ONE CAN TRUST LIMITED

(A Company Limited by Guarantee)

TRUSTEES REPORT

AND

STATEMENT OF FINANCIAL ACTIVITIES

For the year ended 31 August 2019

ONE CAN TRUST LIMITED

Board of Trustees:

Graham Peart (Chairperson)

Suzie Clarke

Andrew Ford

Peter W Green

Robert Hill

Josephine Ollis

Peggy Peckham

David Titman (appointed 13 February 2019)

Company Registration No. 8137465

Charity Registration No. 1148626

Bankers:

Charities Aid Foundation Bank Limited

25 Kings Hill Avenue, West Malling, Kent ME19 4JQ

Account No. 00024509 Sort Code: 40-52-40

Trustees Report for the year ended 31 August 2019STRUCTURE, GOVERNANCE AND MANAGEMENT

Governing Document

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 that ended 31 August 2019. One Can Trust Ltd (OCT) is controlled by its governing document, the Articles of Association. OCT is a company limited by guarantee and registered with the Charity Commissioners.

Objectives and Activities

The primary objective of the food bank is give relief to those in genuine need by providing an emergency food parcel, typically containing one week’s food supplies, for an initial period of up to four weeks. This can be extended after a review. One Can Trust – Values

The Vision - We believe that empowering people to achieve their potential through cohesive and engaged communities is the only way to eradicate food poverty in the long term.

Mission - We seek to develop community based projects, drawing together people from many different backgrounds, of all faiths or none to solve the issues of inequality and poverty that exist in our society.

We operate with openness and integrity – in all our actions we will operate openly and transparently, sharing the reasons behind any decisions we make and how these will progress the delivery of the vision. We value everybody in our community equally, and strive to maximise the impact we can have notwithstanding any individual’s faith or background

We are driven by our volunteers – in this we can ensure that all who work with us are united in delivering our vision for the greater good of our community.

We are led by and support our community – our initiatives are driven bottom up, deriving their strength from the community they serve, with our actions guided and focussed by the wishes of the community

We strive for excellence – we aspire to deliver all we do to the highest possible standard and in this show that poverty does not mean that we cannot achieve the best in all we do

We recognise the value of the individual and the power of community – in humbling ourselves to a common purpose we can each contribute to something far beyond the reach of any one of us, strengthened by our collective values and supporting one another as we need it.

Area Served

The food bank service is available in a wide area, centred on High Wycombe and available to recipients across the south of Buckinghamshire. Convenient ‘pick up’ points are established in Princes Risborough, Hazlemere, Beaconsfield, Denham, Lane End and Marlow where recipients can collect their parcels.

Requesting a Food Parcel

To request receipt of a food parcel, it is necessary to approach one of the local support agencies who are able to generate a food parcel request form known as a Referral Sheet on our website. When a Referral Sheet is received by OCT from one of the authorised agencies, the food parcel is made up in a format appropriate to the needs of that household. This could be for one person, a single parent family or a traditional family. This will usually contain toiletries such as toothpaste, toilet rolls and if appropriate, nappies. Delivery of the parcel is usually made to the referring agency or to a recipient pick up point often at a church or community centre. Some parcels are delivered directly to the recipient.

Self-Pick Food Parcels

An important alternative service is available to those in need of a food parcel and who choose to travel to the Wesley Church in High Wycombe where a Primary Hub has been established. At this location, the content of the parcels is chosen by the recipient, minimising the waste that may inevitably occur in pre-specified parcels, with the added benefit of the opportunity of some companionship over a cup of tea that is so important to many of those who are living alone. Around a half of all food parcels requested are self-pick. We are also able to offer some fresh food items to those who pick their own food parcel.

Content of the food parcels

The principle is to provide sufficient food to sustain the recipient and family for up to one week. The parcel content is regularly reviewed by the operations team to endeavour to make available the most appropriate items taking into account general welfare, a healthy diet, confirmed dietary requirements and simplification of the preparation and cooking skills required. Availability of donated produce and products unavoidably varies from week to week. Sometimes a parcel is assembled that does not require heating of the food when no power is available to the recipient. Parcels that include vegetarian or halal meat products are also available.

