The trustees present their report and financial statements of Voluntary Action Rutland (also known as VAR) for the year ended 31 March 2024.
The financial statements have been prepared in accordance with the accounting policies set out in note 1 to the financial statements and comply with the charity's Memorandum and Articles of Association, the Companies Act 2006 and “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)” (published in October 2019).
The objects of the charity, as stated in the Memorandum & Articles, are:
To promote any charitable purposes for the benefit of the community in the local government district of Rutland and its neighbourhood (herein after called “the area of benefit”) and, in particular, the advancement of education, the protection of health and the relief of poverty within the area of benefit.
To promote and organise co-operation in the achievement of the above purposes and to that end to promote and organise co-operation with individuals and other organisations in the achievement of the above purposes.
It aims principally to do this by:
providing a community hub, information, advice and a signposting service;
providing an Integrated Transport Scheme; and
seeking funding and resources that will enhance and enrich the quality of life for vulnerable people in Rutland.
Ensuring our work delivers our aims
VAR reviews its aims, objectives and activities each year. This review looks at what we have achieved and the outcomes of our work in the previous twelve months. It looks at the success of each key activity and the benefits brought to those groups of people we aim to help. The review also helps to ensure that our aims, objectives and activities remain focused on our stated purposes. We have referred to the guidance contained within the Charity Commission’s general information on public benefit when reviewing our aims and objectives and in planning our future activities. In particular, the trustees consider how planned activities will contribute to the set aims and objectives.
How our activities deliver public benefit
Our main activities, and whom we try to help, are described below. All our charitable activities focus on services based in the heart of the community; an integrated transport scheme; the provision of information for individuals and community organisations based in Rutland; and on securing and providing resources for the purposes of public benefit.
The challenges of these unprecedented times continued for VAR as, whilst the pandemic and associated effects subsided, public confidence in returning to meetings, activities and socialising was slow to build. As such in December 2022, Voluntary Action Rutland left the Community Hub at Lands' End Way, selling this asset and relocating to rented accommodation at Oakham Enterprise Park (OEP).
The financial year 2023/24 saw the first full year of VAR at OEP and this was a year of change and adapting for the charity.
VAR’s main activities and achievements undertaken to further the charity’s purposes for public benefit were:
An Integrated Transport Scheme that supports frail, elderly, disabled and vulnerable people in Rutland by co-ordinating the provision of affordable Social Car and Community Vehicle services. The latter comprise of two minibuses and a VAR car, all of which are wheelchair-adapted. The Scheme relies heavily on volunteer drivers to provide a combined service for the community. Throughout the period, volunteers continued to use their own vehicles to transport people to appointments, many of which were medical.
The service provision expanded into Stamford town centre following the closure of Stamford’s small transport scheme operated by the local church. A number of their volunteer drivers transferred to VAR’s Scheme, thus retaining some service and reducing costs in the neighbouring locality. After 40+ years of operation, VAR’s Transport Scheme now comprises more than 63 volunteer drivers – the highest number in its history. Not only do service users benefit, but the increased numbers volunteering derive intrinsic satisfaction from being able to help their community, which enhances their own mental health and wellbeing.
The trustees are grateful for the limited financial support provided by Rutland County Council and the NHS ICB.
VAR’s Emergency Families Fund is a discrete area of work that provides material support for vulnerable people in the Rutland community at their time of greatest need. VAR works in partnership with local Trusts and businesses to act quickly to fulfil such urgent requirements.
Christmas 2023 saw VAR relaunch our much appreciated and needed Christmas Appeal. Working in collaboration with Oakham Fire Station and our generous sponsors at Lands' End Clothing, Tesco Oakham and Oakham School (and not forgetting the extremely generous donations made by the public and other local businesses), we were able to raise and distribute over £2,000 of gifts and vouchers and help more than 75 families in our county. We worked in collaboration with the County Council, the Rutland Food Bank, Age UK, Rotaract, local churches and Rutland's High Sheriff.
The financial year also saw the launch of a new community initiative, Social Lunches against loneliness and isolation. Working with Lands' End Clothing and local sponsors Oakham School, the Rutland Lions, the Hanley Trust and other supporters, VAR arranged a series of social lunches bringing some of our most isolated residents to a hot meal with friendship and entertainment. These now continue on a regular basis.
