YELABUS ASSOCIATION CIO Annual Report & Accounts for the year ended 30 April 2025 14 July 2025
Yelabus Association CIO Annual Report of the Management Committee for the year ended 30 April 2025 Table of contents 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 10-12 Statutory information The following infomiation fornis part of the Annual Report of the Managemeni Committee. who are the managing trustees. The Association's principal office is: clo Yateley Town Council Reading Road Yateley Hampshire GU46 7RP Telephone 07719 799263
The Yelabus Associalion is a registered Charitable Incorporated Organisation (CIO) number 1153996. It is registered in England and Wale5 The Management Committee (who are trustees) are appointed annually al the annual general meeting by majority Vote. The following have served &s Committee members during this financial year: Richard Whitbread (Chair) Bill Hill (Secrctary) Paul Champney {Tre&8urer) Maureen Ayres Gill Hennell Greg E&sterbrook David Shafto (resigned l O June 2024) The Charity's independent examiner is: Mark Mulberry, Mulberry & Co, Chartered Certified AccounLqnts, Farnham. The Association's bankers are Lloyds Bank Camberley, Surrey, Shawbrook Bank Limited, Brentwood, Esse& and United Trust Bank, London.
Yelabus Association CIO Annual Report of the Management Committee for the year ended 30 April 2025 The Committee have pleasure in submitting their report for the year. The Commiltee members who have served during the year are listed on the previous page. This report is to be presented at the annual general meeting scheduled io be held at The Tythings, Reading Road, Yateley in December. ObJe¢tlves and actlvlties The Charity provides a community transport service for individuals and groups located in Yateley and surrounding areas - operating trips for shopping> social events or excursions. The service h&s been provided in the past year through two minibuses, both capable of carrying wheelchairs. using two paid staff and a number of volunteer drivers whom we again thank for their wonderful conlributions to ensuring the service operates. The Charity is a ChariLqble Incorporaled Organisation esthblished 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. Yaielcy. and Blackwaler & Hawlcy Town Councils. since hire charges are nol sufticien( to cover operating and adminislration costs. Hire charges and gran( funding are expected to cover operaiing costs, but Ihe Charity also receives donations from the local community. The Charity provides a valued seNice to the communities of Yateley. Blackwater & Hawley and Eversley and surrounding areas. enabl ing them to travel for social purposes at reasonable cost when oiher means of transport, such as taxis, might be prohibitively expensive. The Committee members are mindful of the Charity Commission's guidance on public benefit, Achlevements and perforniance The users of ihis communiry transport service are largely local groups, the local Voluntary Action Organisation. care homes. schools and similar organisations. with individual hires representing a small proportion of income. The mileages travelled by our buses in 202415 increased significantly over 2023124 (+160/0), with the numbers of passengers carried also showing a good increase { I OO/o). The incre&se in hiring income over 2023124 w&s nearly 200/0. We were again successful in recruiting new volunteer drivers- with an additional 5 joining the team during 2024125. This is a very welcome addition to resources but we still seek to recruit further volunleers particularly to cover evening passenger trips. We completed the final full year of operations supported by Hampshire County Council under the 2019 ConnectlGroup Hire contract - as sUCOntractorS to Rushmoor Volunw Services (RVS). The Connect Shopper service was extended until 31 Aug 2025. at which point HCC support will ce&8e. During the year we incre&8ed the frequency of this service, to test whether there w&8 suificient demand to make li financially sustainable without support - &$ a result of this we wil I continue the service at least unti l April 2026. HCC Group Hire support will continue under a new ¢ontract to take effect from I Sep*mber 2025 which will be provided as a direct contract betwccn HCC and yelabus and will run for four years to 31 AUgt 2029. The Trustees are immensely grateful to Yateley Town Council who have provided incre&sed financial support, 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 assistance and the effects of inflation on costs.
