REGIsfERED COMPANY NUMBER: 03456224 (England & Wales) REGISTERED CHARrfY NUMBER: 1072529 REPORT OF THE TRUSTEES AND FINAN IAL STATEMENTS For The Year Ended 31 March 2023 ULEsF0RD COMMUNITY TRAVEL Andrew Richardson FCG4 5 Wells Court Springfield Chelmsford Essex CMI 6ND
LESFORD CO Nrry T NTENT For the OF THE FI IAL STATEME r Ended 31 Marc Page Report of the Trustees Ito4 Report of the Independent Examiner statement of Financial Activities Balan Sheet Notes to the Financial Statements 8toll Detailed Statement of Financial Activities 12
rrLESFORD MMUNrrY T DIREcfoRS' AND TRusfEES REPORT FOR THE YEAR ENDED 31sr MARCH 2023 The Directors present their report and financial ststements for the year ended 31st March 2023. REFERENCE AND ADMINISTRATIVE DEfAILS Registered Company number 3456224 (England and Wales) Registered Charlty number 1072529 Registered offlce Unit i Flitch Industrial Estate Chelmsford Road Great Dunmow Essex CM6 IXJ Patron Rt Hon Keml Badenoch MP Trustees Icshaw S J A Biddlecombe D R Perks JVFOX F M M Benson J Tokley {appointed 2211112022) R Jones (appointed 2810212023) Company Secretsry J M Goodwin Accountant Andrew Richardson 5 Wells Court Springfield Chelmsford CMI 6ND STRUCTURE, GOVERNANCE AND MANAGEMENT Objectives and activlties for the public benefit. Uttlesford Community Travel {ucr) is a charity and is registered as a Company Limited by Guarantee and is therefore govemed by a Memorandum and Artides of Association. The charity's objettive and its principal activity is to provide a non-profit community door to door transport SeN1 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 trusteesldirettors meet monthly to manage its affairs. There 15 also an Advisory Committee that meets on alternate months. This allows the trustee5 to obtain support and advice from users of our service and members of other local representative organisations, induding local government and the voluntary sector. Risk management The trustees have a duty to identfify and review the risks to which the charity is exposed and to ensure appropriate controls are in pla to provide reasonable assurance against fraud and error. Page I
UThLESFORD COMM Nrry TRAVEL EPORT OF THE TRUSTEE For the Y r Ended 31 Marc DIRECTORS, AND TRUSTEES. REPORT FOR THE YEAR ENDED 31ST MARCH 2023 Public benefit ststement The trustees confirm that they have complied with their duty in the Charities Art 2011 and amendments in the Charities art 2022 to have due regard to public benefit guidance published by the Charity Commission in reviewing the aims and objectives in planning fijture activities and in reviewing the outcome of our work. The publirbenefit of the Charity's activities is outlined within this report through our attivities and achievement and in planning future development. Development. artivities and achievements this year Last year I reported that it had been a year of re adjustment. However, 22123 has virtually taken us back to pre pandemic levels of both passengers and mileage. We are aware that this is not true for all community travel organisations, some of whom are still well below their previous performance. At the end of the financial year we had 885 Book A de members and 85 Group members which is a record for UCT. and of course the number of members is one of the reasons that 22123 has been a very busy one for us. The total number of passengers this year was 25,212. which, although not a record. is very much getting back towards pre Covid days. The area that has not recovered as strongly is the H05Pital Car passenger numbers which has been afferted by both a reduction in the number of drivers and many cancelled appointments. As a result of not being sure of how quickly we would retum to normality our original budget predicted a deficit of £51k and. although we finished the year wrth a defiat of £16k. it is obviously a huge improvement on our original budget. We have continued to improve our ways of w01ng and also our tr systems which are critical to the smooth and efficient running of UCT. The biggest issue during the year in relation to the operation of the business was the failure of our server towards the end of the calendar year, which resulted in a great deal of additional work in order to get all our systems back up and running. I would like to thank