Investment Policy
Following the sale of its premises at Lands End Way in 2022, VAR realised sizeable capital funds for the first time. In October 2022 the Board established an Investment sub-group (ISG) tasked with recommending an appropriate short term strategy for managing these funds upon receipt. The ISG presented a proposal to the Board in February 2023 that the funds should be invested in a series of interest bearing FSCS protected Fixed Term Deposit accounts keeping all funds within the FSCS protection threshold of £85,000. It further recommended using the CAF Charity Deposit Platform to simplify ongoing management of this process. The Board approved these proposals which have now been implemented.
The Board subsequently adopted a formal Investment Policy covering the management of both Investment Funds and funds allocated for day to day working capital. The Board approved the allocation of £800,000 to a Designated Fund for investment purposes. The remaining funds will be retained in the VAR Fund to support the working capital needs and ongoing operations of the charity.
The remit of the ISG has now been incorporated into the wider remit of the Finance sub-group which is tasked with ongoing monitoring of the charity's investment funds.
Statement of Impact on Reserves
Free Reserves | at 31/3/24 | at 31/3/23 | % Increase (Decrease) |
General Reserve | £229,868 | £342,421 | (33%) |
Designated Funds (not included in above): |
|
|
|
- Lands' End Fund | £1,000 | - | 100% |
- Vehicle Replacement Fund | - | £30,267 | (100%) |
Ratio of Above Reserves to Annual Operating Expenditure | 91% | 133% |
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In addition to the above, at 31st March 2024 the charity held designated investment funds of £832,386 (2023 - Capital Fund £702,231) and restricted funds of £2,915 (2023 - £1,026). Total charity funds were therefore £1,066,169 (2023 - £1,075,945).
The VAR General Reserve is that part of the charity’s unrestricted income funds that is freely available to the Board, referred to as the "Free Reserve", exclusive of Designated Investment Funds, Restricted Funds and Tangible Fixed Assets.
The reserves are set aside to provide financial stability, the repair and replacement of the charity's tangible assets, and the means for the development of our principal activities.
It is intended that the reserves are to be held or used in the following manner:
a. To protect the charity from the risk of insolvency or serious disruption of its charitable functions and to sustain the operating cash-flow;
b. To provide specifically for unbudgeted expenditure on urgent repairs and vehicle replacement.
The Board reviews the reserves required regularly in order to achieve the above, consistent with the perceived level and stability of its income and without placing unnecessary restrictions on operations. The Board's long-term aim has been to maintain the charity's reserves at between 50% and 75% of operating expenditure, consistent with the necessary expenditure and perceived requirements.
The charity participates in a multi-employer defined benefit pension scheme, closed to new members, to which it makes contributions under the deficit recovery plan. At 31st March 2024, the net present value of the future contributions was £262 (2023 - £559) and this liability is reflected in the financial statements.
Future Developments:
As mentioned above, the outcome of the pandemic resulted in the Trustees reaching the difficult decision in 2022 to realise the charity’s assets and to sell the Rutland Community Hub premises.
The Transport Scheme continues with its successful service delivery. This past financial year has once again witnessed the overall transport scheme grow as mileage passed 120,000 miles for the year with both distance and individual journeys up. Providing a heavily subsidised rural transport scheme for county residents makes sustainability a constant challenge. This past year, we have got close to a sustainable model for the first time in many years through a combination of SEN School Transport provision for Rutland County Council together with an increase in funding from the Better Care Fund in recognition of our role in providing essential non-urgent transport for our community.
Our provision of additional transport was also reflected in the growth of both our vehicle fleet and part time employee drivers. To provide the school transport and maintain our provision of community vehicles for local groups, schools, and charities to hire, VAR purchased a new (to the charity) 16-seater WAV minibus and a WAV 5-seater car. We also hired three part time drivers to fulfil our contracts. They have been a welcome addition to our team and taken the total number of VAR employees to eight.
