Cecily's Fund Annual Report 2011-2012

Annual Report 2012

Contents

01 2012 Highlights

02 Our mission and vision • Our five year strategy

03 What we do

04 Why we do it

05 Working with our partners

09 Chairman’s letter

10 Annual review: What have we done in 2012?

• Access to education • Peer health education • Self-reliance • Empowering communities and

giving orphans a voice

21 Looking forward: Our aims for 2013 • Access to education • Peer health education • Self-reliance • Empowering communities • Giving orphans a voice • Over-arching objectives for Cecily’s Fund

26 Trustees’ statutory report • Financial review • Structure governance and management • Statement of trustees responsibilities

33 Independent auditor’s report

34 Statement of financial activities

35 Balance sheet

36 Notes to the financial statements • Accounting policies • Activities for generating funds • Investment income • Investments • Charitable activities • Resources expended • Personnel costs • Debtors and prepayments • Cash at bank and in hand • Creditors • Balance of funds • Trustees remuneration • Related party transactions

43 Legal and administrative information • Patrons, trustees and staff

44 Statistics and references

45 Cecily’s Fund’s Supporters

Back cover Contacts

Welcome to our annual report for 2012.

This details the progress we have made delivering programmes in Zambia, together with our financial accounts for the year ending 31 December 2012.

2012 Highlights

2012 Expenditure

85% Charitable activities

9% Fundraising

6% Governance costs

32% Statutory

28% Trusts & Charitable Foundations

20% Individuals

14% Other

6% Events

2012 Income

8,042 orphans in Zambia accessed education through Cecily’s Fund

3 local communities in Kitwe kicked off a three year partnership with Comic Relief to improve the way government services for orphans are monitored

80 orphans aged 3-6 years in Lusaka enrolled in a refurbished pre-school, under an exciting new early childhood development initiative

52 of those we supported through school trained as peer health educators, delivering 1,445 peer health education sessions in 25 schools

32 students trained as teachers, seven of whom completed their final year

In 2012, for every £1 we received 85p went directly to support orphans

Students’ choir

Cecily’s Fund Annual Report for the year ending 2012 01

Cecily’s Fund was set up in September 1998 in memory of Cecily Eastwood who was killed tragically in a road accident in Zambia. She was 19 and working with Zambian orphans in her gap year before going to Cambridge University.

We aim to improve prospects for Zambian orphans. We do this by working with selected Zambian partner organisations to ensure that these children have access to education and gain knowledge, life skills and information about HIV and AIDS. Our work is focused solely in Kitwe and Lusaka, where HIV rates are particularly high.

Our vision is of a Zambia in which every child is educated and grows up to lead a self-reliant, healthy, fulfilling life and plays an integral part in Zambia’s development.

Our mission and vision

Our five year strategy: 2011-2015To achieve our vision we want to see five strategic changes:

1. Orphans gain access to high quality education that will respond to their individual needs and help them reach their academic potential.

2. All Cecily’s Fund supported children have access to life-changing peer health education. This will give them accurate, up-to-date HIV prevention information, delivered in a way that increases their understanding and encourages them to adopt safe and healthy behaviour.

3. On completing school, those we support can be linked to further education, employment or other income generation opportunities which will lead to self-reliance.

4. Local communities are empowered to engage in holistic care for orphans and vulnerable children.

5. Decision-makers listen to the voices of those who we support (girls as well as boys) when forming policy that affects their lives.

Since 1998 we have enabled over 12,500 orphans to complete their school education

02 Cecily’s Fund Annual Report for the year ending 2012

We provide long-term educational support for Zambian orphans. With our Zambian partners and the Ministry of Education, we enable orphans to go to school by:

• Supporting government schools to provide effective, holistic care for the most vulnerable children in local communities.

• Providing school fees, uniforms, shoes and other materials.

• Supporting a community school with teacher salaries and a feeding programme.

• Enabling some of our school graduates to train as teachers and, exceptionally, on other higher education courses.

• Training some of our school leavers as peer health educators to teach children how to stay healthy and safe from HIV by running sessions in schools as well as after school Anti-AIDS Clubs.

In 2012 our programme work comprised the following areas:

Programme

Strategic Area

1 2 3 4 5

Access to education

Peer health education

Self-relianceEmpowering communities

Giving orphans a voice

Community school, Lusaka

Primary and secondary education, Lusaka

Primary and secondary education, Kitwe

Peer health education, Kitwe

Tertiary education, Kitwe

Founding Futures, early childhood development, Lusaka

Hands on Learning, community mobilisation, Kitwe

What we do

With our Zambian partners, we change the lives of the orphans we support


Zambia is one of the poorest countries in the world and one of the hardest hit by HIV.

• There are 1.3 million orphans in Zambia, 10% of the total population.

• 51% of the population are living in extreme poverty.

• One in four children in Kitwe has lost one or both parents, mainly due to HIV.

• Education becomes inaccessible to orphans due to lack of money, academic support and the need to work.

• Less than 20% of Zambian children complete secondary school.

• Without an education these children have a limited chance of staying healthy and earning a living to break out of poverty.

Why we do itEvery year in education reduces a child’s vulnerability to HIV by 7% (UNAIDS)

Whilst Zambia’s overall economy is improving, largely due to the extractive industries, the impact on the vast majority of very poor people is minimal. Living costs continue to rise. Many orphans are being cared for by elderly grandparents or older siblings, and are often unable to attend school as they need to care for relatives who are infected or affected by HIV and AIDS, to provide care for siblings, or to earn money for the household.

Despite the recent change of leadership in Zambia, and a renewed commitment to providing universal access to education, the Zambian Government is still unable to meet the needs of all children.

Cecily’s Fund provides orphans with an education so they can gain the self-respect, confidence, knowledge and skills that can help them escape from poverty and stay healthy.

Education is a long-term investment. The tangible benefits are well-researched and include higher lifetime earnings, and the ability of individuals to make better and more informed choices about lifestyle, career and welfare. Research shows that cognitive gains from basic education are the most important factors in protecting young people from HIV infection.

No single organisation can meet this vast challenge alone. But together with our Zambian partners, Cecily’s Fund has made, and will continue to make, a real difference to the life of each orphan that we support, throughout his or her school career.

Mary, peer health educator,

June 2012

Mary – Passion for Education

Supported by Cecily’s Fund through school, Mary is a prime example of how access to an education can change someone’s life, and she aspires to become a teacher herself and give something back to the community.

“ I have grown up in a family where no-one has gone up to tertiary education level. I want to fight illiteracy and become an example in my own family and in my community. I have passion to help other youths to become productive in life regardless of life circumstances, because I believe education is a key to successful life for an orphaned child.”


Hodi had been having discussions with the Zambia Revenue Authority regarding some historical debts which it incurred many years ago by not fully paying taxes for head office staff. This situation arose as a result of inadequate support for head office costs. Unexpectedly, in late 2012, the Authority changed the repayment requirements. Hodi does not have the reserves to meet these new requirements and so regrettably it must close in the first quarter of 2013.

Working both remotely and on frequent visits to Zambia, Cecily’s Fund monitors and evaluates progress of our partners through appraisals, reports and review meetings. Together with our partners we are committed to maintaining transparency in all our operations. We work hard to ensure that all stakeholders, including both the beneficiaries of our programmes and those who are providing funds, receive timely, relevant updates according to their needs.

During 2012 we supported programmes implemented by the following three non-governmental organisations in Zambia:

• Copperbelt Health Education Project (CHEP) in Kitwe, the hub of Zambia’s Copperbelt. www.chep.org.zm

• Bwafwano Integrated Services Organisation (BISO), an integrated health and orphan care centre outside Lusaka. www.bwafwano.org

• Hodi, a national charity providing support for communities, including in the Copperbelt, where it has established an office in Kitwe to implement Cecily’s Fund-supported initiatives. www.hodi.org.zm

This partner will change in 2013 as Hodi is closing

Working with our partners

Emmanuel – Looking to the Future

Emmanuel lost both his parents when he was very young. Cecily’s Fund supported him through school and as a peer health educator.

“ My school fees were paid and on top of that, I received school requirements such as books, pencils and pens. With this support (from Cecily’s Fund), I was able to graduate from high school with five distinctions and one merit.

“ My career has now been shaped because of the peer health education project. I want to pursue medicine and end as a lecturer.”

Emmanuel, peer health educator,

October 2012


Working with our partners continued

Cecily’s Fund works with partners in Zambia to deliver the five key areas of our strategy

1. Quality Education

Orphans gain access to high quality education

4. Empowered Communities

Communities are empowered to care for and educate orphans

5. Voice

Decision-makers listen to orphans when forming policy

2. Peer Health Education

Orphans have access to life-changing peer health

education

BISO runs a community school providing free education and a daily meal for over 750 children at grades 0-4. Approximately 1,750 orphans who have progressed to government school receive support each year.