all the office stsff and drivers for their continued dedication to our members and would again particularly like to thank all our volunteers who give up their own time to ensure that our members, needs are met. As I mentioned every year. we are very reliant on volunteers without whom the Hospital Car Se1 would not exist, and we would not be able to fulfil our passenger journeys or be able to cover all the administration in the office. When we calculate the value of their time on a commercial basis, our volunteers saved us £113k. As always, we are immensely grateful to our principal fiJnder Essex County Council and our second most important funder Uttlesford District Council and also Hertfordshire and West Essex Integrated Care Board (H&WEICB) {formerty The West Essex Clinical Comrnissioning Group). Without their grants and those from Saffron Walden Town Council, and Great Dunmow Town Council we would not be able to function. I would also like to thank all the Town and Parish Couna15. local organisations and individuals who made dofiations to us this year. These. together wtth the proceeds of our fundraising events, are a vital part of our income. Page 2
vLE MMUN RT OF THE TRU TEES heye Future developments 23124 will be a year in which we continue to be subjetted to increased costs which we can only partly offset by a fares increase. We are ojrrently budgeting for a £38k deficit but we will do everything we can to mitigate this large defiat. l am delighted to report that all our funder5 have continued to support us at the same level as last year with the exception of H&WEICB who have given us a 1.80h increase for which we are very grateful. We are keen to start to change our current diesel vehide5 to electric and we have and will continue to investigate the availability of vehicles which provide the faalities, mileages and seats that we need to meet the seThices that our members require. Fulld-raising provides a crucial part of our income and the trustee who has the task of obtaining grants and donations will have another very busy year although she has found that as a result of the current financial difficulties that rnany organi5ations are experiencing, getting grants and donations is much harder than in the past. Our Christmas concert will again take place this year. This concert is very important to our income and we are very grateful to the Dunmow Town Band. As the use of our services increases, we shall again be in need of more volunteers for the Hospital Car Service. minibus drivers and to help with our administration and we shall use all the means at our disposal to achieve this and I am delighted to announce that we now have a tnjstee who is responsible for both attracting volunteers and of marketing our service. 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 which calculates all the metrics that we requi to operate our Servi 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 ensure that we build on this. I would like to thank my fellow Trustees who unstintingly give of their time and talents, and also the members of our Advisory Committee and all the staff and drivers for their efforts for UCT and the help and guidance they have given me during the last year. Page 3
rrLESF REPORT O RD COMMUN THE TRUSTEES rch2 VEL Reserves policy and going concern It is the policy of the charity to maintain unrestricted funds. which are the free reserves of the charity, at a level which equates to approximately three to six months of unrestritted expenditure. This provides sufficient funds to cover management and administration and support costs. Unrestrirted funds were maintained at this level throughout the year. The Accounts have been prepared on a going concem basis. No material uncertainties that cast significant doubt about the ability of the Charity to continue as a going conrn have been identified by the trustees. STATEMENT OF TRUSTEES RESPONSIBILtf£ES The trustees are responsible for preparing the financial statements in accordance with applicable law and United Kingdom Generally Accepted Accounting Prdrtice. Company law requires the trustees to prepare financial statements ft)r each financial year. Under the law the trustees have elected to prepare the financial statements in accordance with the United Kingdom Generally Accepted