MEDAIR NOODHULP EN HERSTEL. JAARVERSLAG EN JAARREKENING 2013 Stichting Medair Nederland, Amersfoort

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1 MEDAIR NOODHULP EN HERSTEL JAARVERSLAG EN JAARREKENING 2013 Stichting Medair Nederland, Amersfoort

2 Medair Noodhulp & Herstel 2

3 INHOUDSOPGAVE JAARVERSLAG 1 General Medair general information Medair Netherlands General information Goals and objectives Medair Netherlands Key strategies and activities Legal Structure Composition of employees and board Statutes Information related to activities and financial position Key activities and related financials Fundraising costs Netherlands Fundraising strategy Link to financial report Strategy in relation to specific areas Information related to employees and the board Tasks and responsibilities of the board Salary and cost structure of the board and employees Board selection process Board report Summary of activities in Meetings and meeting reports Vision 2013 and future Budget, strategy and key activities Expected income Use of funds and reserves Conclusion the exciting journey Annex: Jaarrekening 2013 Medair Noodhulp & Herstel 3

4 Medair Netherlands Report of the Board Year 2013 Medair Noodhulp & Herstel 4

5 1 General 1.1 Medair general information Who we are and what we do Medair is a humanitarian organisation inspired by Christian faith to relieve human suffering in some of the world s most remote and devastated places. We bring relief and recovery to people in crisis, regardless of race, creed or nationality. As signatories of the International Committee of the Red Cross Code of Conduct, we believe that aid should be given to everyone who is in need, and not be used to further a particular political, social or religious viewpoint. Our first and last considerations are the needs of the people we serve. We save lives in emergencies and then stay to help people recover from crisis with dignity working side by side with communities to leave a lasting impact. We do whatever it takes to bring relief where it s needed most. We provide a range of emergency relief and recovery services: Health care and nutrition. Safe water, sanitation, and hygiene. Shelter and infrastructure. In all we do, we pursue the highest professional standards of quality, accountability, and sustainability. Our experienced teams carry out our projects in close connection with communities, listening to their needs, helping them improve their essential services, and providing them with training for the future Medair International statutes Article 1: Form A non-profit association is formed and is ruled by articles 60 and following of the Swiss Code Civil and by the present statutes. The Association is a non-governmental, non-profit and politically independent organization. Article 2: Aim The Association is pursuing a charitable and humanitarian aim, with a mission to respond to human suffering in emergency and disaster situations by implementing multisectoral relief and rehabilitation projects, in a compassionate and serving attitude inspired by its Christian ethos. Medair s activities will consist of: providing qualified technical assistance to respond to human suffering in emergency and cata strophic situations. co-operating with transportation services, contractors and other organizations used to operate in places hit by disasters (famine, epidemics, wars,...). gathering or purchasing and transporting relief material and goods to the distressed countries. training of national personnel in those countries. training of emergency volunteers in Europe. and generally, everything that is related, contributes and helps the achievement of these activities and of others which could be connected to it. Medair Noodhulp & Herstel 5

6 Article 3: Name The Association s name is: Medair. Article 4: Headquarters The Association s headquarters are located in the Canton of Vaud, at Chemin du Croset 9, 1024 Ecublens, Switzerland. Article 5: Duration Its duration is unlimited. 1.2 Medair Netherlands General information Stichting Medair Nederland is an independent Dutch foundation with its basis in Amersfoort. Medair Netherlands is affiliated with Medair Switzerland through an affiliate agreement and a Medair Brand agreement. 1.3 Goals and objectives Medair Netherlands The Stichting Medair Nederland has as goal to support and contribute to humanitarian help provided by Medair International in emergency and rehabilitation situations by: Communication Fundraising Recruitment of field staff Prayer support Any other activities that support this goal 1.4 Key strategies and activitie Communication Medair Netherlands focuses on increasing awareness of Medair with help of the following strategies and activities Publishing newsletters Being present at relevant fairs and exhibitions Giving presentations at relevant meetings PR activities and media relations Keeping in touch with the existing network of ex-field staff Limited advertising Medair Noodhulp & Herstel 6

