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UCD VOLUNTEERS OVERSEAS
ANNUAL REPORT AND FINANCIAL STATEMENTS 2011
CONTENTS
Page
Trustees and other information
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Mission Statement
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Foreword
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Fundraising Regulation and Compliance Statement
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UCDVO Achievements 2011
6
Quotes from Students and Graduates
7
Beneficiary Quotes
8
Haiti Earthquake Fund
9
Past Volunteer Survey
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Report of the trustees
13
Report of the auditors
15
Income and expenditure account
16
Balance sheet
17
Notes to the financial statements
18
Detailed Income & Expenditure Account
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TRUSTEES AND OTHER INFORMATION YEAR ENDED 30 SEPTEMBER 2011
Trustees Jim Phelan (Chairman) Sarah Jolley (Secretary) Frank Monahan (Senior Treasurer) Michael Lynch (Junior Treasurer) Pat McFeely Niall Fox David Kelly Elizabeth Fuller Oonagh Breen Fiona Hoare Niall Murphy Sinead Hughes David Tansey Liam Doyle
Manager
Caroline O’Connor
Charity number
CHY 15856
Business address
UCD International Gerard Manley Hopkins Centre University College Dublin Belfield, Dublin 4
Auditors
HSM 13 Sussex Street Dun Laoghaire Co. Dublin
Bankers
Allied Irish Banks plc. Belfield Dublin 4
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Mission Statement UCD Volunteers Overseas offers students the opportunity to engage in voluntary work in the developing world. We believe in the need to listen to the wisdom of local knowledge and learn from the expertise of local communities in all our volunteer projects. We fundraise to support our projects financially on a once off and continuing basis. Funds are directed according to need to projects, identified by local groups, which will most benefit the community. Central to the work of the charity is the belief that students benefit greatly by volunteering their time and energy in these projects. We believe that by working together in a spirit of mutual respect and understanding of each other’s cultural identities students and local people can together alleviate some of the causes of disadvantage. UCDVO currently runs projects in India, Haiti, Nicaragua and Tanzania. Since the charity commenced operations, over 600 volunteers have participated in these projects.
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Foreword It has been yet another busy period for the Board of UCDVO, with many changes coming into effect this year from the enactment of the new charities legislation. The new codes of conduct have been developed and the Board, under the guidance of Dr. Oonagh Breen, have been working hard to ensure that we are fully in compliance with the legislation and that our procedures are in place so that we will be able to sign up to the code before 2012. In early February 2011 Liam Doyle travelled to Haiti on behalf of the Board. Following the devastating earthquake which rocked the country UCDVO supporters raised a significant amount of money, which the board had committed to spending on development or long-term projects in the aftermath of the earthquake. The trip to Haiti gave the opportunity to assess the work carried out by the Haven charity who received funds from the UCDVO Earthquake Appeal Fund. It was great to hear that the projects that were supported (construction of transitional shelters and a housing repair scheme) have been successfully completed. 2011 was the first time that UCDVO had a long-term volunteer placed with one of our partners. Niall Murphy, a dedicated former volunteer has completed a six-month placement in Gros Morne, Haiti. Niall did a huge amount of preparation for the 2011 summer projects, and also spent a great deal of time analysing the past work completed in Gros Morne and identifying future projects that UCDVO may be able to partake in over the coming years. The Board would like to congratulate Niall on being the first long-term volunteer for UCDVO and also thank him most sincerely for the fantastic work he carried out in Haiti. It has really helped to cement relationship with the community in Gros Morne and also enabled the summer projects to hit the ground running and achieve excellent progress. The August board meeting was a new departure for all involved, as it was decided to conduct a day-long meeting where the Board could review its operations in a holistic manner and put in place plans and visions for the 4
future. The full day was decided on as it allowed the Board more time to discuss in detail and develop ideas that could not receive sufficient time at monthly meetings. All agreed that it was time well spent and will hopefully allow UCDVO to be more efficient and create new opportunities for all involved in the future. A new development by the Board is the establishment of an ‘Educational Fund’ in 2011. This is a project that the Board themselves have taken on in order to complement the work that happens on the summer projects and it is hoped that this Fund will provide concrete initiatives which past volunteers can support. The Educational Fund will be used to support training and development of skills for individuals associated with the projects in countries supported by UCDVO. Fundraising began with a screening of E.T. at a cinema night in the Savoy