Accountyng Practice (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 statements, the tnjstees are required to: Select suitable accounting policies and then apply them consistently- Observe the methods and principles in the Charities SORP: Make judgements and estimates that are reasonable and prudent; State whether applicable 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 concem 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 wlth 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 Act 2006. They are also responsible for safeguarding the assets of the charitable company and hence for tsking reasonable steps for the prevention and detection 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.. J_ L C Shaw - Chalr Page 4
LESFORD COMMUNrrY TRAVE INDEPENDENT EXAMINER'S ENDED 31 H202 RTTO EES I report on the accounts of the company for the year ended 31 March 2023 which are Set out on pages 6 to 11. Respective responsibilities of trustees and examiner The trustees (who are also directors of the company for the purr>oses of company law) are responsible for the preparation of the accounts. Having satisfied myself that the accounts of the Company are not required to be audited under part 16 of the 2006 Art and that an independent examination is needed. The charity's gross income exceeded £250,000 and I am qualified to undertake the examination by being a qualified member of The Association of Certified Chartered Accountants. Having satisfied myself that the charity is not subject to an audit under company law and is eligible for independent examination. it is My responsibility to- Examine the accounts under 5ertion 145 of the 2011 Art: Follow the procedures laid down in the general Dirertions given by the Charity Commission under section 145(5)(b) of the 2Qll Act. as amended: and state whether particular matter5 have come to my attention Basis of independent examinerfs statement My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees conceming any such matter5. The prOdureS 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 report is limited to those matters set out in the staternent below. Independent examiner's statement In connettion 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 section 386 of the Companies Att 2006; and to prepare accounts which accord with the accounting records. comply with the accounting requirements of section 396 of the Companies Act 2006 and with the methods and principles of the Statement of Recommended Practi.. Accounting 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 Rtchardson FCCA 5 We115 Court Springfield Che1rn5ford CMI 6ND Signed....................--- . Date= ..i.a....M... ..lo.A3 Page 5
LESFOR MMUNrrY T STATEMENT OF FINANCIAL AcnvrrIES h Year Ende l March 2023 3110312023 Total funds 3110312022 Total funds Notes Unrestricted funds Restrirted fijnds INCOME Income from generated fvnds Voluntary income Activities for generaling funds Investment income me from charitable Grants Government Furlough Scheme Total income 24,412 111.693 2,568 24.412 111,693 2,568 18,348 66,024 1,202 ivities 262,397 262.397 336,514 13,118 435,206 401,070 401,070 DITURE Cost of generating funds Fundraising trading.'cost ef grrfxls sjld Charitable artivity'es Grants 240,912 12.000 252.912 273.128 162.438 162,438 151,705 Governance costs 1.680 405,030 1,680 417,030 1,911 426,744 Total expenditure 12,000 NET INCOME / IDEFICIT) (3.960 (12.000 (15,960 8,462 RECONCILrrAION OF FUNDS Total fund5 brought forward Transfer to vehicle replacement fund Movement on reserves 120,538 (12.000) 1,411 89,664 12.000 (37,086) 210,202 241,511 {35,675) (39,771) TOTAL FUNDS CARRIED FORWARD 105.989 52,578 158,567 210,202 The charity has no recognised gains or losses other than the results for the year as set out above. The notes form part of these financial statements Page 6