Every child at BISO has access to its clinic, counselling and outreach services.

We will work with BISO to lobby government for improved services for vulnerable children.

CHEP trains 52 orphan school leavers a year as peer health educators who run over 1,500 workshops in schools each year.

It links children to local clinics and works with local government to provide a better coordinated response to young people.

CHEP helps local communities to voice the concerns of orphans to local decision makers, so that relevant policy can be better implemented.


Hodi enabled over 6,000 children to go to school in 2012 by providing school uniforms and materials, helping with fees and supporting contact teachers to oversee their education and wellbeing.

Hodi has supported up to 35 school-leavers each year to go to teacher training college.

We will appoint a new partner in 2013, with whom Cecily’s Fund will work closely to support orphans to stay in school.

This new partner will work with local government agencies to explore integrated ways of improving orphan education.

1. Quality Education

Orphans gain access to high quality education

3. Self-Reliance

School-leavers have access to opportunities which

lead to self-reliance

4. Empowered Communities

Communities are empowered to care for and educate orphans

5. Voice

Decision-makers listen to orphans when forming policy

Our work with Zambian organisations ensures we deliver effective, locally appropriate solutions for orphans


Derek – Determined to Succeed

We met Derek in May 2012, taking him home from school so that we could see where he lived. It’s a long drive from the school to David’s home, a distance which takes him over two hours to walk.

Despite the fact that we had saved Derek this walk, and he had permission from the teachers to leave early, he asked that we take him back to school so that he could attend homework club to complete his work.

Derek’s home environment is a hard one for studying as he can only do this late at night by candlelight since the daylight hours are taken up with working on the family plot to grow vegetables to raise money for the family.

He lives with his mother and stepfather and his six younger brothers and sisters. Their home is a tiny single room shack in the compound. Derek is lucky. There is a separate shed – where he can sleep and study alone – which is just big enough to take a bed and a seat.

Derek’s quiet determination to complete his education and succeed in life is impressive – and typical of so many of the orphans we support. They truly value the education they are being given and the opportunities this will bring.

“ When someone isn’t educated they really suffer in life.” Derek, May 2012

Derek, aged 20, Grade 11, May 2012, pictured here with his younger brother

Welcome to our report

With the launch of two exciting new projects and the news that we have secured funding from DFID (Department for International Development), I am pleased to report another positive year for Cecily’s Fund.

In 2012 our core programmes have continued to deliver their goals, ensuring that 8,042 orphans have been able to go to school. Without the generous support of those who donate to Cecily’s Fund, many of these children would be unable to exercise their right to an education. We continued to help orphans to achieve self-reliance by supporting 34 students in tertiary education and by training 52 recent school leavers to deliver 1,445 peer health education sessions in schools in Kitwe.

Our two new programmes ‘Founding Futures’ and ‘Hands on Learning’ demonstrate significant progress towards our strategic goals: empowering local communities and giving orphans a voice with decision-makers.

Fundraising has been challenging this year, but we have managed to keep our heads above water financially, which is great credit to our loyal supporters, to whom we say “Thank-you! – and please stay with us!”

Inevitably there are challenges ahead. In October 2012 our partner, Hodi, with whom we have worked in Kitwe since 2007, announced it must close. We are now in the process of identifying a new partner to take over the essential work that Hodi has been delivering.

Escalating costs in Zambia’s tertiary fees are a real threat to the viability of our tertiary education programme. We understand fees may rise by up to 200%, due to the Zambian Government’s initiatives to raise standards in 2013. Whilst we will honour our commitment to those already in college, these increases may adversely affect the numbers of new students we can support.

Despite this, Cecily’s Fund is determined to remain a constant presence in the unpredictable worlds of those children we help to support in Zambia. We are committed to enabling as many orphans as possible to gain access to education. The case studies in this report illustrate the impact we are having at an individual level and provide insight into what these young people can achieve with the right support.

I thank and applaud the staff, volunteers and trustees who make Cecily’s Fund’s work possible – teaming with inspiring individuals in our partner organisations in Zambia.

I look forward to a positive and productive 2013 at Cecily’s Fund.

William Powlett SmithChairman, Cecily’s Fund

Chairman’s letter

“ I feel blessed. Without Cecily’s Fund I couldn’t have been here. I couldn’t have managed. I don’t know what I would be doing”

– Barbara, Student Teacher, COSETCO College, May 2012


Access to education

106 Community pre-school, Lusaka

650 Community school, Lusaka

3,457 Primary (Grades 1-7), Lusaka and Kitwe

3,829 Secondary (Grades 8-12), Lusaka and Kitwe

Local partners BISO and Hodi assess the most vulnerable children in the local area for support. Our support to children in Grades 1-7 includes uniforms, books and shoes. Support to secondary school children includes material supplies to orphans in real need, and 50% or 100% bursary support towards the school fees, in addition to exam fees that are payable in secondary school. A school contact teacher monitors the progress of each child and offers counselling and support. Once we commit to supporting a child, we pledge to continue this until his or her education is complete.

In 2012, with funding from the Open Society Initiative for South Africa and Guernsey Overseas Aid we launched a new project ‘Founding Futures’, which focuses on early childhood development, and has enabled pre-school facilities to be developed at BISO and in the local community.

Primary and secondary education programme, Lusaka, implemented by Bwafwano Integrated Services Organisation (BISO)

Objectives set for 2012 Progress made

Fundraise to improve the structures for pre-school and provide materials and technical equipment to assist learning.

• Construction of two new pre-school classrooms at BISO, replacing an open air thatched structure.

• The classrooms have been equipped with early childhood development and education materials. Structured training sessions took place in early childhood teaching methodology.

• Children, who would otherwise be at home or roaming the surrounding dirt roads and tracks, now have a safe environment in which to learn and play.

• The new facilities enabled an additional 80 children to be enrolled into pre-school (15 at four years; 30 at five years, and 35 at six years old) with an average attendance of 78%.

Expand our early childhood development work with the community.

• 16 Group Leaders from the local community were trained in early childhood development.

• Five open days, attended by 150 carers and guardians, were held to sensitise the wider community to the benefits of early childhood development.

• Eight community-based clubs were established for children who are not yet in school: four for children aged up to three years and four for children aged four to six years. Led by the Group Leaders in local premises such as church buildings, these clubs introduced the children to play based learning.

• 28 home visits were made by community committees.

Annual Review: What have we done in 2012?

In 2012 we enabled 8,042 children to go to school


Annual Review: What have we done in 2012?

Founding Futures: Pre-school Development, 2012

Building work commences, May 2012…

Children enjoying their lessons in their new pre-school, October 2012

Charlie, just started school age 10, BISO pre-school, October 2012

And continues... Complete July 2012

Founding Futures is a ground-breaking new project: developing a positive culture for early childhood development in one of the poorest areas of Lusaka


Annual Review continued

Objectives set for 2012 Progress made continued

Improve community participation in the monitoring and evaluation of our work; build BISO’s capacity to track the progress of each child.

• In 2012 we signed a partnership agreement with Marshall Wace Asset Management to provide technical support to assist in the development and implementation of a comprehensive database system, building on partners’ systems and enabling individual children to be tracked.

Work with BISO’s new board of directors to implement its new strategic plan and organisational development framework.

• A Voluntary Services Overseas volunteer specialising in monitoring and evaluation was based at BISO (and our other partners) for six months from February to September to help them monitor their strategic plan.

Continue to facilitate the link between BISO and CHEP to re-launch BISO’s peer health education programme.

• Funding applications were unsuccessful for this project in 2012.

Primary and secondary education programme, Kitwe, implemented by Hodi


Induct the new Hodi Kitwe team and build its capacity to effectively track the impact of the programme.

• Hodi reached its annual target to support 6,000 orphans in 58 government schools in Kitwe. 50% of the supported children were in primary Grades 1-7, and 50% in secondary Grades 8-12. Of those supported, 52% were boys and 48% were girls.

• Hodi made a number of new appointments early in 2012, including two staff members who were previously supported through school by Cecily’s Fund, bringing valuable insight and first-hand experience into the organisation.

• In March 2012 Hodi hosted a meeting for all 58 schools involved in the programme. For the first time three representatives from each school were brought together (head teachers, contact teachers and accountants).

• Additional funds were made available to ensure representatives from Hodi’s head office in Lusaka were able to visit the Kitwe team on a regular basis to support and provide sufficient oversight to the new team.

• Cecily’s Fund organised a monitoring, evaluation and learning conference in May which brought all the different in-country partners together and provided a further opportunity for inducting the new team.

• With financial support from Cecily’s Fund, Hodi commissioned the development of a database. This has enabled relevant information to be compiled on each child that will enable their progress to be tracked between years and between schools resulting in a simplified enrolment in 2013 – a significant step forward.

Our partner Hodi has been instrumental in ensuring vulnerable girls complete their education following pregnancy



Solidify relationships with local government.

