CENTRAL
SURREY COUNCIL FOR VOLUNTARY SERVICE
REPORT OF THE TRUSTEES
The Trustees present their Report and Audited Accounts of the organisation together with the Report of the Independent
Examiner for the year ended 31st March 2006.
Charity Number
1077199
Principal Office
The Old Town Hall
The Parade
Epsom
Surrey KT18 5AG
Governing Document
A constitution dated 29th September 1993 as amended by a further
constitution dated 15th July 1998.
Trustees
Mrs Marion McKinnon (Chair to 10/05)
Familyline Surrey
Mrs Judith Kelly (Chair from 10/05) Soroptimist International
Miss Veronica Wheeler (Hon. Treasurer)
Mrs Cynthia Gifford (Vice Chair
from 10/05)
Carers of Epsom
Mr John Garlick
Age Concern
Mr Tony Starling
ROYAD
Miss Fiona Good
The National Trust
Mrs Jane Summerfield
Royal British Legion
Mrs Sara Thakkar (from 10/05)
Rosebery Housing
Mrs Rachel Turner (from 10/05)
The Children’s Trust
Mr Richard Harris (Resigned 10/05)
Epsom Volunteer Bureau
Note:
Any members serving 6 years are required to resign under the terms of
the CVS constitution.
Bankers
CafCash Ltd
West Malling
Kent
Leeds & Holbeck Building
Society
13 High Street
Epsom
Surrey
Independent
Examiner Messrs
Callingham Crane
115 Kingston Road
Leatherhead
Surrey KT22 7SU
1. PRINCIPAL ACTIVITIES
The aims of the Charity are to promote any charitable purposes for the benefit of the community in the local authority
areas of Epsom & Ewell and Mole Valley and, in particular, the advancement of education, the protection of health and
the relief of poverty, distress and sickness and, in the furtherance of the said purposes but not further or otherwise, to
promote and organise co-operation in the achievement of the same and to that end to bring together in council, representatives
of the voluntary organisations and statutory authorities within the area of benefit.
The Charity is run from its principal office by a Director to whom the Trustees delegate the day to day responsibility
for running the Charity’s activities. The Director is supported by 3 full
time paid members of staff and 6 part time paid members of staff. All other work
is carried out by unpaid volunteers.
During the year the Charity has continued to carry out the key CVS roles of Development, Strategic Partnership, Enabling
Representation, Liaison and Support Services for the voluntary and community sector in Epsom & Ewell and Mole Valley. In
addition the Charity operates Volunteer Centres in Leatherhead, Dorking and Epsom.
The Charity’s staff team included a Volunteering Development Officer, a Haven Residents Advocate, a North Leatherhead
Partnership Worker and a Court & Ruxley Parternship Co-ordinator. These staff
members were employed to carry out specific development work and were line managed by our Director and Assistant Director. Restricted funding for these posts were provided by The Community Fund, Central and
North West London Mental Health NHS Trust and from statutory members of the North Leatherhead and Court & Ruxley Partnerships
respectively. The remaining members of our paid and volunteer staff team were
funded through core funding provided by the statutory agencies identified in section 4 of this Report.
2. PROGRESS AND ACHIEVEMENTS
This has been another very successful year for the Charity which saw the completion of our 3 Year Strategic Plan. Of the 33 targeted actions within the Plan only 8 were not met and, of these, 4 were
taken out of our control and influence by external factors.
The Charity’s services remain in demand as the voluntary and community sector strive to cope with the
ever increasing demands and pressure placed upon them. The sector continues to
face growing pressures from a changing external environment, increased demands around partnership working and the expectations
for quality services and accountability. The Charity has continued to support
the sector in their efforts and to work jointly with our statutory sector colleagues to ensure
that the voluntary and community sector’s voice is heard.
The following key achievements during the year warrant special mention. We:
·
Carried out a successful Quality & Value Survey.
·
Recruited a Volunteer Centre Co-ordinator.
·
Recruited 380 potential volunteers.
·
Provided specific development support to 27 groups.
· Continued
to support volunteers through our Volunteer Centres.
·
Were members of 18 various Local and Countywide Planning Groups.
·
Continued to work on the County Compact Working Group.
·
Took an active role in the Surrey CVS/VB Network and the Capacity Builders Infrastructure Programme.
·
Continued to support the Local Strategic Partnerships in Epsom and Mole Valley.
