Friends Of West Byfleet Health Centre - Charities report - 21.2

REGISTERED COMPANY NUMBER: 04174178 (England and Wales)

REGISTERED CHARITY NUMBER: 1086545

Report of the Trustees and

Unaudited Financial Statements for the Year Ended 31 March 2021

for

FRIENDS OF WEST BYFLEET HEALTH CENTRE

Page

Report of the Trustees

1

to

4

Statement of Financial Activities

5

Balance Sheet

6

to

7

Notes to the Financial Statements

8

to

12

The trustees who are also directors of the charity for the purposes of the Companies Act 2006, present their report with the financial statements of the charity for the year ended 31 March 2021. The trustees have adopted the provisions of Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019).

OBJECTIVES AND ACTIVITIES

Objectives and aims

The charity's objectives are to relieve sickness generally, including in particular sickness amongst the patients of the West Byfleet Health Centre, by the provision of ancillary medical equipment, services and facilities. The charity's trustees respond to requests from the practices and staff of the Health Centre for improvements to such equipment, services and facilities. There are three separate practices operating within the health centre, each with its own priorities. It is the usual practice of the charity to seek approval from all three practices before support for a project is agreed.

Public benefit

The activities to achieve the charity's objectives are all carried out for the public benefit as described by the Charity Commission. The beneficiaries of the charity are members of the public who are in need because of concerns over health issues, and the activities of the charity seek to ensure that these people can be supported by better services. The charity sets out in this report the charitable public benefit of its activities. The Board Members have complied with the duty in section 17 of the Charities Act 2011 to have due regard to public benefit guidance published by the Charity Commission.

ACHIEVEMENT AND PERFORMANCE

Charitable activities

Covid-19 continued to impact the charity throughout the financial year. This included regular donations through Friends and the Wit Knits, as well as the Partners in the practices focussing on the challenges of Covid. Trustees continued to meet remotely for meetings.

Purchases were made in this financial year for ongoing and regular services. These included physiotherapy services, gynecological scans (with the use of the ultrasound that the Friends had previously purchased), maintenance of watercoolers, payment for consumables used in the Treatment Room Centre and the annual maintenance contract for the ultrasound.

Other purchases included:

- A one-off sum of £5,000 towards an upgraded cloud-based telephony system (in its second year of running).

- A sum made for the production and distribution of an annual newsletter to all patients via Royal Mail. (Royal Mail later admitted that they failed to distribute the newsletter and all monies that the charity had incurred were subsequently refunded.)

- Part-payment for the provision of a new linoleum floor for an additional consulting room.

The Trustees continue to monitor the reserve funds of the charity to ensure unexpected requests from the Health Centre. Currently the charity continues to maintain a healthy balance of a little over £213,000 split between cash in bank and a conservatively-invested fund in Rathbones. The trustees transferred £40,000 into the investment fund from the non-interest, bearing bank account whilst also seeing the investment fund grow by over £19,000.

The trustees continue to earmark a maximum sum of £70,000 for the one-off installation of air-conditioning into all the consulting and doctors' rooms.

The balance of the reserve fund is there for the maintenance of goods and services and to consider additional requests.

For the year ending 31/03/21 donations from Friends (including the recovery of Gift Aid) amounted to £10,365. This compared to the previous financial year of £15,279, a decrease of 32%. This was due to a material decrease in Friend's donations as well as the one-off sale of a second-hand ultrasound in the previous financial year. Other income included £21,004 growth in our Rathbones investment fund. Covnersely, Covid-19 prevented any fundraising by the Wit Knits which was previously £8,200 in the previous year.

On expenditure, total costs amounted to £15,251. The three largest items were Treatment consumables (£7,682), Telephone system (£5,000) and marketing of the newsletter (£2,495). Overall costs were offset by a credit from Royal Mail for £5,793 due to the loss of the newsletter.

