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 2024
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 |
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– YORK WHEELS LIMITED Company Limited by Guarantee Registered Charity No 1096926
Companies Register No 04448963
– TRUSTEES REPORT 1 April 2023 31 March 2024 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 Robert Atkinson (from 15 February 2023)from 15 February 2023) Trustees Mr Ian Bainbridge - Treasurer Mr Richard Carberry Ms Katheryn Farthing (from Jan 2024) Mr Steve Mortimer Mr David Rhodes (from Jan 2024) Mr Nigel Rhodes Mr David Turpin Staff Representative Mrs Tracy Flannery – York Wheels Customer Representative Mr Sean Lavery City of York Council Appointee Cllr Derek Wann (until June 2023)until June 2023)
Mr Robert Atkinson (from 15 February 2023)from 15 February 2023)
Cllr Derek Wann (until June 2023)until June 2023) Cllr Sophie Kelly (from June 2023)
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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 a 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 2023 the Manager was responsible for 3 part time administrative assistants in the York Wheels’ office and 2 full time minibus drivers at Dial & Ride and 2 Part-Time, plus 22 volunteer drivers for York Wheels.
With effect from 31 December 2023, due to the discontinuation of Dial & Ride, four Dial & Ride drivers were made redundant, plus one person who worked in the York Wheels office; this left the two remaining staff working 2 days / 3 days in the York Wheels Office.
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 who are disabled and have mobility problems or who are elderly or cannot use other public 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 (£1.00) per journey + VAT). Fares are run in line with HMRC guidelines. Both York Wheels and Dial &Ride operate a cashless service.
All volunteer drivers’ now have new contracts which have been implemented.
A spreadsheet has been devised and kept in the office giving Member’s names, contact details and termination dates.
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During the period, York Wheels undertook the following journeys:
| Completed Cancelled Refused Total |
Completed Cancelled Refused Total |
Completed Cancelled Refused Total |
Completed Cancelled Refused Total |
Completed Cancelled Refused Total |
|---|---|---|---|---|
| 1.Car standard 7,834 1,256 167 9,257 |
||||
| 2.Car long run (over 10 miles) 536 66 4 606 |
||||
| Dial & Ride to 31/12/23 5,896 839 733 7,468 |
||||
| Total | 14,266 | 2,161 | 904 | 17,331 |
Fundraising
Christmas Raffle and Easter Raffles from the office made £544.
The Sage year end shows from drivers.£4,257.83 with a top up of Gift Aid of £1,064,46; which made a total of £5,322.29, this includes the drivers’ 10% donations. However, funds raised from the booking fees are not included in this figure.
The donation of £2.500, which was ring-fenced from Pavers, is still on hold waiting for the WAV to be authorised and sufficient fundraising achieved.
A fundraising event at St Crux in York has been booked for August 2024.
Contracts
Following the success of obtaining the SLA from City of York Council, which enabled us to be standalone for both York Wheels and Dial & Ride; unfortunately, due to problems with maintenance and third-party suppliers the Dial & Ride fleet was not sustainable to continue and was discontinued on the 31 December 2023.
York Wheels still receives a grant from City of York Council. The Dial & Ride SLA was terminated along with the grant payments for the service.
Reserves Policy
A Reserves Policy was implemented 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.
York Wheels Limited – Going Forward
We are always seeking to recruit new drivers for York Wheels and Trustees on the Board. York Wheels continues to grow in strength without the Dial & Ride service. ~ 4 contin
…………………………………………..
Mr David Rhodes (Chair from July 2024) Chair, York Wheels Limited
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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.
The reserves policy has been amended to reflect the changes in cash flow caused by the closure of the Dial & Ride Service and the plan to de-register for VAT once the bus disposals have been completed.
We therefore plan to hold cash reserves as of 31[st] March covering at least four months wages at over £4,000, as well as providing sufficient funds to cover designated funds and to cater for any unexpected additional costs.
In July 2024 reserves of £30,000 were moved from an instant access savings account into a higher interest savings account which allows access within 32 days.