7 1.4.2 Fundraising Medair Netherlands focuses on generating funds for the work of Medair in the programme countries with help of the following strategies and activities: Publish and distribute fund appeals on a regular basis to generate gifts; Church strategy: identify churches that will donate to Medair on a regular basis; Networking with selected institutional donors like EO Metterdaad, Woord en Daad and Red een Kind. Goal is to seek financial support for our international programmes. This is being done in close teamwork and cooperation with Medair HQ; Major private donors strategy: identify major private donors that will donate funds to Medair on a regular basis; Network of former field staff (Fanraising strategy): Use the network of former field staff to generate potential donors, giving churches, businesses & schools; Use of social networks in order to create awareness and funds; Foundations. Approach relevant foundations for funding for Medair s activities Recruitment Medair Netherlands focuses on recruiting field staff with help of the following strategies and activities Presence on Dutch recruitment websites (listing vacancies / banners / links) Hold info evenings about working with Medair Attended events with a stand Giving presentations Former field staff actively promoting Medair within their church and networks and looking for recruitment possibilities Medair Netherlands also cooperates with and assist Medair Switzerland with the following staffing/recruitment activities: Before departure: -Address, , tel, blog/websit -Date of birth -Church the staff belongs to in the Netherlands During field assignment: -Dates of vacation / contract break, especially when staff is planning to stay in the Netherlands Upon return: -Debrief information document (life time value for field staff) Medair Noodhulp & Herstel 7

8 1.4.4 Prayer support Medair Netherlands is contributing to an organized prayer network that supports field staff and field projects. 1.5 Legal Structure Medair Netherlands is an independent foundation and is strictly non-profit. The board of Medair Netherlands is responsible for the overseeing of the strategies, activities and use of funds. The foundation holds the ANBI status of the Dutch Tax Authorities. Above that, the foundation is a fully acknowledged member of the RfB (Raad voor financiele betrouwbaarheid). 1.6 Composition of employees and board Medair Netherlands had three paid positions (2,4 FTE) in its office in the first 10 months of 2013: Manager Recruitment & Fundraising (0,8 FTE). Key responsibilities: Recruitment, HQ relations, Fundraising at churches, companies and major donors Manager Communication & Fundraising (0,8 FTE). Key responsibilities: Communication, Media, HQ relations, direct mail, institutional fundraising & funds and general activities. Office Manager (0,8 FTE), since March 1. Key responsibilities: Office Management, Finance, Event organisation, Analyses and CRM. In November our Office Manager left and the two other paid staffmembers started working fulltime. So 2.0 FTE by the end of 2013 The board of Medair consists of at least 3 members with at least the following responsibilities: Chair man, Secretary and Treasurer. The board members are unpaid volunteers. After a long period of service, two board members stepped down per May of this year: Wendy van Amerongen and Hans Guido Rietkerk. At the same time Maarten van der Lei joined the board. At the end of 2013 the board had the following members: Maarten van der Lei Chairman Arjen Tompkins Treasurer Dineke Wibbelink Secretary Jim Jackson General board member Kees van Bemmel General board member 1.7 Statutes The statutes have been reviewed and updated in November The goals and objectives for Medair Netherlands have not changed this year. Medair Noodhulp & Herstel 8

9 2 Information related to activities and financial position 2.1 Key activities and related financials As discussed under point 1.4, Medair NL undertakes the following key activities: Communication Fundraising Recruitment of field staff Prayer support Medair International in Switzerland does have the following split in operating expenses over the year 2012: Humanitarian expenses direct 80,8 % Humanitarian expenses indirect 7,9 % Administration 6,8 % Fundraising 4,5 % (Figures for the year 2013 were not yet available at time of writing of this report) 2.2 Fundraising costs Netherlands We can specify our fundraising costs the following way: Direct personnel costs personnel directly working on fundraising Direct fundraising costs related to fundraising activities A share of the general office costs The fundraising costs are specified in the financial annual report. The income in the year 2013 was ,=, of which was raised funding, versus a target of for raised income and as total income. Income was higher as expected, also as a result of good response to the response in the Philippines and the December campaign with focus on Philippines and Syria. Comparison of fundraising costs versus income for 2012 to 2013: Year 2012 proj 2013 Act 2013 Proj 2014 Fundraising as a % of raised funds 8,1 % 13,4% 11,7% 11,2% Fundraising as a % of total income 7,4% 11,0% 9,8% 9,5% Medair Noodhulp & Herstel 9

