Company Registration Number
04448963
York Wheels Limited
A Company Charity Limited by Guarantee Registered Charity Number 1096926
TRUSTEES' REPORT AND FINANCIAL STATEMENTS
for the year ended 31st March 2022
York Wheels Limited
A Company Charity Limited by Guarantee
Contents
| Page | |
|---|---|
| Trustees' Report | 3 |
| Reserves Policy | 7 |
| Statement of Directors' Responsibilities | 8 |
| Independent Examiner's Report | 9 |
| Statement of Financial Activities | 10 |
| Balance Sheet | 11 |
| Statement of Cash Flows | 12 |
| Notes to the Financial Statements | 13 |
YORK WHEELS LIMITED - Company Limited by Guarantee Registered Charit No 1096926
Company Registration No 04448963
' CHAIRMAN S REPORT 1 April 2021 - 31 March 2022 Reference & Administrative Details:
Registered Office
York Hospital The Foyer Wigginton Road York YO318HE
Company Secretary
Mrs Janet Turpin
Independent Examiner
White Rose Accounting (Zillah Hopps)
Bankers
Lloyds TSB pie 2 Pavement York Y01 2NE
Chair
Mr Nigel Rhodes
Trustees
Mr Rob Atkinson
Mr Ian Bainbridge - Treasurer Mr Richard Carberry Mr Tony Thompson - Deputy Chair Mr David Turpin Mr Shaun Lavery (from March 2021 ) Mr Steve Mortimer (from March 2021)
Mrs Lynne Wilson - resigned March 2021 Mr Kevin Wilson (D&R rep) - resigned March 2021
Staff Representatives
City of York Council Appointee
Mrs Tracy Flannery-York Wheels Cllr Derek Wann
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Structure, Governance & Management
York Wheels and Dial & Ride are jointly known as York Wheels Limited and throughout this document will be referred to as York Wheels Limited.
York Wheels Limited is managed by a Board made up of representative from City of York Council, staff, volunteers and customers. All are Trustees of the Charity, apart from the staff representatives (paid staff are unable to vote).
As at April 2021 the Manager was responsible for 3 part time administrative assistants in the York Wheels' office, 3 full time mini bus drivers at Dial & Ride, plus 22 volunteer drivers for York Wheels. The Manager is line managed by the Chair and reports to the Board at monthly meetings
Obiective
York Wheels Limited is a registered Charity and was set up in 1988 (as York Wheels, not then incorporated) to provide transport services for the benefit of the community. The service is aimed at people who have mobility problems who cannot afford other modes of transport. All customers must be York Residents to be able to use the charity (Charity No 1096926).
Aim
Our aim is to provide door to door transport for the elderly and people with disability / mobility problems within the greater York area who are unable to utilise public transport facilities.
Our aim is to be cost effective and reliable, and to provide good customer care that gives the customer the flexibility to travel at a fair price.
York Wheels
York Wheels Limited runs a volunteer car driver scheme offering a door to door service, where customers can book a car in advance as no same day bookings are undertaken. The charge made covers the out of pocket expenses of the volunteers and also includes a small booking fee donation (50p per journey+ VAT). Fares are run in line with HMRC guidelines
Dial & Ride
The Dial & Ride part of the company offers a flexible door to door bus service using 4 vehicles, operated by 4 drivers (only 3 currently), taking customers to various locations around York. Aimed at elderly / disabled residents; the buses are equipped for people who have difficulty walking and for those who use wheelchairs. ALL drivers are fully trained and up to date with MIDAS courses been undertaken on a regular basis.
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York Wheels & Dial & Ride afer Covid
With COVID restrictions still being in force, Trustees met for their monthly meetings in April and May via Zoom. From June 2021 these meetings were transferred to the Board Room at York Hospital, where social distancing restrictions were still in place. Although the Board Room catered for 20 people, only 8 members were allowed to attend, with strict housekeeping rules in place.
The service of a new HR company (Peninsular) was purchased in December 2021 (which is online); and has offered new contracts for staff, including volunteer drivers, policies and handbooks.
