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Trustees Annual Report 2006 - 2007
Reference and Administrative Details of the Charity, its Trustees and Advisors
This report is for the year ending 31st March 2008. The Trustee Members elected for the year were: The Medical Director who acts as Chief Executive: Dr Beryl Beynon; Chairman: Dr Peter Beynon; Vice Chairman: Dr Claire Barchard; The Treasurer: Mrs Julie Axup; Trustees: Miss Mary Aherne, Prof. Robert Aveyard, Mr John Emmerson who resigned in February 2008, Mr Harry Flynn,, Miss Margaret Ruxton, Mrs Margaret Wells. Employed (Part-time) Staff: Administrator: Mr Mike Greatorex, Administrator and Secretary: Mrs Heather Saltonstall..
The Charity benefits from professional advice as follows:-
Accountant: Mr Brian Elvidge
Auditor: Messrs Smailes, Goldie & Co
Solicitor: Mr Michael Adams
Transport: Road Haulage Association
Bankers: HSBC, (main bankers) Barclays (transport) and Lloyds TSB (Orchard Park Shop), CAF Gold Account (Deposit).
Insurers: Arranged through B.N.I.: Norwich Union, Ansvar & Royal Sun Alliance
The Registered Aims of Jacob’s Well Appeal are
a) To relieve need, hardship, sickness or distress of persons resident in Eastern Europe, the Middle East, Asia or Africa and to assist persons in need of emergency disaster relief wherever they may be.
b) To relieve need, hardship, sickness or distress of those persons who are handicapped.
c) To promote the Christian faith.
d) To promote and support medical research and facilitate the work of researchers of which the results of such research will be made publicly available.
e) To promote and advance education and facilitate teaching.
Structure, Governance and Management
Jacob’s Well Appeal was founded in February 1982 initially known as Jacob’s Well Polish Appeal, and registered with the Charity Commission in April 1984. In Afghanistan the Charity is commonly known as JWA. The registered aims have been twice extended since then to those above to take account of the widened geographical area covered and the extended range of activities. The governing document is the written constitution. Jacob’s Well Appeal is an unincorporated association.
There are up to 12 Trustees, one third of whom are elected each year at the Annual General Meeting by the Members. Election is for a period of 3 years renewable if re-elected. One third retire each year. The Chairman, Medical Director, and Treasurer are elected annually at the Annual General Meeting and are ex-officio Trustees. The Secretary is also an ex-officio Trustee unless ineligible (as at present, being an employee of the Charity). The Trustees meet not less than 5 times in each charity year to review progress and policy. In general when vacancies arise potential Trustees are invited to stand for election from the many people in contact with the Charity. They are usually people who have a particular skill or experience which will benefit the Trustee body such as legal knowledge, accountancy, management, medical, caring or practical ability or a proven ability as a volunteer in the charity field. They are introduced to the role by provision of documents outlining the role and responsibilities involved, and explanation of the activities of the Charity, information about its history, governance and financial functioning.
The progress of the Beverley shop is reviewed by a subcommittee appointed by the Trustees. Other subcommittees are appointed to make recommendations to the Trustees where an issue needs investigation and recommendations. A recent subcommittee was set up to provide information and guidance for volunteers and has now completed its work. A free newsletter with a circulation of 1,000 is sent to interested persons such as volunteers, and donors twice yearly to keep them in touch with current events. Any person who accepts the registered aims of the charity may apply to become a member with the right to vote at General Meetings.
Staffing and Volunteers: The Charity employs two part time Administrators whose line manager is the Chairman. All other activity is undertaken by volunteers of whom there are approximately 60 working for between 3 hours and several days a week. Volunteers work under the direction of the Medical Director who acts as Chief Executive and manages the shops. The Medical Director and or Chairman are usually present or available at short notice by telephone to determine priorities and that the Trustees’ policies are implemented.
Risk Management: The Risk Assessments in relation to the shops, warehouse practice, transport and office have been reviewed and new measures taken in relation to security including the setting up of an alarm system with the security firm Scamp with direct Police contact.