10 2.3 Fundraising strategy Overarching goal is to grow income in order to serve more of the most vulnerable at a more effective cost. Use of funds The restricted funds received in the year 2013 have been send directly to Medair Switzerland or are reserved to be send to Switzerland. No admin or management costs were withheld on these funds. The unrestricted funds have been necessary to cover the running costs of the organisation, in the year 2013 regretfully no unrestricted funds were available to send to Switzerland. 2.4 Link to financial report During the year 2013 an amount of euros could be forwarded to Switzerland in order to support the work of Medair International Reserves Our aim is to keep a general reserve at the amount of which would cover about one quarter of the annual running costs of the organization. Any additional funds will be forwarded to Medair in Switzerland. The board does not see any necessity to maintain any higher reserves Volunteers Medair Netherlands is partly dependant on volunteers. Especially for the organization and implementation of Medair s presence at fairs and events volunteers are used. In 2014 we will work more with volunteers and interns for office tasks Communication Our communication strategy focuses on creating a platform and awareness for the work that Medair is doing. The last years a development is seen that more and more questions are raised over the effectiveness and efficiency of development work in general. Our aim is to continue to communicate the need for and the effectiveness/efficiency of emergency response in particular. Our main message is that emergency response is directly saving lives every single day. Medair Noodhulp & Herstel 10

11 3 Information related to employees and the board 3.1 Tasks and responsibilities of the board The board of Medair Netherlands is responsible for all activities, operating expenses and use of income of Medair Netherlands. Within the board a good division of tasks has been made, a chairman, a treasurer and a secretary have been appointed, whilst the other board members have other individual tasks in the board. The board meets in general 4-6 times per year. A good link with the Swiss Medair Headquarters has been secured since Jim Jackson, Director Executive Office of Medair International is a board member of Medair Netherlands. 3.2 Salary and cost structure of the board and employees All board members are non-paid by Medair Netherlands, but expenses are refunded based on an instruction regarding board expenses. The three(/two) employees are paid staff. Salaries are benchmarked with the scale of the CAO Welzijn and are adjusted yearly. Performance reviews are done on a regular basis by the Chair/HR focal point within the board. 3.3 Board selection process When a vacancy is coming up in the board and the board decides to fill the vacancy - all board members and Medair Netherlands staff are asked to come up with names for potential new board members. The existing network of Medair ex-field staff is also used for this. When a list of potential candidates is ready, the board meets and makes a shortlist of candidates on the basis of a) Needs within the board b) Background and expertise of the potential candidates. The shortlist of candidates is then contacted for interviews with one of the board members to check availability and more importantly suitability. The outcome of those interviews is reviewed (in a meeting or via mail) with all the board members and one or two candidates are invited for a second interview with a different board member. When a conclusion is reached by the board after the second interview the chairman officially invites the selected candidate to become a board member and the new board member is installed in the board in the next board meeting. Board members have a general term of 3 years, which can be extended once for another 3 years. Medair Noodhulp & Herstel 11

12 4 Board report 2013 Medair was founded 24 years ago in 1989 and has a passion for serving the most vulnerable in crisis. Unfortunately we have to conclude that there is still a need for an organization like Medair. In a perfect world Medair would cease to exist right away. Though 2013 Medair scaled up the program in Lebanon and Jordan to help the Syrian refugees. A new program in Chad was lanched to reach the most vulnerable malnurished in this area. Chad suffers from many compounding problems that make it a complex humanitarian crisis. On 8 November 2013, one of the most powerful storms ever to hit land tore across the Philippines. With winds exceeding 300 kilometres per hour, Super Typhoon Haiyan killed more than 5,600 people, damaged one million homes, and left some four million people displaced 1. Within 48 hours, Medair s Emergency Response Team was on the ground in the Philippines, identifying the most severely impacted communities in order to meet survivors most urgent needs. Over the last 24 years Medair has matured significantly and has seen great changes. Medair has developed into a humanitarian organization that provides both short-term emergency relief and longer term rehabilitation. From the initial 5 volunteers, Medair now has well 900 paid staff working on four continents. Medair has worked in 31 vulnerable counties. Note: The Syria crisis is counted as one country programme; however, when we say the number of countries we ve work in, we will count both Lebanon and Jordan) and has been blessed with generous financial support from numerous funding partners and individuals. Millions of lives have been saved or sustained with our support. Medair Netherlands continues to support the work of Medair International by creating awareness for the need of emergency response, by recruiting field staff, by praying for the work and staff of Medair and by raising funds to make the work of Medair possible. We fully support the core values of Medair in our work in the Netherlands and we try to do our work for Medair with the values in mind: Compassion Hope Accountability Dignity Integrity Faith Medair Noodhulp & Herstel 12