York Wheels Limited operates a cashless service for both York Wheels and Dial & Ride
York Wheels
A member of staff retired which reduced the number of staff in the office. The furlough scheme was utilised once again until September.
York Wheels drivers took around 700 customers for their COVID injections; this was a great help financially and promotionally for the re-opening of the business.
COVID protocols have been followed including hygiene, and passengers being unable to travel in the front seats of drivers' cars.
Dial & Ride
D&R started April very quietly with a new COVID timetable running; the original service was being planned for the 10 May for 5 days per week under current government regulations, only 6 passengers on a bus was allowed to travel, with drivers being furloughed when not required.
All D&R drivers completed a refresher MIDAS course.
Following the agreement from City of York Council, new timetables have been required.
Fundraising
Due to the pandemic, fundraising has not been possible, although a fundraising event at St Crux has been booked for June 2022.
Contract
A City of York Council Executive meeting was held on 18 November 2021 with York Wheels Limited being voted as the Charity to go forward with the D&R service and to have continued financial support from City of York Council.
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The sum of £98K to operate D&R; £23K to cover YW (total £121 K) per annum towards running costs, with an additional £15k concessionary fare top up and £1 Ok (as a one off payment) was also allocated to promote the D&R service through marketing. A grant has also been awarded to the sum of £170K for the replacement of two of the council owned vehicles with a further application possible for replacement of the remaining vehicle owned by City of York Council
In February 2022 confirmation was received from City of York Council that 3 documents would be ready for signature; these were a Grant Funding Agreement, Revenue Funding Agreement and Basic Grant Funding for York Wheels.
Thr further SLAs would follow; the Overnight Depot storage for the vehicles; a Maintenance contract and a BSOG sign off Agreement. Fuel cards would also be purchased as once the documents have been signed off as we are no longer able to fuel at the depot as is the current agreement.
York Wheels Limitd-Going Forard
We are always seeking to recruit new drivers for York Wheels and Trustees on the Board.
We are still waiting for the SLA's with City of York Council to be finalised and signed off.
Nigel Rhodes Chair York Wheels Limited
Tony Thompson Deputy Chair York Wheels Limited (Signed on behalf of Nigel Rhodes due to long term illness)
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York Wheels Limited – Reserves Policy
The purpose of this policy is to ensure that the charity can meet its payroll and legal commitments enabling it to continue to function in the event that grants and other major payments are delayed for whatever reason. The reserves should also be available to meet any unusual and unpredicted costs. It is not intended to fund replacement mini-buses for Dial & Ride for which separate finance should be raised.
Historically the most critical period for cash flow is the first three months of the financial year, April to June. The Dial & Ride top ups are not received until July and payments and grants from CofYC are often delayed at the start of their financial year. BSOG is also often delayed at this time.
We therefore plan to hold cash reserves as at 31[st] March covering the following:
Three months wages at £12,000 per month = £36,000
One quarter’s VAT payment averaging £3,000
Maximum Total Cash Reserves - £39,000
These reserves will be invested in a Bank Account which pays interest and allows access within 32 days.
Ian Bainbridge Treasurer 31/03/2022
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YORK WHEELS LIMITED
STATEMENT OF DIRECTORS’ RESPONSIBILITIES
FOR THE YEAR ENDED 31 MARCH 2022
The directors, who also act as trustees for the charitable activities of York Wheels Limited, are responsible for preparing the Directors’ Report and the accounts in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).
Company law requires the directors to prepare accounts for each financial year which give a true and fair view of the state of affairs of the charitable company and of the incoming resources and application of resources, including the income and expenditure, of the charitable company for that year.
In preparing these accounts, the directors are required to:
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Select suitable accounting policies and then apply them consistently
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Observe the methods and principles in the Charities SORP
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Make judgements and estimates that are reasonable and prudent
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State whether applicable accounting standards have been followed, subject to any material departures disclosed and explained in the financial statement, and
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Prepare the accounts on the going concern basis unless it is inappropriate to presume that the charitable company will continue in operation
The directors are responsible for keeping adequate accounting records that disclose with reasonable accuracy at any time the financial position of the charitable company and enable them to ensure that the accounts comply with the Companies Act 2006. They are also responsible for safeguarding the assets of the charitable company and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
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York Wheels Limited
Independent Examiner's report to the trustees.
