Trustees' Annual Report for the period
Period start date Period end date 1st Jan 2020 31st Dec 2020 To
From
Section A Reference and administration details
Charity name Harborough Community Bus
Other names charity is known by
HCB
Registered charity number (if any) 1167030
Charity's principal address 86 St Mary’s Rd Market Harborough Leicestershire Postcode LE16 7DX
Names of the charity trustees who manage the charity
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Name of person (or
Dates acted if not for body) entitled to
Trustee name Office (if any)
whole year appoint trustee (if
any)
1 Phil Baildon Vehicles officer \
2 Robert Bourne \
3 Harry Buchanan \
4 Martin Doyle Chief Vehicles officer \
John Feavyour Chair \
5
QPM
Ian Fraser Policy/fundraising \
6
officer
Gerry Kempe Vehicles officer | The charity
7
trustees
8 Neil MacDonald Training officer /
9 Ian Milne Chief Coordinator /
10 Liz Robbins Finance officer /
Mick Squirrell Driving Licence /
11
officer
12 Tony Sutton
13
14
15
16
17
18
19
20
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Names of the trustees for the charity, if any, (for example, any custodian trustees)
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Name Dates acted if not for whole year None
Names and addresses of advisers (Optional information)
Type of adviser Name Address Independent examiner Lee Reynolds Business Services (Leicester) Ltd FMAAT The Manor, Main St, Tur Langton, LE8 0PJ
Name of chief executive or names of senior staff members (Optional information)
None
Section B Structure, governance and management
Description of the charity’s trusts
Constitution dated 15th Feb 2016 with no amendments Type of governing document
(eg. trust deed, constitution) Charitable Incorporated Organisation (CIO) How the charity is constituted (eg. trust, association, company) Appointed by existing trustees for a three-year period and Trustee selection methods available for reappointment (eg. appointed by, elected by)
Additional governance issues (Optional information)
You may choose to include additional information, where relevant, about:
-
policies and procedures adopted for the induction and training of trustees;
-
the charity’s organisational structure and any wider network with which the charity works;
-
relationship with any related parties;
The trustees meet on a quarterly basis to transact the business of the charity. The constitution and copies of all minutes are publicly available on the HCB website at www.harboroughcommunitybus.uk
The trustees have had regard to appropriate corporate governance during the year and for example the ongoing judicial review by the Bus and Coach Association of the Department for Transport, in respect of operations under Section 19 Permits.
The minibuses are all subject to annual MOTs, 10-week safety inspections in accordance with national guidance, monthly checks by designated ‘vehicle officers’, and daily checks by drivers before they use the vehicle.
- trustees’ consideration of major risks and the system and procedures to manage them.
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Section C Objectives and activities
Summary of the objects of the charity set out in its governing document
The object of HCB is the provision of a charitable transport service for community groups from the Market Harborough area, or individuals living in that area, who are in need of such a service because of age, sickness, disability or poverty.
HCB is a local charitable transport organisation. Charitable transport has been the only activity undertaken by the charity.
HCB uses three minibuses with 14 – 16 seats. Each vehicle is adapted to carry wheelchair passengers by having a hydraulic lift at the rear of the vehicle and removeable seats to allow for different configurations depending on the passenger needs. The lifts are routinely used for disabled or less mobile, mainly elderly passengers, without which they would be unable to access transport.
Summary of the main activities undertaken for The charity operates under a Section 19 Permit whose the public benefit in conditions are identical to the object of HCB set out above. As relation to these objects such it cannot carry members of the general public but instead (include within this has a membership of over 60 local community groups, aged and section the statutory disabled individuals e.g. residents’ associations, church groups, declaration that trustees sea cadets. The trustees are satisfied that this is a sufficient have had regard to the section of the public to meet the public benefit test of a charity. guidance issued by the Charity Commission on The Trustees confirm that they have complied with their duty in public benefit)
The Trustees confirm that they have complied with their duty in Section 4 of the Charities Act 2006 to have due regard to the public benefit guidance published by the Charity Commission in determining the activities undertaken by the charity.
