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2023-03-31-accounts

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 2023

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 Charity No 1096926

Companies Register No 04448963

’ – TRUSTEES REPORT 1 April 2022 31 March 2023

Reference & Administrative Details:

Registered Office York Hospital The Foyer Wigginton Road York YO31 8HE Company Secretary Mrs Janet Turpin Independent Examiner White Rose Accounting (Zillah Hopps) Bankers Lloyds TSB plc 2 Pavement York Y01 2NE Chair Mr Nigel Rhodes (resigned August 2022) Mr Tony Thompson (August 2022 to February 2023) Mr Robert Atkinson (from 15 February 2023) Trustees Mr Ian Bainbridge - Treasurer Mr Richard Carberry Mr David Turpin Mr Steve Mortimer Mr Nigel Rhodes (from August 2022) Staff Representative Mrs Tracy Flannery – York Wheels Customer Representative Mr Sean Lavery City of York Council Appointee Cllr Derek Wann

3

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 2022 the Manager was responsible for 3 part time administrative assistants in the York Wheels’ office, 3 full time mini bus drivers at Dial & Ride & 2 Part-Time, plus 21 volunteer drivers for York Wheels. The Manager is line managed by the Chair and reports to the Board at monthly meetings.

Objective

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 that 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. Both York Wheels and Dial & Ride operate a cashless service.

Peninsular (Bright HR) commenced in April and is used for all employed staff; new contracts were issued to everyone, including the Dial & Ride drivers. All staff now use this system for booking their annual leave.

Volunteer drivers received their new contracts / handbooks; this was approved at the last Annual General Meeting in November 2022.

During the period, York Wheels undertook the following journeys:

----- Start of picture text -----
Completed Cancelled Refused Total
1.Car standard 5,721 961 135 6,817
2.Car standard multi 3 0 0 3
pick up (over 10 miles)
3.Car long run (over 10 miles) 498 62 0 560
Dial & Ride 7,971 1,244 34 9,249
Dial & Ride Outings 8 6 0 14
Total 14,201 2,273 169 16,643
----- End of picture text -----

4

PTS (Patient Transport Services) – work has been undertaken, taking patients to Scarborough and Bridlington Hospitals.

New Branding, with York Wheels Limited also receiving a brand-new logo and the volunteer car service also have the original branding.

Dial & Ride

The Dial & Ride part of the company offers a flexible door to door bus service using 4 vehicles 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.

Following the successful signing of the contract with City of York Council, the £10k for promotional / marketing is for Dial & Ride only, this was ring-fenced and has been spent on flyers, tote bags, pens and trolley coins and a new website.

New logos have been implemented on letterhead, cards and on the sides of the new buses. The Dial & Ride service has slowly picked up trade following the pandemic and is running to supermarkets and York City Centre.

Fundraising

A fundraising event at St Crux in York was held in June 2022 and made £610.68 selling homemade cakes, teas/coffees to the public, including stalls of handicrafts, books and bric-a-brac.

Christmas Raffle from the office made £374.

A donation of £2.5k, which was ring-fenced, was received from Pavers, and is going towards a WAV (Wheelchair Accessible Vehicle). This is still waiting for a Business Case to be submitted.

A £2k donation was received from the Collinson Trust

The Sage year end shows £5,293.03 from drivers.

Contracts

The SLA (Service Level Agreement) with City of York Council was signed on November 2022 with delivery of the two new Dial & Ride buses in January and March 2023 which were funded by a grant from City of York Council. These were purchased from Mellor Bus Company, and formally handed over by members of City of York Council with photographs taken near the Eye of York and appearing in the York Press.

The SLA consisted of £98K to operate D&R; £23K (pro rata from March 2023) to cover York Wheels Limited (total £121K) per annum towards running costs, with an additional £15k concessionary fare top up being received.

SLAs have been agreed, one for the Overnight Depot storage of 4 vehicles; a Maintenance contract and a BSOG sign off Agreement. Fuel cards were also purchased as we are no longer are able to fuel at the depot as the previous agreement.

5

York Wheels Limited – Going Forward

New Articles of Association were approved at the Annual General Meeting in November 2022; these have yet to be posted onto the website due to ongoing requests for assistance from Charity Commission.

We are always seeking to recruit new drivers for York Wheels and Trustees on the Board.

Robert Atkinson Chair York Wheels Limited

6

York Wheels Limited – Reserves Policy

The purpose of this policy is to ensure that the charity can meet its payroll commitments, enabling it to continue to function if 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.