urrLESFO MMUNrrY TRAV BALANCE SHEET AT3 rch 202 3110312023 Total funds 3110312022 Total funds Notes Unrestricted funds Restrirted funds CURRENT ASSETS Debtors Investments Cash at bank and in hand 12 13 19,012 158,544 35,264 212,820 19,012 211,122 35,264 265,398 13,929 265,000 25,611 304,540 52.578 52.578 CREDITORS Arrtounts falling due within one year 14 106.831) 106,831) 94,338) NET CURRENT ASSErs 105.989 52,578 158,567 210,202 TOTAL ASSETS LESS CURRENT UABILrriES 105.989 52,578 158,567 210,202 NET ASSETS 105,989 52.578 158,567 210,202 FUNDS Unrestricted funds Restricted funds 15 16 105,989 52,578 120,538 89,664 TOTAL FUNDS 158,567 210,202 The directors are satisfied that the company was entitled to exemption from the provisions of the Companies Act 2006 (the Act) relating to the audit of the financial statements for the year by virtue of section 477, and that no members have requested an audit pursuant to settion 476 of the Art. The directors acknowledge their responsibilities for.. i) ensvring that the company keeps accounting records which comply with Settion 386 and 387 of the Act, and ii)preparing accounts which give a true and fair view of the state of affairs 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 Sertion 393 and which otheN4ise comply with the requirements of the Art relating to financial statements. so far as applicable to the company. These financial statements have been prepared in accordance wlth the speoal provisions for small companies under Part 15 of the Companies Act 2006 and with the Financial Reporting Standard applicable in the UK and Republic of Ireland IFRS 102){effertive l January 2015). These financial statements were approved by the board of trustees on the ............. and are signed on their behalf by: I C Show Chair The notes on pages 8 to 11 forni part of these finanoal statements The notes form part of these financial statements Page 7
RD OMMUNITY TRAVEL NOTES TO THE FI Fo ATEMEN rch 2023 l Basis of accounting A) The financial statements have been prepared under the historical cost convention. and in accordance with applicable accounting standards, the Companies Art 2006, the Charities SORP Financial Reporting Standard applicable in the UK (FRS 102, effective l January 2015). the Charity's Att 2011 and the Charity Commissions guidelines on Public Benefit. B) Income Income from donation5 and grdnts, induding capital grants, is included in incoming resources when these are receivable. expt as follows.. When donors impose conditions which have to be fulfilled befo the charity becomes entitled to use such income, the income is deferred and not induded 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 income is included in incoming resources of restricted funds when receivable. C) Expenditure Expenditu is accounted.trjr 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 attivities on a basis consistent with the use of resources. Allocation and apportionment of costs D) Taxation The charity is exempt from corporation tax on its charitable activities. E) Fund accounting Unrestrirted funds can be used in accordance with the charitable objectives at the discretion of the twstees. Restricted funds can only be used for particular restritted purposes within the obj.ects of the charity. Restrittions arise when specified by the donor or when funds are raised for particular restrirted purtK)ses. Further explanation of the nature and purpose of each fvnd is included ift the notes to the financial statements, 2 VOLUNTARY INCOME 3110312023 3110312022 Donations and fundraising 24.412 24,412 18,348 18,348 3 AcfIviTIES FOR GENERATING FUNDS 3110312023 3ty0312022 Transport 111,693 111,693 66,024 66,024 4 INVESTMENT INCOME 3110312023 3110312022 Deposlt account interest 2,568 2,568 1,202 1,202 Page 8
LE FORD COMMUNrrY TRAVEL NOTES TO THE FINANCIA TATEMENTS- CON For the l March 2023 ED 5 INCOMING RESOURCES FROM CHARrrABLE ACTIVITIES Grants 3110312023 3V0312022 Activity Grants 262,397 262,397 336.514 336.514 "3110312023 3110312022 Gt Dunmow Town Council Vehicle funds -restritted H&WEICB (Formally WECCG) Saffron Wa5den Town Council Uttlesford Distrirt Council Essex County Council - core 5000 82,337 38,661 8.500 35,000 92,899 262.397 5,000 143.154 38,661 8,500 48.300 92,899 336,514 6 FUNDRAISING TRADING: cosr OF GOODS SOLD AND OTHER COSTS 3110312023 3110312022 Running costs (inc drivers wages) Vehicle Purchases Transfer to vehicle replacement fund 158,575 82.337 12.000 252,912 117.974 143,154 12,000 273,128 7 CHARITABLE AcfIvITIES COSTS Direct costs Support Costs (See note 8) 701 Totals Attivity costs 161.737 162,438 3110312023 8 SUPPORT COSTS Bank charges 701 701 3110312023 3110312022 9 GOVERNANCE cosrs Legal Fees Accountancy Ilndependent InsFeLtion) 80 1,600 61 1.850 1.680 1,911 Page 9