Additional details of objectives and activities (Optional information)
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In simple terms, the charity operates three minibuses driven by volunteer drivers to transport community groups – and particularly those elderly and infirm who, in the absence of the charity, would struggle to get out at all.
You may choose to include further statements, where relevant, about:
The volunteer drivers are routinely thanked for their efforts as without them, there would be no service. All contributions by membership groups and all donated funds are set against the expenses of running the minibuses i.e. insurance, fuel, safety checks and maintenance.
-
policy on grantmaking;
-
policy programme related investment;
-
contribution made by volunteers.
Section D Achievements and performance
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Section D Achievements and performance
Summary of the main achievements of the charity during the year
The work of the Charity was substantially affected by the covid pandemic. Most members and many volunteer drivers are elderly and many members in poor health. The decision was made by trustees in March 2020 to suspend operations all together to meet the detail and the spirit of restrictions put in place by the government to prevent the spread of the virus. Operations did not resume until July 2021.
The Charity uses a lock-up garage as its operating base, the access to which is on the site of a former local hospital. The site was redeveloped during 2020 the opportunity taken to upgrade the garage to include power, water and drainage. This has materially improved the working conditions for the volunteers as well as facilitated hand washing in line with covid guidance.
The development also incorporated a new storage area, roller shutter doors and a large canopy to provide under cover storage for the third minibus and a weather protected area under which to prepare minibuses for bookings e.g. the removal of seats to allow transport of wheelchair bound passengers.
Section E Financial review
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Brief statement of the charity’s policy on reserves
HCB has one fund of restricted reserves – a benevolent fund is maintained, and the balance is kept separate from general reserves. An operational contingency is maintained equivalent to three months’ expenditure and a major breakdown reserve is also maintained. The remaining balances are savings towards a replacement minibus – a process requiring several years surpluses to achieve.
Details of any funds materially in deficit
None
Further financial review details (Optional information)
You may choose to include additional information, where relevant about:
- the charity’s principal sources of funds (including any fundraising);
The principal source of funding is collections from members. The trustees have adopted a charging policy to contribute to fuel, insurance and maintenance costs. The fuel costs are further ameliorated by the government’s bus service operators grant.
Ad hoc donations and applications to grant making bodies are relied on to build reserves for vehicle replacement.
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how expenditure has supported the key objectives of the charity;
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investment policy and objectives including any ethical investment policy adopted.
Section F Other optional information
None
Section G Declaration
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Agreed by email Signature(s) Agreed by email Liz Robbins Full name(s) John Feavyour QPM Position (eg Secretary, Chair Finance officer Chair, etc) Date 10/05/21
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Charity Name Harborough Community Bus
No (if any) 1167030
Receipts and payments accounts
For the period Period start date Period end date To from 1/1/2020 12/31/2020
Section A Receipts and payments
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Unrestricted Restricted Endowment
Total funds
funds funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
Collections 3,034 - - 3,034
Fuel Grant 479 - - 479
Interest 437 - - 437
Donations 1,075 25,000 - 26,075
Lottery 193 - - 193
Other Income - - - -
- - - -
- - - -
5,218 25,000 - 30,218
Sub total (Gross income for AR)
A2 Asset and investment sales,
(see table).