Food Generation

Donors are able to contribute food at supermarkets using OCT food baskets and food donations are also collected from schools, churches, workplaces and other organisations. Food drives are organised regularly at the supermarkets when our volunteers are in attendance. To increase awareness of the needs of the food bank, talks are given at schools and churches. These activities and other marketing tools such as the website and Twitter advertise the need for donations of food and money. This is a vital task as the need is to gather food to a retail value in excess of £14,000 per month. Buckinghamshire County Council provide vouchers, pro rata to the number of referral requests satisfied, redeemable at Tesco and these are used to top up food items that are in short supply or occasionally to add milk and fresh food items.

The donated food is delivered by the donor to the Duke Street premises or collected by volunteers from the donor points. It is then sorted into categories and stored in date sequence to minimise wastage in the OCT warehouse and ready for picking into parcels. Only food within its ‘use by’ date is packed into the parcels.

Funding

The structure of the charity is very lean that included three part time paid members of staff at 31st August supplemented by over 100 outstanding volunteers. There is no regular income so money has to be raised to pay staff salaries, rent, maintenance, energy supplier etc. The activity of one of the Trustees includes making applications for grants from funding organisations and to make appeals for donations from individuals and companies. Funding and fundraising are an integral part of discussion at Board Meetings.

Organisational Structure

Trustees Board

The governance of OCT rests with the Board of Trustees which at the year-end on 31st August 2019 had 8 members. The Trustees usually meet 6 times a year or as necessary. Meetings include input from the Project Manager and from any others attending by invitation.Recruitment and appointment of new Trustees

The Directors of OCT are also Trustees for the purposes of charity law. Under the Articles the company’s Trustees also form the Management Committee. Trustees are limited to completing up to three terms in office each of which is for three years and are re-elected at the AGM when appropriate. The Chairman of Trustees may hold the position for a maximum of six years. The Articles provide that at each AGM one third of the Trustees retire for re-election. The Board of Trustees has the power to appoint new Trustees after due consideration. Potential Trustees are recommended to the Board by existing Trustees and patrons. The minimum number of Trustees is 3 and the maximum is 15. Employees

OCT employs one part time Project Manager who is responsible for leading and managing the operations activities and one part time Administrator who assists with general administration and website updates and one part time Warehouse Assistant who organises the food storage and controls food movement to Wesley Church for the self-pick operation.Operational Activities

Operational activities are carried out by a cherished and enthusiastic team of volunteers who donate their time and energy to provide help to those who are in need of support and assistance. A team of volunteers meets on Monday evenings to sort and store the donated produce. Another team of volunteers meets on

Thursday mornings to pick and pack parcels for delivery. Another group of volunteers deliver the parcels to agreed destinations. Further groups of volunteers are involved with food drives at supermarkets to increase donated food volumes, delivering food to drop off centres, collecting food from supermarket dump boxes and separately, making regular visits to a small number of supermarkets to collect available fresh food produce. The intention is to increase the quantity of fresh food items that we offer to our self-pick clients.Similar activities are carried out in parallel by volunteers at Wesley Church under the direction of their leadership team. Other churches that are key to the distribution and collection system include King’s Church Wycombe, Marlow Methodist, Elim Micklefield, The Avenue, Christ the Servant King, Shalom, Princes Risborough Baptist, several Mosques and the Wycombe Islamic Society. Operations Meetings

An Operations Meeting is convened monthly with staff members and key volunteers attending to review and manage the operations activities. This covers the organisation of the Monday evening ‘sort and store’ team activities, the activities of the Tuesday and Thursday morning ‘pick and pack’ team, food transfers to Wesley Church, food collections from supermarkets, delivery of parcels to ‘pick up’ points, reviews of stock levels action to attract donations of certain food items that are in short supply.

Public Benefit

The Trustees have due regard to the Charity Commissions’ guidance on public benefit when considering the objectives and activities. The charity furthers its purpose for public benefit through the provision of emergency food parcels to those in genuine need within the previously described area.