Rob Atkinson Treasurer 31/07/2024
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YORK WHEELS LIMITED
STATEMENT OF DIRECTORS’ RESPONSIBILITIES
FOR THE YEAR ENDED 31 MARCH 2024
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 13th September 2024
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York Wheels Limited
Statement of Financial Activities for the year ended 31st March 2024
| Unrestricted Funds Designated Funds Total Funds Note 2024 2024 2024 £ £ £ Incoming Resources From generated funds: Donations and grants 2.1 114,744 - 114,744 Charitable activities for generating funds 2.2 78,021 - 78,021 Other trading activities 2.3 544 - 544 Investment income 2.4 457 - 457 Total incoming resources 193,766 - 193,766 Resources Expended Investment costs 3.1 839 - 839 Charitable activities 3.2 359,445 - 359,445 Governance costs 3.3 513 - 513 Total Resources Expended 360,797 - 360,797 Net incoming/(outgoing) resources before transfers (167,031) - (167,031) Gross transfers between funds - - - (167,031) - (167,031) Other recognised gains/(losses) - - - Net movement in funds (167,031) - (167,031) Net income/(expenditure) for the year (167,031) - (167,031) Total funds brought forward 222,575 2,500 225,075 Total funds carried forward 55,544 2,500 58,044 Net incoming/(outgoing) resources before other recognised gains/(losses) |
Total Funds 2023 £ 312,674 66,134 984 277 380,070 650 253,124 513 254,286 125,783 - 125,783 - 125,783 125,783 99,291 225,075 |
|---|---|
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York Wheels Limited Balance Sheet
as at 31st March 2024
| York Wheels Limited Balance Sheet as at 31st March 20244 |
|||
|---|---|---|---|
| Notes | 2024 | 2023 | |
| £ | £ | ||
| Fixed Assets | |||
| Tangible assets | 4 | 4,351 | 148,478 |
| Current assets | |||
| Cash at bank and in hand | 42,662 | 35,629 | |
| Debtors and prepayments | 5 | 14,743 | 49,953 |
| Current liabilities | 57,405 | 85,582 | |
| Creditors and accruals | 6 | 3,712 | 8,985 |
| Net current assets | 3,712 53,693 |
8,985 76,597 |
|
| Total assets less current liabilities | 58,044 | 225,075 | |
| Net assets | 58,044 | 225,075 | |
| Represented by Funds | |||
| Unrestricted | 55,544 | 222,575 | |
| Designated | 2,500 | 2,500 | |
| 58,044 | 225,075 |
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:
David Rhodes (Chair) 20th November 2024
Company Registration No. 04448963
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York Wheels Limited Statement of Cash Flows as at 31st March 2024
| 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 |
2024 £ 7,033 - - - 7,033 35,629 42,662 42,662 |
2022 £ 159,686 (194,388) - (194,388) (34,703) 70,332 35,629 35,629 |
|---|---|---|
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York Wheels Limited Notes to the accounts for the year ended 31st March 2024
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
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| 2. Incoming Resources Unrestricted Funds Designated Funds Total Funds 2024 2024 2024 £ £ £ 2.1 Donations and grants Local Authority grants 111,852 - 111,852 York City Council D&R capital grant - - - Other grants - - - GiftAid received 1,433 - 1,433 Donations 1,459 1,459 114,744 - 114,744 2.2 Charitable Activities for Generating Funds Drivers' services 50,999 - 50,999 Dial & Ride 27,022 - 27,022 78,021 - 78,021 2.3 Other Trading Activities Fundraising events 544 - 544 544 - 544 2.4 Investment Income Bank Interest 457 - 457 457 - 457 Total Incoming Resources 193,766 - 193,766 3. Resources Expended Unrestricted Funds Designated Funds Total Funds 2023 2023 2023 £ £ £ 3.1 Investment costs Bank charges and interest 839 - 839 839 - 839 3.2 Charitable Activities Raising Funds Fundraising events costs - - - - - - Drivers' services Volunteer drivers 37,969 - 37,969 Other costs - - - 37,969 - 37,969 Dial & Ride Wages and salaries 51,114 - 51,114 Fuel 5,920 - 5,920 Other direct costs including PPE 45,997 - 45,997 103,031 - 103,031 Admin wages and salaries 63,710 - 63,710 Website, advertising and recruitment (1,327) - (1,327) Administration costs 10,018 - 10,018 Administration PPE & clothing costs - - - Legal and professional fees 35 - 35 Bad debts written off 1,882 - 1,882 Loss on disposal of vehicles 142,209 - 142,209 Depreciation 1,918 - 1,918 218,446 - 218,446 3.3 Governance costs Independent Examiner's Fee 500 - 500 Statutory Filing fee 13 - 13 513 - 513 Total Resources Expended 360,797 - 360,797 |
Total Funds 2023 £ 110,386 192,628 5,742 1,125 2,793 312,674 36,299 29,835 66,134 984 984 277 277 380,070 Total Funds 2023 £ 650 650 48 48 30,537 969 31,506 66,894 10,202 11,523 88,619 60,685 8,840 11,901 74 1,222 - - 50,229 132,951 500 13 513 254,286 |
|---|---|
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4. Tangible fixed assets and depreciation.
