REGIsfERED COMPANY NUMBER: 03456224 (England & Wales) REGIsfERED CHARrrY NUMBER: 1072529 REPORT OF THE TRUSTEES AND FINAN IAL STATEMENTS For The Year Ended 31 March 2021 LE RD COMMUNITY TRAVEL Andrevi Richardson FCCA 5 Wells Court Springfield Chelmsford Essex CMI 6ND
LESFOR co NTfY TRAVEL CONTENTS OF THE FINANCIAL sr For the Year Ended 31 M 21 Page Report of the Trustees Ito4 ReF)Ort of the Independent Examiner Statement of Financial Activities Balance Sheet Notes to the Financial Statements 8toll Detailed Statement of Financial Activities 12
RD MM Nrry TRAVEL DIREcfoRS' AND TRusfEES REPORT FOR THE YEAR ENDED 31sr MARCH 2021 The Directors present their report and financial statements for the year ended 31st March 2021. REFERENCE ANO AOMINISTrATIVE DEfAILS Registered Company number 3456224 (England and Wales) Registered Charity number 1072529 Registered office Unit i Flitcn industrial Estate Chelmsford Road Great Dunmow Essex CM6 IXJ Patron Kemi Badenoch MP Trustees S J A Biddlecombe Icshaw D R Perk5 M5 P M Churthill VJFOX F M M Benson KitCLi Resigned 2610612020 Appolnted 2811012020 Appointed 2910412020 and Resigned 3010412021 Company Secretary J M Goodwin Accountant Andrew Richardson 5 Wells Court Springfield Chelmsford CMI 6ND STRucfuRE. GOVERNANCE AND MANAGEMENT Objectives and activities for the public benefft. Uttlesford Cornmunity Travel (U) is a charity and is registered as a Company Limited by Guarantee and is therefore govemed by a Memorandum and Articles of Association. The charity's objective and its principal attivity is to provide a non-profit community door to door transport service for the residents of the District of Uttlesford who, because of age. mental or physical disability or rural isolation. are unable to use public transport to meet their needs. The charity is organised so that the Trustees/Directors meet monthly to manage its affairs. There is also an Advisory Committee that meets on alternate months. This allows the Trustees to obtain support and advi from user5 of our service and members of other local representative organisations, including local government and the voluntary sector. Risk management The trustees have a duty to identify and review the risks to which the charity is exposed and to ensure appropriate controls are in place to provide reasonable assurance against fraud and error. Page I
UThLESFORD COMMUN TRAV EP RT F THE TRuEEs For the Year E DIRECTORS. AND TRusfEES' REPORT FOR THE YEAR ENDED 31sf MARCH 2021 Public benefit statement The Trustees confirm that they have complied with their duty in the Charities Act 2011 to have due regard" to public benefit guidance published by the Charity Commission in reviewing the aims and objectives in planning future artivities and in reviewing the outcome of our work. The public benéfit of the Charity's activities is outlined within this report through our activities and achievement and in planning future development. Development, activbtles and achievements this year WithoLSt doubt 2020121 was the most difficult year and in many way5 a life changlng period that the whole nation has experienced. knke the majority of businesses and organisations, u had to close down from the introduction of lockdown in March 2020 and we were unable to start providing our services until the beginning of August. Before we commenced our artivities we did everything in our power to ensure that our vehicles, staff and members were operating in as safe conditions as possible. Our vehicles were modified to a maximum of four seats with a solid plastic surround protetting the passengers faces. All passengers had their temperatures taken and hands sanitFsed on entering the vehide. Although we only transported a fraction of our rnembers compared to previous years. we did provide a valuable service getting our members to h05Pital and doctors appointments and were recognised by the West Essex Clinical Commissioning Group as a vital means of getting both our members and in some cases non members to the vaccination treS when they started operating durtng December 2020. The Hospitsl Car SeNice has not been operating Sin March 2020 because of safety conM5 and social distancing requirements. The service will hopefully suMe in 2021 when we are convinced that it is safe to do so. In relation to our grants we were delighted that all our funders provided our full grants, Saffron Walden Town Council increased their grant by £IOOO and Great Dunmow Town Council granted us £5000. For all these grants we are very grateful Our Book-a-Ride membership at the year end was 749 which was fewer than last year but remarkably good considering that a much smaller number of our members used our services. This dernonstrates that our members intend using us. as shops and retail open again in AprÉl 2021. Our group membership was 55 which is 30 fewer than last year but reflects the fact that many groups will not be meeting for some time. As a resuEt of the many restrittions still in place at the year end our passenger numbers We only a frattion of the previous year. We finished the year with a surplu5 of £38,500 mainly as a result of the monies we received from the furlough scheme and another record year for fijndraising. While this is a far greater surplus than we have ever had it will be required In 2021122 a5 we are currently budgeting for a sizeable deficit. Page 2