Risk Management

On an annual basis, the Trustees conduct their own review of the major risks to which the charity is exposed and puts into place systems to mitigate those risks.The Trustees consider a significant risk to be the need to raise sufficient funds to support the activities of the charity and a variety of steps have been taken to manage that risk.A sum of money is ring fenced in the internal system equivalent to three months of overhead costs in line with the minimum recommendation of the Charities Commission.The Trustees also consider there is a risk with the generation of adequate food supplies by donation in the varieties required and situation is managed by assessing the stock of food by visual review each month and if necessary an appeal for donations is launched. The Tesco food vouchers are used to supplement food types that are in short supply.

Development of the Charity

Each year we set out to make a number of changes to the organisation to improve professionalism, governance, Health and Safety, operational systems and sustainability. During the year we further strengthened our corporate identity to make the charity more readily recognisable by a number of marketing and communication initiatives. The Trustee Board is organised with each Trustee accepting responsibility for one or more of the activities within the charity. This assists in focusing on the key objectives and identifies the roles that are central to meeting them. The primary responsibilities are finance, premises, food operations, food generation, funding generation, volunteer management, Health and Safety, marketing, transport and Company Secretary and governance.During the year Referral Sheet system was moved on to a web based form with improved reporting options. Further work was carried out to minimise double handling of produce and stock in the warehouse. Subsequent to the year end, work has been carried out to consider the viability of transferring the key self-pick operation into our Duke Street premises and that is anticipated to be launched in the spring of 2020.

Achievement and Performance

Statistics

During the year to 31st August 2019, OCT received 5361 referrals (up from 4878 in previous year) and duly delivered an appropriate food parcel to each response. This averaged 446 referrals per month, up from 406 per month for the same period the previous year. The highest demand in the year was in May 2019 with 530 referrals (August 2018 with 451 referrals) and the lowest in September 2018 with 367 referrals (July 2018 with 329 referrals). There has been no clear pattern for the peaks in demand over the years of collecting statistics.Overall there was another significant average increase in demand for food parcels during the year of around 10% that was itself an increase on the previous year of 32%. The ratio of parcels delivered to single adults, single adult families and two adult families did not significantly alter. The total number of children being assisted increased by 5.3% to 5,899 (5,598). The total number of single adults being assisted increased by 5.6% to 6,305 (5,964)The total number of people assisted in the year increased by 5.5% to 12,204 (11,562). For clarity that does not mean 12,204 different people were supported as most received more than one parcel but it does represent the number of ‘food weeks’ that is the equivalent of feeding an average of 235 people full time in any one week. This required food receipts, that are mostly donations from individuals, with a retail value of around £170,500 in the year or £14,200 each month (£13,400).

This is equates to around 40 full shopping trollies of food being donated each week.Of this value, vouchers provided by Buckinghamshire County Council and redeemed at Tesco, totalled £13,906 (£13,364) or just over 8% of the total value of the food provided in parcels. This is a very similar percentage to the previous year. The retail value of food parcels remains approximately as follows, £21 for a single adult, £36 for a single parent family and £65 for a two adult family (depending on the number and age of children).The Trustees are most grateful for the incredibly generous donations of food and money that comes from residents in the Wycombe and Beaconsfield areas. Community spirit in the Wycombe area is clearly very much alive. Further the Trustees are greatly appreciative of the assistance received from the Buckinghamshire County Council for the food vouchers donated at a rate of £2.50 per food parcel supplied, that are a vital contribution that enable the team to ‘fine tune’ food stock types to meet actual requirements to make up balanced food parcels. The number of households receiving just one parcel reduced again to 18% (from 27.7%) of the total number of parcels. Of the total households, 75% received between 1 and 5 parcels with 25% receiving more than 5 parcels. The number of households assisted rose to 1,154 (from 918), an increase of 25%. The number of households that received long term assistance assessed at more than 20 parcels, increased to 21 (from 20). The curve in the graphs showing monthly demand compared year on year was not similar and little can be learned from the past to assist in forecasting future demand. We have to conclude that sadly, it appears that there will continue to be a significant demand for the services of the charity. Universal Credit arrived locally in September 2018 but this is not stated as a reason for the need of a food parcel significantly more than under the previous benefit system. We understand from anecdotal sources that the number of food parcels delivered by OCT is the highest of all the food banks within Buckinghamshire.From the above figures and the financial results below, excluding exceptional expenditure on equipment to set up the store, the underlying cost of the operations overhead to supply each food parcel of an average value of around £31.00, is approximately £9.00, (an increase from last year’s £7.25) reflecting the cost of the increased number of paid employee hours to around 40 per week. The difference in the figures is down to the continued increase in demand that was difficult to reliably service from volunteers alone. The Trustees are considering a number of measures to reduce the workload required in the systems. This remains a remarkably cost efficient system considering the complexity of the process of collecting, sorting, storing, picking, packing and delivering the parcels. The overhead expenses of the premises and salaries of the three part time employees are the only significant on-going costs. All this is possible due to