The reserves policy has been amended to reflect the changes in cash flow caused by the new five-year agreements with the City of York Council for both Dial & Ride and the York Wheels Car Service. For example, the quarterly VAT bill will be much reduced, and usually involve a refund rather than a payment. Other grants and top ups should be received more promptly.

We therefore plan to hold cash reserves as of 31st March covering the two months wages at £12,000 per month = £24,000

These reserves will be invested in Bank Accounts which pay interest and allow either instant access or access within 32 days.

Ian Bainbridge Treasurer 31/03/2023

7

YORK WHEELS LIMITED

STATEMENT OF DIRECTORS’ RESPONSIBILITIES

FOR THE YEAR ENDED 31 MARCH 2023

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:

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.

8

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:

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:

Zillah Hopps FMAAT White Rose Accounting 12th September 2023

9

York Wheels Limited

Statement of Financial Activities for the year ended 31st March 2023

Unrestricted
Funds
Designated
Funds
Total Funds
Note
2023
2023
2023
£
£
£
Incoming Resources
From generated funds:
Donations and grants
2.1
117,546
195,128
312,674
Charitable activities for generating funds
2.2
66,134
-
66,134
Other trading activities
2.3
984
-
984
Investment income
2.4
277
-
277
Total incoming resources
184,942
195,128
380,070
Resources Expended
Investment costs
3.1
650
-
650
Charitable activities
3.2
252,778
346
253,124
Governance costs
3.3
513
-
513
Total Resources Expended
253,940
346
254,286
Net incoming/(outgoing) resources before transfers
(68,998)
194,782
125,783
Gross transfers between funds
192,282
(192,282)
-
123,283
2,500
125,783
Other recognised gains/(losses)
-
-
-
Net movement in funds
123,283
2,500
125,783
Net income/(expenditure) for the year
123,283
2,500
125,783
Total funds brought forward
99,291
-
99,291
Total funds carried forward
222,575
2,500
225,075
Net incoming/(outgoing) resources before other recognised
gains/(losses)		 Total Funds
2022
£
85,700
53,186
487
10
139,383
626
144,190
513
145,329
(5,945)
-
(5,945)
2,112
(3,834)
(3,834)
103,125
99,291

10

York Wheels Limited Balance Sheet as at 31st March 2023

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
Designated		 2023
£
148,478
35,629
49,953
85,582
8,985
8,985
76,597
225,075
225,075
222,575
2,500
225,075		 2022
£
4,318
70,332
34,737
105,068
10,095
10,095
94,973
99,291
99,291
99,291
-
99,291

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: . !</lit;� .................. .. Rob Atkinson (Chair) 18th October 2023

Company Registration No. 04448963

11

York Wheels Limited Statement of Cash Flows as at 31st March 2023

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		 2023
£
159,686
(194,388)
-
(194,388)
(34,703)
70,332
35,629
35,629		 2022
£
(5,866)
-
-
-
(5,866)
76,197
70,332
70,332

12

York Wheels Limited Notes to the accounts for the year ended 31st March 2023

1. Accounting Policies

1.1 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.

1.2 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.

1.3 Funds Structure

Designated 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.

1.4 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.

1.5 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.

1.6 Volunteer Help

The value of any voluntary help received is not included in the accounts but is described in the Trustees' Annual Report.

1.7 Resources Expended

Resources expended are included in the Statement of Financial Activities on an accruals basis.

1.8 Liability Recognition

Liabilities are recognised as soon as there is a legal or constructive obligation committing the charity to pay out resources

1.9 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.

