YELABUS ASSOCIATION CIO Annual Report & Accounts for the year ended 30 April 2024
Yelabus Association CIO Accounts for the year ended 30 April 2024 Table of eontents Table of contents Statutory inforniation Annual Report of the Management Committee Independent Examiner's Report Statement of Financial Activities Balance Sheet Notes to the Accounts 9-11 Statutory information The following infonnation fornis part of the Annual Report of the Management Committee, who are the managing trustees. The Association's principal office is: ¢10 Yateley Town Council Reading Road Yateley Hampshire GU46 7RP Telephone 07719 799263 The Yelabus Association is a registsred Charithble Incorporated Organisation (CIO) number 1153996. It is registered in England and Wales The Management Committee (who are trustees) are appointed annually at the annual general meeting by majority vole. The following have scrved as Committee members during this rinancial year: Richard Whitbread (Chair, Vice Chair until 12 Decembcr Bill Hill (Secrelary) Paul C.hampney (Treasurer) MaureLn Ayres Gill Hennell David Shafto (from 24 July 2023) Tony Spencer (resigned 12 December 2013) Greg Easterbrook (from 12 December 2023) The Charity's independent examiner is: Alan Peever. Abbreviated Address: Camberley GU15 1 FE The Association's bankers are Lloyds Bank Camberley, Surrey, Shawbrook Bank Limited, Brentwood. Essex. and United Trust Bank. London.
Yelabus Association CIO Annual Report of the Management Committee for the year ended 30 April 2024 The Committee have pleasure in submitting their rep)rt for the year. The Committee members who have served during the year are listed on the previous page. This report is to be presented al the annual general meeting scheduled to be held at The Tythings, Reading Road. Yateley in December. Objectives and activities The Charity provides a community transport service for individuals and groups located in Yafrley and surrounding areas operating trips for shopping, social events or excursions. The service has been provided in the past year through two m inibuses, both capable of carrying wheelchairs, using two paid staff and a number of volunteer drivers whom we again thank for their wonderful contribulions to ensuring the service operates. The Charity is a Charitable Incorporated Organisation established in 2013. Yateley Town Council's offices provide an administrative base. The Charity's income is derived principally from hire charges and grant funding from Hampshire County, Yateley, and Blackwater & Hawley Town Councils, since hire charges are not sufficient to cover operating and administration costs. Hire charges and grant funding are expected to cover operating costs, but the Charity also receives donations from the local community. The Charity provides a valued service to the communities of yaley. Blackwater & Hawley and Eversley and surrounding areas, enabling them to travel for social purposes at reasonable cost when other means of transport. such as taxis, might be prohibitively expensive. The Commitfre members are mindt'ul of the Charity Commission's guidance on public benefit. Achievements gnd performaDce The users of this community transport service are largely local groups, care homes and similar organisations with individual hires representing a small proportion of income. The milcages travelled by our buses in 2023 increased slighily over 20?2 {5 % ). whilst the numbers of passengers carried increased signiticantly (17 % ) - indiLating higher load factors and more efficient use. The increase in hiring income over 2022113 was 80/0. A successful campaign during 2023 resulted in five new volunteer drivers being recruited and trained. This is a very welcome addition to resources more volunteer recruits may still be needed as the Operations Manager continues to seek new groups thal can benefit from yelabus support. In 2019 Hampshire County Council retendcred the operations previously provided by yelabus. The contract was won by Rushmoor Voluntary Services (RVS) who then offered a sub-contract agreement to yelabus for those services previously operated which was acceptsd with a slight incr¢ase in funding. Initially for two years this has been extsnded year by year to 31 March 2025: with a slight increase in value in 2023124. The Trustees are immensely grateful to Yateley Town Council who have again provided significant financial suppo¢ together with the generous use of facilities: and to Hampshire County Council (HCC) for the special grants, detailed in the Financial Review section. The Trustees made modest adjustments to hire charges during the year to counter the reduction in asslstance. Sarah cU)e provided excellent service throughout the year as Operations Manager, until her departure in April. Trustecs wclcomcd Lorraine Davies as the new Operations Manager.