The Trustees’ aspirations remain the same: to continue to develop the Transport Scheme and explore wider rural transport opportunities. Any gaps in community support and service delivery will provide the evidence of need for future funding applications, which will be served best through partnership bids. In a post-pandemic rural environment, knowledge of the community, its existing services and activities is more important than ever.
In the process of refocusing the charity’s activities, it is recognised that existing methods of communication call for substantial enhancement. This will include digital reach and promotion as well as work to help and support older people and those with additional needs to access information online.
The degree of volunteering in Rutland is high in proportion to the population. VAR wishes to harness this ‘good will’ and philanthropy not only to benefit the recipient community, but also for the proven health and wellbeing benefits for those who volunteer.
The population of Rutland is growing and the need to develop community cohesion and encourage activism is greater than ever. Social isolation occurs not only in the older population but also in young families and individuals. Supporting and enabling the development of groups and networks will be a primary focus across the entire county including working with our locally-based armed forces and veterans.
Governing Document
The organisation is a charitable company limited by guarantee, which was established under a Memorandum of Association, updated September 2019. This recognises the objects and powers of the charitable company and is governed under its Articles of Association. In the event of the charitable company being wound up, members are required to contribute an amount not exceeding £1.
Trustees
The trustees, who are also the directors for the purpose of company law, and who served during the year were:
Recruitment and Appointment of the Board of Directors
The Directors of the company are also charity trustees for the purposes of charity law and, under the company’s Articles, are known as members of the Board of Directors. One third of the Board members is subject to retirement at every Annual General Meeting.
During the year an existing trustee, Mr S MacDonald agreed to step into the formal role as Treasurer for the charity.
Organisational Structure
The CEO of VAR is empowered by the Board of Directors to undertake responsibilities and duties in line with agreed VAR policies and is responsible for ensuring that the charity delivers the services specified and that key performance indicators are met. The CEO also has responsibility for the day-to-day operational management of the office; individual supervision of the staff team; and ensuring that the team continue to develop their skills, knowledge and abilities in line with good practice and operational need.
Health & Safety
The trustees understand their duties to their employees and volunteers and are committed to ensuring that they provide a place to work with safe access and proper supervision for employees and volunteers. An appointed member of staff has responsibility to deal with all Health & Safety matters. The member of staff reports to the Trustees, through the CEO.
Information on Health & Safety matters is readily available to all staff and users and training in Health & Safety is provided where required.
Risk Management
VAR’s Trustees acknowledge and understand their responsibility to identify, assess and manage risks. A risk is any event that, if it were to occur, could limit or prevent VAR from achieving its key objectives.
VAR’s key objectives are: the need to comply with its objects, to maintain its reputation and to keep close financial control; to meet its legal and moral responsibilities towards the community, its beneficiaries and its staff and volunteers; to apply funding and donations efficiently and effectively so that the intended beneficiaries benefit in the manner and to the extent intended; and to be open and transparent in all its dealings, internal and external.
In practical terms, VAR:
Maintains a Risk Register comprising a list of its major risks and actions to mitigate their occurrence and impact; VAR’s Strategy Sub Group reviews the Risk Register regularly;
Scrutinises all proposals to undertake new activities or to extend existing activities to ensure they comply with our objects, are financially viable and realistically achievable;
Complies with all legal and regulatory requirements, including those concerned with financial control and reporting, employment, tenancies and health and safety.
Trustee Induction and Training
Trustees are recruited from the local community and undergo a formal six-month preparation and induction period before their nominations are put to the full Board. This includes their attendance at Board and other meetings during that time. All trustees are given a variety of documents from the Charity Commission, National Council for Voluntary Organisations, etc. to read with reference to their obligations and responsibilities. Nominees are invited to the VAR offices to meet staff and volunteers and to learn about the work of the organisation. All nominees are issued, inter alia, with the Charity Commission’s “Guide for Trustees”, which sets out the operational framework for the charity as well as VAR’s Memorandum and Articles. All trustees are eligible and encouraged to attend training courses, and any incurred expenses are met by VAR.
The trustees' report was approved by the Board of Trustees.
I report to the trustees on my examination of the financial statements of Voluntary Action Rutland (the charity) for the year ended 31 March 2024.
