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|
8
## **– 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)
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 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.
4
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**
5
## 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
6
## **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:
- 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 accounting standards have been followed, subject to any material departures disclosed and explained in the financial statement, and
- 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.
7
## **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:
- examine the accounts under section 145 of the Charities Act,
- 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
- 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:
- to keep accounting records in accordance with section 386 of the Companies Act 2006 and section 130 of the Charities Act; and
- 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
2. 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
8
## **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**|
|---|---|
9
## **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**
10
## **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|
|---|---|---|
11
## **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
12
|**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**|
|---|---|
13
## **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.
14
## **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.
15