the readiness of a team of well over 100 willing volunteers who each week sort and store incoming food, pick and pack parcels and others who collect food from drop centres and supermarkets and deliver packed parcels as required.

Acknowledgements

The Trustees would like to make a special thank you to the numerous volunteers who so reliably arrive on Monday evenings to sort and store food, another group of volunteers who pick and pack parcels on a Tuesday morning also at Duke Street, another group of volunteers who pick and pack on a Thursday morning and another group who sort and split donations on a Friday morning. The Trustees would also like to thank all the other volunteers who involve themselves with the foodbank in many different ways.The Trustees would also like to thank the project team who continue to develop the administration and operational systems and keep everything running smoothly and the warehouse team who continue to ensure stock is managed effectively.Further very special thanks go to the volunteers at Wesley Methodist Church for opening their doors each Tuesday and Friday afternoon to enable about a half of all recipients to pack their own parcels. Without these volunteers there would be no emergency food bank as it would be economically unviable to pay staff to carry out the same work.The Trustees would like to make another special mention and thank all the churches and schools for collecting and delivering substantial quantities of food, quite often anonymously, so we are unable to send a personal thank you note and we acknowledge your generosity here. The Trustees would like to thank all the donors and supporters who have made financial contributions large and small without whom the charity could not exist. We are most grateful to the Buckinghamshire County Council who made very generous grants towards rent and building costs during the year, Wycombe District Council who made a significant grant towards staff costs and to the Heart of Bucks for a grant for equipment and training. Many people assume that we have no costs and we wish that was true. We have to pay rent and maintenance charges on our premises, at a beneficial rate courtesy of our landlord Wycombe District Council and for electricity and the telephone line etc. Fund raising is our greatest challenge. Supporters are much keener to donate food that they see as giving direct relief to those in need rather than to donate the equivalent value in cash that goes towards our modest administrative expenses. The Trustees strive to spread the message that both food and money are required to keep the charity running.Indeed the Trustees consider that our major challenge is the raising of around £4,000 per month to keep the doors open and the lights on. With no guaranteed annual grants, the charity has to rely on the many individuals who generously make regular monthly financial contributions by standing order or through My

Donate and the companies, churches and other organisations that make one off contributions throughout the year, instead of giving food items. We continue to make progress in making the Wycombe food bank sustainable in the long term by continuing to improve and refine systems and by building strong relationships with our supporters. The continuing increase in the demand for food parcels is greatly testing the whole organisation. We now have to employ three part time employees to provide cover for administration and other necessary duties to ensure that the food parcels are always available.

Acknowledgements

In no particular order we thank the following: Claire Ramsden, W A Electrical, Saucy Horse Video, Reynold Parry Jones Solicitors, Heart of Bucks, Buckinghamshire County Council, Wycombe District Council, GDT Fire Extinguishers, County Financial Services, Wesley Methodist Church, The Hub at Union Baptist Church, Your Print Solution, Central Aid, High Wycombe Helping Others, The Perfume Shop, Intel, Edgewell, WISE, Borlase Grammar School, Royal Grammar School, Wycombe Lions Club, Squirrel Pub, Quizzy Sue, FM First Aid Training, Karima Al-Marwaziyya, Haringtons, Top Notes, RH Amar, Chandler Garvey, Rebecca Lewis and the 1st Marlow Bottom Brownies, Softcat, Wycombe Wanderers Football Club, Great Marlow School, Wycombe Abbey School, Red Kite Community Housing and Bucks New Uni. We are delighted that many Brownies, Rangers, Scouts and schools were also involved particularly with sorting and storing the great influx of food during the harvest festival and the run up to Christmas.