• In 2012 Hodi worked with the District Education Board to ensure Zambia’s Education Act 2011 was applied. This makes it compulsory for all to attend school and prohibits schools from chasing away children who have failed to pay school fees. The Ministry of Education at local level has ‘opened its doors’ to Hodi to report any incidence of orphans being chased from school for lack of payment.

• The Act also supports re-entry after pregnancy for girls in school. Hodi helped interpret the Act for schools, initiating dialogue through zonal meetings and field visits to sensitise schools about the Government’s policy for pregnant girls. Hodi worked with the schools to ensure that girl pupils were fully aware of their rights and how they could return to school to complete their education.

Collaborate with other local organisations to implement the Strongo evaluation recommendations.

• Given feedback from the external evaluation by Strongo in 2011, Cecily’s Fund worked with local partners to develop a project to help strengthen communities to be able to advocate on behalf of orphans. As a result, we secured funding from Comic Relief in May 2012 for a project called Hands on Learning. Led by CHEP, this is a collaboration between CHEP and Restless Development Zambia, a local organisation which has developed a tool enabling communities to identify and prioritise issues which concern orphans, particularly access to education. In addition, as part of the programme, communities will organise events with decision-makers to campaign for the rights of orphans.

Investigate how school leavers could help Hodi to collect more information on the progress of children in school and beyond.

• School leavers assisted in data collection for the baseline survey for Hands on Learning.

• Hodi used interns to input data to populate the new database.

Contact Teachers Change Lives

Without the dedication and support of her contact teacher, Phoebe’s life could have been very different. Her father died when she was young, leaving her mother, who is HIV positive and often sick, to provide for the family. Phoebe started school in 2008, supported by Cecily’s Fund.

It was then that her contact teacher noticed that Phoebe was not well, and offered her counselling and support. Phoebe tested positive for HIV and is now on anti-retroviral therapy to ensure she can stay healthy. She is now in Grade 5 and doing well.

Phoebe, Grade 5, October 2012



Peer health educationPeer health education programme, Kitwe, implemented by CHEPIn 2012 we achieved:

50 Peer health educators recruited and trained

2 Group Leaders trained

1,445 Peer health sessions delivered in 25 schools

7,167 Children reached through 274 Anti-AIDS Club meetings

Peer health educators are recruited from those whom Cecily’s Fund has helped through school. After intensive training by local partner CHEP, they are placed in mixed pairs in the schools they attended, in order to deliver relevant and accessible sessions on sexual health and safe behaviour.


Develop links with other peer health organisations to share best practice and build up a best practice guide of peer-led projects which can be shared across the sector and with government to scale up and replicate the model.

• We have developed capacity within CHEP to ensure it has the required skills and experience to build the best practice guide. In particular:

– Two new staff have been recruited as a result of Hands on Learning, bringing relevant expertise to CHEP.

– Three staff have been trained through the Local Partners Capacity Building Project in the use of Knowledge, Attitude and Practices surveys. This training will improve the quality of surveys and assessments conducted under the peer health education project in future.

Research and secure funding for the alumni association, so that it can develop into a formal structure and expand its activities

• Alumni – young people who have been supported by Cecily’s Fund through school and conducted at least one year of peer health education – have been involved in new projects this year including data collection for the baseline survey for Hands on Learning and internships at Hodi to help with database creation.

“Usually the advantage we have as peer health educators is that we are more like them – of the same age group as them – so they easily open up. Usually if they have a problem they do report to us and we go with them to the clinic.”

Gift, peer health educator, May 2012



Continue to facilitate the extension of the peer health education model to our partner BISO in Lusaka, so that children in Lusaka can also benefit from good quality peer health education.

• BISO conducted a further visit to CHEP in 2012 to learn more about the peer health education model. However as noted above, funding applications for the transfer of the model to BISO have not been successful to date.

Build capacity in CHEP to foster an environment which is constantly learning from the impact of its work.

• We continue to provide funds for the compilation of annual evaluation reports in CHEP to assess the impact of the peer health education on children and changes in their attitude and behaviour.

• In addition, through the Hands on Learning project, we commissioned a baseline survey to enable Cecily’s Fund and CHEP to measure progress and report against the project’s key indicators.

Natasha – Benefits of being a peer health educator

Natasha was a dedicated pupil but had difficulty making friends in school. Now the other peer health educators have become her family. Being a peer health educator has given Natasha the confidence to speak in front of others; it has empowered her and she is able to talk about any subject.Since 1998

we have trained 440 peer health educators

Natasha, peer health educator, October 2012



The peer health education project aims to increase awareness of health issues amongst young people in school, and change their attitudes and behaviour. As part of this, the peer health educators identify children they believe may need health checks – for sexually transmitted infections (STI), voluntary counselling and testing for HIV (VCT), pregnancy or alcohol-related problems. They refer these children to local clinics and encourage them to follow up on the referral (see chart headed ‘Annual comparison peer health educator programme’). The numbers of children following up on their referral and attending clinics increased in 2012 (see chart headed ‘Use of services in 2012’).

Annual comparison peer health education programme

Use of services in 2012

2012 Target

2012 Actual

2011 Actual

Peer health education sessions

Total referrals

STI referrals

VCT referrals

Pregnancy referrals

Alcohol referrals

2000

1800

1600

1400

1200

1000

800

600

400

200

0

% boys using services after referral

% girls using services after referral

70

60

50

40

30

20

10

0

Q1 Q2 Q3 Q4


Self-relianceTertiary education programme, Kitwe, implemented by Hodi

In 2012 Cecily’s Fund supported 34 students in tertiary education.

Through our local partners, we help to identify the most promising school-leavers who have been supported by Cecily’s Fund to attend local teacher training colleges. This diploma, or four year degree course, results in a guaranteed job teaching at a government school. Cecily’s Fund provides tuition fees, a small monthly allowance and the support of local partner staff.


Seek further funding in order to expand the number of college places available to supported pupils who are graduating from school.

• In 2012 major increases in fees were announced in Zambia’s tertiary institutes. Zambia’s government has committed to improve the quality of its teachers and intends to do this through upgrading teacher training colleges to full universities. An early adopter of this policy, the Copperbelt Secondary Teachers College (where we supported 19 students in 2012), has undertaken a major refurbishment and infrastructural programme. It will re-open in May 2013 as Mukuba University.

• In 2012 we successfully sourced funding for the tertiary programme from the Blue Door Foundation and the City Giving Group.

Continue to look into vocational training opportunities for those who have other career ambitions.

• During 2012 we held four focus group discussions with peer health educators to seek their views on their future needs. One outcome has been the implementation of IT training for the peer health educators by CHEP.

Commission an external evaluation to see how far teacher training in its current format contributes to the self-reliance of the young people supported by Cecily’s Fund.

• Funding was not secured for this in 2012. (We have been successful in 2013 in raising funds for this).

Research the possibility of setting up a twinning scheme with a tertiary education establishment in the UK to help our young graduates build their entrepreneurial skills.

• We have been working with the Department of Business and Management, Oxford Brookes University, to develop a project designed to provide short courses on entrepreneurship for young people in Zambia. The proposed project is designed to be sustainable thus the workshop programmes would run for five years, with a clear exit strategy.

Continue to improve the ability of our graduates to find jobs, through improved advocacy with the Ministry of Education and links to local employers.

• In partnership with Afya Mzuri, and funded by the Zambia-led Prevention Initiative, Hodi organised the 2012 Careers Fair which reached 285 pupils from 14 high schools in Kitwe. The Fair provided an opportunity for the pupils to interact with professionals from different sectors such as banking, healthcare, forestry, education and the law, and find out more about different careers.

• Hodi has continued to work with the Zambian District Education Board Secretary, who formally commended Hodi and Afya Mzuri for their work with orphans.

In 2012, seven orphans we sponsored in school went on to complete their teacher training


Q and A session at annual careers fair

The need for tertiary support

“ The government do what they can, but it is not enough. Lots of young people get good grades but they do not get support for further education. Without further education they cannot get jobs.”

Edgar, peer health educator, May 2012

Q and A session at annual careers fair

Empowering communities and giving orphans a voiceIn 2012 we launched the new Hands on Learning project, in partnership with Comic Relief.

We focused on three communities in Kitwe in the first year, to create Ward Committees to highlight the need for additional services and support for orphans. Ward Committees represent stakeholders caring for orphans: local leaders, carers, teachers and orphans themselves. As this three-year project progresses, the Ward Committees will create a portfolio of evidence to present to decision-makers, so that joint decisions can be reached on how best to help orphans.

These strategic areas aim to improve the systems and environment which surround orphans, so that increasingly they can gain more effective help from their local communities and government.

In 2012 we were also successful in securing additional funding to support this strategic area. In 2013 we will start a project with DFID UKAid under their Global Poverty Action Fund called Fresh Start, facilitating re-entry to education and entrepreneurship skills training for 990 vulnerable young people in Zambia.