Yelabus Association CIO Annual Report of the Management Committee for the year ended 30 April 2024 (continued) The Charity has procedures and policies covering, inter alia. health and safety, pmtection of vulnerable people. moving and positioning. Policies and procedures remain under continuous review. All drivers receive MIDAS and First Aid training. Training is also available for Committee members and staff, using material available from the Community Transport Association (CTA) and RVS. Social Impact In addition to the hard metrics of journeys undertaken, passengers carried, miles travelled ctc, the Charity has taken part in a review pn)moted by the CTA to assess the overall benefit of yelabus operations to the community. This used the ECT Community Transport Social Value Toolkit (SVT) to review the public benefit of Community Transport through the contributions that it makes to independeni living (eg by providing door-to-door shopping trips). contribution to health and wellbeing (eg by enabling social interaction at group events). making travel affordable for passengers and charity groups with limited income, harnessing volunteer activity for public benefit (by use of mainly volunteer drivers and volunteer Trustees) and providing training (first aid, assistance for less-abled, driving) for Charity staff for public benefit. The ECT SVT uses algorithms to assess the organisation's outputs, and computes a financial value of the operation to the community. Within the figures are indicative values of volunteer driver and volunteer Trustee time of almost ?,000 hours for 2023. The SVT model indicates a toLql community benefit social value of£140,000 for the year flowing from yelabus operations. For comparison, this is nearly three times the cash turnover of the Charity, giving a further perspective to the value of the Charity's work. Finaneiydl review The Statement of Financial Activities on page 7 shows a deficit of £319 (prior year surplus of £8,421) ror the year. based on all activilies which includes special granls of £7.405 from HCC. These special grants covered continued assistance with our recovery from covid. adjustments to bus livery for HCC Connect Service, and the training of new volunteer drivers during ihe year. It is noted that without the special grants the deficit on nornial operations in the year would have been £7,724 compared with a prior year deficit of £1,022 on the same basis. The HCC contract with R VS has been extended until 31 March 2025. Earlier this year HCC proposed that all supp)rt to Community Transport be removed from l April 2025. Following public consultation, and delay duc to the general election, HCC are still considering their future support for Community Transport but the revised prosaS. which are awaiting approval, anticipate maintaining partial support through the following financial year. yelabus are detem)ined to continue to provide services to the community whatever the decision by HCC, but cannot yet detemiine the severity of the impact on the pricing structure until final decisions are made by HCC. For this year only the Trustees have applied the policy of allocating all Donations received to new bus funding rather than the 500/0 al located last year. The Charity retains the following unrestricted r¢serv¢s: a designated reserve of £25,084 (prior year £27.417) being the fund of contributions towards the new Merccdcs: and a second deslgnated fund towards the pur¢hasc of the next new vehicle, Currently £10,947 (prior year £7.52 -). The policy will revert to placing 50% of all donations in this fund in future years.
Yelabus Association CIO Annual Report of the Management Committee for the year ended 30 April 2024 (continued) a general fund of £150.450. significantly exceeding the minimum of £75,000 (equivalent to a year's operating costs, closure costs and similar) determ ined by the Trustees. The Trustees have taken advantage of rising interest rates to improve interest income and have also ensured that funds are held in accounts wilh full FSCS protection. The level of unrestricted reserves and funding commitments at 30 April 9024 will enable operations to be maintained at least until 30 April 2025. The Charity has been subject to significant financial pressures during the year, not least with a doubling of expenditure on minibus maintenance and repair to meet the Trustees, objectives of keeping the vehicles in an excellent mechanical and cosmetic condition for the benefit of passengers. One minibus is now 9 years old and the Trustees have concerns thai ihese higher custs will continue. Structure• governance and managemeDt The Charity is a charitable incorporated organisation governed by ils constitution dated 4 June 2013. The Management Committee (who are the managing trustees) are appoinled at the annual general meeting by majority vole. The Charity's slatutory particulars, including the names of irustees, are on Page l. The Committee meet every month to manage business affairs. Whilst the Committee have overall responsibility for the Charity's aflairs and meet monthly, day-tfrday operational responsibilities are delegated to the paid operations manager. reporting to the Chair, Treasurer and Secretary who have ad hoc discussions between full Committee meetings, Whilst the current Truslees have an extensive range of business experience and knowledge. there has been a resignation of a Trustee since the year end. The remaining Trustees feel the team needs additional resource and if you believe you could assist please in anyway please contact us, The Committee have considered thc risks to which the Charity is exposed and have established various policies, procedures and training (see above) to manage those risks. The Committee has concluded that these risks are appropriately covered by thc insurance policies in respect of: cmploycr and public liabilitics statutory Department for Transport vehicle insurance trustees. indemnity Charity law requires trustres to prepare annual accounts that give a true and fair view of the sta* of affairs of the Charity at the year end and of its financial activities during the period. The trustees are required to: select suitable accounting policies and apply th('.m prudently; make judgements and estimates that are reasonable and prudent. prepare accounts on a going concern basis unless it is inappropriate to presume that the Charity will continue in operation. Trustees are responsible for keeping proper accounting records that disclose with reasonable accurdcy the financial position of the Charity, so that the accounts comply with the charity accounting SORP 2015. They are also responsible for safeguardiny. the assets of the Charity and hence for taking reasonable steps for the prevention of fraud and other irregularities.