The major supermarkets are also thanked for allowing us to attend for a ‘food drive’ on prearranged occasions to promote food donation and collection. In particular, during the past year Morrison’s High Wycombe, Tesco High Wycombe and Sainsbury’s Beaconsfield deserve our special thanks. We would like to thank Marks and Spencers in Beaconsfield for enabling us to collect end of day fresh food items to distribute to our clients. We also thank all the local supermarkets, large and small who kindly allowed us to place collection baskets within their stores.

Financial Review

The results for the year ended 31st August 2019 are set out in the attached financial statements. During the year OCT recognised income of £61,369 and expenditure of £57,427 resulting in a surplus of £3,962. The Trustees have carefully considered the financial position and are confident that donations will materialise to enable the charity to remain viable. Reserves Policy

The Trustees have resolved to keep the equivalent of 3 months of overhead expenses in reserve as recommended by the Charities commission. This currently equates to £20,000.

Principle Funding Sources

Principle funding sources are from individual donors, corporate donors, community based organisations, churches, other charities, Wycombe District Council and Buckinghamshire County Council.

Future Developments

The Trustees continue to look critically at how we can become a more effective and sustainable organisation in providing emergency relief to those in need. We continue to look to the possibility of taking excess fresh food from supermarkets and we are seeking a partner to enable this. The make-up of the food parcels has been studied in detail to ensure that we provide healthy options with fresh fruit and vegetables and reduced sugar content as far as possible. We will continue to develop the food parcel content to provide the best possible offer.

Statement of Trustees Responsibilities

The Trustees who are also Directors of One Can Trust Ltd for the purposes of company law are responsible for preparing financial statements in accordance with applicable law and United Kingdom Accounting standards.Company law requires the Trustees to prepare financial statements each year which give a true and fair view of the state of affairs of the charitable company and of the incoming resources and application of resources, including income and expenditure, of the charitable company for that period. On preparing those financial statements, the Trustees are required to

- Select suitable accounting policies;- Observe the methods and principles in the Charity SORP;- Make judgements and estimates that are reasonable and prudent;- Prepare financial statements on the going concern basis unless it is

inappropriate to presume that the charitable company will continue in business.

The Trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the charitable company and to ensure that the financial statement comply with the Companies Act 2000. They are also responsible for safeguarding the assets of the charitable company and hence taking reasonable steps for the prevention and detection of fraud and other irregularities.

Statement of Disclosure to the Independent Examiner

As far as the Trustees are aware, there is no relevant information (as defined by Section 418 of the Companies Act 2006) of which the charitable company’s auditors are unaware, and each Trustee has taken all steps that they ought to have taken as a Trustee to make them aware of any audit information and to establish that the charitable company’s auditors are aware of that information.

The Independent Examiner, David Sparks of Brandaris, Cryers Hill Road, High Wycombe, HP15 6JS, was appointed in accordance with Section 487(2) of the Companies Act 2006.

On behalf of the Board of Trustees

Graham Peart – Chairman of Trustees

2nd December 2019

ONE CAN TRUST LIMITED

STATEMENT OF FINANCIAL ACTIVITIESfor the year ended 31 August 2019

……….2018/2019………………….. 2017/2018

£ £ £ £ Notes Unrestricted Restricted Total TotalIncome:Local Giving donations 16,305 16,305 11,159Individual donations 18,380 18,380 11,433Church donations 6,489 6,489 6,569School donations 620 620 1,518Community Group donations 6,594 6,594 6,815Company donations 1,571 1,571 6,567Fund raising 746 746 118Grants received 2 10,664 15,944 26,608 24,423

_____ _____ _____ _____TOTAL INCOME 61,369 15,944 77,313 68,602

Expenditure:Wages and employment costs 3 33,029 2,500 35,529 19,294Duke Street Office/stores rent 6,325 6,325 6,000Duke Street service charge 4,899 4,899 4,629Toilet construction 4,392 4,392 -Equipment 3,954 3,954 4,734Insurance 451 451 449Business Rates 4 (979) (979) 978Electricity 3,389 3,389 2,614Stationery and postage 574 574 431Telephone and internet 614 614 557Food purchases and packaging 5 592 15,414 16,006 13,364Publicity and communications - - 220Grant refunds 6 3,680 3,680 -Bank charges 65 65 60Training costs 493 493 -Miscellaneous 122 122 104