The charity's trustees (who are also directors of the company for the purposes of company law) are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year under section 144 of the Charities Act 2011 (the Charities Act) and that an independent examination is needed.
It is my responsibility to:
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examine the accounts under section 145 of the Charities Act,
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to follow the procedures laid down in the general Directions given by the Charity Commission (under section 145(5)(b) of the Charities Act, and
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to state whether particular matters have come to my attention.
Basis of independent examiner’s statement
My examination was carried out in accordance with 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 the trustees concerning any such matters. The procedures 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 statement below
Independent examiner's statement
In connection with my examination, no matter has come to my attention, 1. which gives me reasonable cause to believe that in, any material respect, the requirements:
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to keep accounting records in accordance with section 386 of the Companies Act 2006 and section 130 of the Charities Act; and
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to prepare accounts which accord with the accounting records and comply with the accounting requirements of section 396 of the Companies Act 2006 and with the Charities Act have not been met; or
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to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.
Zillah Hopps FMAAT White Rose Accounting 12th August 2022
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York Wheels Limited
Statement of Financial Activities for the year ended 31st March 2022
| Unrestricted Funds Restricted Funds Total Funds Note 2022 2022 2022 £ £ £ Incoming Resources From generated funds: Donations and grants 2.1 85,700 - 85,700 Charitable activities for generating funds 2.2 53,186 - 53,186 Other trading activities 2.3 487 - 487 Investment income 2.4 10 - 10 Total incoming resources 139,383 - 139,383 Resources Expended Investment costs 3.1 626 - 626 Charitable activities 3.2 144,190 - 144,190 Governance costs 3.3 513 - 513 Total Resources Expended 145,329 - 145,329 Net incoming/(outgoing) resources before transfers (5,945) - (5,945) Gross transfers between funds - - - (5,945) - (5,945) Other recognised gains/(losses) 2,112 - 2,112 Net movement in funds (3,834) - (3,834) Net income/(expenditure) for the year (3,834) - (3,834) Total funds brought forward 103,125 - 103,125 Total funds carried forward 99,291 - 99,291 Net incoming/(outgoing) resources before other recognised gains/(losses) |
Total Funds 2021 £ 144,797 30,748 261 97 175,903 401 131,980 513 132,894 43,009 - 43,009 - 43,009 43,009 60,116 103,125 |
|---|---|
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York Wheels Limited Balance Sheet as at 31st March 2022
| Notes Fixed Assets Tangible assets 4 Current assets Cash at bank and in hand Debtors and prepayments 5 Current liabilities Creditors and accruals 6 Net current assets Total assets less current liabilities Net assets Represented by Funds Unrestricted Restricted |
2022 £ 4,318 70,332 34,737 105,068 10,095 10,095 94,973 99,291 99,291 99,291 - 99,291 |
2021 £ 6,092 76,197 28,408 104,606 7,573 7,573 97,033 103,125 103,125 103,125 - 103,125 |
|---|---|---|
The Trustees are satisfied that the company is 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 member or members have requested an audit pursuant to section 476 of the Act.
The directors (Trustees) acknowledge their responsibilities for:
i) ensuring the company keeps accounting records which comply with Sections 386 and 387 of the Companies Act 2006; and
ii) preparing financial statements which give a true and fair view of the state of affairs of the company at the end of each financial year and of its profit and loss for each financial year in accordance with the requirements of Sections 394 and 395 and which otherwise comply with the requirements of the Companies Act 2006 relating to financial statements, so far as applicable to the company.
The financial statements have been prepared in accordance with the special provisions of Part 15 of the Companies Act 2006 relating to small companies and with the Financial Reporting Standards for Smaller Entities (effective April 2008).
