CARERS ASSOCIATION

SOUTHERN STAFFORDSHIRE(A company limited by guarantee)

Report and Financial StatementsFor the Year Ended 31 March 2009

Charity Number 1086979Company Number 4184030

CARERS ASSOCIATION SOUTHERN STAFFORDSHIRE(A company limited by guarantee)

Contents Page

Legal and Administrative Information 3

Report of the Executive Committee 4

Financial statements 13

Balance Sheet 16

Notes to the accounts 17

Independent Auditors 23

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CARERS ASSOCIATION SOUTHERN STAFFORDSHIREReport of the Executive Committee for the year ended 31 March 2009

The Executive Committee presents its report and audited financial statements for the year ended 31 March 2009.

Reference and Administrative Information:Charity Name: Carers Association Southern Staffordshire

Charity registration number: 1086979

Company registration number: 4184030

Registered office and The Carers Centreoperational address: Austin Friars

Stafford ST17 4AP

Executive Committee:Mr K Parson Chair Mrs H Dart Vice-Chair Mr P Gloyne TreasurerMiss S JacksonMrs R Vakis Resigned 09.10.08Mrs J Massey until January 2009Mrs I DaviesMr G RavenscroftMrs P HarveyMrs C HowlettMr P Edgerton Elected 09.10.08

Secretary:Mrs G Wyatt

Senior Management Team:Mrs G Wyatt Chief OfficerMrs L Cock Adult Carers Support Team ManagerMs M Rollins Young Carers Support Team ManagerMrs S Hall Office and Accounts ManagerMrs C Boden Carers Learning and Leisure Project Co-ordinator

Auditors; Silver and Co 25 Park Road, Cannock, WS11 1JN

Bankers: Unity Trust Bank Nine Brindleyplace, Birmingham B1 2HB

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Solicitors: Nowell Mellor 7 & 8 St Mary’s Road, Stafford, ST16 2AT

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STRUCTURE, GOVERNANCE AND MANAGEMENT

Governing DocumentThe organisation is a charitable company limited by guarantee, incorporated on 21st March 2001 and registered as a charity on 11th June 2001. The company was established under a Memorandum of Association which established the objects and powers of the charitable company and is governed under its Articles of Association. In the event of the company being wound up members are required to contribute an amount not exceeding £1.

Recruitment and Appointment of the Executive CommitteeThe 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 Executive Committee. Under the requirements of the Memorandum and Articles of Association the members of the Executive Committee are elected to serve for a period of three years after which they must be re-elected at the next Annual General Meeting.

As a charity working solely with carers, the Executive Committee seeks to ensure that the needs of this group are appropriately represented through the diversity of the trustee body.

Trustee Induction and TrainingAll individuals who are interested in serving on the Executive Committee are encouraged to be co-opted to the Committee for up to a year prior to election to ensure that they have the skills that are required and that they understand fully the role and responsibilities of being trustees. During this period they are invited and encouraged to attend training sessions, offered by local CVS’, on the roles and responsibilities of Trustees and other training relevant to their anticipated role on the Executive Committee (e.g. SORP 2005, Health and Safety training) In some cases the ‘shadowing’ of a more experienced Trustee is appropriate. Additionally they meet with the Chief Officer who provides them with a Trustee induction pack .

Risk Management All risks are kept under review by the Executive Committee who have considered and identified these with respect to the operation of the business as follows:

Risks to Service DeliveryWhilst referrals for carers continue to increase, so do requests for CASS involvement in a wide range of boards, working groups etc. and care must be taken that this, whilst being positive in raising the profile of carers and the organisation, does not have a negative impact on the services to carers. It has not been possible, over the past year, to put into place the planned organisational restructure. This was due to the continuity atmosphere of uncertainty caused by the extension of the main funding

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contract for 12 months, whilst the commissioners identified their commissioning intentions. Regrettably no action was forthcoming and a second 121 month contract was issued from 01.04.09. Despite this, the service has been maintained and developed.Risks around Health and SafetyProcedures are in place to ensure compliance with health and safety of staff, volunteers, clients and visitors to the Carers Centre and also when out on home visits etc.