·
Provided free PQASSO Quality System Mentoring and Outcomes Focus Training to several local groups.
· Completed
the 3rd year of our Strategic Plan and developed our Plan for the next 3 years.
·
Responded to over 700 requests for information and advice.
·
Mailed our quarterly Newsletter to 250 organisations.
·
Established an Emergency Support Database.
3. PLANS FOR THE FUTURE
We plan to continue the range of services and support for the voluntary and community sector in our area of benefit. In particular we wish to meet the key aims within our new Strategic Plan. These are:
To make effective use of the CVS employees, volunteers, financial resources
and other assets.
To develop the role of Central Surrey CVS
through improvements and controlled expansion of the range and quality of services provided.
To promote and take a lead role in developing improved joint working and partnership
between the voluntary, community and statutory sectors.
To develop and encourage the culture of volunteering within the CVS area.
To increase the membership base of Central Surrey
CVS.
To develop the effective use of IT within the CVS to support contact management
internally and externally.
4. REVIEW OF FINANCIAL ACTIVITIES
The results for the year are shown in the Statement of Financial Activities.
Our core funding continues to be provided by Epsom & Ewell Borough Council, Mole Valley District Council and Surrey
County Council with further support from East Elmbridge and Mid Surrey Primary Care Trust. In addition we continued to receive restricted funding to support specific project
work. Details of these are identified in Section 1 above.
The employment of our part time Finance Officer continues to be very beneficial as the post holder has not only relieved
pressure on our Treasurer and Director but has enabled us to keep a tight rein on our increasingly complex financial position. Our financial records are now fully computerised.
The Charity has a Reserves Policy and further details are given in Section 5 below.
Suitable adjustments have been made to our restricted reserves in an attempt to reflect the true costs of the projects
they relate to.
The Trustees have agreed to establish sub committees to oversee their audit and standards responsibilities.
During the year the CVS benefited from intangible income. This relates
to the free use of the Dorking Volunteer Centre premises provided by Mole Valley District Council. This represents a benefit to the CVS estimated at £1,000 and this amount is shown as donated income. In addition, the Management Committee and CVS volunteers donated well over 2200 hours
of their time free, in support of our work. This has benefited the CVS by an
estimated minimum of £20,000 and without this support the CVS would not be able to survive.
It is our opinion that the financial performance of the Charity is satisfactory although, despite tight control on
costs, there continues to be pressure on our core reserves. In particular, the
Trustees have agreed to fund the new post of Volunteer Centre Co-ordinator out of our reserves. In addition they have agreed to fund our Volunteering Development Officer post out of our reserves following
the end of the Community Fund grant. The CVS can only do this for a limited period
and new funding is being actively sort.
The Trustees are confident that adequate systems and controls are in place to protect the Charity from fraud or other
irregularities.
At the year end the Charity had contracted to purchase new IT systems for the CVS office and Volunteer Centres. The cost will be £9,000 and will be fully funded by a grant through the Governments
Capacity Builders Programme.
5. REVIEW POLICY
The Charity has a reserves policy which aims to maintain a level of unrestricted reserves which represents between
four and six months expenditure. This level is in line with recommendations of
good practice given by the Charity Commission.
We consider that reserves are required to:
·
Cover staff redundancy costs in the event of closure.
·
Bridge the timing difference between the start of each financial year and the receipt of core income.
·
Provide funds for unexpected contingencies.
The Trustees endeavour to source the required level of reserves from income generated through the Charity’s activities
and the level is reviewed on a regular basis. We consider that the required level
has been achieved in the current year.
6. MAJOR RISKS
As Trustees we believe that the major risks to which the Charity is exposed have been identified. They have been reviewed and systems have been established to mitigate these risks. In particular these risks include the difficulties of operating on a short funding cycle, the loss of key
staff and the failure of our IT systems.
7. CONCLUSION
We believe that the performance of the Charity over the past year has been very satisfactory and subject to adequate
core funding levels, it is well placed to meet the ever increasing demands for its services.
The Trustees wish to record their appreciation for the commitment and expertise of the paid staff and volunteers. The Trustees would also like to thank the non voting statutory members on the Executive
Committee for their valuable support, advice and judgement. Finally, we would
like to thank our funders for their continued support and encouragement.
SIGNED ON BEHALF OF THE TRUSTEES
Mrs
Judith Kelly (Chair)
Miss Veronica Wheeler (Treasurer)
Page 17
HOW IS YOUR CVS PERFORMING?