Hands on Learning programme, implemented by CHEP


Commence the implementation of the Hands on Learning Programme, funded by Comic Relief.

• Launched in March 2012, the three-year Hands on Learning project is going well.

• Project resources have been secured, including:

– Six peer health educators recruited and trained as ‘advocates4change’. These young people have trained Ward Committees so that they can monitor the services available to orphans and advocate to government for improvements.

– Two Restless Development Zambia interns were placed with CHEP to provide on-going technical support in using the self-assessment tool which will be used by Ward Committees.

– Two CHEP staff appointed to manage the project.

• An exchange visit was conducted with Restless Development in Kabwe. Three CHEP staff participated in a capacity-building process and visited the Kafulamase community in central Zambia to see how they had used the self-assessment tool.

• Discussions with the Ministry of Education and Ministry of Child Youth and Sport are underway with CHEP staff, initially focusing on the National Child Policy.

• Feedback from Ward Committee members has been positive: they valued the opportunity that the self-assessment tool gave them to understand the views of their local communities on the ground. It was a positive learning exercise for them as most had not previously had the opportunity or mechanisms to do this. The Committee members are now highly motivated, and have indicated that they feel that it is their responsibility to drive the agenda of change and development in their community. They also feel that it is their responsibility to participate in orphan policy implementation and in improving the uptake and quality of education for orphans, and that they should be a voice for the orphans in their wards.



“ Knowledge is power. (The) self-assessment tool helps you go and find out – to identify (a) problem and agree how to solve it.”

Ward Committee member, Buntungwa Ward

Ward Committee members, October 2012

Hands on Learning empowers communities to support orphans locally

Access to educationPrimary and secondary government education, Kitwe• Continue to liaise with 58 schools (44 basic and

14 high schools).

• Enrol up to 3,000 orphans in Grades 1 to 7.

• Enrol and pay 50% and 100% fees for up to 3,000 orphans in Grades 8 to 12.

• Administer effective procurement process for uniforms, books, shoes and stationery and distribute to orphans.

Community school, Lusaka • Continue to support 650 orphans in BISO’s community

school – Grades 1 to 4.

• Provide a healthy midday meal to all 756 community school attendees plus 115 who return for lunch from government schools when they are in Grades 5 and 6.

Primary and secondary government education, Lusaka• Liaise with 17 schools (11 basic and 6 high schools).

• Enrol and pay admin fees for 457 in Grades 1 to 7; enrol and pay 50% and 100% fees for 972 in Grades 8 to 12.

• Procure and distribute uniforms and shoes to those most in need from the pool of children we support.

Pre-school Education, Lusaka – Founding Futures• Enrol up to 210 orphans in pre-school where they will

undertake ‘learn through play’ classes every weekday.

• Ensure each newly enrolled child undergoes a health assessment.

• Monitor each child’s progress.

Fresh Start• Target 144 children still at school but who have dropped

out or are at risk of dropping out and enrol them in Back to School Clubs held at weekends.

Peer health educationPeer health programme• Liaise with 14 high schools to ensure Grade 12 pupils

apply to become peer health educators in 2014.

• Train and support 50 peer health educators and 2 Group Leaders for the 2013 programme.

• Hold up to 1,200 peer health education sessions in 26 Kitwe schools (21 basic and 5 high schools).

• Hold up to 300 Anti-AIDS Clubs to reach up to 6,000 children.

• Refer up to 1,000 orphans to health services and monitor outcome of referrals.

• Select and train 50 peer health educators and two Group Leaders to run the 2014 programme.

Looking forward: Our aims for 2013

With education, orphans gain confidence, information and skills which allow them to take control of their lives

“ School can help me to go beyond where I am now – so that I can do things in my future and serve others.” Parker, aged 18, Grade 9, May 2012

Parker


Self-relianceTertiary education programme• Liaise with two teacher training colleges (Kitwe, Mufulira)

and three universities (UNZA, Copperbelt, Mukuba) to provide financial and other support to 31 tertiary students.

• Monitor tertiary students’ progress and overall wellbeing, making representations to colleges as necessary.

• Maintain contact with tertiary programme alumni to track employment prospects in formal and non-formal sectors.

• Commence longitudinal case studies of five girl students funded through a three year programme in partnership with the Blue Door Foundation.

Fresh Start • Target 144 Grade 12 graduates who have been

unemployed for at least two years after leaving school and help them form local co-operatives with businesses, through a competitive seed funding scheme.

• Recruit and train 20 Fresh Start trainers who will be experienced peer health educators from the 2012 peer health education project who will help to train school children and recent school-leavers in entrepreneurship.

• Hold 280 evening entrepreneurial training sessions so supported orphans can better provide for their families.

• Liaise with local businesses and sponsors, and organise annual careers fair.

Martin: Training to be a Teacher

Three years’ support from Cecily’s Fund enabled Martin to excel at school and he is now training to be a teacher at Kitwe Teacher Training College.

Martin hadn’t thought about becoming a teacher when he was young but now, having started the training course, he is really enjoying it and intends to specialise in primary teaching. His ambition does not stop there however: he wants to become a lecturer, taking a Masters at UNZA and become a politician eventually – leading an independent party which does not make empty promises!

“My life would not be a reality without support (from Cecily’s Fund). Without education in Zambia you are nothing.”

Martin, October 2012, Student,

Kitwe Teacher Training College

Looking forward continued


Empowering communitiesHands on Learning • Recruit and train former peer health educators as

‘advocates for change’ who will train new Ward Committees and extend support to existing Committees.

• Strengthen the capacity of four Ward Committees to use the self-assessment tool.

• Assist with referral of 1,000 orphans to Ward Committees so that they can receive holistic support.

Fresh Start• Recruit 10 business leaders in Lusaka and Kitwe to act as

mentors for the emerging entrepreneurship programme.

• Engage business leaders in the annual careers fairs so that the orphans we support gain awareness of the opportunities which are available in the local area.

• Liaise with 10 local businesses, to form cooperatives with the graduated orphans who have failed to find employment. Jointly these groups will compete for seed funding to help start a profit-making enterprise.

Giving orphans a voiceHands on Learning • Hold events in the local wards with decision-makers.

• Implement an advocacy strategy to build meaningful dialogue between the Ward Committees and the decision-makers.

Fresh Start will provide opportunities for orphans who have dropped out of school to return to education and provide for their families


Helping families to become educated: Josephine, Monifer and Vincent

Many Zambian orphans are looked after by their grandparents or other relatives in large extended families. Often, with many mouths to feed and just one adult to provide for them, food and other basics are scarce.

Josephine, recently widowed, is solely responsible for 11 of her children and 19 grandchildren. She sells vegetables at a stall at the side of the road and generally manages to make enough money to provide one meal a day for her family.

Vincent, her son, is 17 and in Grade 8. Vincent tells us he feels a great deal of pressure as one of the eldest men in the family. He remains determined to attend school, but spends his time out of school trying to supplement their meagre income. When we met him he was managing to raise some money from selling sawdust, which is used as bedding for young chickens, for less than 60p per wheelbarrow load.

Monifa is Josephine’s granddaughter (and Vincent’s niece). Supported by Cecily’s Fund, Monifa is in Grade 6.

It is girls like Monifa who will be helped to make the transition to secondary school by the Hands on Learning project, which aims to improve community monitoring of secondary school education for orphans. This is vital if Zambia is to improve secondary school completion rates. Statistics indicate that less than 20% of Zambian children complete secondary school.

Josephine (third from the right in the blue top), grandmother and sole carer,

with some of the 30 children and grandchildren she cares for, October 2012

Overarching objectives for Cecily’s Fund

• Identify appropriate new partner to take over from Hodi in Kitwe, following a thorough due diligence process.

• Comply with International Aid Transparency Initiative (IATI) standards.

• Undertake at least two in-country visits during the year to monitor programme progress and strengthen partnerships.

• Introduce new technical partnership with Junior Achievement Zambia, which will be responsible for the entrepreneurship training scheme.

• Arrange annual monitoring, evaluation and learning workshop in March / April focusing on teambuilding, developing a monitoring framework for Fresh Start, and agreeing quarterly and annual reporting responsibilities.

• Coordinate mid-term review of our Strategic Plan 2011–2015.

• Support the emerging advocacy strategy created by local partners.

• Continue to ensure sufficient funds are raised to support existing primary, secondary and tertiary education programmes including required matched funding for Comic Relief (target £55,000) and DFID (target £45,000) grants and follow-on funding for Founding Futures early childhood development and education project.

“ I am so happy to be in school. I want to be a nurse – so I am glad to go to school.”

