Trustees Annual Report
The Trustees are pleased to present the Annual Report for the year ended March 2022.
Objectives and Activities
Summary of the purposes of the charity as set out in its governing document
To relieve poverty, sickness and distress and to provide access to education amongst orphans and vulnerable children in sub-Saharan Africa.
We partner with organisations that promote tracing, re-linking and resettlement of children in their families and extended communities wherever possible.
Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts.
The main objective for the charity is to raise money to support Victory Child Care Project, a Child Care Institution for orphans and vulnerable children on the outskirts of Kampala. Money raised pays for:-
School fees, food, children’s medical bills, salaries and any other necessary items as required at the Children’s Home.
Costs involved in resettling children with family members and foster families – including school fees, medical bills and social worker costs for support and monitoring.
As part of the local community strengthening and empowering programme, we aim to relieve poverty and reduce abandonment. Within this programme, the following projects are funded:-
a Community Education Support Project (CESP), which strengthens the local community around the Children’s Home by providing sponsorship for children to attend school, who without this support would otherwise be unable to attend school due to the cost.
Health support programmes that look to provide emergency medical aid for those who need it.
Funds were raised this year to feed and support local Ugandan families facing challenging times due to the Covid 19 pandemic. Food hampers and gifts were given to community families, who had been identified by the social work team in Uganda as needing support.
Funds were raised this year to feed and support local Ugandan families at Christmas. Food hampers and gifts were given to the community families, and a Christmas feast was provided for all children living at the Home.
One of the main ways in which we support the Children’s Home in Uganda is by general fundraising in the UK, together with individuals who sponsor the project monthly. Donations are sent directly to the project. When possible, the charity provides funds to enable the organisation to expand and develop.
We also support other similar Non-Government Organisations (NGO’s) working within Uganda. This support is provided in the form of advice, encouragement and sometimes financially.
Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit
All funds spent during the financial year have been in support of the key objectives of the charity.
As Trustees of the charity, we have had due regard for the Charity Commission’s guidance on public benefit and have ensured that our activities comply with the key principles of this requirement.
Policy on grant making
Tŷ Cariad Africa does not award grants based on applications or requests, but sometimes awards financial support from its unrestricted funds to partner charities and NGO’s (Non-Government Organisations) operating within sub-Saharan Africa with similar values to ourselves.
As well as financial support, we also look to either support or receive support from these partners to strengthen the joint impact in delivering services and support for orphans and vulnerable children in sub-Saharan Africa. This non-financial support can relate to, but is not limited to:- management support, finance and accountability, project management, project delivery, sharing funding news, general encouragement.
N.B. Before supporting projects, relationships are developed, financial studies undertaken to ensure full financial accountability, and a Memorandum of Understanding drawn up between both parties outlining responsibilities and procedures.
Contribution made by volunteers
The support from our volunteers is amazing – thank you – without your support, we would not be able to make such an amazing difference in the lives of these children!
Due to Covid, no trustees or volunteers visited the project during the last financial year.
Achievements and Performance
Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole.
This financial year was again challenging due to the Covid 19 pandemic which has affected fundraising activities in the UK and activities at the Victory Child Care Project’s Children’s Home in Uganda.
We are pleased to be able to say a big thank you to all who have donated and enabled us to continue to support orphans, vulnerable children and communities in Uganda. Our income for this financial year was down by £12,080, but with just 2 school terms instead of 3 during the financial year, expenditure was less than expected.
Here is some more information about specific projects.
VICTORY CHILD CARE PROJECT – TY CARIAD, NAMUGONGO, KAMPALA, UGANDA (VCCP)
A total of £60,000 was spent on overseas work in Uganda during the financial year, all of which was sent to VCCP.
The project has continued to work closely with the Ugandan Police and the Ugandan Government to provide a safe haven for children who have been abandoned, lost or trafficked. These children come to stay while the social workers and police search for relatives.
At the start of the financial year there were 45 children living at the Home. During the year, 5 children were admitted for care; 12 children were resettled with family members (4 children require ongoing financial support for medical bills and school fees, 8 children require no further financial support); 2 children were fostered without the need for support for medical bills and school fees. The financial year ended with 35 children living at the Home.
Education Costs All children were sent home from school on March 20th 2020 due to the Corona Virus pandemic. All classes except Nursery classes were given staggered start dates for 2021, but just as Primary 1 to 3 were about to restart, a second lockdown came into force on 07/06/21. What started as a 42-day lockdown lasted until February 2022.
Throughout the pandemic, all children at the Home have been home schooled. VCCP has provided workbooks and other scholastic materials for all children at the Home, those usually supported in the local community, and those who have been resettled or fostered. A teacher was employed by VCCP from August 2021 to assist with the home schooling.
This financial year the total cost of education (school fees, requirements and scholastic materials) was £11,917 – up £8,325 from last year.