The financial statements were approved by the Trustees and signed on their behalf by:
Nigel Rhodes (Chair)
2nd September 2022
Company Registration No. 04448963
Tony Thompson Deputy Chair York Wheels Limited (Signed on behalf of Nigel Rhodes due to long term illness)
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York Wheels Limited Statement of Cash Flows as at 31st March 2022
| Notes 10 Cashflows from investing activities: Purchase of property, plant & equipment Proceeds from the sale of investments Net cash used in financing activities Change in cash and cash equivalents in the year Cash and cash equivalents at the start of the year Total cash and cash equivalents at the end of the year Analysis of cash and cash equivalents Cash at bank and in hand Net cash provided by/(used in) operating activities |
2022 £ (5,866) - - - (5,866) 76,197 70,332 70,332 |
2021 £ 41,129 (1,507) - (1,507) 39,621 36,576 76,197 76,197 |
|---|---|---|
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York Wheels Limited Notes to the accounts
for the year ended 31st March 2022
1. Accounting Policies
Basis of Preparation
The financial statements have been prepared in accordance with the Companies Act 2006,
applicable accounting standards, and with the Statement of Recommended Practice (SORP) issued in March 2005.
Legal Status
The charity is a company limited by guarantee and has no share capital. The liability of each member in the event of winding up is limited to £1. Its directors are its trustees and vice versa.
Funds Structure
Restricted funds are those subject to restrictions on their expenditure imposed by the donor or grantor
Unrestricted funds are available for use at the discretion of the trustees in furtherance of the general objectives of the charity.
Incoming Resources
All incoming resources, including gifts in kind, are recognised gross when they are capable of measurement with reasonable accuracy and when receivable in accordance with any funding agreement.
Donated Services and Facilities
These are only included in incoming resources (with an equivalent amount in resources expended) where the benefit to the charity is reasonably quantifiable, measurable and material. The value placed on these resources is the estimated value to the charity of the service or facility received.
Volunteer Help
The value of any voluntary help received is not included in the accounts but is described in the Trustees' Annual Report.
Resources Expended
Resources expended are included in the Statement of Financial Activities on an accruals basis.
Liability Recognition
Liabilities are recognised as soon as there is a legal or constructive obligation committing the charity to pay out resources
Governance Costs
Governance costs include costs of the preparation and examination of statutory accounts, the costs of trustee meetings and cost of any legal advice to trustees on governance or constitutional matters.
Depreciation
Tangible fixed assets are capitalised if they can be used for more than one year and cost at least £100. They are valued at cost or, if gifted, at the value to the charity on receipt, less depreciation. Depreciation is provided at rates to write off the cost less estimated residual value of each asset over its expected useful life as follows:
Fixtures and fittings - 25% reducing balance IT equipment - 33% straight line Motor Vehicles - 25% reducing balance
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| 2. Incoming Resources Unrestricted Funds Restricted Funds Total Funds 2022 2022 2022 £ £ £ 2.1 Donations and grants Local Authority grants 70,000 - 70,000 Covid-19 Job Retention Scheme & SSP 8,647 - 8,647 Other grants 3,242 - 3,242 GiftAid received 940 - 940 Donations 2,871 - 2,871 85,700 - 85,700 2.2 Charitable Activities for Generating Funds Drivers' services 33,099 - 33,099 Dial & Ride 20,087 - 20,087 53,186 - 53,186 2.3 Other Trading Activities Fundraising events 487 - 487 487 - 487 2.4 Investment Income Bank Interest 10 - 10 10 - 10 Total Incoming Resources 139,383 - 139,383 3. Resources Expended Unrestricted Funds Restricted Funds Total Funds 2022 2022 2022 £ £ £ 3.1 Investment costs Bank charges and interest 626 - 626 626 - 626 3.2 Charitable Activities Raising Funds Fundraising events costs 7 - 7 7 - 7 Drivers' services Volunteer drivers 26,948 - 26,948 Other costs - - - 26,948 - 26,948 Dial & Ride Wages and salaries 44,343 - 44,343 Fuel 5,419 - 5,419 Other direct costs including PPE 1,768 - 1,768 51,530 - 51,530 Admin wages and salaries 52,803 - 52,803 Website, advertising and recruitment 1,571 - 1,571 Administration costs 8,420 - 8,420 Administration PPE & clothing costs 165 - 165 Legal and professional fees 972 - 972 Depreciation 1,774 - 1,774 65,704 - 65,704 3.3 Governance costs Independent Examiner's Fee 500 - 500 Statutory Filing fee 13 - 13 513 - 513 Total Resources Expended 145,329 - 145,329 |
Total Funds 2021 £ 70,000 61,950 3,242 502 9,103 144,797 11,040 19,708 30,748 261 261 97 97 175,903 Total Funds 2021 £ 401 401 - - 8,889 - 8,889 52,574 3,308 4,352 60,233 50,804 275 7,965 1,321 294 2,198 62,857 500 13 513 132,894 |
|---|---|
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4. Tangible fixed assets and depreciation.