Georgia, Grade 12, May 2012

Georgia

Looking forward continued


Trustees’ statutory report

The trustees present their statutory report and the audited financial statements for Cecily’s Fund (registered name The Cecily Eastwood Zambian AIDS Orphans Appeal) for the year ended 31 December 2012. The previous reporting period was of eighteen months following the charity’s decision to change its year end from 30 June to 31 December. The financial statements have been prepared in accordance with the accounting policies set out on page 36 and comply with the charity’s trust deed, Statement of Recommended Practice “Accounting and Reporting by Charities” published in March 2005 (SORP 2005), and the applicable law.

Financial reviewPrincipal sources of funding

12 months to 31 December

2012 £


2011 £

Incoming resources

Voluntary income

Gift aid and covenants 102,233 174,823

Tax reclaimable 21,525 36,124

Grants from trusts 194,456 367,809

Grants from statutory bodies 222,086 –

Other donations 63,060 100,881

Total voluntary income 603,360 679,637

Activities for generating funds 95,622 140,267

Investment income 3,816 7,071

Total incoming resources 702,798 826,975

During 2012 Cecily’s Fund received grants from Comic Relief, OSISA and Guernsey Overseas Aid in respect of specific projects, shown above as grants from statutory bodies.

Total expenditure in the year was £727,924 resulting in a deficit of £13,940 for the period after the gain on revaluation of investment assets (18 months to 31 December 2011 – surplus £92,301).

The balance on funds fell to £399,345 at 31 December 2012 (£21,838 restricted) from £413,285 (£9,095 restricted) at 31 December 2011.

In 2012 our supporters donated over £702k, our highest annual income level yet


Since its foundation in 1998, Cecily’s Fund has raised some £4.6 million and remitted over £3 million to its partners in Zambia.

Direct transfers (before the charity’s costs) to the charity’s partner organisations in Zambia totalled £543,811 during the period (2011 – £455,230) as follows:

Direct transfers


2012 £


2011 £

Hodi primary and secondary education 164,772 277,621

Hodi teacher training 28,105 34,643

BISO primary and secondary education 92,993 82,220

BISO early childhood development 76,100 –

CHEP peer health education 50,301 60,746

Hands on Learning 131,540 –

Total direct transfers 543,811 455,230

As partners receive their grants in pounds sterling, they agree to take on a limited risk in foreign exchange rate fluctuation, under the Memoranda of Understanding (MoU). Any fluctuations greater than 10% may require our intervention; if the fluctuation results in an increase in the value of the Zambian Kwacha above 10%, the local partner must gain agreement from Cecily’s Fund for the reallocation of these funds. Where the fluctuation adversely affects the local partner organisations, they may appeal for additional funding, but Cecily’s Fund is under no obligation to grant this. With the reserves accrued, the Trustees have concluded that the charity has sufficient funding to cover any likely short-term variations in foreign exchange.

Costs of generating voluntary income were £62,821 (2011 – £113,614). Governance costs totalled £45,730 (2011– £54,337). £41,570 (2011 – £79,227) of the charity’s expenditure excluding direct grant funding of programmes was paid from specified donations credited to restricted income funds.

Investments and investment policyInvestments are shown in the balance sheet at market value of £157,624 at 31 December 2012 (2011 – £142,918). These comprise holdings as follows:

As at 31 December

2012

As at 31 December

2011

CAF Fixed Interest Fund 111,860 104,596

CAF UK Equity Fund 45,764 38,322

157,624 142,918

Bank and cash balances at the period end stood at £248,787 (2011 – £185,191). Unrealised gains on the Fund’s investments and non-sterling assets were £11,186 (2011 – loss of £470). Investment income from investments and bank accounts was £3,816 (2011 – £7,071).

The trustees’ policy is to maintain up to 20% of surplus funds in professionally managed equity funds and at least 80% in professionally managed income funds and interest-bearing bank deposits. The latter are currently held in a CAF Gold deposit and in a NatWest Special Interest Bearing Account under a daily transfer arrangement linked to the charity’s current account, in order to maximise interest income. Since its inception the charity has invested in Charities Aid Foundation (CAF) funds, which are widely used by UK charities.

The trustees do not currently consider it necessary to take into account social, environmental or ethical considerations supplementary to those applied by the funds in which the charity invests, which for both funds include a bar on investment in tobacco stocks.


Financial review continuedTaxationThe charity is entitled to those exemptions from UK taxation available in law to charities.

Reserves PolicyCecily’s Fund wishes to continue its commitment to support the orphans currently being financed until they complete their school education - commitments which may stretch ten years or more into the future. The costs associated with these commitments are likely to continue to rise as more of the children Cecily’s Fund helps finish primary education and embark on secondary or tertiary education where the costs per child are far higher. Moreover the volatile ZKw/GBP exchange rate can have a significant adverse impact on costs.

Much of the charity’s annual income each year is derived from non-recurring sources and therefore has no fixed or predictable pattern with a consequent risk of funding deficits. This risk is managed and monitored by trustees who undertake to maintain reserves at a level that is sufficient to accommodate short-term fluctuations in the charity’s income and costs without jeopardising agreed budgets for programme expenditure.

Given the Charity’s limited reserves the trustees recognise that it will not be possible to fund continuing annual deficits but are willing to utilise reserves to fund short term deficits. In this context trustees have committed to a 2013 budget based on a realistic forecast of income of £813,000 for the year and total agreed expenditure commitments of £878,000. The 2013 expenditure is based on maintaining all existing programmes at their 2012 levels of activity, adding in new commitments for which specific funding has been secured. It assumes ZKW 7,500:£1, based on a review of exchange rates experienced in 2012.

Trustees’ statutory report continued


Structure, governance and managementThe Board comprises 11 trustees. During the year, we welcomed to the Board three new trustees: Charlie Miller, Chola O’Brien and Tom Childs.

Our office is based in Witney, near Oxford, in the UK, having moved from New Yatt in September 2012. The trustees delegate day-to-day operations to the team based there. During 2012 this comprised three full-time staff: a director, a donor relations manager, and a programme manager, together with three part-time staff: a fundraising support officer, an accountant, and an administrator. The trustees hold quarterly meetings to consider all aspects of the charity’s activities, and to monitor progress on the charity’s strategic and operational plans.

These plans help staff members and overseas partners to work towards a shared and sustainable vision for the future, agreeing priorities and identifying appropriate activities to achieve them.

Trustee performance and re-appointment is considered annually with new trustees inducted by Cecily’s Fund staff and the chairman. Further training is gained through peer support and national conferences and seminars. All trustees undertake at least one trip to Zambia at their own cost to see the programmes with their own eyes. Communications with supporters and other interested parties are conducted through tailored mailing, email, an annual newsletter, the annual report, the charity’s website, social networks and events such as the annual Cecily’s Day meeting for supporters. Feedback from supporters is solicited through surveys, social media, on the website and at events.

Governance, including programme management and risk monitoringIn 2012 the Charity has been working with BOND to develop a partnership appraisal system which enables both UK and overseas partner staff members to appraise the performance of each agency. It is the aim in 2013 to use this as a basis for comparative benchmarking with other similar charities.

During 2012 we developed our programme management and reporting capabilities through:

• Participating in the Peer Learning Programme for small and diaspora organisations led by INTRAC, an international NGO training and research centre. This has included a workshop on Partnerships and Capacity Building and an on-going mentoring programme.

• The creation of a ‘Culture of Learning’ project - a needs assessment of data systems to assist our partners in their capacity to effectively prove their impact, sponsored by Marshall Wace Asset Management.

Looking forward to 2013, we will be publishing key programme information through the IATI which aims to make information about aid spend easier to find, use and compare.

In 2012 we welcomed three new trustees, broadening the range of skills and experience on our board


Structure, governance and managementGovernance, including programme management and risk monitoring continuedIn 2012 Cecily’s Fund undertook four visits to Zambia:

Date Representatives Purpose of visit

March 2012 Director • Commence implementation of ‘Hands on Learning’ project.

• Commence implementation of ‘Founding Futures’ project.

• Review progress of core projects.

May 2012 Director

Donor Relations Manager

• Lead annual monitoring, evaluation and learning conference.

• Review progress of programme.

• Gather evidence of impact including through focus group discussions, case studies and other methods.

July 2012 Chair of CF International Committee, together with various supporter representatives

• Enable a group of Cecily’s Fund’s major donors to see first-hand the positive impact of their funding.

• Review progress of programme.

October 2012 Director

Programme Manager

Chairman

Two trustees

• Lead workshops for the ‘Hands on Learning’ and ‘Fresh Start’ projects. Gather case study and focus group discussion feedback.

• Limited scope internal audit of CHEP.

• Appraise new potential partners.

• Appraise IT monitoring systems to inform database development.

Comprehensive reports were submitted to trustees shortly after each visit to enable them to assess the achievement of the terms of reference agreed for the visits, to facilitate the monitoring of the Cecily’s Fund’s Strategic Plan, and to provide information for input into the charity’s future operational and strategic plans.