13 4.1 Summary of activities in Medair International Medair Netherlands is proud to have been able to support the important work of Medair International. Here some key statistics for the year 2013: Over 916,724 beneficiaries 10 country programmes o Afghanistan o D.R. Congo o Haiti o Madagascar o Philippines o Somalia/Somaliland o South Sudan o Zimbabwe o Chad o Syria crisis International headquarters in Switzerland with 72 staff 3 affiliate offices in France, the Netherlands and UK 126 internationally recruited staff positions in the field (IRS) 633 nationally recruited staff positions in the field (NRS) 31 countries Medair has worked in since Medair Netherlands One of the contradictions in emergency relief came through for Medair Netherlands: on one side our income was almost double that of the budget, but on the other side the needs in for example Syria were incredibly high. On one side the incredible need makes us sad, on the other hand, it also makes us strong because we do believe that we can make a difference! Our key focus in the year 2013 was to raise funds for our Syria program and our new program in the Philippines. Because of the success in 2012, we decided to also be actively involved in the international end of year campaign where donations were doubled by some Major Donors. We would like to thank all our donors for their great contribution. Organisational process and internal highlights In the year 2013 we continued our further professionalization and further developed our Fundraising strategies. The highlights were: Janneke de Kruijf started in November 2013 to replace Eveline van Vliet who is now working for a local NGO in South Sudan. Janneke worked for Medair International in Switzerland for 5 years and is a very experienced communication professional Medair Noodhulp & Herstel 13

14 Joke Haaijer could make her first field trip to Lebanon and Jordan to learn more about the Syria program. This was very helpful for the presentations and contacts with donors. Two live broadcasts of Family 7 with Janneke on the Philippines response and Joke and Amanda about the Syrian crises. Amanda decided to step down and move on to the corporate world in November but left us a beau tiful song about the refugees, which we use for creating awareness and for fundraising. Working with HQ towards in an aligned international year end fundraising campaign and recruitment. Growing awareness of Medair in The Netherlands: increased (free) publicity in Dutch media: in both national and local newspapers. Many new donors (>450). Great new volunteers 4 well visited Recruitment information evenings. Many experienced Dutch field workers in the field and 3 new Dutch, committed fieldworkers to the field. Great outcome of the second double your donation campaign in December ( was expected, but turned out in : ). Good, informative field visit to Lebanon and Jordan for Maarten (May) as well as for Joke (November). Total income from fundraising this year above expectations: was budgeted, but the total income came to Results Our financial contribution to Medair was good; our contribution to Medair international ,- Way of control over strategy and implementation During the year board meetings were held. Prior to all the board meetings a detailed update by the three staff members was made to the board with a key update on the progress of Communication, Fundraising, Recruitment and prayer. Next to this, the staff of Medair Netherlands reports directly to the board. Specifically to the chairman of the board. The office team and chairman of the board have regular calls. 4.2 Meetings and meeting reports The board met in the year 2013 on the following dates: February 28, April 23, June 20, September 24, November 28, 2013 Meeting reports have been made and have been signed for all the board meetings. Medair Noodhulp & Herstel 14