Sale of BX61 Minibus 3,000 - - 3,000
- - - -
Sub total 3,000 - - 3,000
Total receipts 8,218 25,000 - 33,218
A3 Payments
Insurance 1,318 - - 1,318
Fuel 774 - - 774
Safety Checks/MOTs/Servicing etc 2,250 - - 2,250
Other 493 - - 493
- - - -
- - - -
- - - -
- - - -
- - - -
Sub total [ 4,835 ] - - 4,835
A4 Asset and investment
purchases, (see table)
Deposit for New bus - 1,000 - 1,000
Garage Work 4,579 5,000 - 9,579
Sub total [ 4,579 ] 6,000 - 10,579
Total payments 9,414 6,000 - 15,414
Net of receipts/(payments) - 1,196 19,000 - 17,804
A5 Transfers between funds 161 - 161 - -
A6 Cash funds last year end 48,093 7,688 - 55,781
Cash funds this year end 47,058 26,527 - 73,585
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| Section B Statement | of assets and liabilities | at the end of the period | at the end of the period | at the end of the period | at the end of the period |
|---|---|---|---|---|---|
| Unrestricted | Restricted | ||||
| Categories | Details | funds | funds | ||
| to nearest £ | to nearest £ | ||||
| B1 Cash funds | CAF Current A/C CAF Savings A/C Petty Cash Total cash funds |
14,139 32,902 17 47,058 |
- 26,527 - 26,527 |
||
| (agree balances with receipts and payments account(s)) |
OK |
OK | |||
| Unrestricted | Restricted | ||||
| funds | funds | ||||
| B2 Other monetary assets | Details None |
to nearest £ - |
to nearest £ - |
||
| - - |
- - |
||||
| - | - | ||||
| - | - | ||||
| - | - | ||||
| Details | Fund to which asset belongs |
Cost (optional) | |||
| B3 Investment assets | None | - - |
|||
| - | |||||
| - | |||||
| - | |||||
| Details | Fund to which asset belongs |
Cost (optional) | |||
| B4 Assets retained for the | 2 minibuses | Unrestricted | - | ||
| charity’s own use | Garage | Unrestricted | - | ||
| Assets not valued | - - - |
||||
| - | |||||
| - | |||||
| - | |||||
| - | |||||
| Fund to which | Amount due | ||||
| Details | liability relates | (optional) | |||
| B5 Liabilities | None | - - |
|||
| - | |||||
| - | |||||
| - | |||||
| Signed by one or two trustees on behalf of all the trustees |
Signature | Name | |||
| Chair Finance Ofcer |
John Feavyour QPM Liz Robbins |
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CC16a
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Last year
to the nearest £
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17,697
1,173
59
8,713
93
100
-
-
27,835
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27,835
3,695 4,719 5,391 1,911 - - - - - 15,716
15,716 12,119 - 43,661 55,780
Endowment funds to nearest £ - - - -
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OK
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Endowment funds to nearest £ - - - - - -
Current value (optional)
-
Current value (optional)
When due (optional)
Date of approval
CHARITY (OMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteosl members of On accounts for the year ended Charlty no (if any} Sel out on pages I report to the trustees on my examination of the accounts of the above charity I'the Trust") for the year ended 8 1 11 2020 Responsibilities and basis of report As the Gharity's trustees, you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 {llhe Act'i. I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in Carrying out my examination, I have followed all Ihe applicable Direclions given by the Charity Commission under section 145(5)(bl of the Act. Independent tThe charity's gross income exeded £250,000 and l am qualified to examinerfs statement undertake the examination by being a qualified member of [insert name of applicable listed bodyl]. Delete [ ] rf not 8pplicable. r4 Frr I have completed my examination. I confirn that no material matters hava come to my attention in connection with the examination Cottrw di18.) which gives me caL¢se to believe that in, any material respect-. the accounting records were not kept in accordan with section 130 of the Charities Act., or the accounts did not accord with the accounting records,. or the accounts did not comply with the applicable requirements conceming the form and content of accounts set out in the Charities (Accounls and Reports) Regulations 2008 other than any requirement that the accounts give a 'true and fairf view which is not a matter considered as part of an independent examination. I hav8 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 understanding of the accounts to be reached. Please delete the words in the brackets rf they do not apply. ZE l¢J- Iii Signed: Datè: Name: Le> Relevant professional qualification(s) or body IER Oct 2018