As the trustees of the charity (and also its directors for the purposes of company law) you are responsible for the preparation of the financial statements in accordance with the requirements of the Companies Act 2006 (the 2006 Act).
Having satisfied myself that the financial statements of the charity are not required to be audited under Part 16 of the 2006 Act and are eligible for independent examination, I report in respect of my examination of the charity’s financial statements carried out under section 145 of the Charities Act 2011 (the 2011 Act). In carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act.
I have completed my examination. I confirm that no matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
accounting records were not kept in respect of the charity as required by section 386 of the 2006 Act; or
the financial statements do not accord with those records; or
the financial statements do not comply with the accounting requirements of section 396 of the 2006 Act other than any requirement that the accounts give a true and fair view which is not a matter considered as part of an independent examination; or
the financial statements have not been prepared in accordance with the methods and principles of the Statement of Recommended Practice for accounting and reporting by charities applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102).
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the financial statements to be reached.
The statement of financial activities includes all gains and losses recognised in the year. All income and expenditure derive from continuing activities.
Voluntary Action Rutland is a private company limited by guarantee incorporated in England and Wales. The registered office is 16a Suite 10, Oakham Enterprise Park, Ashwell Road, Oakham, Rutland, LE15 7TU.
The financial statements have been prepared in accordance with the charity's Memorandum and Article of Association, the Companies Act 2006 and “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)” (issued in October 2019). The charity is a Public Benefit Entity as defined by FRS 102.
The charity has taken advantage of the provisions in the SORP for charities applying FRS 102 Update Bulletin 1 not to prepare a Statement of Cash Flows.
The financial statements are prepared in sterling, which is the functional currency of the charity. Monetary amounts in these financial statements are rounded to the nearest £.
The financial statements have been prepared under the historical cost convention. The principal accounting policies adopted are set out below.
At the time of approving the financial statements, the trustees have a reasonable expectation that the charity has adequate resources to continue in operational existence for the foreseeable future. Thus the trustees continue to adopt the going concern basis of accounting in preparing the financial statements.
Unrestricted funds are available for use at the discretion of the trustees in furtherance of their charitable objectives.
Designated funds comprise funds which have been set aside at the discretion of the trustees for specific purposes. The purposes and uses of the designated funds are set out in the notes to the financial statements.
Restricted funds are subject to specific conditions by donors or grantors as to how they may be used. The purposes and uses of the restricted funds are set out in the notes to the financial statements.
Cash donations are recognised on receipt. Other donations are recognised once the charity has been notified of the donation, unless performance conditions require deferral of the amount. Income tax recoverable in relation to donations received under Gift Aid or deeds of covenant is recognised at the time of the donation.
Expenditure is recognised on an accruals basis, inclusive of any VAT which cannot be recovered.
Costs of raising funds comprises fundraising costs, cost of sales of services and provision of rooms and facilities for rental fees. Costs incurred for room rentals are apportioned on the basis of floor area for premises costs and a percentage basis for other support costs.
Charitable activities costs include the costs incurred by the charity in the delivery of its charitable activities and services to beneficiaries. Also included are costs directly attributable to such activities and services and any indirect costs which are necessary to support them.
Support costs are those that assist the work of the charity but do not directly represent charitable activities and include office and administrative costs. They are incurred directly in support of expenditure on the objects of the charity. Where support costs cannot be directly attributed to particular headings they have been allocated to raising funds and charitable activities on a basis consistent with use of resources.
Tangible fixed assets are initially measured at cost and subsequently measured at cost or valuation, net of depreciation and any impairment losses.
Depreciation is recognised so as to write off the cost or valuation of assets less their residual values over their useful lives on the following bases:
The gain or loss arising on the disposal of an asset is determined as the difference between the sale proceeds and the carrying value of the asset, and is recognised in the statement of financial activities.
At each reporting end date, the charity reviews the carrying amounts of its tangible assets to determine whether there is any indication that those assets have suffered an impairment loss. If any such indication exists, the recoverable amount of the asset is estimated in order to determine the extent of the impairment loss (if any).
Cash and cash equivalents include cash in hand, deposits held at call with banks, other short-term liquid investments with original maturities of three months or less, and bank overdrafts. Bank overdrafts are shown within borrowings in current liabilities.