The forklift and vehicles have been maintained according to manufacturers’ recommendations and subjected to Loler examinations and MoTs etc as required. All fire fighting and electrical equipment has been checked by external contractors and practices held. A suggestion box has been introduced. Different aspects of the activities of the Charity are subject to control in conformity with legislation by the Home Office, the Environment Agency, the Health and Safety Executive, the Vehicle and Operator Services Agency, VAT Inspector, Local Authority: Trading Standards Officer re Charity Shops, Food Safety Officer re Food Storage and Export, and re Internal Transport Safety.
Objectives and Activities
As the registered aims above indicate Jacob's Well Appeal, which has an ecumenical Christian background, seeks to show the love of God through practical action to those in need regardless of ethnicity, gender, culture, age, religious belief or any other characteristic. The Charity has been able to work successfully in the communist world of Eastern Europe in the past and with Muslim communities in Asia, including the Taliban authorities when they were in power in Afghanistan. The Charity seeks to supply humanitarian aid and medical relief to the needy in Eastern Europe, Asia and Africa and to help those with disabilities providing necessities which would not otherwise be available. It is able to respond to some emergency needs in areas with which it is involved, but the main aim is to continue working in needy places which are not in the headlines even when political pressures and media generated money has moved on. Medical aid and other relief supplies are sent to those in need to help overcome their problems and deficiencies in accordance with their own culture and circumstances. Recycled supplies supplemented by purchases when finance is available together with donated new and good quality used goods are provided. The value of the donated goods, even though valued conservatively considerably exceeds the monetary income and expenditure of the Charity which is mainly used for supporting logistics in collection and distribution.
There have been 3 specific objectives fulfilled in the current year:
Firstly has been speeding distribution by securing the the release of the 2 containers of the disaster relief supplies for the earthquake which took place in October 2005 in Northern Pakistan which were detained by the military authorities together with those of many other donors for over two years, and to speed up the release of containers by the Afghan authorities for “Quality Control” which in one case caused delay for nearly a year. These delays were never explained despite several personal visits to government departments and others. The goods were ultimately released for distribution without explanation though some items were by then expired.
Secondly was the setting up of a new enlarged website through the work of our Trustee Mary Aherne. Our sincere thanks go to Adrian and Christopher who worked hard to get us on to the internet and to update our first website. Thirdly was the reorganising of our East European transport arrangements when the ancient British registered left hand drive heavy goods vehicle used for distribution reached the end of its cost effective life. Because of changing regulations and costings it became clear that it would be more economical to register and operate its replacement from Eastern Europe. The Director of our Sister Charity Fintana lui Iacob in Romania continues to be our driver. A Romanian Company Well Hab has been set up to own and operate the truck and Jacob’s Well has made a pump-priming grant of half the cost of purchasing a 3 year old Scania and trailer. Under the new arrangement Jacob’s Well Appeal will pay for usage of the truck for distributing aid. Whereas previously return journeys for a British registered charity truck could not be funded by carrying commercial loads the replacement has been able to cover these costs and to undertake some other commercial work which contributes towards fixed overheads. Any profits will go to Fintani lui Iacob helping towards the goal of the Rehabilitation Unit in Siret becoming self sufficient for day to day revenue.
Logistics: In May 2007 the new transport arrangements came into operation and the Romanian Well-Hab, which is a not for profit company began with the purchase of a 3 year old L hand drive Scania tractor unit and a 4 year old curtain sided trailer. Titi, our driver, is very satisfied with the arrangement. Now that Romania is in the EU the customs problems are much less but fuel costs are rapidly increasing at present. The journey entirely within the EU is much longer and fuel costs are higher but avoiding transit through the Ukraine is relatively trouble free. The Landrover used by Jacob’s Well Romania is now repaired and ready for action, thanks to a very good mechanic in the Ukraine and we are glad it is back. Our two very old vehicles in Kabul are still up and running. We use our 3.5 ton Isuzu and 1 ton Nissan vans based at the warehouse for our local collections and our British registered Scania tractor unit to move our containers to Rail Freight and Ports and for large collections.
