531 | 1,225 | ||||
| Legacies | - | ||||||
| Grants | - | ||||||
| Receipts from fundraisingactivities | 1,454 | 1,454 | 976 | ||||
| Gross tradingreceipts | 42 | 42 | 42 | ||||
| Income from investments other than land and buildings | - | ||||||
| Rents from land & buildings | - | ||||||
| Gross receipts from other charitable activities | 7,342 | 7,342 | 7,468 | ||||
| Sub total Receipts from asset & investment sales |
10,369 | - | - | - | 10,369 | 9,711 | |
| cross ref error | |||||||
| Proceeds from sale of fixed assets | - | ||||||
| Proceeds from sale of investments | - | ||||||
| Sub total Total receipts Payments |
- | - | - | - | - | - | |
| 10,369 | - | - | - | 10,369 | 9,711 | ||
| cross ref error | |||||||
| Expenses for fundraisingactivities | 139 | 139 | 409 | ||||
| Gross tradingpayments | - | ||||||
| Investment management costs | - | ||||||
| Payments relatingdirectlyto charitable activities | 5,176 | 5,176 | 13,567 | ||||
| Grants and donations | - | ||||||
| Governance costs: | 556 | 556 | 428 | ||||
| Audit / independent examination | - | 50 | |||||
| Preparation of annual accounts | - | ||||||
| Legal costs | - | ||||||
| - | |||||||
| - | |||||||
| Sub total Payments relating to asset and investment movements |
5,871 | - | - | - | 5,871 | 14,454 | |
| - | |||||||
| Purchases of fixed assets | 1,211 | 1,211 | 1,773 | ||||
| Purchase of investments | - | ||||||
| Sub total Total payments Net receipts / (payments) Transfers to / (from) funds Surplus / (deficit) for year |
1,211 | - | - | - | 1,211 | 1,773 | |
| - | |||||||
| 7,082 | - | - | - | 7,082 | 16,227 | ||
| - | |||||||
| 3,287 | - | - | - | 3,287 | 6,516) ( |
||
| - | |||||||
| 3,287 | - | - | - | 3,287 | 6,516) ( |
||
| cross ref error | |||||||
| Nature andpurpose of funds | |||||||
| ed call out and continue to do so over a number of weeks | until the user servic | e could make their | contributions back t | o the group. This is | also the model used | for the external e |
ed call out and continue to do so over a number of weeks until the user service could make their contributions back to the group. This is also the model used for the external ev
Additional notes (2)
December 2007
APPENDIX 2
Lothian 4 x 4 Response (SCIO)
SC041830
Additional analysis (3)
6 Breakdown of restricted funds
| 6 Breakdown of restricted funds | ||||||
|---|---|---|---|---|---|---|
| Receipts | Restricted fund 1 - enter name of fund below |
Restricted fund 2 - enter name of fund below |
Restricted fund 3 - enter name of fund below |
Restricted fund 4 - enter name of fund below |
Total restricted funds |
Total restricted funds last period |
| Donations | - | |||||
| Legacies | - | |||||
| Grants | - | |||||
| Receipts from fundraisingactivities | - | |||||
| Gross tradingreceipts | - | |||||
| Income from investments other than land and buildings | - | |||||
| Rents from land & buildings | - | |||||
| Gross receipts from other charitable activities | - | |||||
| Sub total Receipts from asset & investment sales |
- | - | - | - | - | - |
| - | ||||||
| Proceeds from sale of fixed assets | - | |||||
| Proceeds from sale of investments | - | |||||
| Sub total Total receipts Payments |
- | - | - | - | - | - |
| - | - | - | - | - | - | |
| - | ||||||
| Expenses for fundraising activities | - | |||||
| Gross tradingpayments | - | |||||
| Investment management costs | - | |||||
| Payments relating directly to charitable activities | - | |||||
| Grants and donations | - | |||||
| Governance costs: | - | |||||
| Audit / independent examination | - | |||||
| Preparation of annual accounts | - | |||||
| Legal costs | - | |||||
| - | ||||||
| - | ||||||
| Sub total Payments relating to asset and investment |
- | - | - | - | - | - |
| - | ||||||
| Purchases of fixed assets | - | |||||
| Purchase of investments | - | |||||
| Sub total Total payments Net receipts / (payments) Transfers to / (from) funds Surplus / (deficit) for year |
- | - | - | - | - | - |
| - | ||||||
| - | - | - | - | - | - | |
| - | ||||||
| - | - | - | - | - | - | |
| - | ||||||
| - | - | - | - | - | - | |
| - | ||||||
| Nature andpurpose of funds | ||||||
Additional notes (3)
December 2007
’ Independent examiner s report on the accounts V2
Report to the LOTHIAN 4X4 RESPONSE (SCIO) trustees/members of
| **Independent examiner’s report on the accountsV2 ** | **Independent examiner’s report on the accountsV2 ** | **Independent examiner’s report on the accountsV2 ** | **Independent examiner’s report on the accountsV2 ** | **Independent examiner’s report on the accountsV2 ** | **Independent examiner’s report on the accountsV2 ** | **Independent examiner’s report on the accountsV2 ** | **Independent examiner’s report on the accountsV2 ** | **Independent examiner’s report on the accountsV2 ** | |
|---|---|---|---|---|---|---|---|---|---|
| LOTHIAN 4X4 RESPONSE (SCIO) | |||||||||
| Registered charity number On the accounts of the charity for the period Set out on pages Respective responsibilities of trustees and examiner Basis of independent examiner’s statement Independent examiner’s statement Signed: Name: Relevant professional qualification(s) or body (if any): Address: |
SC041830 | ||||||||
| Period start date | Period end date | ||||||||
| Day | Month | Year | Day | Month | Year | ||||
| 01 | 04 | 2024 | to | 31 | 03 | 2025 | |||
| 1 TO 9 | (remember to include the page numbers of additional sheets) |
||||||||
| The charity’s trustees are responsible for the preparation of the accounts in accordance with the terms of the Charities and Trustee Investment (Scotland) 2005 Act and the Charities Accounts (Scotland) Regulations 2006 (as amended). The charity trustees consider that the audit requirement of Regulation 10(1) (d) of the Accounts Regulations does not apply. It is my responsibility to examine the accounts as required under section 44(1) (c) of the Act and to state whether particular matters have come to my attention. |
|||||||||
| My examination is carried out in accordance with Regulation 11 of the 2006 Accounts Regulations. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeks explanations from the trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and, consequently, I do not express an audit opinion on the viewgiven bythe accounts. |
|||||||||
| In the course of my examination, no matter has come to my attention 1. which gives me reasonable cause to believe that in any material respect the requirements: • to keep accounting records in accordance with section 44(1) (a) of the 2005 Act and Regulation 4 of the 2006 Accounts Regulations, and • to prepare accounts which accord with the accounting records and comply with Regulation 9 of the 2006 Accounts Regulations have not been met, or 2. to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. |
|||||||||
| Date: | 19/12/2025 | ||||||||
APPENDIX 3 Disclosure section Only complete rf the examiner needs to highlight material problems. Give here brief details of any items that the examiner wishes to disclose