Yelabus Association CIO Annual Report of the Management Committee for the year ended 30 April 2025 The Charity has procedures and policies coverin& inter ali& healih and safety. protection 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. During the year Safeguarding Training was provided io all drivers, and planning w&$ undertaken for First Aid training for all drivers. In the prior financial year we undertook a detailed computation which indicated that the total community benefit social value derived from yelabus operations w&5 nearly three times the cash iurnover of the Charity and we believe ihal this ratio has continued as Trustees have had additional effort in the year in working with the new contractual arrangements with HCC. FinAneial revlew The Statement of FRnancial Activities on page 8 shows a surplus of £17.523 (prior year deficit of £319) for the year, based on all activilies which includes special grants of £7,372 from HCC. These special grants covered the final tranche of &ssistance with our recovery from covid. exceptional bus repair and maintenance costs, advertising, and the training of new volunteer drivers during the year. During the year we received very generous one-off and continuing donations from a number of local individuals and organisations. At over £6,000 these were more than double the donations received in the prior year. The changes associa*d with HCC support contracts have not impacted on the financial situation in 2024125, and will have less than anticipated impact on 2025126 onwards (see under "Achievements and Perforniance"). The VW minibus, ai l O years old, was depreciated to zero by the end of the year. The Trustees considered the condition and perfonnance of the bus, and decided to defer a decision to initiate a replacemenl vehicle ro 2026. Trustees agreed that all maintenance work needed to maintain the VW in good condition would continue to be carried out. The level of surplus is exceptional and is welcomed by the Trustees &$ it will aid the VW replacement in 2026. It is not anticipaied the surplus will bc repealed in 2025-26.
Yelabus Association CIO Annual Report of the Management Committee for the year ended 30 April 2025 In the light of impending bus replacemenL during the year the Trustees applied a case-by•case policy of allocating specific Donations received io new bus funding, allocating 500/0 of other donations to the fund. The Charity rethlns the following unrestricted reserves: designated reserve of £22,750 (prior year £25,084) being the fund of contribulions towards the new Mercedes; and a second designated fund towards the purchase of the next new vehicle, currcntly £15,480 {prior year £10,948). The Trus*es have decided that - with the impending bus replacement- all donations (subject to donors, agreement where necessary) and bank inlerest received in 2025126 will be allocated to the bus replacemeni fund. a general t.und of £165.774. significantly cxcccding the minimum of £75,000 (equivalent to a year's operating cosis. closure costs and similar) determined by the Trustees. The Trustees have taken advantage of rising inierest rates to improve interesl income and have also ensured (hat funds are held in accounts with full FSCS protection. The level of unrestricted reserves and funding commilments ai 30 April 2025 will enable operations to be maintained at le&8t until 30 April 2026. The Charity has been successful in continuing to build the service, as a result of hard work by ihe Operations Manager, the availability and dedication of ihe volunteer drivers, and the availability of minibuses. This, together with generous support from local councils and donors is reflected in the financial perfomiance. The financial pressure of meeting the Trustees. objectives of keeping the vehicles in an excellent mechanical and cosmetic condition for the benefit of passengers h&$ been apparent during the year. In the prior year maintenance costs doubled, and toial costs increased further during 2024125. Reference is made elsewhere to minibus replacement. Structure9 governance and management The Charity is a charitable incorporated organisation governed by its constitution dated 4 June 2013. The Management Committee (who are the managing trustees) are appointed at the annual general meeting by majority vote. The Charity's statutory particulars, including the names of trustces, are on Page l. The Committee meet every month to manage business affairs. Whilst the Committee have overall responsibility for the Charity's affairs and meet monthly, day-tobday op¢rdiional responsibililies are delegated to the paid operations manager, reporting to th¢ Chair, Tre&surer and Secretsry who have ad hoc discussions between full Committee meetings. Whilst the cuent TNstees have an extensive range of business experience and knowledge. there remains a need for additional Trustee resource and if you believe you could &8SiSt please in anyway please contact us. The Committee hav¢ considered the 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 approprialely covered by the insurance policies in respecl of: employer and public liabilities