As a condition for grant transfers, the charity insists on professional audits of its Zambian partners’ annual accounts with audited full-entity accounts required within six months of the end of each partner’s financial year.The trustees remain committed to minimising administrative costs and to monitoring the performance of programmes supported against criteria agreed with the partner organisations concerned.

Wenn Townsend Chartered Accountants is the currently appointed auditor of the charity. The trustees’ objective is to approve audited accounts within nine weeks of each year end.

The charity continued to implement and to keep under review:

• Partner agreements: each partner signs an annual Memorandum of Understanding stating the terms of the partnership.

• Logical framework: each partner agrees to the targets for programme delivery and areas of data tracking.

• Five year strategic framework (2011–2015).

• Ethical fundraising policy.

• Child protection policy.

• Corporate strategy, which provides a framework for developing mutually beneficial partnerships by engaging more strategically with the corporate sector.



The charity is a member of the Fundraising Standards Board and, as such, has committed to follow best practice standards and be subject to an independent complaints process to ensure public confidence in charitable giving. It is also a member of BOND, and ensures its programmes meet aid effectiveness criteria currently being refined by the organisation.

The charity’s risk management policy identifies the principal risks (in terms of both likelihood and gravity of effect on the charity’s activities) as:

• Loss of major private funder of Cecily’s Fund administration.

• Loss of confidence in the organisation or accountability of one or more Zambian partners.

• Viability of a Zambian partner which becomes dependent on Cecily’s Fund.

• Branding and identity as Cecily’s Fund develops from a family-based organisation to a larger, more professional enterprise.

• Turnover in key staff.

• Loss of office equipment and database information due to accident, fire or theft.

• Zambian partner fails to meet agreed deadlines or targets.

• Individual or recipient organization in Zambia misuses or embezzles funds.

• The credit squeeze and financial uncertainty reducing Cecily’s Fund income from donations.

• Exchange rate fluctuations undermining Cecily’s Fund’s budget.

Our major donors frequently join us in Zambia to see first-hand the positive impact of their support


Statement of trustees’ responsibilitiesThe trustees are responsible for preparing the trustees’ report and the financial statements in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).

The law applicable to charities in England and Wales requires the trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources of the charity for that period. In preparing these financial statements the trustees are required to:

• Select suitable accounting policies and then apply them consistently.

• Observe the methods and principles in the Charities SORP.

• Make judgements and estimates that are reasonable and prudent.

• State whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the financial statements.

• Prepare the financial statements on the going concern basis unless it is inappropriate to presume that the charity will continue in operation.

The trustees are responsible for keeping proper accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the financial statements comply with the Charities Act 1993, the Charity (Accounts Reports) Regulations 2008, and trust deed. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

The trustees are responsible for the maintenance and integrity of the charity and financial information included on the charity’s website. Legislation in the United Kingdom governing the preparation and dissemination of financial statements may differ from legislation in other jurisdictions.

Public benefitThe trustees confirm that they have referred to the guidelines contained in the Charity Commission’s general guidance on public benefit when reviewing the charity’s aims and objectives, and in implementing current, and planning future activities.

By order of the trustees

Andrew Tacon FCAOxford

08 March 2013



Independent auditor’s report

We have audited the financial statements of The Cecily Eastwood Zambian AIDS Orphans Appeal (Cecily’s Fund) for the year ended 31 December 2012 which comprise the Statement of Financial Activities, the Balance Sheet, and the related notes. The financial reporting framework that has been applied in their preparation is applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).

This report is made solely to the charity’s trustees, as a body, in accordance with regulations made under section 154 of the Charities Act 2011. Our audit work has been undertaken so that we might state to the charity’s trustees those matters we are required to state to them in an auditor’s report and for no other purpose. To the fullest extent permitted by law, we do not accept or assume responsibility to anyone other than the charity and the charity’s trustees as a body, for our audit work, for this report, or for the opinions we have formed.

Respective responsibilities of trustees and auditorAs explained more fully in the Trustees’ Responsibilities Statement set out on page 32, the trustees are responsible for the preparation of financial statements which give a true and fair view.

We have been appointed as auditor under section 144 of the Charities Act 2011 and report in accordance with regulations made under section 154 of that Act. Our responsibility is to audit and express an opinion on the financial statements in accordance with applicable law and International Standards on Auditing (UK and Ireland). Those standards require us to comply with the Auditing Practices Board’s [(APB’s)] Ethical Standards for Auditors.

Scope of the audit of the financial statements An audit involves obtaining evidence about the amounts and disclosures in the financial statements sufficient to give reasonable assurance that the financial statements are free from material misstatement, whether caused by fraud or error. This includes an assessment of: whether the accounting policies are appropriate to the charity’s circumstances and have been consistently applied and adequately disclosed; the reasonableness of significant accounting estimates made by the trustees; and the overall presentation of the financial statements. In addition, we read all the financial and non-financial information in the Trustees’ Annual Report to identify material inconsistencies with the audited financial statements. If we become aware of any apparent material misstatements or inconsistencies we consider the implications for our report.

Opinion on financial statementsIn our opinion the financial statements:

• Give a true and fair view of the state of the charity’s affairs as at 31 December 2012, and of its incoming resources and application of resources, for the year then ended.

• Have been properly prepared in accordance with United Kingdom Generally Accepted Accounting Practice applicable to Smaller Entities.

• Have been prepared in accordance with the requirements of the Charities Act 2011.

Matters on which we are required to report by exceptionWe have nothing to report in respect of the following matters where the Charities Act 2011 requires us to report to you if, in our opinion:

• The information given in the Trustees’ Annual Report is inconsistent in any material respect with the financial statements.

or

• Sufficient accounting records have not been kept.

or

• The financial statements are not in agreement with the accounting records and returns.

or

• We have not received all the information and explanations we require for our audit.

Wenn TownsendStatutory Auditor, Oxford

08 March 2013

Wenn Townsend is eligible to act as an auditor in terms of section 1212 of the Companies Act 2006.


Statement of financial activitiesFor the year ended 31 December 2012

Notes

Unrestricted income funds12 months to 31 December

2012 £

Restricted income funds12 months to 31 December

2012 £

Total funds12 months to 31 December

2012 £

Total funds 18 months to 31 December

2011 £

Incoming resources

Voluntary income

Gift aid and covenants 80,037 22,196 102,233 174,823

Tax reclaimable 15,976 5,549 21,525 36,124

Grants from trusts 68,830 125,626 194,456 367,809

Grants from statutory bodies – 222,086 222,086 –

Other donations 46,878 16,182 63,060 100,881

Total voluntary income 211,721 391,639 603,360 679,637

Activities for generating funds 2 64,860 30,762 95,622 140,267

Investment income 3 3,816 – 3,816 7,071

Total incoming resources 280,397 422,401 702,798 826,975

Resources expended

Costs of generating funds

Costs of generating voluntary income 6 58,629 4,192 62,821 113,614

Fundraising: cost of goods sold 6 325 – 325 3,068

Total costs of generating funds 58,954 4,192 63,146 116,682

Charitable activities 5 228,582 390,466 619,048 563,185

Governance costs 6 30,730 15,000 45,730 54,337

Total resources expended 318,266 409,658 727,924 734,204

Net (outgoing)/incoming resources before other recognised gains and losses (37,869) 12,743 (25,126) 92,771

Other recognised gains/(losses):

Gains/(losses) on investment assets 4 11,186 – 11,186 (470)

Net movement in funds (26,683) 12,743 (13,940) 92,301

Reconciliation of funds:

Total funds brought forward 11 404,190 9,095 413,285 320,984

Total funds carried forward 11 377,507 21,838 399,345 413,285


Balance sheetAt 31 December 2012

Notes

Unrestricted income funds

2012 £

Restricted income funds

2012 £

Total funds 2012

£

Total funds 2011

£

Fixed assets

Investments 4 157,624 – 157,624 142,918

Current assets

Debtors and prepayments 8 67,267 21,838 89,105 113,864

Cash at bank and in hand 9 161,929 86,858 248,787 185,191

229,196 108,696 337,892 299,055

Liabilities

Creditors: amounts falling due within one year 10 9,313 86,858 96,171 28,688

Net current assets 219,883 21,838 241,721 270,367

Total assets less current liabilities 377,507 21,838 399,345 413,285

Total funds carried forward 11 377,507 21,838 399,345 413,285

Approved by the trustees on 08 March 2013 and signed on their behalf by

Andrew Tacon FCATrustee and Treasurer


Notes to the financial statementsFor the period ended 31 December 2012

Note 1: Accounting policiesBasis of financial statementsThe financial statements have been prepared in accordance with The Charities (Accounts and Reports) Regulations 2008 together with applicable accounting standards and the Statement of Recommended Practice: Accounting by Charities (2005) (“SORP 2005”). They have been prepared under the historical cost convention, as modified by the inclusion of investments at market value, and under accruals accounting principles. Accounting policies applied are consistent with those for the prior period.