Yelabus Association CIO Annual Report of the Management Committee for the year ended 30 April 2024 (continued) The Charity is entitled to exemption from audit under the Charities Act 2011 but is required to have an independent examination of its accounts. the Charity has therefore taken advantage of audit exemption. Signed on behaifof the Committee ',[. C kJLt K R Whitbread Chair Date )L4
Yelabus Association CIO Independent Examiner's Report to the Committee I report to the Committee (who are the charity trustees) on my examination of the accounts of the Yelabus Association CIO ('the Charity.) for the year ended 30 April ?0!4. Responsibilities and basis of report As the trustees of the Charity you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 ("the Act,). I report in respect of my examination of the Charity's accounts carried out under section 145 of the 201 l ACL and in carying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5Xb) of the Act. Independent exYdmfiner'8 stgtement I have completed my examination. l confirni that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: l. Accounting records were not kept by the Charity as required by section 130 of the Act. 2. The accounts do nol accord with those records: or 3. The accounts do not c()mply with the applicable accounting requirements concerning the fomi and conlenl ot" the accounts sel out in the Charities (Accounls and Reports) Regulations 2008 other than any requirement that the accounts give a 'true and fair view, which is not a matter considered as part of an independent examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understandin8 of the accounts to be reached. Alan Peever. Cambcrley GU15 1 FE I q 201$ Date
Yelabus Association CIO Statement of Financial Activities for the year ended 30 April 2024 2024 Tolal 2023 Total Note INCOMING RESOURCES AND ENDOWMENTS FROM: Donaiions and legacies Donations Donations l Grants for new vehicle acquisition Subscriptions and other income 3,425 182 3.607 1,236 128 2.600 Charitable activities Hire charges Connect Shopper fares and support Yateley Town Council granl Grants from other local councils Support for group hire Fuel duty rebate 20,325 3,365 13,000 1.000 5,232 1.101 18.881 3.3?9 13.600 1,000 7,112 1,0?7 44,949 436 47.985 Bank interest Total 1,805 49,435 EXPENDITURE ON: Raising funds Charitable activities Minibus costs Maintenance Fuel Vehicle hire charges Depreciation Insurances Salaries and employer oncosts Staff training and other costs Telephones Accounting Administration and sundry Excess cosi grants Totsl outgoiDg r&8ources 8,476 3,807 593 9,618 4,389 27.065 1,078 80 500 1.553 -7,405 49,754 4,256 3.672 9.618 3,818 22,736 921 88 500 2,151 -8,206 39,564 NET INCOMINGIOUTGOING RESOURCES -319 8,421 Balances on tiinds brought forward Transfers between funds BALANCES CARRIED FORWARD 186,800 178,379 186,481 186000 All funds are unrestricted and Lomprise general and designated funds. All income and expenditure was in respect of general funds both in the Cuent and prior year. Unrestricted funds are shown in Note 6 to these accounts. The Notes referred io above forni part of these accounts.