| Fixtures and fittings IT equipment £ £ Cost Balance b/fwd 2,198 3,614 Additions - - Disposals - - As at 31st March 2024 2,198 3,614 Depreciation Balance b/fwd 2,007 2,209 Depn on disposals - - Charge for the year 48 702 As at 31st March 2024 2,055 2,911 Net book value As at 31st March 2023 191 1,405 As at 31st March 2024 143 703 5. Debtors and Prepayments Analysis of debtors falling due within one year 2024 £ Trade debtors 8,492 HMRC VAT - Accrued income 2,310 Prepayments 3,940 14,743 6. Creditors and accruals 2024 Analysis of creditors falling due within one year £ HMRC VAT 1,346 Accruals 575 Trade Creditors 1,791 3,712 7. Staff costs and emoluments 2024 £ Gross salaries and benefits 111,468 Employer's National Insurance 1,717 Employer's pension contributions 1,639 114,824 Average number of employees (full time equivalent) 6 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 £ 212,282 - (189,612) 22,670 65,401 (47,403) 1,168 19,166 146,881 3,504 2023 £ 30,362 922 12,955 5,714 49,953 2023 £ - 1,626 7,359 8,985 2023 £ 123,098 2,657 1,823 127,579 6.5 |
Total £ 218,094 - (189,612) 28,482 69,617 (47,403) 1,918 24,132 148,478 4,351 |
|---|---|---|
8. Taxation
York Wheels Ltd is a registered charity and its primary activities are not subject to Corporation Tax.
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9. Analysis of funds
9.1 Funds held.
Fund name
York City Council D&R capital grant Pavers
Type
Designated 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 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 2024 Fixed assets Current assets Current liabilities Balances at 31st March 2023 Fixed assets Current assets Current liabilities |
Balance b/fwd Incoming resources Outgoing resources Transfers Balance c/fwd 222,575 193,766 360,797 - 55,544 222,575 193,766 360,797 - 55,544 erves of £4,000 in accordance with the reserves policy (revised). - - - - - 2,500 - - - 2,500 2,500 - - - 2,500 225,075 193,766 360,797 - 58,044 Unrestricted Funds Designated Funds Total Funds £ £ £ 4,351 - 4,351 54,905 2,500 57,405 (3,712) - (3,712) 55,544 2,500 58,044 £ £ £ 148,478 - 148,478 83,082 2,500 85,582 (8,985) - (8,985) 222,575 2,500.00 225,075 |
|---|---|
11. Reconciliation of net movement in funds to net cash flow from operating activities
| Net movement in funds Adjustments for: Depreciation charges Loss on disposal of vehicles Decrease/(increase) in debtors Increase/(decrease) in creditors Net cash provided by/(used in) operating activities |
2024 2023 £ £ (167,031) 125,783 1,918 50,229 142,209 0 35,211 (15,217) (5,274) (1,110) 7,033 159,686 |
|---|---|
12. Non-Adjusting Post Balance Sheet Events
As detailed in the Trustees' Report, major issues with one of the new vehicles in May 2023 eventually led to the decision that it was no longer viable to continue with Dial and Ride.
In January 2024 the Trustees agreed a restructuring of the charity, reducing staffing and costs. In March 2024 the two buses bought with the 2023 grant were transferred to the ownership of City of York Council. The two older buses were sold at auction in May 2024.
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