1.10 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

13

2. Incoming Resources
Unrestricted
Funds
Designated
Funds
Total Funds
2023
2023
2023
£
£
£
2.1 Donations and grants
Local Authority grants
110,386
-
110,386
Covid-19 Job Retention Scheme & SSP
-
-
-
York City Council D&R capital grant
-
192,628
192,628
Other grants
3,242
2,500
5,742
GiftAid received
1,125
-
1,125
Donations
2,793
2,793
117,546
195,128
312,674
2.2 Charitable Activities for Generating Funds
Drivers' services
36,299
-
36,299
Dial & Ride
29,835
-
29,835
66,134
-
66,134
2.3 Other Trading Activities
Fundraising events
984
-
984
984
-
984
2.4 Investment Income
Bank Interest
277
-
277
277
-
277
Total Incoming Resources
184,942
195,128
380,070
3. Resources Expended
Unrestricted
Funds
Designated
Funds
Total Funds
2023
2023
2023
£
£
£
3.1 Investment costs
Bank charges and interest
650
-
650
650
-
650
3.2 Charitable Activities
Raising Funds
Fundraising events costs
48
-
48
48
-
48
Drivers' services
Volunteer drivers
30,537
-
30,537
Other costs
969
-
969
31,506
-
31,506
Dial & Ride
Wages and salaries
66,894
-
66,894
Fuel
10,202
-
10,202
Other direct costs including PPE
11,523
-
11,523
88,619
-
88,619
Admin wages and salaries
60,685
-
60,685
Website, advertising and recruitment
8,840
-
8,840
Administration costs
11,555
346
11,901
Administration PPE & clothing costs
74
-
74
Legal and professional fees
1,222
-
1,222
Depreciation
50,229
-
50,229
132,605
346
132,951
3.3 Governance costs
Independent Examiner's Fee
500
-
500
Statutory Filing fee
13
-
13
513
-
513
Total Resources Expended
253,940
346
254,286		 Total Funds
2022
£
70,000
8,647
-
3,242
940
2,871
85,700
33,099
20,087
53,186
487
487
10
10
139,383
Total Funds
2022
£
626
626
7
7
26,948
-
26,948
44,343
5,419
1,768
51,530
52,803
1,571
8,420
165
972
1,774
65,704
500
13
513
145,329

14

4. Tangible fixed assets and depreciation.

Fixtures and
fittings
IT equipment
£
£
Cost
Balance b/fwd
2,198
1,507
Additions
-
2,107
As at 31st March 2023
2,198
3,614
Depreciation
Balance b/fwd
1,943
1,004
Charge for the year
64
1,205
As at 31st March 2023
2,007
2,209
Net book value
As at 31st March 2022
255
503
As at 31st March 2023
191
1,405
5. Debtors and Prepayments
Analysis of debtors falling due within one year
2023
£
Trade debtors
30,362
HMRC VAT
922
Accrued income
12,955
Prepayments
5,714
49,953
6. Creditors and accruals
2023
Analysis of creditors falling due within one year
£
HMRC VAT
-
Accruals
1,626
Trade Creditors
7,359
8,985
7. Staff costs and emoluments
2023
£
Gross salaries and benefits
123,098
Employer's National Insurance
2,657
Employer's pension contributions
1,823
127,579
Average number of employees (full time equivalent)
6.5
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
192,282
212,282
16,441
48,960
65,401
3,560
146,881
2022
£
19,996
10,418
4,322
34,737
2022
£
1,375
7,441
1,279
10,095
2022
£
94,001
1,746
1,400
97,146
4		 Total
£
23,706
194,388
218,094
19,388
50,229
69,617
4,318
148,478

8. Taxation

York Wheels Ltd is a registered charity and its primary activities are not subject to Corporation Tax.

15

9. Analysis of funds

9.1 Funds held.

Fund name

Type

York City Council D&R capital grant Designated Pavers Designated

Purpose and restrictions

To fund the purchase of two new D&R vehicles To contribute to the purchase of a wheelchair accessible vehicle

9.2 Movement of major funds

Fund name
Unrestricted funds
General unrestricted funds		 Balance b/fwd
Incoming
resources
Outgoing
resources
Transfers
Balance
c/fwd
99,291
184,942
253,940
192,282
222,575
99,291
184,942
253,940
192,282
222,575
Included within the unrestricted funds are cash res
Designated funds
York City Council D&R capital grant
Pavers
Total Funds
10. Net assets between funds
Balances at 31st March 2023
Fixed assets
Current assets
Current liabilities
Balances at 31st March 2022
Fixed assets
Current assets
Current liabilities		 erves of £24,000 in accordance with the reserves policy.
-
192,628
346
(192,282)
-
-
2,500
-
-
2,500
-
195,128
346
(192,282)
2,500
99,291
380,070
254,286
-
225,075
Unrestricted
Funds
Designated
Funds
Total Funds
£
£
£
148,478
-
148,478
83,082
2,500
85,582
(8,985)
-
(8,985)
222,575
2,500
225,075
£
£
£
4,318
-
4,318
105,068
-
105,068
(10,095)
-
(10,095)
99,291
-
99,291

11. Reconciliation of net movement in funds to net cash flow from operating activities

Net movement in funds
Adjustments for:
Depreciation charges
Decrease/(increase) in debtors
Increase/(decrease) in creditors
Net cash provided by/(used in) operating activities		 2023
2022
£
£
125,783
(3,834)
50,229
1,774
(15,217)
(6,328)
(1,110)
2,522
159,686
(5,866)

16