The charity has elected to apply the provisions of Section 11 ‘Basic Financial Instruments’ and Section 12 ‘Other Financial Instruments Issues’ of FRS 102 to all of its financial instruments.
Financial instruments are recognised in the charity's balance sheet when the charity becomes party to the contractual provisions of the instrument.
Financial assets and liabilities are offset, with the net amounts presented in the financial statements, when there is a legally enforceable right to set off the recognised amounts and there is an intention to settle on a net basis or to realise the asset and settle the liability simultaneously.
Basic financial assets, which include debtors and cash and bank balances, are initially measured at transaction price including transaction costs and are subsequently carried at amortised cost using the effective interest method unless the arrangement constitutes a financing transaction, where the transaction is measured at the present value of the future receipts discounted at a market rate of interest. Financial assets classified as receivable within one year are not amortised.
Basic financial liabilities, including creditors and bank loans are initially recognised at transaction price unless the arrangement constitutes a financing transaction, where the debt instrument is measured at the present value of the future payments discounted at a market rate of interest. Financial liabilities classified as payable within one year are not amortised.
Debt instruments are subsequently carried at amortised cost, using the effective interest rate method.
Trade creditors are obligations to pay for goods or services that have been acquired in the ordinary course of operations from suppliers. Amounts payable are classified as current liabilities if payment is due within one year or less. If not, they are presented as non-current liabilities. Trade creditors are recognised initially at transaction price and subsequently measured at amortised cost using the effective interest method.
Financial liabilities are derecognised when the charity’s contractual obligations expire or are discharged or cancelled.
The cost of any unused holiday entitlement is recognised in the period in which the employee’s services are received.
Termination benefits are recognised immediately as an expense when the charity is demonstrably committed to terminate the employment of an employee or to provide termination benefits.
Payments to defined contribution retirement benefit schemes are charged as an expense as they fall due.
The cost of providing benefits under defined benefit plans is determined separately for each plan using the projected unit credit method, and is based on actuarial advice.
The change in the net defined benefit liability arising from employee service during the year is recognised as an employee cost. The cost of plan introductions, benefit changes, settlements and curtailments are recognised as incurred.
The net interest element is determined by multiplying the net defined benefit liability by the discount rate, taking into account any changes in the net defined benefit liability during the period as a result of contribution and benefit payments. The net interest is recognised in income/(expenditure) for the year.
Remeasurement changes comprise actuarial gains and losses, the effect of the asset ceiling and the return on the net defined benefit liability excluding amounts included in net interest. These are recognised immediately in other recognised gains and losses in the period in which they occur and are not reclassified to income/(expenditure) in subsequent periods.
The net defined benefit pension asset or liability in the balance sheet comprises the total for each plan of the present value of the defined benefit obligation (using a discount rate based on high quality corporate bonds), less the fair value of plan assets out of which the obligations are to be settled directly. Fair value is based on market price information, and in the case of quoted securities is the published bid price. The value of a net pension benefit asset is limited to the amount that may be recovered either through reduced contributions or agreed refunds from the scheme.
In the application of the charity’s accounting policies, the trustees are required to make judgements, estimates and assumptions about the carrying amount of assets and liabilities that are not readily apparent from other sources. The estimates and associated assumptions are based on historical experience and other factors that are considered to be relevant. Actual results may differ from these estimates.
The estimates and underlying assumptions are reviewed on an ongoing basis. Revisions to accounting estimates are recognised in the period in which the estimate is revised where the revision affects only that period, or in the period of the revision and future periods where the revision affects both current and future periods.
Grants receivable
Transport Scheme - client journey contributions
Letting income
Sales of services and hire of equipment
Raising funds
Premises costs
Health and safety
Insurance
Office and administration
Cost of sales
Other costs
£201 of the above costs were attributable to restricted funds (2023 - £930) and £223,557 to unrestricted funds (2023 - £208,134).
None of the trustees (or any persons connected with them) received any remuneration or benefits from the charity during the year.
No expenses were reimbursed to trustees during the year.
The average monthly number employees (head count) during the year was:
The average number of full time equivalent staff during the year was 3 (2023 - 5).