The net income for the financial year amounted to £16,118 largely due to the performance of the Rathbone investment fund. This corresponded with the strengthening of the Balance Sheet by £17,000 amounting to £213,234 versus a previous year of £197,088.

Covid-19 also resulted in the temporary closing of the Community Help Desk, run by volunteers of the Friends. Many aspects of this role have now been absorbed by the Social Prescriber who now operates in the Health Centre. It was agreed during 2020 that this would lead to the permanent closure of the Help Desk. We are very grateful to all volunteers who started and ran the Help Desk over the previous three years.

We are, as ever, indebted to our regular donors for their generous support, and to those who bequeath monies to us in their wills. In addition to all the individual donors, the Wit Knits, a dedicated group of knitters at St John's Church, West Byfleet, have continued to support the charity during Covid times to help raise funds once restrictions allow.

In summary, Covid-19 played a significant part in the reduction of both income to the charity as well as request from the practices for additional goods and services.

FINANCIAL REVIEW

Reserves policy

The trustees have sought to maintain sufficient reserves to cover a normal level of expenditure over the following 12 month period and to provide for unexpected high value equipment demands in support of Health Centre patients. Reserves continue to be equity-based investments following the receipt of a substantial legacy given to the Friends in 2017. The funds for the equity-based investments are managed by professional fund managers.

Going concern

The trustees consider the charity a going concern. There are sufficient reserves to meet the expected needs of the charity over the next few years.

STRUCTURE, GOVERNANCE AND MANAGEMENT

Governing document

The charity is controlled by its governing document, a deed of trust, and constitutes a limited company, limited by guarantee, as defined by the Companies Act 2006.

Directors/Trustees

The Members of the charity's Board who served during the year are the Directors of the Company under the Companies Act 2006. Board Members are Trustees within the meaning of the Charities Act 2011. Members are appointed by the Board; details regarding the method of appointment and removal of Members are in the charity's Articles of Association.

In addition to the Board, there are a further 11 members who make up the Executive Committee, of which 4 have voting rights and this committee meets twice a year. Trustees are elected or re-elected by the members of the charity at the Executive Committee meetings.

Risk management

The trustees have a duty to identify and review the risks to which the charity is exposed and to ensure appropriate controls are in place to provide reasonable assurance against fraud and error.

REFERENCE AND ADMINISTRATIVE DETAILS

Registered Company number

04174178 (England and Wales)

Registered Charity number

1086545

Registered office

The Health Centre

Madeira Road

West Byfleet

Surrey

KT14 6DH

Trustees

N Quin (Chair)

J Patient (Treasurer)

R S Cartledge

I M T Meade

C W P Newell

E Watson Green

N E Woolley

Pamela Witze (appointed 27th November 2020)

In addition to the Board, there are a further 11 members who make up the Executive Committee, of which 3 have voting rights and this committee meets twice a year. Trustees are elected or re-elected by the members of the charity at the Executive Committee meetings.

Voting Members (non Trustees)

A Birkby

D Sherlock

P White

Approved by order of the board of trustees on 5 November 2021 and signed on its behalf by:

N Quin - Trustee

31.3.21

31.3.20

Unrestricted

Total

fund

funds

Notes

£

£

INCOME AND ENDOWMENTS FROM

Donations and legacies

10,074

23,491

Investment income

2

1,555

1,711

Total

11,629

25,202

EXPENDITURE ON

Raising funds

3

(4,152

)

1,965

Charitable activities

Resources expended

17,606

54,457

Total

13,454

56,422

Net gains/(losses) on investments

21,118

(8,187

)

NET INCOME/(EXPENDITURE)

19,293

(39,407

)

RECONCILIATION OF FUNDS

Total funds brought forward

195,512

234,919

TOTAL FUNDS CARRIED FORWARD

214,805

195,512

31.3.21

31.3.20

Unrestricted

Total

fund

funds

Notes

£

£

FIXED ASSETS

Investments

6

175,205

115,756

CURRENT ASSETS

Debtors

7

1,803

2,095

Cash in hand

38,029

81,333

39,832

83,428

CREDITORS

Amounts falling due within one year

8

(232

)

(3,672

)

NET CURRENT ASSETS

39,600

79,756

TOTAL ASSETS LESS CURRENT LIABILITIES

214,805

195,512

NET ASSETS

214,805

195,512

FUNDS

9

Unrestricted funds

214,805

195,512

TOTAL FUNDS

214,805

195,512

The charitable company is entitled to exemption from audit under Section 477 of the Companies Act 2006 for the year ended 31 March 2021.