Incoming resources – income recognitionDonations are generally recognised on receipt of cash, and allocated to restricted income if the donor has specified the purpose to which the donated funds are to be applied or if the charity has made a proposal to the donor based on a particular programme, activity or category of expenditure. Income is deferred to the extent that it relates to future accounting periods, or if it is subject to any unmet condition. For legacies, entitlement is the earlier of the charity being notified of an impending distribution or the legacy being received. Tax claimable on donations made under gift aid or covenants is recognised in the same period as the related donation. Investment income is recognised in the period in which it accrues. Donated services are valued and brought in as income and the appropriate expenditure at the price that Cecily’s Fund estimates it would pay in the open market for an equivalent service.

Resources expendedResources expended are recognised on the accruals basis in the period in which the charity incurs an obligation, and are categorised between restricted and unrestricted funds as appropriate. Grant funding obligations for student fees and materials under a budget agreed between the charity and a partner for an academic – generally the calendar – year are recognised in full in the accounting period ending in that academic year.

Basis of allocation of costs of resources expended Direct costs are allocated to the applicable programme or activity. Other material costs are allocated to programmes or activities on the basis of estimated staff time. The proportions of these costs allocated to the relevant programme or activity are as follows:

Personnel costs (note 7)

Support costs (note 6)

Location Programme or activity Director Other staff

Hodi Primary & secondary education 13% 8% 28%

Hodi Teacher training 10% 6% 9%

BISO Primary & secondary education 10% 15% 9%

CHEP Peer health education 10% 9% 10%

Hands on Learning (Comic Relief) 7% 4% 6%

UK Costs of generating voluntary income 30% 41% 24%

UK Governance 20% 17% 14%

Fund accounting Funds held by the charity are detailed in note 11 and comprise:

• Unrestricted funds, which may be used in accordance with the charitable objects at the discretion of the trustees.

or

• Restricted funds which can only be used for particular restricted purposes within the objects of the charity. Restrictions arise when specified by the donor or when funds are raised for particular restricted purposes.

Foreign currenciesTransactions in foreign currencies are translated at rates prevailing at the date of the transaction. Balances denominated in foreign currencies are translated at the rate of exchange prevailing at the year end.

InvestmentsInvestments are included at market value at each period end, gains and losses on revaluations and disposals of investment assets being recognised in the Statement of Financial Activities for the appropriate period.


Note 2: Activities for generating fundsActivities for generating funds during the year were as follows:


2012 £


2012 £


2012 £


2011 £

Sale of books, cards, other products 417 – 417 3,530

Events at, and donations from, community organisations 21,038 30,762 51,800 88,812

Fundraising events 43,405 – 43,405 47,925

64,860 30,762 95,622 140,267

Note 3: Investment incomeInvestment income comprises:


2012 £


2012 £


2012 £


2011 £

Investment distributions reinvested 3,520 – 3,520 6,614

Bank and other interest 296 – 296 457

3,816 – 3,816 7,071

Note 4: Investmentsa) Movements on investments during the period ended 31 December 2012 comprise:


2012 £


2011 £

Balance at beginning of period 142,918 136,774

Income re-invested during the period 3,520 6,614

Gains/(Losses) on revaluations of investments 11,186 (470)

Balance at end of period 157,624 142,918

The balance at 31 December 2012 was represented by:

Cost Market value

2012 £

2011 £

2012 £

2011 £

CAF Fixed Interest Fund 104,894 104,885 111,860 104,596

CAF UK Equity Fund 40,661 40,621 45,764 38,322

145,555 145,506 157,624 142,918

All the above investments are held in the UK, primarily to provide an investment return for the charity.


Note 5: Charitable activitiesThe allocation of costs of charitable activities during the year to the charity’s programmes was as follows:

Grant funding

2012 £

Support costs 2012

£

Unrestricted 2012

£

Restricted 2012

£

Total2012

£

Total2011

£

Hodi Primary and secondary education 164,772 23,153 108,291 79,634 187,925 317,004

Teacher Training 28,105 11,004 22,537 16,572 39,109 53,456

Total Hodi 192,877 34,157 130,828 96,206 227,034 370,460

BISO Primary and secondary education 92,993 13,206 61,197 45,002 106,199 106,744

Early Childhood Development 76,100 7,043 – 83,143 83,143 –

Total BISO 169,093 20,249 61,197 128,145 189,342 106,744

CHEP Health Education 50,301 13,139 36,557 26,883 63,440 85,981

Comic Relief Hands on Learning 131,540 7,692 – 139,232 139,232 –

Total 543,811 75,237 228,582 390,466 619,048 563,185

Notes to the financial statements continuedFor the period ended 31 December 2012


Note 6: Resources expended a) Support costs comprise:

12 months to 31 December 2012

18 months to 31 December 2011

£ £ £ £

Personnel costs 124,478 198,941

Less allocated to: Charitable activities (56,789) (71,371)

Governance (21,413) (41,317)

Costs of generating voluntary income (45,630) (83,158)

(123,832) (195,846)

646 3,095

Office rental and service charges 8,592 10,276

Office materials and equipment 7,800 10,576

Bank charges: account administration 1,842 4,603

Telephone and IT 1,351 1,948

Travel costs not allocated to specific activities 599 180

Other office costs 3,526 4,944

24,356 35,622

The charity’s annual rent commitment on office premises is £8,000. The premises are occupied on a non-cancellable lease ending 03 August 2015.

b) Governance costs, which are costs directly involved with constitutional issues and strategic management, plus allocated support costs, comprise:


2012 £


2012 £


2012 £


2011 £

Personnel costs 21,413 – 21,413 41,317

Audit fees 2,940 – 2,940 2,867

Other professional costs 2,955 15,000 17,955 2,279

Travel and other costs – – – 2,530

Allocated support costs 3,422 – 3,422 5,344

30,730 15,000 45,730 54,337


Note 6: Resources expended continuedc) Costs of generating voluntary income comprise:


2012 £


2012 £


2012 £


2011 £

Personnel costs 45,630 – 45,630 83,158

Printing, postage, & publicity material 6,509 500 7,009 10,089

Event costs/(refunds) 635 – 635 1,176

Travel & other costs 152 3,692 3,844 10,285

Allocated support costs 5,703 – 5,703 8,906

58,629 4,192 62,821 113,614

d) Fundraising: cost of goods sold comprises:


2012 £


2012 £


2012 £


2011 £

Printing and stationery – – – 2,581

T shirts and other costs 325 – 325 487

325 – 325 3,068

Note 7: Personnel costsPersonnel costs comprise:


2012£


2011£

Salaries 114,153 180,140

National Insurance 9,679 15,705

Total payroll costs 123,832 195,845

Recruitment costs 165 1,443

Training and travel expenses not allocated to programmes and specific activities 481 1,653

124,478 198,941

At the period-end the charity employed three (2011 – two) full-time and three (2011 – three) part-time employees. The average number of full-time equivalent employees during the period was 4.3 (2011 – 4.8). No employee earned in excess of £60,000 during the period.



Note 8: Debtors and prepayments Debtors and prepayments comprise:

Unrestricted 2012

£

Restricted 2012

£

Total 2012

£

Total 2011

£

Prepayments to partners 5,140 – 5,140 52,345

Other prepayments 7,362 – 7,362 5,933

Donations receivable 32,091 21,838 53,929 21,595

Other debtors 22,674 – 22,674 33,991

67,267 21,838 89,105 113,864

Donations receivable comprises income received and receivable at 31st December in respect of 2012 activities.

Note 9: Cash at bank and in handCash at bank and in hand comprises:

As at 31 December

Unrestricted 2012

£

Restricted 2012

£

Total 2012

£

Total 2011

£

Current account (£ sterling) 1,000 – 1,000 415

PayPal 5,211 – 5,211 2,618

CAF Gold deposit account 104,859 86,858 191,717 110,554

Special interest bearing account 50,686 – 50,686 71,510

Petty cash 173 – 173 94

Total 161,929 86,858 248,787 185,191

Note 10: Creditorsa) Creditors comprise:

As at 31 December

Unrestricted 2012

£

Restricted 2012

£

Total 2012

£

Total 2011

£

Professional fees 2,940 – 2,940 2,820

Deferred income from donations – 86,858 86,858 20,000

Amounts due to partners for programmes – – – 1,500

Other creditors and accruals 6,373 – 6,373 4,368

9,313 86,858 96,171 28,688

Deferred income from donations comprises monies received in advance in respect of projects commencing or continuing in 2013.

b) Movements of deferred income from donations are summarised as follows:

Unrestricted 2012

£

Restricted 2012

£

Total 2012

£

Total 2011

£

Opening balance – 20,000 20,000 –

Additions during the year – 86,858 86,858 40,000

Releases during the year – (20,000) (20,000) (20,000)

Closing balance – 86,858 86,858 20,000


Note 11: Balance of fundsThe balance of funds at the period end arises as follows:


2012 £


2012 £


2012 £


2011 £

Balance brought forward 404,190 9,095 413,285 320,984

Net movement in funds for the period (26,683) 12,743 (13,940) 92,301

Balance carried forward 377,507 21,838 399,345 413,285

None of the unrestricted funds were designated for specific purposes at 31 December 2012 (2011 – £nil).