REP RT FTHETR or the Ye Developmenk activities and achievements this year (cont'd) I would like to thank all the office staff and drivets for their continued dedication to our members and would again particularly like to thank all our volunteer5 who give up their own time to ensure that our members, needs are met. As I mention every year. we are very reliant on volunteer5, without whom the Hospital Car service would not operate at all (when it becomes possible), and we would not be able to fulfil our passenger journey5 or be able to cover all the administration in the office. When it is calculated on a commercial basis, even in a year when attivity was much reduced our volunteers still managed to save us £18,000. STE As always, we are immensely grateful to our prinapal funder Essex County Councll (ECC ) and our second most important funder Uttlesford District Council {UDC)- Without their grants and those from Saffron Walden Town Counal (SV&TC), West Essex Clinical Commissioning Group (WECCG) Great Dunmow Town Council we would not be able to funrtion. I would also like to thank all the Town and Parish Councils, local organisations and individuals who made donations to us this year. These. together with the prrKeed5 of our fundraising event, are a vital part of our income. Future developments Our main focus at the start and throughout 2021/22 will be to ensure that we are operationally ready for what we hope will be a greatly increased use of our services. both by our individual and group members as a result of the fatt that the majority of our users will have received both vaccine doses. lockdown eases and our members regain confiden. We have been encouraged by the increased use of our Servi since the relaxing of the Lockdown rules on the 12 April. As soon as we believe that it is safe to do so we will reintrodu the Hospital Car Service following strict safety rules with all drivers being supplied with the necessary Personal Protertion Equipment. We will also introduce a phased approach to increasing the current bu5 seating capacity of 4 to the normal one of 15. Although we are keen to get back to some kind of normal operation the safeguarding of our members will be of paramount importance. After reporting another year when our fundraising was the largest we have ever had fundraising continues to remain a vÈtal part of our annual income and the Twstees and General Manager will continue to source donations and grants from extemal organisations. We hope that we will be able to reinstate our Christmas cOnrt which has become an important part of our income. As the use of our Servi increases we will again be in need of more volunteers for the Hospital Car Service, minibus drivers and to help with our administration and we will use all the means at our disposal to achieve this. Our office staff will as always ensure that we are obtaining and using the full capabilities of Flexiroute the computer system which allows us to plan journeys and whith calculates all the metrics that we require to operate our service in our ongoing quest to make our operation as efficient as possible. We have seen a very positive improvement in the way we can plan trips and the staff are keen to continue to ensu that we build on this. I would like to thank my fellow Trustees who unstintingly give of their time and talents, and also the fflernbers of our Advisory Committee and all the staff and drivers for their efft)rts for u and the help and guidan they have given me during the last year. Page 3
Nrry TRAVE EPORT OF Fort e Year HE nd Reserves policy and going concern It is the policy of the charity to maintain unrestricted funds, which are the free reserve5 of the charity, at a level which equates to approximately three to six months of unrestrttted expenditure. This provides sufficient funds to cover management and administration and support costs. Unrestritted funds were maintained at this level throughout the year. The Accounts have been prepared on a going cOnrn basis. No material uncertainties that cast significant doubt about the abilty of the Charity to continue as a going concern have been identified by the Trustees. STATEMENT OF TRusfEES RESPONSIBZLrrIES The trustees are responsible for preparing the finanaal statements in accordan with applicable law and United Kingdom Generally Accepted Accounting Prartice. Company law requires the trustees to prepare