Achievements and Performance
Jacob’s Well has a protocol with the Red Crescent Society of Afghanistan, and a Memorandum of Understanding with the Afghan Ministry of Public Health. Other organisations with whom we have co-operated have included the Charity Help - Kiev, Help of Stuttgart, the Soroptimists, Diabetes UK, the Ileostomy Association, Rotary and Inner Wheel Clubs, local Churches, Intercare, Real Aid, Halo Trust, the International Assistance Mission and FREED (the Foundation for Rural Education Empowerment and Development in Ghana) and Ora in Moldova. We work closely with partner charities abroad, Fintana Lui Iacob (registered in Romania), Krynica Jacova (registered in Ukraine), Love and Care (registered in Bulgaria), and Jacob’s Well Afghanistan (registered in Afghanistan). Jacob’s Well is a member of the National Council for Voluntary Organisations ( NCVO), and has signed up to the East Riding Compact - the local partnership agreement between public sector and voluntary & community sector organisations.
Volunteer hours in the warehouse and porta-cabin for the year 2007-8 were 5867 and in the two charity shops in excess of 5,000. Sorting, selling, packing and listing donated goods is a major, labour intensive task. Bric-a-brac, second hand books, and some clothing is sold to raise funds but a much larger proportion of clothing, bedding and linen is sent abroad as aid. This has not been achieved without a tremendous amount of work from volunteers both in the UK, and abroad. Our teams of warehouse workers and medicine sorters are all volunteers. We are very grateful for the many hours of work which they put in, without which the Charity would grind to a halt. The Charity has continued to provide regular support and supervision for volunteers with additional needs in the warehouse and shop settings. This has opened doors to people who would otherwise be unable to take part in everyday life and activities. This has been beneficial for the Charity also. The Trustees sincerely thank them all for their devoted hard labour.
Romania
The new Romanian Truck with its
proud driver
This year our truck has delivered four containers of aid to Siret and district from our warehouse, one from Stuttgart in Germany and one from Holland. Brandusa one of the leaders has been very busy to keep up with the distribution. The aid is still very needed. Many people are struggling to buy enough food to eat and money for clothes is a luxury on an income of less than £100 a month after tax. Tuberculosis is rife. Last summer two of our Rehab girls were hospitalised at the TB Sanatorium in Radaouti. Georgiana was better quickly but Elena has been off work all year and only returned after Easter.
Because the wages are so low many staff have been tempted to take jobs abroad and it has not been possible to retain Day Centre teachers or the cook. Jobs in Italy, Spain and Portugal are much better paid! Please pray for the leaders as they struggle to cope with their work load and find new staff. This year it is hoped to develop two pieces of land that the Mayor has offered. One is to build a school for children with disabilities, particularly autism. Some Dutch volunteers have offered to come to build this in July free of charge and we wish them much success. The land is quite central and should be a good site for a school. The second piece of land is very close to the Ukraine border and will be much easier The new Romanian Truck with its proud driver to build on than the original purchase of land on the Botosani road and the plans are now drawn for the first terrace of four 2 up 2 down houses. Brandusa now has all her paperwork completed and hopes to start in June. Four weddings are expected as soon as these are completed and ready for occupation and the Rehab kids are very happy with this. Funding all this will be difficult but we will do our best. Please help us with the fund raising if you can. We hope to organise a sponsored bike ride around the Monasteries and mountains again and we would love you to join us. Our final happy news is that we now have our second Rehab baby, Anna, born this spring to Valentin and Sanduta. Brother David is doing well.
Moldova
In the autumn we delivered our first aid to the Moldovan branch of the charity ORA. We had some valuable beds, medicines and medical equipment and we were delighted that we were able to get them through the customs. The Ministry of Health have helped with the distribution and seem to be happy with the supplies, some of which did go to the needy at Criuleni Hospital. In March Titi our driver managed to deliver a second load which was requested for the Calara region and this also arrived safely. It had 16 precious brand new hospital beds which were really appreciated. We hope to be able to make these links firm and to continue the work, with the Lord’s blessing.
Ukraine
Last summer one container of aid was delivered to the Mohyla Academy in Kiev with some very useful equipment for their laboratories as well as some books for the library and clothes for distribution. There were no major problems and we hope to continue this link through our support of Krynica Jacova.