The charity is exempt from taxation on its activities because all its income is applied for charitable purposes.
The charity operates a defined contribution pension scheme for all qualifying employees. The assets of the scheme are held separately from those of the charity in an independently administered fund.
The charge to profit or loss in respect of defined contribution schemes was £6,806 (2023 - £6,697).
The charity participates in a multi-employer scheme which provides benefits to some 638 non-associated participating employers. The scheme is a defined benefit scheme in the UK. It is not possible for the charity to obtain sufficient information to enable it to account for the scheme as a defined benefit scheme and therefore it accounts for the scheme as a defined contribution scheme.
The scheme is subject to the funding legislation outlined in the Pensions Act 2004 which came into force on 30 December 2005. This, together with documents issued by the Pensions Regulator and Technical Actuarial Standards issued by the Financial Reporting Council, set out the framework for funding defined benefit occupational pension schemes in the UK.
The scheme is classified as a 'last-man standing arrangement'. Therefore the charity is potentially liable for other participating employers' obligations if those employers are unable to meet their share of the scheme deficit following withdrawal from the scheme. Participating employers are legally required to meet their share of the scheme deficit on an annuity purchase basis on withdrawal from the scheme.
A full actuarial valuation for the scheme was carried out at 30 September 2020. This valuation showed assets of £800.3m, liabilities of £831.9m and a deficit of £31.6m. To eliminate this funding shortfall, the Trustee has asked the participating employers to pay additional contributions to the scheme as follows:
Deficit contributions from 1st April 2022 to 31st January 2025 of £3,312,000 per annum (payable monthly).
Unless a concession has been agreed with the Trustee the term to 31st January 2025 applies.
Note that the scheme's previous valuation was carried out with an effective date of 30th September 2017. This valuation showed assets of £794.9m, liabilities of £926.4m and a deficit of £131.5m. To eliminate this funding shortfall, the Trustee asked the participating employers to pay additional contributions to the Scheme as follows:
Deficit contributions from 1st April 2019 to 30th September 2025 of £11,243,000 per annum (payable monthly and increasing by 3% each on 1st April).
The recovery plan contributions are allocated to each participating employer in line with their estimated share of the Series 1 and Series 2 scheme liabilities.
Where the scheme is in deficit and where the charity has agreed to a deficit funding arrangement the charity recognises a liability for this obligation. The amount recognised is the net present value of the deficit reduction contributions payable under the agreement that relates to the deficit. The present value is calculated using the discount rate detailed in these disclosures. The unwinding of the discount rate is recognised as a finance cost.
The discount rates shown above are the equivalent single discount rates which, when used to discount the future recovery plan contributions due, would give the same results as using a full AA corporate bond yield curve to discount the same recovery plan contributions.
Amounts recognised in the Statement of Financial Activities:
Amounts taken to other comprehensive income:
The amounts included in the balance sheet arising from the charity's obligations in respect of defined benefit plans are as follows:
Movements in the present value of defined benefit obligations:
The defined benefit obligations arise from plans which are wholly or partly funded.
The restricted funds of the charity comprise the unexpended balances of donations and grants held on trust subject to specific conditions by donors as to how they may be used.
The Emergency Families Fund is a restricted fund to enable VAR to meet the needs of individuals and families in distress.
The transfers from the restricted fund to the General Fund represent the administrative cost of managing those projects.
The unrestricted funds of the charity comprise the unexpended balances of donations and grants which are not subject to specific conditions by donors and grantors as to how they may be used. These include designated funds which have been set aside out of unrestricted funds by the trustees for specific purposes.
Following the sale of the premises at Lands' End Way in 2022 the Board agreed to establish a Designated Investment Fund and allocate the remaining Capital to the General Fund to cover the working capital and operational needs of the charity.
The Building Fund was a fund designated for building development and site maintenance which cannot be met from within the annual budget.
The Vehicle Replacement Fund was designated to provide for the replacement of Transport Scheme vehicles.
Unrestricted
Restricted
At the reporting end date the charity had outstanding commitments for future minimum lease payments under non-cancellable operating leases, which fall due as follows:
There were no disclosable related party transactions during the year (2023 - none).