The members have not required the company to obtain an audit of its financial statements for the year ended 31 March 2021 in accordance with Section 476 of the Companies Act 2006.

The trustees acknowledge their responsibilities for

(a)	ensuring that the charitable company keeps accounting records that comply with Sections 386 and 387 of the Companies Act 2006 and

(b)

preparing financial statements which give a true and fair view of the state of affairs of the charitable company as at the end of each financial year and of its surplus or deficit for each financial year in accordance with the requirements of Sections 394 and 395 and which otherwise comply with the requirements of the Companies Act 2006 relating to financial statements, so far as applicable to the charitable company.

These financial statements have been prepared in accordance with the provisions applicable to charitable companies subject to the small companies regime.

The financial statements were approved by the Board of Trustees and authorised for issue on 5 November 2021 and were signed on its behalf by:

J Patient - Trustee

1.	ACCOUNTING POLICIES

Basis of preparing the financial statements

The financial statements of the charitable company, which is a public benefit entity under FRS 102, have been prepared in accordance with the Charities SORP (FRS 102) 'Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019)', Financial Reporting Standard 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland' and the Companies Act 2006. The financial statements have been prepared under the historical cost convention, with the exception of investments which are included at market value, as modified by the revaluation of certain assets.

Financial reporting standard 102 - reduced disclosure exemptions

The charitable company has taken advantage of the following disclosure exemptions in preparing these financial statements, as permitted by FRS 102 'The Financial Reporting Standard applicable in the UK and Republic of Ireland':

•

the requirements of Section 7 Statement of Cash Flows.

Income

Income is recognised when the charity has entitlement to the funds, any performance conditions attached to the item(s) of income have been met, it is probable that the income will be received and the amount can be measured reliably.

For legacies, entitlement is taken as the earlier of the date on which either: the charity is aware that probate has been granted, the estate has been finalised and notification has been made by the executor(s) to the Trust that a distribution will be made, or when a distribution is received from the estate. Receipt of a legacy, in whole or in part, is only considered probable when the amount can be measured reliably and the charity has been notified of the executor's intention to make a distribution. Where legacies have been notified to the charity, or the charity is aware of the granting of probate, and the criteria for income recognition have not been met, then the legacy is a treated as a contingent asset and disclosed if material.

Expenditure

Liabilities are recognised as expenditure as soon as there is a legal or constructive obligation committing the charity to that expenditure, it is probable that a transfer of economic benefits will be required in settlement and the amount of the obligation can be measured reliably. Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all cost related to the category. Where costs cannot be directly attributed to particular headings they have been allocated to activities on a basis consistent with the use of resources.

Raising funds

Raising funds includes all expenditure incurred by the charity to raise funds for its charitable purposes and includes costs of all fundraising activities and events.

Governance costs

These represent those costs attributable to the management of the charity's assets, organisational administration and compliance with constitutional and statutory requirements.

Taxation

The charity is exempt from corporation tax on its charitable activities.

Fund accounting

Unrestricted funds can be used in accordance with the charitable objectives at the discretion of the trustees.

Restricted funds can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restricted purposes.

Further explanation of the nature and purpose of each fund is included in the notes to the financial statements.

Donated services and facilities

Donated professional services and donated facilities are recognised as income when the charity has control over the item, any conditions associated with the donated item have been met, the receipt of economic benefit from the use by the charity of the item is probable and that economic benefit can be measured reliably. In accordance with the Charities SORP (FRS 102), the general volunteer time given to the charity is not recognised and refer to the trustees' annual report for more information about their contribution.