_____ _____ _____ _____TOTAL EXPENDITURE 57,427 22,087 79,514 53,434

Surplus/(Deficit) for the year £3,942 £(6,143) £(2,201) £15,168

ONE CAN TRUST LIMITED

Balance Sheetas at 31 August 2019

…………………………2018/2019………….. 2017/2018 £ £ £ £ £

Notes Unrestricted Designated Restricted Total Total

Current Assets Lloyds Bank - - - - - 222 CAF Bank 7/8 20,233 20,000 444 40,677 40,121 Petty Cash 50 50 50Grant for food purchases 8 144 144 2,501

_____ _____ _____ ____ ______20,283 20,000 588 40,871 42,894

LESS: Creditor 9 (218) (218) (40)_____ ______ ____ _____ _____

£20,065 £20,000 £588 £40,653 £42,854

Represented by:

Balance B/Fwd 1 September 2018 36,123 - 6,731 42,854 27,686

ADD: Surplus/(Deficit) for year 3,942 (6,143) (2,201) 15,168

Transfer 10 (20,000) 20,000 - - -______ _____ ______ ______ ______

£20,065 £20,000 £588 £40,653 £42,854

For the year ended 31 August 2019 the company was entitled to exemption under section 477 of the Companies Act relating to small companies.

No members have required the company to obtain an audit of its accounts for the year in question in accordance with section 476 of the Companies Act 2006.

The directors acknowledge their responsibility for complying with the requirements of the Acts with respect to accounting records and for preparation of accounts.

These accounts have been prepared in accordance with the provisions applicable to companies subject to the small companies’ regime.

Graham F Peart (Director/Chairperson)

Peter W Green (Director/Treasurer

ONE CAN TRUST LIMITED

NOTES TO THE FINANCIAL STATEMENTSfor the year ended 31 August 2019

1. The financial statements have been prepared under the Charities Act 2011 (2014 version of Accounting and Reporting by Charities). The financial statements have been prepared under the Historical Cost convention to show the position of the Trust’s financial activities for the year 2018/2019.

2. The Trust received grants during the year totalling £26,608:

Unrestricted grantsWycombe District Council 2,500Bucks County Council 2,700Heart of Bucks 1,500Councillor’s Ward Budgets 964County Trust 3,000

10,664Restricted grantsCouncillor’s Ward Budgets (training) 387Bucks County Council (food purchases) 13,057Wycombe District Council (staffing) 2,500

15,944£26,608

3. During the year the Trust employed four part-time employees as a Project Manager, as a Foodbank Administrator and two storekeepers. Staffing costs were partially funded by a £2,500 grant from Wycombe District Council.

4. During the year a refund was received from Wycombe District Council of £979 relating to 2018/2019 business rates.

5. Purchase of food supplies amounted to £16,006 of which £15,414 was met from a restricted grant provided by Bucks County Council in the current and previous financial years.

6. In a previous year the Trust received a restricted grant to supply fresh food in its parcels, the balance of which £3,680 remained unspent. As the Trust was unable to fulfil the purpose for which the grant was given, the unspent sum was returned to Heart of Bucks. By the end of the financial year the Trust was able to supply fresh food in its food parcels with support from local supermarkets.

7. CAF Bank statement as at 31 August 2019 44,346

LESS: Unpresented cheques 3,669£40,677

8. Unspent restricted cash grants held in the CAF Bank account at year end amounted to £444; being volunteer training £144, and first aid training £300. A further unspent £144 remained unspent of the grant received from Bucks County Council for food purchases.

9. At the year-end creditors amounted to £218 being staff pension contributions still to be collected by the pension provider.

10. During the year the Trust agreed to create a Designated Fund of £20,000 from the balance in its unrestricted CAF Bank Account as a provision against the possible winding up costs of the Trust should such action be required at a future date.