Afghanistan
Two more containers have been delivered to Kabul and distributed by Dr Farid to many parts of Afghanistan. We have had thank you letters from hospitals in Kabul and Puli Khumri and the feeling is that this medical aid is still greatly needed. The Jamhuriat hospital, a large district hospital with some Chinese funding, has also asked us to help. In Helmand province in the south the fighting is continuous. We hear often about the British soldiers killed and injured there but even more civilians are hurt and help is needed. We hope that the fighting will end soon but it just seems to go on and on. We cancelled our visit to Kabul in the autumn because our two doctors, Farid and Nasrin, were going on Haj to Mecca, but when we went to get visas for our visit in March the Afghan Embassy refused with no reason given. We realise that there is a certain amount of anti British feeling around but in twenty years we have never been refused entry and it came as a shock to us. We hope that they will change their minds soon. Our Mother and Child clinic is up and running at present but is very dependent on our supplies so we must pray that we can keep up the safe passage of our containers. Because of corruption and bureaucracy supplies are often held up for months on arrival by the authorities. Security is also an increasing problem as the crowds throng the street to get help for their sick and it needs a constant attendance by armed guards to control the crowds and keep away the bandits.
Pakistan
In November, just as President Musharraf introduced emergency measures, the major in charge of relief aid containers rang our Karachi leader, Janet, to say that the two earthquake relief containers that had been in the port for two years could be moved. It took almost two months to achieve this and they then moved up to the army warehouse store in Pindi. Our Peshawar representative, Hassan Naz, was allowed to see the containers unloaded. One was in good condition but one had a damaged roof and rain had affected part of the load. He was assured that what could be used would be distributed to the needy. The death of Mrs Bhutto caused massive riots after Christmas. Many cars, trucks, buses and shops were set alight and it was not possible to move around the main cities for several days. Our aid containers were fortunate to survive at this time as they had just left the port. At the end of March Peter and I were in Pakistan and we paid a visit to Balakot to see what the problems are now. Many people are in temporary lightweight houses sent from Saudi Arabia, all with blue rooves and all exactly the same, but we saw that life was returning to the town. The bazaar was up and running and crops were being sown. Children were in school uniform though the school is not yet rebuilt. All along the roadside we saw small graves well cared for and many with flowers, a reminder of the terrible loss of life that they had suffered. We crossed the river on a new bridge built by the army, to visit the World Vision branch which was set up to help after the disaster. They were trying to build a small new school but like us their supplies were held up in the army’s store in Pindi. They were helping with agriculture projects and they hope to provide a clinic in the future. We wish them well and will help if we are able. The only medical supplies that we purchased and sent in this year were sent to Karachi by air to help with an outbreak of tuberculosis in one of the Christian Bastis where there is very little sanitation and all are very poor. We hope to achieve more in the future.
Ghana
Children in Nandom Hospital Nursery
Sister Justina With The Well Which
Sometimes Dries Up
Our first ever container for Nandom in Upper West Province was delivered last autumn and in October we joined a group of FREED volunteers from Kettering and Northampton for a two week visit. Our container had successfully made it out of the Tema Port and been delivered over a thousand kilometres of awful roads. Our group had doctors, dentists, nurses, teachers, a microbiologist, and even a journalist and a football coach. The container had been emptied into the eye ward which was not in use as they only had occasional visits from the ophthalmologist. The medicines were all in the pharmacy and some of the equipment had made it into the theatre and wards but there was much distributing and sorting to be done.
All the bikes we had sent had gone and were obviously in use. Hardly anybody had a car. We met the three doctors who worked in the hospital, two were from Ghana and one was a Bulgarian Neurosurgeon who specialised in operating on the cervical spines of the many women who damaged their necks when carrying heavy loads on their heads. He had little modern equipment and we were amazed that he was able to perform such difficult operations with the equipment he had. His work is very needed in Ghana. The Nandum region had no dentists and we were able to help the dentists from our group to set up a room for the extraction of bad teeth. They managed to train some nurses to do emergency extractions and when they advertised for patients on the local radio the queue went the full length of the corridor.