Education Resettlement Support A total of £8,044 was raised to support children resettled in families, either with family members or with foster families. £7,739 was spent on supporting these children in family settings with costs such as education, food support and health costs.
As in the previous four years, before Christmas we ran an appeal to help feed Ugandan families at Christmas.
A total of £5,548.82 was raised and was used:-
to provide food for the Christmas season's celebrations for all the children and staff at the Children's Home;
to provide a Christmas Party for all the children at the Children's Home with bouncy castles, a trampoline, a puppet show, Father Christmas, a clown, Face painting, chicken and chips, soda, a cake and more;
44 Food Packages for community families, families of resettled and fostered children, and families of staff who give their time each Christmas. Each package included bread, sugar, soda, eggs, spices, margarine, beef, chicken, pasta, cooking oil, milk and more. Each package contained enough for 20 meals/servings. In total the food packages provided for 150 children, 94 adults, and neighbours! There were bank charges of £50 incurred in raising these funds. Net spend of £5,499
Covid 19 Community Food Support A fundraising campaign was launched to raise funds to support families hit hardest by the second lockdown. A total of £3,088 was raised and used to provide food parcels and support for families in need. In total, food support was provided to 29 families – 144 children and adults. There were bank charges of £52 incurred in raising these funds. Net spend of £3,036.
Throughout the year, the social work team have been in contact with the children and families supported outside of the Children’s Home, and when restrictions have allowed, they have visited them with food parcels, education support packages, and have carried out assessments and counselling as and when required.
The balance of £31,809 was spent on running costs in Uganda, including staff salaries (£22,265* - an increase of £2,215); just under 2 months reserves in Uganda for April and May (£9,100) and the balance of £11,444 being spent on food & other project costs. There was already £11,000 in Uganda as at 01/04/21 for April and May costs.
* Salary cost calculated using exchange rate of 4,669 UGX/£ as per transfer to Uganda on 30/03/22.
Total transaction costs of £374 were incurred during the financial year. £261 on restricted funds, and £113 on unrestricted funds. These are the charges from our online partners for collecting credit and debit card payments made online - JustGiving, GlobalGiving, GoCardless and Stripe.
A summary of this year’s highlights:-
(“VCCP” – refers to Victory Child Care Project-Ty Cariad Children’s Home)
April 2021
Prudence starts her role as Administrator at VCCP .
Easter celebration for all children and staff.
Some children start school for the first time since March 2020.
May 2021
Workbooks provided for children at the Home, resettled and fostered children, and children in the Community Education Support project.
June 2021
Uganda enforces Second Lockdown.
Covid 19 Community Food Support campaign launched – helping to support 29 families – 144 children and adults in total.
July 2021
Jennifer Kiwanuka (Director of VCCP) passed away due to Covid. Jennifer was a rock and was tireless in her work helping to support orphans and vulnerable children from before the start of Ty Cariad Africa. We are so grateful for the difference that Jennifer made in the lives of so many, and we are all better for having known her.
She was irreplaceable and will be hugely missed.
August 2021
Teacher Mable employed at VCCP to take responsibility for Home Schooling the children.
September 2021
Lockdown eased slightly, but schools still closed.
First Covid vaccines administered to staff at the Home.
Schools to remain closed until 2022.
December 2021
44 Christmas Food Hampers prepared and distributed to families in the community, families of resettled or fostered children, and families of staff who give their time each Christmas.
Children’s Christmas Party at the Home.
January 2022
Staff at VCCP receive Covid-19 boosters.
9 children under 5 receive polio oral vaccinations.
February 2022
Children return to school, some for the first time since March 2020.
Irene joins the team in Uganda as a House Mother.
Achievements against objectives set
This year we have continued to evaluate our support levels and impact and will continue to do so in the years ahead, ensuring that we are better placed to make more of a difference to the lives of orphans and vulnerable children in sub-Saharan Africa.
We continue to build on the foundations already laid, and as we continue to strengthen our supporter-base (personal and corporate), we hope that we will be in a better position next year to support more children, helping to create a lasting impact on their lives.
Performance of fundraising activities against objectives set
During the financial year our overall income has dropped by 15.35% (£12,080) from the previous year.
Funds raised for the education dropped by 1.47% (£159) to £10,652 from £10,811.
Funds raised for resettlement support increased by 39.99% (£2,298) to £8,044.
Funds raised for Covid 19 Community Support increased by 44.77% (£955) to £3,088 from £2,133.
Investment performance against objectives
Tŷ Cariad Africa holds no financial investments.
Financial Review
At the end of the financial year, there are UK reserves of £1,652 in restricted funds, and £6,532 in unrestricted funds.
Statement explaining the policy for holding reserves stating why they are held
The charity aims to hold 3 months of core costs for the VCCP project either in the UK, or in the VCCP account.
At the end of the financial year, we were in a position where we held 1.5 months of reserves in the UK, and just under 2 months reserves in VCCP in Uganda.