LE FORD COMMUN NOTES TO THE FI ear Ended 31 M TRAVEL TATEMENTS- NTINUED 10 TRUSTEES. REMUNERATION AND BENEFITS There were no trustees, remuneration or other benefits for the year ended 31 March 2023 nor for the year ended 31 March 2022. Trustees. Expenses There were no trustees, expenses paid for the year ended 31 March 2023 nor for the year ended 31 March 2022. No charity trustee received payment for professional or other services supplied to the charity (2022: £nil). 3110312023 3110312022 i i sfAFF COSTS Wages and salaries 114.129 107,279 114,129 None of the employee's emoluments eXded £60,000. 107.279 STAFF NUMBERS The average monthly head count was 11 staff, {2022: 10 Stsff). The average number of full time equivalent employees (includiybg casual and part time staffj during the year was as follows: 3110312023 3110312022 Drivers Administration 12 io 12 DEBTORS: AMOUNTS FALLING DUE WITHIN ONE YEAR 311(t312023 3110312022 Trade Debtors other Debtors 11.013 7,999 19,012 7,229 6,700 13.929 3110312023 3110312022 13 CURRENT ASSET INVEsfMENTS Cash at bank 211.122 Apart from cash at bank no other investments are held. 265,000 14 CREDITORS: AMOUNTS FALUt4G DUE wrfHIN ONE YEAR 3110312023 3110312022 Trade credltors Taxation and social security other creditors 6.348 4,519 95,964 106,831 3,275 4.205 86.858 94,338 Page 10
UTtLESFO Nrry TRAVEL NOTES TO THE FINANCIAL sfATEMENTS- For the ar NTINUED Unrestrirted General Fund Restrirted Funds Total 15 MOVEMENT IN FUNDS At 01104122 120,538 89,664 210.202 Net movement (3,960) {12.000) {15,960) Transfer to vehicle replament fvnd Movement on reserves (12,000) 1.411 12.000 (37,086) (35,675) TOTAL FUNDS 105,989 52.578 158,567 Net movement in fijnds, included in the above a as follows: Incoming Resources Resour Movement in Expended fund5 Unrestricted funds General fund 401.070 405.030 (3,960) Restritted ftjnds 12,000 (12.000) TOTAL FUNDS 401.070 417,030 (15,960 16 RESTRIcfED FUNDS Restricted fund5 are made up as follows- 3110312023 3110312022 Essex County Council System Replament Fund PCT Partnership -advertising grant Training stansted Airport Community Fund Vehicle replament fund 225 1.643 310 1,000 86,486 1,556 310 563 50,149 52.578 89,664 17 The Charity operates a defined contribution pension scheme. which is open to all eligible employees. During the year the Charity contributed £3,509 to the scheme {2022 £3,038). The pension plan is managed by the Peoples Pension. The total expenses ratio of the plan is 3Wo and this is dedurted from the investment fund annually. The Charity has no liability beyond making its contributions and paying across the deductions for the employees contrtbutions. 18 The Charity does not capitalise and depreciate motor vehides. Motor vehides are written off in the year of purchase due to the Charity applying for extemal funds exclusively for motor vehicles. If the Charity did capttalise and depreciate motor vehicles the Net Book Value of the vehicles at 31 March 2023 would be £177.521. Page 11
UThLESFORD COMMUNrrY TRAVEL DETAILED STATEMENT OF FI IAL AcrI For the Year Ended 31 March 202 INCOME 3110312023 3110312022 Voluntary Income Donations & fvndraising 24,412 18,348 Activities for generating funds Transport 111,693 66,024 Investment income Deposit account interest 2.568 1,202 Incoming from charitable artivities Grants 262,397 336,514 other income Government Furlough Scheme Total income 13,118 435,206 401,070 EXPENorruRE Fundraisin tradin Drivers wages Transfer to vehicle replacement fvnd Vehicle running costs Vehicle purchase tof ood other costs 109.353 12,000 49,222 82,337 252,912 86,014 12,000 31,960 143,154 273,128 Charitable activities Wages Rent Water rates Insurance Telephone & internet Postage & stationery Computer expenses Repairs & newaIS Licence & subscriptions Covid 19 expenditure Sundry Professlonal fees Light & heat 114.129 10.000 223 2.324 7,314 3.021 17,001 652 215 199 3,529 1,633 1.497 161,737 107,279 10.000 127 2,208 7,120 2,107 13,266 155 430 570 3,894 1,767 2,074 150,997 Governance costs Audit & accountancy Legal fees 1.600 80 1.680 1.850 61 1.911 Finance Bank charges 701 708 Total expenditure 417.030 426.744 Net expenditure / income {15,960) 8,462 Thls page does not forni part of the sLitutory flnancial statements Page 12