Note 12: Trustees’ remunerationTrustees are not remunerated. £2,417 (2011 – £8,053) was reimbursed to three trustees (2011 – five) for travel expenses directly incurred in connection with the charity’s business.

Note 13: Related party transactionsThe charity considers trustees and staff detailed on page 43 to be related parties. No reportable related party transactions have been identified during the period and all of these parties have separately confirmed that they are not aware of any such reportable transactions.

The American Friends of Cecily’s Fund, a Delaware incorporated entity was set up during the year ended 30 June 2006 under section 501(c)(3) of the US Internal Revenue Code to develop fundraising opportunities in the US in furtherance of the objectives it shares with Cecily’s Fund.

The Swiss Friends of Cecily’s Fund, a non-profit making association set up under Articles 60 – 79 of the Swiss Civil Code was set up during the year ended 30 June 2006 to enable Swiss citizens to make tax-effective gifts to help Cecily’s Fund meet its objectives.

Both organisations have boards of governance independent from Cecily’s Fund but both work closely with the trustees of Cecily’s Fund in the promotion of the charity.

During the year to 31 December 2012, American Friends of Cecily’s Fund transferred to the charity a total of £21,297 (2011– £34,756), including £537 (2011 – £5,472) in respect of costs settled on its behalf by the charity.

During the year ended 31 December 2012, Swiss Friends of Cecily’s Fund transferred £32,333 (2011 – £45,590), including £148 (2011 – £4,571) in respect of costs settled on its behalf.



Patrons, trustees and staffPatrons:• Lord Carey of Clifton and Lady Carey

• Dr Sixtus Mulenga

• Lady Moody-Stuart

Trustees: • William Powlett Smith (Chairman)

• Philippa Tolmay (Secretary)

• Andrew Tacon (Treasurer)

• Tanya Chikanza

• Alison Eastwood

• David Lines

• Janet Machin

• Veronica Oakeshott

• Chola O’Brien (appointed 24 February 2012)

• Charlie Miller (appointed 7 January 2012)

• Tom Childs (appointed 8 September 2012)

Associates:• Jessica Boyd

• Corinna Witt

• Sheila Phillips

International Advisory Panel:• Basil Eastwood CMG (Chairman)

Staff:• Director

Molly Brech

• Accountant Anne Palmer

• Programmes Manager Diana Webster (appointed June 2012)

• Donor Relations Manager Sally-Anne Saull (appointed January 2012)

• Administrator Julie Grime

• Fundraising Assistant Nicolette Craig (appointed May 2012)

Registered office: 6 Church Green Witney OX28 4AW

Charity number:1071660

Website: www.cecilysfund.org

Auditors: Wenn Townsend 30 St Giles Oxford OX1 3LE

Bankers: CAF Bank Ltd Kings Hill West Malling Kent ME19 4TA

NatWest Bank16, Market Place Woodstock OX20 1TB

Solicitors:Withy King North Bailey House New Inn Hall Street Oxford OX1 2EA

Legal and administrative information


Statistics and references

• The total Zambian population is 13,475,000. (UN Human Development Index, 2011)

• 51% of Zambians are living in extreme poverty. (UN Human Development Index, 2011)

• In 2009 secondary school completion was 19.4%. (Zambia MDG Report 2011)

• Life expectancy is 49. (UNDP Human Development Indicators 2011)

• In 2008, 1.3% of GDP was spent on education. (World Development Index, WB 2011)

• There are an estimated 1.3 million orphans and vulnerable children in Zambia. (Zambia NAC Progress Report to UNGASS 2011)

• In 2009, 76,000 adults and children became newly infected with HIV (of which 59,000 were adults). (UNAIDS, 2011)

• The percentage of households with vulnerable children that received free basic external support marginally increased from 11.9% in 2005 to 19.0% in 2009. Therefore, about 80 per cent of households with vulnerable children were still not receiving basic external support. (Zambia NAC Progress Report to UNGASS 2011)

• 28% of Zambian adults aged 15-49 know their HIV status. (WHO/UNAIDS/ UNICEF, 2009)

• Research has shown that every year in formal education reduces a child’s risk of contracting HIV by at least 7%. (UNAIDS Global HIV report 2008)

• In this report we use the term ‘orphans’ to mean ‘orphans and vulnerable children’. The Zambian definition of orphans and vulnerable includes children under 18 who have lost one or both natural parents, as well as children who are at risk, for example because one or both parents are dying, seriously ill or unwilling to care for them.


Cecily’s Fund’s SupportersWe would like to sincerely thank all our supporters for their on-going commitment to our work in Zambia. There are too many individuals to list here and some organisations who wish to remain anonymous. We take the opportunity here to acknowledge the following organisations for their support, financial or in kind:

ABF Ingredients

BPL Global

BrillKids

Doughty Street Chambers

Food with Thought

Fulton Design Ltd

Greater Good Foundation

Ian Winter

Literacy Bridge

Marshall Wace Asset Management

Oak Tree Fine Press

Pinsent Masons LLP

Reed Elsevier

Vox Cordis

Zycko Limited

Bedales School, Hampshire

Cokethorpe School, Witney

International School of Lausanne, Switzerland

Kind Edward VI Aston School, Birmingham

Kind Edward VI Camp Hill School for Girls, Birmingham

North Leigh Church of England School, Witney

Petersfield Infant School, Oxfordshire

Pocklington School, York

Southborough High School, London

St Catherine’s British Embassy School, Greece

Stonesfield Primary School, Witney

Cambridge University (Churchill College, Trinity Hall College)

Durham University

Sheffield University

Anglican Chaplaincy, Bonn

Beaconsfield Team Ministry

Churches Together, Charlbury

Oxford Quaker Society

PCC of Stonesfield, Witney

St Paul’s Church, West Bridgeford

St Peters Church, Elford

St Ursula’s Church, Switzerland

United Reform Church, Somerset

Allan & Nesta Ferguson Charitable Trust

Amanaska/Blue Door Foundation

American International Women’s Club of Lausanne

Ammco Trust

Andrew House Trust

Bernard Morris Charitable Trust

Burdens Charitable Foundation

Brownies: 11th West Bridgeford St Paul’s

CB and HH Taylor 1984 Trust

The Ceniarth Foundation

Clara E Burgess Charity

Clutton Brock Trust

Comic Relief

Cotton Trust

Cranston Trust

Cumnor House School Trust

Dennis Alan Yardy Charitable Trust

Dewes LLP Charitable Trust

DLM Charitable Trust

Doris Field Charitable Trust

Enid Blyton Trust

Evan Cornish Foundation

Family Rich Trust

Fulmer Charitable Trust

Gerald Micklem Charitable Trust

Global Poverty Action Fund (UKAid)

Guernsey Overseas Aid Commission

Hastings Bonfire Trust

Hurst Charitable Trust

Inner Wheels of Reading, Sinodun, Thame and Windsor & Eton

JHB Charitable Trust

Marr-Manning Trust

May and Stanley Smith Charitable Trust

Meetings Industry Meeting Needs

Mercury Phoenix Trust

MPM Charitable Trust

N Smith Charitable Settlement

Noel Buxton Trust

Open Society Initiative for Southern Africa

PayPal Giving Fund

Pestalozzi International Village Trust

Raven Charitable Trust

Reed Foundation

Robert Barr Charitable Trust

Rotary Clubs of Windsor & Eton and Witney

Savannah Trust

Scotshill Trust

SMB Charitable Trust

Soroptomists International of Tamworth

Souter Charitable Trust

Symphasis Foundation

The Breadsticks Foundation

The Colles Trust

The Funding Network (City Giving Group and Youth Funding Network)

The Rufford Foundation

The Sandford Trust

The Three Oaks Trust

The Toy Trust

The Tula Trust

The Wheatley Society


Email:[email protected]

Website: www.cecilysfund.org

Facebook: www.facebook.com/cecilysfund

Twitter: www.twitter.com/cecilysfund

You Tube: www.youtube.com/cecilysfund

Flickr:www.flickr.com/photos/cecilysfund

UK registered charity number:1071660

Fundraising standards board membership number: FS01370

Cecily’s Fund is a regulated member of the Fundraising Standards Board, committed to best practice in fundraising. We promise to always be honest, open and accountable in our fundraising, helping you to give with confidence.

For more information, visit www.givewithconfidence.org.uk.

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Cecily's Fund Annual Report 2011-2012

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