Financial RisksThe organisation holds regular Finance Sub-Committee meetings. Every effort is made to identify funding from a broader group of agencies to minimise the risks associated with reliance on one main source, however over the past 12 months this has been difficult due to the downturn in the economy and the subsequent effect on funders.CASS has a policy of limits of signing powers with respect to cheques.The organisation has a policy on the level of its reserves (see later in the report)

Risks to Service QualityThe adoption and periodic reviews of PQASSO (Practical Quality Assurance Systems for Small Organisations) ensures a constant quality of delivery for all operational aspects of the charity. The organisation was working on Level 3 PQASSO Edition 2 but has now been concentrating on Edition 3, which can be externally assessed.

Its Investors in People status was reviewed and renewed in April 08.

Organisational StructureCASS has an Executive of between 9 and 15 members) that meet every two months and is responsible for the strategic direction and policy of the charity. The Company Secretary also sits on the Committee but has no voting rights. Three sub-committees – Employment and Finance that meet on a bi-monthly basis and Health & Safety, meeting on an ad hoc basis – report to the main Executive.

The day to day responsibility for the provision of services rests with the Chief Officer, with certain responsibilities delegated to the Assistant Chief Officer – Adult Services, Office and Accounts Manager, Young Carers Team Manager and Learning and Leisure Project Co-ordinator. The Chief Officer is responsible for ensuring that the charity delivers the services specified; that monitoring requirements and key performance indicators are met; and has line management responsibility for eight staff. The Office and Accounts Manager has responsibility for the day to day financial and administrative functions. The Adult Carers and Young Carers Support Team Managers and the Learning and Leisure Project Co-ordinator have responsibility for day to day service provision, supervision and line management of their respective teams and for ensuring that the team

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members continue to develop their skills and working procedures in line with good practice.

Related PracticesThe charity is guided by local and national policy complementary to the charity’s objects and by the identified needs of carers within its catchment area. The organisation’s business plan, which is regularly reviewed and rewritten in 2008, reflects these priorities. Services are commissioned by Staffordshire County Council and the PCT and the organisation is represented on a range of multi-agency partnership boards and local forums which results in improved links and relationships with both statutory and voluntary sector agencies.

OBJECTIVES AND ACTIVITIES

The company’s objects and principal activities are to: provide advice, information and emotional support for carers seek to reduce the stress experienced by carers through the

provision of a range of opportunities designed to maintain good emotional and physical well-being

representation of carers’ views raise awareness of carers and their needs

The main objectives and activities for the year continued to focus on the provision of one-to-one support to individual carers; representation of their needs to service commissioners and providers; and the provision of opportunities for carers to maintain their own health. To achieve these, a range of services was provided both by the organisation alone and in partnership with other agencies.

ACHIEVEMENTS AND PERFORMANCE

Advice, Information and Emotional SupportThis has been provided to adult carers through the Outreach Workers, Carers Support Worker, the Post Diagnosis Support Service (P.D.S.S.), the Mental Health Carers Workers and the Dementia Support Worker, through one-to-one work and monthly drop-in sessions. A similar service has been provided to young carers (under 18) by the Young Carers Support Team. In the latter part of 2008 funding was accessed for the continuation of the P.D.S.S. and a new staff member was appointed.

576 adult carers and 191 young carers were referred to the organisation during the 12 months ending 31 March 09, resulting in a total of 3,932 adult carers and 437 young carers being supported to varying levels as at that date. This steady increase in the number of referrals, together with increasing complexity of cases and the ongoing support necessary for established clients as their situations change or deteriorate, has resulted in waiting lists. Priority has to be given to those in immediate need of

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support but this of course may have meant that those in less need at the time became more critical as time went on. Yet again the waiting lists have been kept to a minimum thanks to the dedication of staff but there is still a real danger that the quality of the service will be compromised in an effort to keep up with referrals. All staff are trained in counselling skills and are able to recognise when it is necessary to refer a carer on for more specialist support. The exception is the P.D.S.S. which provides a counselling service for carers and those they care for.