financial statements for each financial year. Under the law the trustees have elerted to prepare the financial statements in accordance with the United Kingdom Generally Accepted Accounting practi (United Kingdom Accounting Standards and applicable law). The financial statements are required by law to give a true and fair view of the state of affairs of the charitable company and of the surplus or deficit of the charitable company for that period. In preparing those financial ststements, the trustees are required to: Select suitable accounting policies and then apply them CDllsistentlyi Observe the methods and principles in the Charities SORP: Make judgements and estimates that are reasonable and prudent; State whether applicable UK accounting standards have been followed, subject to any material departures disclosed and explained in the financial statements. Prepare the financial statements on the going cOnrn basis unless it is appropriate to presume the charitable company will not continue in business. The trustees are responsible for keeping proper accounting records which disclose with reasonable accuracy at any time the financial position of the charitable company and to enable them to ensure that the financial statements comply with the Companies Att 2006. They are a150 responsible for safeguarding the assets of the charitable company and hen for taking reasonable steps for the prevenkn.on and detettion of fraud and other irregularities. Independent Examiner The Independent Examiner, Andrew Richardson. will be proposed for re-appointment at the forthcoming Annual General Meeting. ON BEHALF OF THE BOARD.. i? I C Shaw - Chairman Page 4
LE RD COMMUNrrY TRAVEL INDEPENDENT YEAR EN ED IN RT TO THE TRusfEES I report on the accounts of the company for the year ended 31 March 2021 which are set out on pages 6 to 11. Respective responsibilities of trustees and examiner The trustees (who are a150 directors of the company for the purposes of company law) are responsible for the preparation of the accounts. Having satisfied myself that the accounts of the Company a not required to be audited under part 16 of the 2006 Att and that an independent examination is needed. The charity's gross income exceeded £250,000 and l am qualified to undertake the examination by being a qualified member of The Association of Certified Chartered Accountants. Having satlsfied myself that the charity is not subject to an audit under company law and is eligible for independent examittation, it is my responsibility to: Examlne the accounts under section 145 of the 2011 Art: Follow the procedures laid down in the general Directions gtven by the Charity Commission under settion 145{5)(b) of the 2011 Act, as amended; and State whether particular matter5 have come to my attention Basis of independent examÈnerfs statement My examination was carried out in accordan with the general Directlons given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a compari50n of the accounts presented with those records. It also indudes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedure5 undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a "true and fair view" and the retM)rt is limtted to those matters set out in the statement below. Independent examinerfs statement En connection with my examination, no matter has come to my attention: Which gives me reasonable cause to believe that. in any material respect, the requirements.. to keep accounting records in accordance with settion 386 of the Companles Act 2006: and to prepare accounts which accord with the accountong records. comply wrth the accountlng requlrements of sertion 396 of the Companies Art 2006 and with the methods and principles of the Ststement of Recommended Prartice: Accountlng and Reporting by Charities. have not been met; or To which, in my opinion. attention should be drawn in order to enable a proper understanding of the accounts to be reached. Andrew Richardson FCCA 5 Wells Court Springfield Chelmsford CMI 6ND Date: Page 5
MMUNrrY TRAVEL STATEMENT OF FINANCIAL A vrn 21 3110312021 Total funds 3110312020 Total ftjnds Notes un$tritted fund5 Restritted nds INCOME Income from generated funds Voluntary income Activities for generating funds Investment income Inc haritable activities Grants Government Fudough Scheme Total income 17.724 20.330 2,768 17,724 20,330 2.768 26.470 105.260 2,937 180,060 115.656 336.538 180.060 115,656 336,538 181,060 315,727 EXPENDITURE Cost of generating funds Fundraising trading.cost of goods sold Charitable activities Grants 118,396 24.000 142,396 150,315 153,715 153.715 162,042 Governance costs 1,861 273,972 1,861 297,972 2,348 314,705 Total expenditure 24,000 NET INCOME / (DEFIcrr) 62,566 (24,000 38.566 1,022 RECONCILITAION OF FUNDS Total funds brought forward Transfer to vehicle replacement fund Movement on reserves 73,510 {24.000) 136,027 24,000 (6.592) 209.537 176,103 (6,592) 32,412 TOTAL FUNDS CARRIED FORWARD 112.076 129,435 241,511 209,537 The charity has no recognised gains or losses other than the results for the year as set out above. The notes forni part of these financial statements Page 6