On receipt, donated professional services and donated facilities are recognised on the basis of the value of the gift to the charity which is the amount the charity would have been willing to pay to obtain services or facilities of equivalent economic benefit on the open market; a corresponding amount is then recognised in expenditure in the period of receipt.

Investments

Investments are included in the Balance Sheet at bid-market value. Gains and losses on disposal and revaluation of investments are credited or charged to the Statement of Financial Activities.

2.	INVESTMENT INCOME

31.3.21

31.3.20

£

£

Investment income from listed investments

1,555

1,711

3.	RAISING FUNDS

Investment management costs

31.3.21

31.3.20

£

£

Portfolio management

1,669

(2,754

)

During the 2020 year the charity received a reimbursement of management fees.

4.	TRUSTEES' REMUNERATION AND BENEFITS

There were no trustees' remuneration or other benefits for the year ended 31 March 2021 nor for the year ended 31 March 2020.

Trustees' expenses

During the year, N Quin was reimbursed £102 (2020 - £165) for expenses relating to the everyday general running of the charity.

5.	2020 - COMPARATIVES FOR THE STATEMENT OF FINANCIAL ACTIVITIES

Unrestricted

fund

£

INCOME AND ENDOWMENTS FROM

Donations and legacies

23,491

Investment income

1,711

Total

25,202

EXPENDITURE ON

Raising funds

1,965

Charitable activities

Resources expended

54,457

Total

56,422

Net gains/(losses) on investments

(8,187

)

NET INCOME/(EXPENDITURE)

(39,407

)

RECONCILIATION OF FUNDS

Total funds brought forward

234,919

TOTAL FUNDS CARRIED FORWARD

195,512

6.	FIXED ASSET INVESTMENTS

Listed

investments

£

MARKET VALUE

At 1 April 2020

115,756

Additions

40,000

Disposals

(1,669

)

Revaluations

21,118

At 31 March 2021

175,205

NET BOOK VALUE

At 31 March 2021

175,205

At 31 March 2020

115,756

There were no investment assets outside the UK.

Investments included in Unrestricted Funds are managed by Rathbone Brothers Plc and have an historical cost of £165,000. Included in the closing balance of £175,205 is cash of £430 (2020 - £1,304).

7.	DEBTORS: AMOUNTS FALLING DUE WITHIN ONE YEAR

31.3.21

31.3.20

£

£

Prepayments and accrued income

1,803

2,095

8.	CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR

31.3.21

31.3.20

£

£

Accrued expenses

232

3,672

9.	MOVEMENT IN FUNDS

Net

movement

At

At 1.4.20

in funds

31.3.21

£

£

£

Unrestricted funds

General fund

195,512

19,293

214,805

TOTAL FUNDS

195,512

19,293

214,805

Net movement in funds, included in the above are as follows:

Incoming

Resources

Gains and

Movement

resources

expended

losses

in funds

£

£

£

£

Unrestricted funds

General fund

11,629

(13,454

)

21,118

19,293

TOTAL FUNDS

11,629

(13,454

)

21,118

19,293

Comparatives for movement in funds

Net

movement

At

At 1.4.19

in funds

31.3.20

£

£

£

Unrestricted funds

General fund

234,919

(39,407

)

195,512

TOTAL FUNDS

234,919

(39,407

)

195,512

Comparative net movement in funds, included in the above are as follows:

Incoming

Resources

Gains and

Movement

resources

expended

losses

in funds

£

£

£

£

Unrestricted funds

General fund

25,202

(56,422

)

(8,187

)

(39,407

)

TOTAL FUNDS

25,202

(56,422

)

(8,187

)

(39,407

)

10.	RELATED PARTY DISCLOSURES

There were £270 total donations received without conditions from trustees during the year (2020 - £295).