Yelabus Association CIO Annual Report of the Management Committee for the year ended 30 April 2025 StatUry Department for Transport vehicle insurance trustees, indemniry Charity law requires trustee5 lo prepare annual accounts that give a true and fair view of the state of affairs of the Charity at the year end and of ils financial activities during the pcriod. Thc trustecs are required to: select suithble accounting policies and apply them prudently. make judgements and estima*s thal are reasonable and prudent. prepare accounts on a going concern basis unless il is inappropriate to presume that the Charity will continue in operation. TrUse5 are responsible for keeping proper accounting records that disclose with reasonable accuracy the financial position of the Charity. so that the accounts comply with the Charity accounting SORP 2015. They are also responsible for safeguarding the assets of the Charity and hence for taking reasonable steps for the prevention of fraud and other irregularities. 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 behalf of the Committee WBHill Secretary Date IL 2v?£
Yelabus Association CIO Independent Examiner's Report to the Committee I report lo the Committee (who are the chariry trustees) on my examination of the accounts of the Yelabus Association CIO ('the Charity.) for the year ended 30 April 2025. Responsibilities Ind bASiS of report As the trustees of the Chartty you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Aci 2011 ('Ihe Aci, ). I report in respect of my examination of the Charity's accounts Carried out under seclion 145 of the 201 l Act, and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. Independent examiner's st*tement I have completed my examination. I confim] that no material matters have come to my attention in connection with the examinaiion giving me cause to believe that in any material respect: l. Accounting records were not kepi by the Charity as r¢quired by section 130 of the Act: 2. The account5 do not accord with those records; or 3. The accounis do not comply with the applicable accounting requiremenls concerning the forni and content of the accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement thai the accounts give a 'true and fair view. which is noi a maiter 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 allention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Signed....... Mark Mulberry, Mulbery & Co. Chartered Certified Accountants, Farnham
Yelabus Association CIO Statement of Financial Activities for the year ended 30 April 2025 2025 Totgl 2024 Total Note tNCOMtNG RESOURCES AND ENDOWMENTS FROM: Donalions and legacies Donations Donations l Grants for new vehicle acquisition Subscriptions and other income 2,728 4,532 102 7,362 3.425 182 3,607 Charilable activities Hire charges Connect Shopper fares and support Yateley Town Council grant Grants from other local councils Support for group hire Fuel duty rebale Hart Lottery 24,312 4,811 14,960 500 6,766 2.352 257 53,958 5,6?3 6&943 20,325 3,365 13,000 1,000 5,232 1,101 44,023 1.805 49,435 Bank interest Tot¥dl EXPENDuRE ON: Raising funds Charitable activities Minibus costs Mainlenance Fuel Vehicle hire charges Depreciation Insurances Salaries and employer oncosts Staff training and other costs Telephones Accounting Administration and sundry Excess cost grants Tot81 outgolng resources 8,975 4,075 8,476 3.807 593 9.618 4.389 27.065 1,078 80 500 ,553 -7,405 49,754 8.790 4.442 25.541 1,224 500 3,006 -7,372 49,420 NET INCOMING RESOURCES 17,523 -319 Balances on funds brought forward Transfers between funds BALANCES CARRIED FORWARD 186.481 186,800 204 004 All funds are unrestricted and comprise general and designated funds. All income and expenditure w&$ in respect of general funds both in the current and prior year. Unrestricted funds are shown in Note 6 to these accounts, The Notes referred to above fonn part of these accounts.
Ye12bus Association CIO Balance Sheet as at 30 April 2025 2025 2024 Notes TANGIBLE FIXED ASSETS Motor vehicles 45,415 54,205 CURRENT ASSETS Debtors Prepaid expenses Bank balances Current account Deposit account 7,222 2,086 3,497 2,356 6.952 145 042 161.302 16,325 135,178 LESS CURREwf LIABILITIES Creditors Income in advance- excursion floats -1.287 -1,426 -2.713 -1,347 ,555 -2,903 158,589 204,004 186,481 RESERVES AND FUNDS Unrestricted funds Designated funds General funds 38.230 165,774 36,031 150,450 Approved at a meeting of the Management Committee held on .2025 UL Richard Whitbread Trustee & Chair Paul Champn Trustee & Tr urer