15 5 Vision 2014 and future In Medair we know we face a future full of untold challenges as crisis continue to happen and the world continues to change. Our mission in Medair Netherlands is to make a significant contribution to the work of Medair International serving the most vulnerable. Our aim for the next years is to keep our contribution significant. We also focus more on non-restricted funding as this is very important to help were most needed. The contribution is not only financial, but also in people and prayer. As a small NGO in the Netherlands we will have to become smarter and more professional in our communication, recruitment and fundraising activities. We will have to become more creative and put our focus on effective and efficient actions that really have an impact. 5.1 Budget, strategy and key activities 2014 The year 2014 will be a year of continued challenge, but both staff and board are highly committed to let Medair play a growing role in the Dutch surroundings of humanitarian aid organizations. This is also reflected in our budget for 2014, which is careful but also ambitious. Our budget for the year 2014 is the following: Donations restricted Donations unrestricted Total Donations Other income Total income Donations to third parties (Medair Switzerland) Recruitment of volunteers Communication Costs of Fundraising Other general expenses Total expenses Result Expected income Our planned income from fundraising for the year 2014 is at the level of Euro. This is a 10% increase vs 2013, but still lower than levels in 2011 and 2012 which exceeded Use of funds and reserves The aimed general reserve of has been reached, because of the higher level of receivables the board has decided to leave the general reserve at a higher level until the moment the receivables will be received in the bank. Medair Noodhulp & Herstel 15

16 Conclusion the exciting journey On behalf of the board of Medair Netherlands, I am pleased to present our Annual Report for In 2013 Medair Netherlands, with the great support of many donors, volunteers, board and staff, has again succeeded to provide a significant contribution to the worldwide work of Medair serving the most vulnerable. Like last year, we have again been blessed that even in a difficult economic market, we have exceeded our budget and received a higher income than expected. Also we have seen a continued presence of committed Dutch fieldworkers in the field, a growing awareness of Medair in the Netherlands (proven through more media publicity and new donors) and ongoing prayer support. In 2013 Medair worldwide has been able to help around 1 million of the world s most vulnerable people. Thanks to the support of our donors Medair, amongst other things, has been able to respond to the Syrian refugee crisis and in the Philippines immediately after the typhoon Haiyan hit the country. This all would not have been possible without the generous support of our donors. On behalf of the board and employees of the whole of Medair, I would like to thank you all for your prayers and gifts. Ultimately we want to thank our Medair colleagues working in the most remote places in the field and our headquarters, to directly respond to the needs of the most vulnerable. In 2014 we want to continue raising funds to make the life-saving work of Medair possible, keep on recruiting new capable and committed field staff, continue create awareness for the needs of the most vulnerable worldwide and, last but not least, pray for the work and staff of Medair. We hope you ll continue to be part of this exciting journey with us. Maarten van der Lei Chairman of the board Medair Netherlands Medair Noodhulp & Herstel 16

17 ANNEX JAARREKENING Balans per 31 december Staat van baten en lasten over Kasstroomoverzicht Grondslagen voor waardering en resultaatbepaling Toelichting op de balans per 31 december Toelichting op de staat van baten en lasten over Toelichting op totale lasten Toelichting op lastenverdeling Overige gegevens Resultaatbestemming 31 Akkoordverklaring bestuur 31 Controleverklaring 32 Medair Noodhulp & Herstel 17

18 1. Balans per 31 december 2013 ACTIVA 31 december december 2012 VLOTTENDE ACTIVA Vorderingen en overlopende activa (1) Liquide middelen (2) Totaal activa PASSIVA RESERVES EN FONDSEN (3) Overige reserves Bestemmingsfondsen KORTLOPENDE SCHULDEN Overige schulden (4) Totaal passiva Medair Noodhulp & Herstel 18

19 2. Staat van baten en lasten over 2013 Werkelijk Begroting Werkelijk BATEN Baten uit eigen fondsenwerving (5) Overige baten (6) Som der baten LASTEN BESTEED AAN DOELSTELLINGEN Aan derden verstrekte subsidies (7) Werving van vrijwilligers (8) Geven van voorlichting (9) WERVING BATEN Kosten eigen fondsenwerving (10) BEHEER EN ADMINISTRATIE Kosten beheer en administratie (11) Som der lasten Resultaat Resultaatbestemming 2013 Toevoeging aan overige reserves Toevoeging aan bestemmingsfondsen Medair Noodhulp & Herstel 19