Monthly drop-ins were held in seven venues around southern Staffordshire and these have been very successful in providing carers not only with information and advice but also the opportunity for emotional support from CASS staff and other carers.

The Young Carers Project has successfully provided one-to-one support sessions to young carers throughout the year, in addition to running a successful Buddy-Up scheme and monthly meeting zones (clubs) in six areas. Specific information and guidance has been delivered on a variety of subjects but this year particular emphasis was placed on the dissemination of information and guidance regarding internet safety, self injurious behaviour and sexual health.

A great deal of information has been provided through the website including answering queries from people across the country and signposting them on to local sources of support. The hits on the site have increased and during the year totaled 883,762. Feedback through the site has been very positive.

Four editions of the CASS newsletter, Aspects, were produced, with a circulation of around 5,500 for each edition. On registering with CASS, adult carers receive an information pack and, if appropriate, a mental health carers pack. A range of age-appropriate leaflets for young carers is also provided, together with a Young Carers Power Pack. The profile of carers, together with that of the service we can provide, has been raised through talks, display stands etc. in a variety of settings and to a cross section of agencies.

It is considered that the organisation has been able to maintain the service provision to the standard expected through the dedication and flexibility of the staff but this commitment should not be relied upon or taken for granted.

Reduction of Carer Stress and the Promotion of Good Physical and Emotional WellbeingOver the year, the Carers Learning and Leisure Project (L&LP) has provided an increased and broadened range of opportunities for carers all aimed at promoting wellbeing. The monthly drop ins, in seven locations, have been well attended and provided an opportunity to relax, chat,

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access information and advice, participate in ‘taster’ sessions for new activities, listen to speakers of interest and a chance to meet with other carers and share coping strategies.

Additionally, a range of activities has been provided across the area, including – Reiki training, complementary therapies, various arts and craft workshops, assertiveness skills, food and mood, IT skills, first aid and creative writing. During this year a total of 1512 episodes (courses and drop-in sessions) were provided by the L&LP during the year.

The Carers Breaks scheme, funded through the Carers Grant, continued to make grants to qualifying carers of up to £200 a year to provide a flexible break/s. The scheme, which is managed for the county by CASS, is very successful and the feedback very positive. However this means it is oversubscribed. During this year it has only been possible to give grants to those who have not had one previously. 334 carers benefited from a break during the 12 months ending 31 March 2009.

72 Young Carer Meeting Zones were held during the year providing 918 meaningful sessions, together with 41 outings offering a range of activities to 408 young carers during the school holidays. These enable children to have a break from caring in the company of others who understand their situation; to build confidence and social skills; develop pro-social identities; and to maintain their own good emotional wellbeing and resilience. A total of 3,999 episodes of support (one-to-one and in groups) were provided to young carers in this period.

Volunteers are recruited to provide additional support to carers through regular telephone calls or home visits, which help to reduce the isolation and stress experienced by many carers. Other volunteers will provide transport, help at the Alzheimer Cafes or drop-ins, undertake some gardening or possibly sit with the cared-for person to give the carer a break.

Carer Representation / ParticipationRepresentation is made, on behalf of individual carers and with their permission, to statutory agencies in respect of services, their rights and other relevant issues to try to ensure that they and those they care for receive the services they need to maintain the caring situation.

CASS also represents the wider issues concerning carers on a range of local and countywide partnership boards, sub groups, forums and local development groups. This also serves to remind service commissioners and providers what life is actually like for carers.