on the 28th September. Planning for the 2011-2012 academic year is already underway and the Board would like to acknowledge the huge amount of work and dedication shown by Caroline, our ever-committed Manager. The Board would also like to acknowledge the fantastic work undertaken by the Student Committee both in terms of fundraising and their efforts to increase the profile of UCDVO across the university. We would also like to sincerely thank UCD and particularly Dr Martin Butler, for their continued support and commitment to UCDVO. We are again looking forward to having another great group of volunteers that will do us proud in all of the tasks that they undertake. They are great ambassadors and their work and contributions are hugely appreciated by the communities in which they work. Prof. Jim Phelan Chairperson, UCD Volunteers Overseas, 2008-2011
Fundraising Regulation and Compliance Statement At a Board meeting on Saturday, August 13, 2011, the Board of UCD Volunteers Overseas agreed by resolution to sign up to the Statement of Guiding Principles for Fundraising. UCDVO’s application to sign up to the Statement was formally approved by ICTR on Monday, 28 November 2011. UCDVO was one of the first 20 Irish charities to sign up the fundraising principles and is listed as a signatory at http://www.ictr.ie/content/organisations-signedstatement-guiding-principles-fundraising. UCDVO confirms its commitment to the principles set out in the Statement of Guiding Principles for Fundraising. UCDVO has in place a Donor Charter which is consistent with the Statement of Guiding Principles for Fundraising. UCDVO has established a feedback and complaints procedure for donors for matters relating to fundraising. These documents may be accessed at http://www.ucdvo.org/content/fundraising.
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UCDVO Achievements 2011
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Volunteer quotes “I think the differences we have made in our various projects have been the main achievements. Saying goodbye really showed how much they appreciated us – both the kids and the staff. Seeing the improvements in the kids’ academic and social abilities over the trip, no matter how small really was the most rewarding aspect of the trip.” Delhi 2011 Volunteer
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“I expected to gain much from this project, but I feel that it has gone over and above anything I ever imagined: From the teaching project in the Jean XXIII Camp (Kan Gladys), to the construction projects of stone walls to prevent soil erosion and the latrines to improve sanitation, I had never expected to achieve the sheer amount of work that we did.” -
Haiti 2011 Volunteer
Graduate Quotes “UCDVO is a great small scale NGO which provides invaluable insight into development work for students which can help further their interest in the work of NGOs and development work, as it did for me.” -Former Volunteer, currently working for MSF
Volunteer Alicia Griffin working on soil retaining
7projects with a member of the local community in Gros Morne, Haiti, July 2011
Beneficiary Quotes Some feedback from our beneficiaries in Morogoro, Tanzania:
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Haiti Earthquake Relief Fund On the 12th January 2010 an earthquake measuring 7.3 on the Richter scale struck Haiti killing an estimated 220,000 people, leaving approximately 1.5 million people homeless and rendering thousands of others wounded… UCD Volunteers Overseas has been working on small-scale development projects in Haiti since 2005. Following the news of the earthquake, UCDVO began receiving requests for information about how to donate. In response to this, UCDVO launched the “UCDVO Haiti Earthquake Appeal”, with the vision of raising funds for development projects as opposed to emergency relief aid as it was recognised that UCDVO’s capacity to respond to an emergency situation was limited. Within a couple of months a total of €106,000 had been donated. UCDVO has been working hard over the past year to carefully plan where these funds will be distributed in Haiti and to ensure that the funds raised will be put into projects which directly benefit those who have been affected by the earthquake. This has involved ongoing consultations with our local partners in Gros Morne, the missionaries of the Religious of Jesus and Mary (RJM), and other NGOs working in Haiti such as Haven and Architecture for Humanity. Projects which have been funded to date include the construction of eight transitional shelters in Croix de Bouquet and the repair of forty houses in Petit Rivere de Nieppes. Both these projects are in partnership with Haven http://www.havenpartnership.com. UCDVO also distributed a small amount of funds to the RJM missionaries in Gros Morne for additional food and fuel supplies required to deal with the influx of displaced people entered the town from Port-au-Prince. The remainder of the funds have been directed to Architecture for Humanity for the construction of Ecole Bon Berger Pele, a school on the north side of the Port-au-Prince which was badly affected by the earthquake. Construction is underway, and when complete, the campus will host 1,100 students, currently being taught under tarps. Progress can be tracked at http://openarchitecturenetwork.org/projects/pele. UCDVO would like to thank everyone who donated and played a part in the fundraising process.