Yelabus Association CIO Notes to the Accounts for the year ended 30 April 2025 l. Tbe Cbarity's Structureg orgaDi8gtlon and structure Yelabus Association {'the Chariry,) is a charitable incorporated organisalion governed by its constitution dated 4 June 2013. It is a charity regisfrred in England and Wales. In the event of ihc Charity being wound up, the members have no liability (o contribute to its assets and have no personal liability for settling debts and liabililies. The address of the registered office is given in the Charity infomation on page l of these accounts. Yelabus Association provides transpon for elderly, disabled or otherwise disadvantaged persons in need, living within the Yateley and surrounding are&s. It also supports the Iransport needs of charitable voluntary groups, for the benefit of the communiry. 2. Aecountlng policies a) General matterF These accounts have been prepared in accordance with the Statemeni of Recommended Practice Accounting and Reporting by Charities SORP 2015 (FRS 102) and the Financial Reporting Standard FRS 102 &$ updated through Bulletin l. and in accordance with charity law in the jurisdiction of England. The Charity is a public benefit entity. b) Golng concern The Charity's activities are funded through passenger fares, and grants from local government, the income from which covers operatin8 costs. Although these granis are awarded annually, the Charity has sutTicient operating reserves to cover a loss of such funding io enable il lo continue in business ai least until 30 April 2026. The Charity also has two designated reserves one of which conlain5 donations towards the next new vehicle. c) Accomnllng pollcles The principal accounting policies are as follows: Motor vehicles purchased before December 2019 are depreciated at IOO/o per annum on historic cost on the straighi-line blS over esiimated useful lives. Motor vehicles pur¢h&8ed after January 2020 are depreciated al 6.660/0 per annum on historic cost on the straight-line bases over eslimated useful lives. Expenditure is stated exclusive of value added tax where applicable since the Charity is registered for VAT, which is reclaimed from HMRC. d) Donations The &ssociation receives numerous donations from a number of sources for which we remain very graleful. As donors are advised that donations may be used for the acquisition of a new vehicle the Trustees had previously deterniined that 500/0 of all donations should be attributed to the New Bus Acquisition fund with the aim of being able to fund replacement vehicles when needed. These donations would be held within a Designated Fund. It was proposed and agreed by Trustees during the year that several large donations would be fully allocated to the New Bus fund. e) Designaled Funds The Trustees hold two designated funds. one to reflect the liability which mighi exist if ihe grants Sed to acquire the Mercedes in 2020 had io be repaid and which reduce in line with depreciation. The second fund holds donations which are to be attributed to the acquisition of the next new bus with the aim of avoiding the need to seek large grants at the time of replacement. 10-
Yelabus Association CIO Notes to the Accounts for the year ended 30 April 2025 (eontlnued) 3. Employees and Committee members 2025 2024 Salaries Employer National Insurance. covered by small employer subsidy Employcr pension contributions 25,020 26,391 521 25,541 674 27.065 Number Number Number of employces No employee earned more than £60,000 (2024: none); and. in the Committee's opinion. no cmployee was able to exert significant influence over the running of the Charity. No trustees re)Ved any emoluments for their services. Approved expenses are reimbursed to trustees. 4. Motor vehicle Cost As at l May 2024 Additions Disposals As at 30 April 2025 119,450 119450 Depreciation provisions As at l May 2024 Charge for the year Disposals As at 30 April 2025 65.245 .790 74,035 Net book value As at 30 April 2024 As at 30 April 2025 54,205 S. Debtors 2025 2024 Hire charges and related grant subsidy funding VAT refund due Transport fuel subsidy grant Intsrest earned not yet received 2,150 941 865 3,266 7,222 1,751 496 1,250 3,497
Yelabus Association CIO Notes to the Accounts for the year ended 30 April 2025 (contlDued) 6. Unrestrlcted funds ril 2024 Movement 2025 Designated funds: Vehicle replacement 10,948 4,532 15.480 Bus Grant Fund broughi forward Tfr to General funds Bus Grant Fund carried forward 25.084 25,084 -2,334 22,750 -2.334 25,084 Total Designated Funds 36,031 2,198 38,230 General funds brought forward Surplus on operational activities for the year Transfer from Bus Grant Fund General tunds carried torward 151,543 151.543 17,523 2,334 171400 17.523 2,334 151543 All unrestricted funds 187,574 General Desi Total Fixed &ssets Debtors and prepaid expenses Bank balances Creditors and income in advance 22.665 9.308 136.514 -2,713 165 774 22,750 45.415 9.308 151,994 -2713 15.480 7. Related party trAnsactlons The Charity receives financial support from Yateley Town Council, where one trustee (Greg Easterbrook) is a councillor. The Council made a grant of £14.960 in the year (2023124.. £13,000), and it provides a base for the Charity's administrative functions at the Council Offices without charge. 14 Jul 2025 12