rrLESFORD COMMUNrrY BALAN E SHEET AT 31 March 2021 3110312021 Restricted Total funds funds 3110312020 Total funds Notes Unrestricted fvnds CURRENT ASSErs Debtors Investments Cash at bank and in hand 12 13 6,743 165,758 30.771 203.272 6,743 295,193 30,771 332,707 16,466 203,385 12.904 232,755 129,435 129.435 CREDrroRS Amounts falling due within one year 14 {91,196) (91.196 23,218) NEf CURRENT ASSErs 112.076 129,435 241.511 209,537 TOTAL ASS5 LESS CURRENT UABILrriES 112,076 129.435 241,511 209,537 NET ASSETS 112,076 129,435 241.511 209,537 FUNDS Unrestritted funds Restrirted funds 15 16 112,076 129,435 73,510 136,027 TOTAL FUNDS 241.511 209,537 The directors are satisfied that the company was entitled to exemptFon from the provisions of the Companie5 Art 2006 (the Art) relating to the audit of the finanoal statements for the year by virtue of section 477. and that no members have requested an audit pursuant to section 476 of the ALt. The directors acknowledge their responsibilities for: l) ensuring that the company keeps accounting records which comply with Section 386 and 387 of the Act, and li} pparing accounts which give a true and frdir view of the state of atrdirs of the company as at the end of the financial year and of its profit or loss for the financial year in accordan with the requirements, of Section 393 and which otheise comply with the requirements of the Act relating to financial statements, so far as applicable to the company. These financial statements have been prepared in accordance with the special provisions for small companies under Part 15 of the Companies Act 2006 and with the Finanaal Reporting Stsndard applicable in the UK and Republic of Ireland (FRS 102)(effettive I lanuary 2015)- These financial statements were approved by the board of Trustees on the .................................... ......... and are signed on their behalf by: I C Shaw- Chairman The notes on pages 8 to 11 fonn part of these financial statements The notes forni part of these flnancial ststements Page 7
RD MMUNITY TRAVEL THE FINANCIAL STATEMENT ar Ended 31 March 2021 i Basis of accounting A) The financial statements have been prepared under the historical cost convention. and in accordance with applicable accounting standards. the Companies Act 2006, the Charities SORP Financial Reporting Standard applicable in the UK (FRS 102, effective l January 2015). the Charity's Art 2011 and the Charity Commissions guidelines on Public Benefit. B) Income Income from donations and grants, induding capital grants. is included in incoming resources when these are re1Vable, except as follows: When donors impose conditions which have to be fulfilled before the charity becomes entitled to use such income, the income is deferred and not included In incoming resources until the pre-conditions have been met. When donors specify that donations and grants. including capital grants, are for particular restricted purposes. which do not amount to pre-conditions regarding entitlement, this incorne is included in incoming resources of restricted funds when receivable. C) Expendlture Expenditure is accounted for on an accruals basis and has been classified under headings that aggregate all costs related to the category. Where costs cannot be direttly attributed to particular headings they have been allocated to activities on a basis consistent with the use of resources. Allocation and apportionment of costs D) Taxation The charity is exempt from cortx)ration tax on its charitable acttvtties. E) Fund accounting Unrestricted funds can be used in accordan with the tharitable objecttves at the disffttion of the trustees. Restricted ftFnds can only be used for particular restricted purposes within the objects of the charity. Restrirtions arise when specified by the donor or when fijnds are raised for particular restricted purposes. Further explanation of the nature and purpose of each fund is induded in the notes to the flnancial ststements, 2 VOLUNTARY INCOME 3110312021 3110312020 Donations and fundraising 17,724 17,724 26,470 26.470 3 ACTnirrxES FOR GENERATING FUNDS 3110312021 3V0312020 Transport 20,330 20.330 105,260 105,260 4 1NVEsfMENT INCOME 3110312021 3110312020 Deposit account interest 2,768 2,768 2.937 2.937 Page 8