Because of changes to the structure of the County Councils Social Care and Health Directorate and the implementation of the Local Area

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Agreement at district level, the number of meetings where carers views are needed has increased considerably. The contract to support the carers forums of the Learning Disability Partnership Board was extended for a further 12 months until March 2010. Additionally contract was awarded for the administration of Mental Health Local Development Groups

The increase in meetings has placed additional demands on the organisation which will need to be addressed in the longer term to ensure it doesn’t have a negative effect on the one-to-one services.

CASS Young Carers Rep Group held three working meetings to set the agenda for the year and to work through it. They were actively involved in lobbying for the ‘Carers Question’ to be included in the 2011 Census, met with Lichfield Health Scrutiny Committee and attended two CASS recruitment interview panels.

Raising awareness of carers’ needsIn addition to raising and maintaining awareness of carers’ needs at the range of strategic boards mentioned previously, a number of talks/presentations were given over the period to social care, health and voluntary agencies. These also promoted referrals to CASS. Displays were mounted at a number of events run by other agencies for the same purpose, including six events during Carers Week 2008 which was co-ordinated by Social Care and Health.

The profile of young carers, together with that of the service we can provide, was raised through talks, schools resource packs, displays etc in a variety of settings and with a cross section of agencies/interested parties.

Other activitiesSix monthly Alzheimers Cafes were run during the year and have been very successful in both maintaining attendance and encouraging new members.

The South Staffs Dementia Support worker successfully developed the role within the South Staffs District and by the end of March 2009 had taken 116 referrals for the service. The project is being evaluated in the summer of 2009 to ensure its continuation.

Funding was received in November 2008 from Mid Staffs Hospital Foundation Trust for a 12 month pilot Carers Link project within Stafford Hospital, to identify and support carers of patients admitted to the hospital, to raise awareness of carers needs on the wards and in the various departments and to identify staff who are carers and support them appropriately. 60 carers were identified in the period December 08 to

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March 2009.

Amended to here

Level 3 of PQASSO was close to being achieved by the end of 07/08 and our Investors in People Award was reviewed and retained at the end of the year. Although a considerable Investment had been made in updating and improving the IT network within the Carers Centre, total IT networking across the organisation was not achieved during the year. Tenders for a new web-based database were submitted and a provider identified. The database will be up and running in the summer of 2008.

It has not been possible to achieve some of the future aims set out in the 2007Annual Report during the last year.  In some cases priorities have changed over the 12months as other more urgent needs have needed to be addressed.  The continuing changes within Social Care and Health meant that they weren’t in a position by the end of December 07 to decide what they wanted to commission for carers. Therefore, rather than being able to negotiate a new contract to ensure the financial viability of the organisation for 3 to 5 years beyond March 2008 or to fund any new initiatives, we had to accept a rolled-over contract 12 months whilst their new structures bedded-in.

FINANCIAL REPORT 2008/9

As a result of continued support from its principal funding sources, the charity received a net increase of funds compared with the previous year of just over £45,000 with overall turnover reaching £900,000. Funding for the Young Carers project increased by £28,000 and there was new funding of £5,800 from South Staffs PCT for administering the Local Development Groups and £5,000 from Mid-Staffs NHS Foundation Trust for a Carers Worker to be located at Stafford Hospital. After having been suspended through lack of confirmed continuation funding in November 2007, the Post Diagnosis Support Service received additional funding and started up again in November 2008. Other income in the form of donations was received from local charitable organisations and from individuals. Expenditure for the year was £929,000 (2007/8 £816,000). The biggest area of increase was staffing costs, following a comprehensive job evaluation and regrading exercise. There was an overall deficit of £28,280 for the year.

Principal Funding SourcesThe principal funding sources for the organisation continued to be contract income and grants from Staffordshire County Council and from the PCT

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and district council in southern Staffordshire. Contracts are in place or have been extended that will secure continued funding for all activities until the end of March 2010, with the majority being extended until September of the same year. Every effort is made to identify funding from a broad group of agencies to minimise the risks associated with reliance on one main source.