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Past Volunteer Survey UCDVO conducted a Past Volunteer Survey between June and September 2011, using Survey Monkey, an online resource. The survey was the first of this scale, and was important for the development of the charity, as it gives a documented account of the long term benefits of participating in a UCDVO project upon the lives of volunteers. The survey was publicised to former volunteers via email. The total number of participants was 109, with participants from all seven locations in which UCDVO has run projects. A selection of the responses is shown in the graphs below.
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Financial Reports UCD VOLUNTEERS OVERSEAS REPORT OF THE TRUSTEES YEAR ENDED 30 SEPTEMBER 2011 The trustees present their report together with the financial statements for the year ended 30 September 2011. The financial statements have been prepared based on the accounting policies set out in note 1 to the financial statements. Results The results for the period are set out page 15. Events since the period end There have been no significant events affecting the charity since the year end. Trustees The names of the persons who were trustees at any time during the year ended 30 September 2011 are set out on page 2. Voluntary help The trustees are very grateful to the volunteers who helped by fundraising and in particular those who worked overseas.
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UCD VOLUNTEERS OVERSEAS NOTES TO THE FINANCIAL STATEMENTS YEAR ENDED 30 SEPTEMBER 2011 1
Accounting policies
1.1 Accounting convention The financial statements are prepared under the historical cost convention. 1.2 Income recognition Income is recognised in the year in which the charity is entitled to receipt and the amount can be measured with reasonable certainty. Income is deferred only when the charity has to fulfil conditions before becoming entitled to it or where the donor has specified that the income is to be expended in a future period. 1.3 Resources expended Expenditure is included when incurred. 1.4 Foreign currencies Transactions 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 period end. 2
Trustees’ remuneration Trustees are not remunerated.
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Debtors
2011
Other debtors
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9,727
Creditors: amounts falling due within one year Accruals
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2011 4,266
2010 2,850
2010 30,081
Approval of financial statements The trustees approved the financial statements on 17th January 2012.
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Educational Fund Cash at bank includes the amount of €2,027 which are restricted funds at year end for use exclusively on the Charity’s Educational Fund. Remaining funds on hand are retained to cover the running costs of the Charity and fund the overseas projects in the coming year.
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UCD VOLUNTEERS OVERSEAS DETAILED INCOME AND EXPENDITURE ACCOUNT YEAR ENDED 30 SEPTEMBER 2011 Year Ended Period Ended 30 September 30 September 2011 €
Income Donations Volunteer payments and fundraising Fundraising income Irish Aid Student Society Income
40,442 274,193 59,960 1,494
2010 € 115,041 346,031 54,400 7,132 4,761
376,089
527,365
96,738 46,304 75,415 46,357 53,590 45,780
54,309 126,357 30,882 54,724 59,340 -
Expenditure Funds allocated to Earthquake Relief Projects in Haiti Projects in Delhi Projects in Haiti Projects in South India Projects in Nicaragua Projects in Tanzania Projects in South Africa Alumni Project Promotion & Fundraising Expenses Insurance Training courses Administration Expense Audit fees Bank charges Miscellaneous
(Deficit)/Surplus for year
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32,056 6,080 4,983 5,225 37,428 3,328 57 5,995
13,744 4,841 3,721 4,698 30,179 3,328 24 5,137
459,543
391,285
(83,455)
136,080
Thank you to everyone who has supported UCDVO in 2011
Volunteers Sinead Ní Chaolain and Conor Tonry with UCD President Dr. Hugh Brady at UCDVO’s Global Awareness Evening, March 2011
Rás UCD is a campus-wide sporting event organised to promote the Irish language and raise funds for UCDVO. The 2012 event will take place on the 25th February
A team of volunteers entered the Wicklow 200 cycle to raise funds for UCDVO
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