As part of our quality standards and funding evaluation process a Quality & Value Survey was
carried out in 2005.
Key statistics from this survey were:
From the Voluntary
& Community Sector
Response rate of 26.4% (63/239)
Quality of CVS services above average – 92.1%
Value of CVS services above average – 88.4%
From Statutory Sector
Stakeholders and Partners
Response rate of 41.6% (10/24)
Quality of CVS services above average – 91.8%
Value of CVS services above average – 92.8%
The CVS wish to thank all those organisations and individuals who responded.
A copy of the full survey report is available from the CVS office.
Page 18
CENTRAL SURREY COUNCIL FOR VOLUNTARY SERVICE
CURRENT CVS COMMITTEE MEMBERSHIP
OFFICERS
Chair: Judith Kelly (Soroptimist International)
Vice Chair: Cynthia Gifford (Carers of Epsom)
Honorary
Treasurer: Veronica Wheeler
Director: Robert Frisby (non voting)
MEMBERS OF
THE EXECUTIVE COMMITTEE
Sara Thakkar
Rosebery Housing Association
John Garlick
Age Concern Epsom & Ewell
Tony Starling
Reach Out Youth Adult Disabilities
Fiona Good
National Trust
Jane Summerfield
Royal British Legion
Rachel Turner
The Children’s Trust
The following
authorities were represented on the Committee as non voting observers by
Cllr Ruby Smith Epsom
& Ewell Borough Council
Trish Lee
Epsom & Ewell Borough Council
Cllr David Sharland Mole
Valley District Council
Heather Ward Mole
Valley District Council
Colin Bradfield
Mole Valley District Council
Jackie Bell
East Elmbridge & Mid Surrey PCT
Sally Irvine/Kirsty Light Surrey County Council
During this year
the Executive Committee met on 6 occasions. Average
attendance of
Trustees was 62% and both Trustees and non voting was 61%.
Page 19
CENTRAL SURREY COUNCIL FOR VOLUNTARY SERVICE
CURRENT CVS STAFF TEAM
PAID STAFF
Director Bob Frisby (part time)
Assistant Director Sally Dubery (full time)
Administrator/Secretary
Susan Bell (part time)
Finance Officer Christopher
Roberts (part time)
Haven Residents
Advocate
Margaret Andre (part time)
Volunteering
Development Officer Barbara
Watts (part time)
North Leatherhead
PartnershipWorker Christian Guy (full time)
Court & Ruxley
Partnership Co-ordinator David
Bailey (full time)
Chart Downs, Goodwyns &
North Holmwood
Co-ordinator
Debbie Harrison (part time)
Volunteer Centre
Co-ordinator
Julia Gallagher (part time)
VOLUNTEER
STAFF
PQASSO Mentor
Peter Harrison
Dorking Volunteer
Centre:
Philip Barclay, Marion Minton
and Rev. Geoffrey Brooks
Leatherhead Volunteer
Centre:
John Over, Jenny Marler, Ann James, Sally Edwards, Carol Allan,
Adelle Grigor, Jane Holmes
Epsom & Ewell
Volunteering Centre:
Laura Denby, Rosa Valentin, Karen Wilson,
Kate Brogan, Annabella Norgate,
Ann Reavley,
Lindiwe Sola, Emma Corbett, Lindsey Thynne, Veronica Bicknell
Shirley
Molland and Gabby Jerrit
During the year
the Committee Members and CVS Volunteers donated over 2,200 hours of their time free in support of the CVS’s work.
A value placed
upon this voluntary support would be in excess of £20,000.
Page 20
THANK YOU’s FROM CENTRAL SURREY CVS
Central Surrey CVS would like to thank the following organisations for their support during the past year:
National Association of CVS’s
Volunteering England
The National Council for Voluntary Organisations
Surrey Community Action
Epsom & Ewell Borough Council
Mole Valley District Council
Surrey County Council
East Elmbridge & Mid Surrey Primary Care Trust
Surrey Police
The Work Action Team
Messrs Callingham Crane
David Howard Payroll Service
RAISE
Central and NW London Mental Health NHS Trust
East Surrey Joint Training Group
Surrey Adult Education
ExxonMobil
The Rotary Club of Epsom
Do it All
Charities Evaluation Services
The Surrey CVS/VB Network
We also wish to acknowledge and thank the Community Fund for supporting our CVS Volunteering Development post.