The teachers were able to set up a library in the local school and the football coach was the most popular - we had a tournament at the end of the week and the boys, aged 9 and 10 years, all had new football kit on and had a real football to play with. Most of the schools had nothing but a blackboard. The class sizes were between 40 and 80 and three children share a desk for two. Next to the church is a vocational school training young apprentices. We sent Margaret, one of our Trustees, down to this school to deliver a knitting machine from the container. The Nun burst into tears when she saw it and said it was an answer to prayer and all the pupils started to dance and sing for Margaret who was very overwhelmed. We are very thankful to have found another good home for these machines and to find that they are so needed.. During our stay Peter, Margaret and I visited Lawra, a town about twenty miles south where Sister Justina lived. She had requested help from us two years earlier for a well they had at the convent to be deepened and we had a street collection for this. Their school also needed help and they asked us to send the next container to Lawra, which we have done. It has just arrived as I write this and I know that they will be very happy with their supplies, especially the football goals, footballs and strip donated as the result of an Appeal on the local BBC Look North News.
Financial Review
Our main sources of income continue to be from donations made by the many people and groups who support us, from our 2 charity shops, and from fund raising events such as second hand book sales, car boot sales, and money raised by our volunteer fund raiser to whom we are very grateful. Some grants have been received towards work with children in particular in Afghanistan. Investment income plays a lesser role depending on the amount of invested reserves. The total income and expenditure for the year exceeded our budget expectations. This was due mainly to the generosity of our supporters whose contributions enabled us to make significant additional donations to Romania. This extra money enabled the purchase of the lorry, trailer and van by the Romanian Charity.
The total value of donated aid for the year is £480,249 though this is somewhat arbitrary as most of the goods are donated and of estimated value. During the year 11 containers and one small part load of TB medicines were despatched. The cost of transportation continues to rise, mainly due to increased fuel prices, but poor exchange rates have not helped. We continue to review our methods of collection and distribution using volunteers, rail freight or shipping where this is cheapest.
Expenditure Policy: Expenditure covers the costs of
1. Maintaining the two charity shops, one of which is rented from the local authority and the other of which is in shared premises with a Christian Bookshop.
2. Maintaining the Office administration building where some medical supplies are also sorted.
3. Maintaining the warehouse where donated goods and medical supplies are sorted, packed and despatched.
4. Maintaining the articulated truck used for collecting large items, and collecting empty containers and despatching loaded containers at appropriate terminals.
5. Paying for shipping, agents’ fees and transport abroad for supplies in transit.
6. Paying overheads of the Mother and Child Clinic in Kabul and where funds permit enhancing the new paediatric diabetic service.
7. Supporting development of facilities of the Rehabilitation Unit and helping trainees towards independence..
8. Where funds permit purchasing medicines and equipment for supported facilities.
Reserves Policy: The Trustees’ policy is to hold sufficient funds to provide for the projects in Romania and Afghanistan (without which the beneficiaries would be subject to considerable hardship) and to hold sufficient funds to enable the charity to run efficiently for a period of 3 months. At 31st March 2008 the Charity had free reserves defined as unrestricted funds excluding tangible fixed assets of £22,664, which are considered to be sufficient to meet the above afore mentioned target. The level of reserves is monitored and reviewed by the trustees twice a year in the light of past and planned expenditure.
Plans for the Future
In this next year we hope to visit Burkina Faso which is only 10 miles from Nandom, in Ghana and even more needy. We have made links with a charity from Iceland and we hope that we can work together to help in schools and hospitals over the border.
The lease agreement for the warehouse site which the Charity’s Trustees expect to make with the Discretionary Settlement which owns the site will be finalised shortly and will give security of tenure for the future..
The Well-One Clinic being set up by the Discretionary Settlement has not yet been able to start its work as a Social Enterprise due to the slow processes of the Healthcare Commission in issuing a license. In the near future it will start offering chiropody and some physiotherapy and perhaps by mid summer all the rest! It is hoped that this venture will be able to assist Jacob’s Well locally and with health care abroad in the near future.
It is planned to continue assisting Fintana Lui Iacob with their development plans for accommodation for the young people ready for independent living.
The Trustees wish to express their sincere thanks to all the volunteers and staff for the hard work which they have undertaken in both the UK and abroad. Thanks also go to the many donors of gifts, money and labour so vital to our success. May the Lord continue to bless this work and our efforts top show his love.
Beryl Beynon (on behalf of the Trustees)