Investment PolicyAside from retaining a prudent amount in reserves each year almost all of the charity’s funds are to be spent in the short term so there are no funds available for long term investment. However, charges for the organisation’s services are invoiced in advance, which produces a positive bank balance. This balance is held in a combination of an interest-bearing current account and a higher-interest deposit account which, in the 2008/9 financial year, generated interest receivable of approx. £11,700. However, interest rates fell considerably during the year as a result of the economic downturn and the interest received was lower than the previous year (£16,380). Unfortunately, this trend will continue. Nevertheless, the Executive Committee has decided to continue with the policy of holding reserves in these bank accounts for the foreseeable future.

Reserves PolicyThe Executive Committee has examined the charity's requirements for reserves in light of the main risks to the organisation.  It has established a policy whereby the reserves held by the charity should be sufficient to maintain security of operation of the organisation for at least three months.  Despite the 2008/9 deficit, overall reserves after taking designated improvement funds into account were approx. £259,000 at the end of the financial year, which provides a level of cover of 3.4 months.

PLANS FOR THE FUTURE

The priority is to maintain the current level of service provision and to strive to maintain the quality, not becoming complacent because of the many positive comments received. Priorities for 2008/09 include –

Ensuring continuation funding of the main contract post March 2009 and identify ways of diversify and increase the organisations income streams

Writing and utilising a marketing strategy Researching the needs of those carers aged 18 to 25 Undergoing an external independent organisational review Achieving PQASSO level 3 Improving healthcare support to carers Working with local employers to improve support for working carers Establishing a CASS Advisory Board to ensure carers have a say in

the development of CASS services Identifying carers who would like to be involved with consultation

and to represent carers views

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A new 5-year business plan will be written to take effect from 2008 but the priority for 2008/2009 will be to ensure that funding is negotiated to continue the service from April 2009. As previously stated, the contracts for the majority of CASS’ income came to an end on 31 March 2008 but were rolled over for 12 months. It is essential that this is addressed early enough to prevent the loss of good staff due to uncertainty about the future. However, we are dependant on funders identifying the level of their expected income before being able to negotiate for the future.

RESPONSIBILITIES OF THE EXECUTIVE COMMITTEE

The Executive Committee complies with Company law which requires them to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charitable company as at the balance sheet date and of its incoming resources and application of resources, including income and expenditure for the financial year. In preparing those financial statements, the Executive Committee should follow best practice and:

select suitable accounting policies and then apply them consistently; make judgments and estimates that are reasonable and prudent;

and prepare the financial statements on the ongoing concern basis

unless it is inappropriate to assume that the company will continue on that basis.

The Executive Committee is responsible for maintaining proper accounting records which disclose with reasonable accuracy at any time the financial position of the charitable company and to enable them to ensure that the financial statements comply with the Charities Act 1985. The Executive Committee is also responsible for safeguarding the assets of the charitable company and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

Members of the Executive CommitteeMembers of the Executive Committee, who are directors for the purpose of company law and trustees for the purpose of charity law, who served during the year and up to the date of this report are set out on page 3.

In accordance with company law, as the company’s directors, we certify that:

so far as we are aware, there is no relevant audit information of which the company’s auditors are unaware; and

as the directors of the company we have taken all the steps that we ought to have taken in order to make ourselves aware of any relevant audit information and to establish that the charity’s auditors are aware of that information.

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AuditorsSilver and Co were re-appointed as the charitable company’s auditors during the year.

This report has been prepared in accordance with the Statement of Recommended Practice: Accounting and Reporting by Charities (SORP 2005, issued March 2005) and in accordance with the special provisions of Part VII of the Companies Act 1985 relating to small entities.

Approved by the Executive Committee on 2nd September 2008 and signed on its behalf by:

Mr K Parson Mr P Gloyne(Director) (Director)

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Financial Statements for the Year ended 31 March 2008

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