Yelabus Association CIO Balance Sheet as at 30 April 2024 2024 2023 Notes TANGIBLE FIXED ASSETS Motor vehicles 54,205 63,823 CURRENT ASSETS Debtors Prepaid expenses Bank balances Current account Deposit account 3,606 1,751 2,246 2,032 16,325 113000 134.682 35.933 125,211 LESS CURRENT LIABILITIES Creditors Income in advance- excursion floats -851 ,555 -?.406 -769 -1,465 122.977 186,481 186 800 RESERVES AND FUNDS Unrestricted funds Designated funds General funds 36,031 150,450 34,939 151,861 186.481 186 800 Approved at a meeting of the Management Committee held on ..2024 11LKJLW, I_L Richard Whitbread Trustee & Chair Paul Champne Trustee & Tr urcr
Yelabus Association CIO Notes to the Accounts for the year ended 30 April 2024 l. The Charity's structure, organitIon and structure Yelabus Association ('the Charity,) is a charitable incorporad organisation governed by its constitution dated 4 June 2013. It is a charity registered in England and Wales. In the event of the Charity being wound up. the members have no liability to contribute to its assets and have no personal liability for settling debts and liabililies. The address of the registered oifice is given in the Charity information on page l of these accounts. Yelabus Association provides transport for elderly, disabled or otherwise disadvantaged persons in need. living wiihin the Yatclcy and surrounding areas. It also supports the transport nccds of charitable voluntary group& tor the benefit ot.the community. 2. Accounting policies a) General mallers These accounts have bccn prepared in accordance with the Statemcnt of Recommended Practice Accounling and Reporting by Charities SORP 2015 (FRS 102) and the Financial Reporting Standard FRS 10? as updated ihrough Bulletin I, and in accordance with charity law in the jurisdiction of England. The Charity is a public benefil entity. b) Going concern The Charity's activities are funded through passenger fares, and grants from local government, the income trom which covers operating costs. Although these grants are awarded annually, the Charity has sufficient operating reserves to cover a loss of suLh funding lo enable it to Lontinuc in business at least until 30 April ?0?5. The Charity also has two designated reserves one of which conlains donations towards the next new vehicle. c) Accvunling policies The principal accounting policies are as follows: Motor vehicles purchased before December ?019 are depreciated at IOO/o per annum on historic cost on the straight-line basis over estimated useful lives. Motor vehicles purchascd after January ?O?O are depreciated at 6.660/0 per annum on historic cost on the straight-line bases over estimated useful lives. Expenditure is stated exclusive of value added tax where applicable since the Charity is registered for VAT. d) Donalions Thc association receives numerous donations froni a number of sources for which we remain very grateful. As donors are advised that donations may be used for the acquisition of a new vehicle the Trustees had previously detemiined that 500/0 of all donations should be attributed to the New Bus Acquisition fund with the aim ol" being able to fund replacement vehicles when needed. These donations would be held within a Designated Fund. It was proposed and agreed by Trustees at their meeting on 9 April 2024 that for this year only l OOO/o uf donations would be so allocated. e) Designaled Funds The Trustees hold two designated funds, one to reflLcI the liability which might exist if the grants used to acquire the MerLedes in ?O?O had to be repaid and which reduce in linc wilh deprecialion. The second fund holds donations which are to be attribiid to the acquisition of the next new bus with the aim of avoiding the need to seek large grants at the lirne of rcplacement.
Yelabus Association CIO Notes to the Accounts for the year ended 30 April 2024 (continued) 3. Employees and Committee members 2024 2023 Salaries Employer National Insurance. covered by small employer subsidy Employer pension contributions 26,391 22,387 674 27,065 349 21,736 Nurnber Number Number of employees No employee eamed more than £60,000 (2023: none); and, in the Committee's opinion, no cmployee was able to exert significant influencc over the running of the Charity. Temporary cmploymcnt of 3 employ¢es during changLover in Operations Manager role in April 2024. No trustees received any emoluments for their services. Approved expenses are reimbursed to trustees. 4. Motor vehicles Cost As at l May 2023 Additions Disposals As at 30 April 2024 119,450 119.450 Depreciation provisions As at l May ?013 Charge for the year Disposals As at 30 April 2024 55.627 9,618 65,245 Net book value As at 30 April ?023 As at 30 April 2024 63.823 5. Debtors 2024 2023 Hire charges and related grant subsidy funding VAT refund due Transport fuel subsidy grant 3,606 496 2,032 214 4.102 2,246 10
Yelabus Association CIO Notes to the Accounts for the year ended 30 April 2024 (continued) 6. Unrestricted funds A ril 2023 Movement ril 2024 Designated funds: Vehicle rcplacement 7,521 3,425 10,947 Bus Grant Fund brought forward Tfr to General funds Bus Grant Fund Caled forward 27.417 27.417 -?,333 -?,333 27,417 25.084 Total Designated Funds 34.939 1,192 36.031 General t.unds brought forward Deficit on operational activities for the year Transfer from Bus Grant Fund General funds carried forward 151.861 151.861 -2.651 2.333 151,543 -2,651 2,333 -318 151.861 All unrestricted funds 186,800 339 187,139 General Desi nafrd Total Fixed assets Debtors and prepaid expenses Bank balances Creditors and income in advance 29,121 5.357 118,378 -2,406 150,450 25,084 54,?05 5,357 129.325 -2,406 186,481 10,947 36.031 7. Related party tr2DJactionJ The Charity receives financial support from Yateley Town Council, where one trustee (Greg Easterbrook ) is a councillor. The Council made a grant of £13,000 in the year (2023: £13.600). and it provides a base for the Charity's administrative functions at the Council Offices without charge. 12 Sep 2024