20 3. Kasstroomoverzicht 2013 Het kasstroomoverzicht is opgesteld volgens de indirecte methode. Kasstroom uit operationele activiteiten Resultaat van het boekjaar Aanpassingen voor: Veranderingen in het werkkapitaal: Mutatie vorderingen Mutatie kortlopende schulden Kasstroom uit operationele activiteiten Kasstroom uit investeringsactiviteiten Investeringen in materiële vaste activa Samenstelling geldmiddelen Liquide middelen per 31 december Liquide middelen per 1 januari Mutatie liquide middelen Medair Noodhulp & Herstel 20

21 4. Grondslagen voor waardering en resultaatbepaling ALGEMEEN De jaarrekening is opgemaakt conform de Richtlijn voor de jaarverslaggeving van Fondsenwervende Instellingen (Richtlijn 650). WAARDERINGSGRONDSLAGEN VOOR DE BALANS Alle in de jaarrekening vermelde bedragen luiden in euro's. De bezittingen en schulden zijn opgenomen tegen nominale waarde. Materiële vaste activa Aangekochte materiële vaste activa van minder dan worden in het jaar van aanschaf volledig ten laste van het resultaat gebracht. Bij aankopen boven het genoemde bedrag wordt de aanschaf geactiveerd en in drie jaren afgeschreven. Bestemmingsfondsen Giften die met een bepaalde doelstelling zijn gegeven maar nog niet zijn besteed, worden toegevoegd aan de bestemmingsfondsen. In het jaar van besteding wordt het uitgegeven bedrag ten laste van het bestemmingsfonds gebracht. -. GRONDSLAGEN VOOR DE RESULTAATBEPALING De baten en lasten worden bepaald met inachtneming van de hiervoor reeds vermelde waarderingsgrondslagen en zijn toegerekend aan de periode waarop ze betrekking hebben. Giften Binnengekomen giften voor een bepaald project worden volledig doorbetaald aan Medair Zwitserland. Giften zonder projectbestemming zijn primair bestemd voor dekking van de kosten voor de eigen organisatie. Toerekening kosten van fondsenwerving en voorlichting De kosten voor fondsenwerving en voorlichting worden toegedeeld op basis van de aan beide activiteiten bestede tijd (personeelskosten) en budget(promotiekosten). 5. Toelichting op de balans per 31 december 2013 Medair Noodhulp & Herstel 21

22 5. Toelichting op de balans per 31 december 2013 ACTIVA VLOTTENDE ACTIVA Vorderingen en overlopende activa St. Geef Gratis, donaties december Rente spaarrekening Medair HQ EO Metterdaad inz. Afghanistan EO Metterdaad inz. Somalië EO Metterdaad inz. Congo EO Metterdaad inz. Syrië EO Metterdaad inz. Zuid Soedan EO Metterdaad inz. Somalië EO Metterdaad inz. Haïti Liquide middelen Kas ING Bank ABN-AMRO bank, rekening courant ABN-AMRO bank, spaarrekeningen De liquide middelen staan ter vrije beschikking van de stichting PASSIVA RESERVES EN FONDSEN Overige reserves Stand per 1 januari Resultaat van het boekjaar Mutatie bestemmingsfondsen Stand per 31 december Het bestuur streeft er naar om overige reserves van ongeveer aan te houden. Medair Noodhulp & Herstel 22

23 Bestemmingsfondsen Saldo op Saldo op 1 januari Toegevoeg d Onttrokke n 31 december Project Afghanistan Project Syrië Project Congo Project Filipijnen Project Haïti Project Madagaskar Project Somalië Project Soedan Noord Project Soedan Zuid Project Tsjaad Project 'Water' Totaal KORTLOPENDE SCHULDEN 4. Overige schulden Reservering vakantiegeld en -dagen Belastingdienst Accountantskosten Crediteuren Niet in de balans opgenomen verplichtingen Meerjarige financiële verplichtingen Inzake een aangegane huurovereenkomst, waarbij tot en met 30 juni 2014 een kantoorruimte en parkeerplaatsen is gehuurd, zijn langlopende verplichtingen aangegaan tot een jaarbedrag van 3.914,= 6. Toelichting op de staat van baten en lasten over 2013 Medair Noodhulp & Herstel 23