LE RD OMMUNITY TRAVEL TE TO THE FINANCIAL sfATE For the ear Ended 31 March 2 NTINUED 5 INCOMING RESOURCES FROM CHARrrABLE AcrIvrrIES Grants 3110312021 3110312020 Artivity Grants 180,060 180,060 181.060 181,060 3V0312021 3110312020 Vehicle funds -restricted WECCG SW Town Council Uttlesford District Council Essex County Council 38.661 8,500 40.000 92,899 38,661 7,500 42.000 92.899 180.060 181,060 6 FUNDRAISING TRADING: cosr OF GOODS SOLD AND OTHER COSTS 3110312021 3110312020 Running costs (inc drivers wages) Vehicle Purchases Sundry Support costs Transfer to vehicle replacement fund 118.396 138,315 24,000 142,396 12,000 150,315 7 CHARITABLE AcfIvrnES cosrs Direct costs Support Costs (See note 8) 518 Totals Grants 153.197 153,715 3110312021 8 SUPPORT COSTS Bank charges 518 518 3110312021 3V0312020 9 GOVERNANCE COSTS Legal Fees Accountancy (Independent Jnspection) 61 1,800 798 1,550 1.861 2,348 Page 9
UThLESFORD C MMUN TRAVEL OTE TO THE FINANCIAL STATEMENTS- CONTINUED r Ended 31 March 2021 10 TRusfEES' REMUNERATIOP4 AND BENEFrrs There were no trustees, remuneration or other benefits for the year ended 31 March 2021 nor for the year ended 31 March 2020. Trustees, Expenses There were no tnjstees, expenses paid for the year ended 31 March 2021 nor for the year ended 31 March 2020. No charity trustee reiVed payment for professional or other services supplied to the charlty (2020: £nil). 3V0312021 3110312020 11 STAFF COSTS Wages and salaries 107.332 116.243 107,332 None of the employee's emoluments exceeded £60,000. 116,243 STAFF NUMBERS The average monthly head count was 10 staff, {2020: 11 Staff). The average number of full time equivalent employees (induding casual and part time stafQ durlng the year was as follows: 3110312021 3110312020 Drivers Administration io li 12 DEBTORS: AMOUNTS FALLING DUE wrrHIN ONE YEAR 3110312021 3110312020 Trade Debtors Other Debtors 666 6.077 6.743 6,251 10,215 16,466 3110312021 3110312020 13 CURRENT ASSET INVESTMENTS Cash at bank 295.193 Apart from cash at bank no other investments are held. 203,385 14 CREDrroRS: AMOUNTS FALLING DUE WITHIN ONE YEAR 3110312021 3110312020 Trade creditors Taxation and social security Other creditors 2.546 4,291 84,359 91,196 7,989 4.017 11,212 23,218 Page 10
UThLESFORD COMMUN TRAVEL NOTE TO THE FINANCIAL STATEMEN For the ear Ende h 2021 ONTINUED Unrestricted Restricted General Fund Funds Total 15 MOVEMENT IN FUNDS At 01104120 73,510 136.027 209.537 Net movement 62.566 (24,000) 38,566 Transfer to vehicle replacement fund Movement on reserves (24,000) 24.000 (6,592) (6.592) TOTAL FUNDS 112,076 129.435 241.511 Net movement in fund5, included in the above are as follows: Incoming Resources Resources Expended Movement in funds Unrestritted funds General fund 336.538 273.972 62,566 Restricted funds 24,000 (24,000) TOTAL FUNDS 336,538 297,972 38,566 16 RESTRicfED FUNDS Restricted funds are made up as follows: 3V0312021 3110312020 Essex County Council System Rep[arnent Fund pcr Partnership -advertising grant Training Stansted Alrport Community Vehicle replacement fund Uttlesford District Council Essex Community foun(iation - core I,ioi 1.793 310 1,000 117.731 I,ioi 2,783 310 1,000 115,833 15.000 7,500 129,435 136.027 17 The Charity operates a defined contribution pension scheme, which is open to all eligible employees. During the year the Charity contributed £3.681 to the scherne (2020 £3,780). The pension plan is managed by the Peoples Pension. The total expenses ratio of the plan is 3% and this is deducted from the investment fund annually. The Charity has no liability beyond making its contributions and paying auoss the deductions for the employees contributions. 18 Going forward the Trustee5 have decided that all new vehide purchases will be capitalised and written down over their useful economic lives. If the policy had been applied to our existing fleet of six motor vehides the net book value of the vehicles at 31 March 2021. would have been £102,350. Page 11
urrLESFORD CO MUN RAVE ETAIL TATEMENT OF FINANCIAL A r Ended 31 March 2021 INCOME 3110312021 3110312020 Voluntary Income Donations & fynrjraising 17.724 26,470 Activities for generating funds Transport 20.330 105,260 Investment income Deposit account interest 2.768 2,937 Incoming from charitable artiviknes Grants 180,060 181,060 Other income Government Furlough Scheme Total income 115,656 336,538 315.727 EXPENDITURE Fundraisin tradin Drivers wages Transfer to vehicle replacement fund Vehicle running costs Vehicle purchase Sundry co Id nd other costs 102,395 24.000 16,001 99,312 12,000 39.003 142,396 150,315 Charitable activities Wages Rent Water rates Insurance Telephone & internet Postage & stationery Computer expenses Repairs & renewals cence & subscriptions Training Covid 19 expendlture Sundry Advertising & promotion Professional fees Travelling & meetings Light & heat 107,332 10.000 189 2,174 7.070 2,735 10,737 1,497 215 116,243 8,905 217 2,064 4.404 3,768 11,883 5,308 230 1.521 6,705 952 3.729 2.289 1,223 186 1,649 161,330 1.302 153.197 Governance costs Audit & accountancy Legal fees 1,800 61 1,861 1,550 798 2.348 Finance Bank charges 518 712 Total expenditure 297,972 314,705 Net income 38,566 1.022 This page does not forni part of the statutory financial statements Page 12