The charity’s principal sources of funds (including any fundraising)
Finances have been raised mainly through word of mouth and through existing contacts.
Gift Aid totalling £9,510.07 was received in the financial year, £1,519.15 more than the previous year (up 19.01%).
All funds spent during the financial year have been in support of the key objectives of the charity.
Investment policy and objectives including any social investment policy adopted
Tŷ Cariad Africa does not have any investments, and therefore, has no investment policy.
A description of the principal risks facing the charity
Tŷ Cariad Africa needs to strengthen its regular giving to be able to support more children in sub-Saharan Africa. Even though the Trustees see this as majorly important and one of the main goals for its UK operations again for the forthcoming financial year, it is not seen as a significant risk in regard to its current level of support for VCCP, however this assumes we are able to maintain current levels of support as a minimum, which might be a risk if the economic situation worsens.
Financial support for partners since 2018-19 (other than the Victory Child Care Project-Ty Cariad Children’s Home VCCP) has been reduced to protect financial support for VCCP. No financial support was given to other partners during this financial year.
The amount of money required by Tŷ Cariad Africa to support the work of VCCP depends on the exchange rate from sterling to Ugandan shillings. The exchange rate has been stable for a number of years, although this may change with ongoing uncertainty due to the Russian invasion of Ukraine and the forecasted increase of cost of living.
As always, we will monitor all relevant situations, respond swiftly with due diligence to do as much as possible to limit and reduce risks as they arise.
Structure, Governance and Management
The Charity is governed by way of a Trust Deed - dated 18th April 2008 and amended 2nd June 2015.
New Trustees are appointed by existing Trustees.
Policies and procedures adopted for the induction and training of trustees
All trustees are required to read and agree to adhere to guidelines of “The Essential Trustee”. Trustees are updated regularly, and further training is available upon request.
The Trustees have extensive knowledge and expertise in numerous areas e.g. Education, Finance, Health and Safety, and Child Care.
The charity’s organisational structure and any wider network with which the charity works
The Trustees are responsible for ensuring that Tŷ Cariad Africa operates within its remit from the Charity Commission and according to its charitable objects.
Tŷ Cariad Africa has one employee who is also a trustee, and the day-to-day operations of the charity are his responsibility, acting in accordance with the wishes of the Board of Trustees.
Due to financial constraints on the charity in the previous year, Mr Jones is now employed on a 0.2 FTE (Full Time Equivalent) contract of 1 day per week. The cost of employment this financial year was £6,000, down 25.35% on last year’s cost of £8,038 (£8,000 gross pay and £38 Employers NI).
As Tŷ Cariad Africa’s employee, Mr Jones’ duties are (but are not limited to):-
Maintain charity services by organising operations and procedures; implementing financial control and management; preparing financial reports; controlling correspondence; designing filing systems; reviewing and approving supply requisitions as necessary, maintaining DBS records on behalf of the charity
Provides historical reference by defining procedures for retention, protection, retrieval, transfer, and disposal of records
Designs, drafts and implements charity policies, for approval by the trustees, establishing standards and procedures; measuring results against standards; making necessary adjustments
Completes operational requirements by scheduling meetings with partnership organisations as required
Keeps trustees informed by reviewing and analysing reports; summarising information; identifying trends
Maintains internet presence in all agreed formats, ensuring that platforms are updated regularly
Maintains all reporting requirements on behalf of the charity both in the UK and in sub-Saharan Africa
Maintains professional and technical knowledge by attending relevant workshops and conferences as agreed by the trustees; reviewing professional publications; establishing personal networks
Constructs project proposals with full costings including full analysis; background, need, costs, implementation and impact
Identifies opportunities for expanding the funding basis of the charity
Achieves financial objectives by preparing an annual budget; scheduling expenditures; analysing variances; initiating corrective actions
Contributes to team effort by accomplishing related results as needed
Maintains regular contact with project leaders/administrators to develop relationships, offer support, and monitor all projects and work supported
Meets face to face as often as possible with key contacts in supported and potential projects
Produces and distributes newsletters – printed and electronic
Decisions regarding which projects to fund are made by the Trustees.
Day to day decisions such as social media content, which grants to apply for, etc. are Mr Jones’ responsibility. If decisions about anything are required by the Trustees before the next committee meeting is due to be held, Trustees are informed about the matter/matters needing a decision, and discussions and votes are given by email, telephone or video call.
Relationship with any related parties
Tŷ Cariad Africa partners with organisations in sub-Saharan Africa that promote tracing, re-linking and reunification of children in their families and extended communities wherever possible. The main project we support and work in partnership with is Victory Child Care Project.
Before supporting projects, relationships are developed, financial studies undertaken to ensure full financial accountability, and a Memorandum of Understanding drawn up between both parties outlining responsibilities and procedures.
Other
The Trustees have a duty to identify and review any risks which the charity may be exposed to. The Trustees also ensure that appropriate controls are in place to provide reasonable assurance against fraud and error.