| Fixtures and fittings IT equipment £ £ Cost Balance b/fwd 2,198 1,507 Additions - - As at 31st March 2022 2,198 1,507 Depreciation Balance b/fwd 1,858 502 Charge for the year 85 502 As at 31st March 2022 1,943 1,004 Net book value As at 31st March 2021 340 1,005 As at 31st March 2022 255 503 5. Debtors and Prepayments Analysis of debtors falling due within one year 2022 £ Trade debtors 19,996 Salaries - Accrued income 10,418 Prepayments 4,322 34,737 6. Creditors and accruals 2022 Analysis of creditors falling due within one year £ HMRC VAT 1,375 Accruals 7,441 Pension fund - Trade Creditors 1,279 10,095 7. Staff costs and emoluments 2022 £ Gross salaries and benefits 94,001 Employer's National Insurance 1,746 Employer's pension contributions 1,400 97,146 Average number of employees (full time equivalent) 4 No employees received remuneration in excess of £60,000 None of the trustees receive remuneration or other benefit from their work with the charity. |
Vehicles £ 20,000 - 20,000 15,254 1,187 16,441 4,747 3,560 2021 £ 7,574 37 16,887 3,909 28,408 2021 £ 1,804 4,329 - 1,440 7,573 2021 £ 101,571 562 1,244 103,377 10 |
Total £ 23,706 - 23,706 17,614 1,774 19,388 6,092 4,318 |
|---|---|---|
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8. Analysis of funds
8.1 Movement of major funds
| Fund name Unrestricted funds General unrestricted funds |
Balance b/fwd Incoming resources Outgoing resources Other gains* Balance c/fwd 103,125 139,383 145,329 2,112 99,291 103,125 139,383 145,329 2,112 99,291 |
|---|---|
- gains due to an adjustment of incorrect historical VAT balance
Included within the unrestricted funds are cash reserves of £33,000 in accordance with the reserves policy.
Restricted funds
| Restricted funds | |||
|---|---|---|---|
| none | |||
| Total Funds | 103,125 | 139,383 145,329 |
2,112 99,291 |
| 9. Net assets between funds | |||
| Balances at 31st March 2022 | Unrestricted Funds |
Restricted Funds Total Funds | |
| Fixed assets | £ 4,318 |
£ £ - 4,318 |
|
| Current assets | 105,068 | - 105,068 |
|
| Current liabilities | (10,095) | - (10,095) |
|
| 99,291 | - 99,291 |
||
| Balances at 31st March 2021 | |||
| Fixed assets | £ 6,092 |
£ £ - 6,092 |
|
| Current assets | 104,606 | - 104,606 |
|
| Current liabilities | (7,573) | - (7,573) |
|
| 103,125 | - 103,125 |
||
| 10. Reconciliation of net movement in funds to net cash flow from operating activities | |||
| Net movement in funds | 2022 2021 £ £ (3,834) 43,009 |
||
| Adjustments for: | |||
| Depreciation charges | 1,774 2,198 |
||
| Decrease/(increase) in debtors | (6,328) 2,143 |
||
| Increase/(decrease) in creditors | 2,522 (6,221) |
||
| Net cash provided by/(used in) operating activities | (5,866) 41,129 |
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