2021-12-31-accounts - Harborough Community Bus

This text was generated using OCR and may contain errors. Check the original PDF to see the document submitted to the regulator.

Trustees' Annual Report for the period Period start date Period end date 1st Jan 2021 31st Dec 2021 From To

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

----- Start of picture text -----
Name of person (or
Dates acted if not for body) entitled to
Trustee name Office (if any)
whole year appoint trustee (if
any)
1 Robin Ager Assistant coordinator From 31.01.21 \
2 Phil Baildon Vehicles officer \
3 Robert Bourne \
4 Harry Buchanan Policy officer \
5 Martin Doyle Chief Vehicles officer \
John Feavyour Chair \
6
QPM
7 Ian Fraser Until 31.01.21 \
Gerry Kempe Vehicles officer > The Charity
8
trustees
9 David Lander From 31.01.21 /
10 Neil MacDonald Training officer /
11 Ian Milne Chief Coordinator /
12 Kevin Millard From 31.01.21 /
13 Liz Robins Finance Officer Until 31.01.21 /
Mick Squirrell Driving Licence /
14
officer
15 Tony Sutton Until 31.01.21 /
16
17
18
19
20
----- End of picture text -----

Names of the trustees for the charity, if any, (for example, any custodian trustees)

Dates acted if not for whole year

Name

March 2012

TAR

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

Type of governing document

Constitution dated 15th Feb 2016 with no amendments

(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 available for reappointment

(eg. trust, association, company)

Trustee selection methods

(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 in particular the government advice on sanitising and ventilation in the light of the covid pandemic.

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.

March 2012

TAR

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 approximately 50 local community groups section the statutory e.g., residents’ associations, church groups, sea cadets, as well declaration that trustees as aged or disabled individuals. The trustees are satisfied that have had regard to the this is a sufficient section of the public to meet the public guidance issued by the benefit test of a charity. Charity Commission on 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)

March 2012

TAR

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.

The volunteer drivers are supported by other volunteers who administer the Charity in the form of call handling, bookings coordinators, vehicle maintenance, invoicing and banking. There are no paid staff.

Section D Achievements and performance

March 2012

TAR

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.

Bookings by members resumed steadily during the second half of 2021 as the threat from covid receded. Nevertheless, the volunteer drivers continued to clean and ventilate the vehicles to minimise the risk to users from the virus.

By the middle of 2022 (when this note was being written), bookings were at a level consistent with the highs that had been achieved before the pandemic. Indeed, a recuring theme of the need to recruit new drivers continued to exercise the minds of the trustees.

The beginning of 2022 also saw the drafting and adoption by the trustees of an Operations Manual designed to bring a greater resilience to the Charity in providing a reference guide to the activities and roles of the officers and index to relevant national guidance. Trustees were resolved to further develop the resilience of the Charity going forward.

Section E Financial review

March 2012

TAR

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);
how expenditure has supported the key objectives of the charity;

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. The trustees implemented an increase in charges during the year to offset increased fuel costs.

Ad hoc donations and applications to grant making bodies are relied on to build reserves for vehicle replacement.
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

Signature(s) Agreed by email and approved at a trustees’ meeting Full name(s) John Feavyour QPM Position (eg Secretary, Chair Chair, etc)

March 2012

TAR

Date 22109121 TAR March 2012

Charity Name Harborough Community Bus

No (if any) 1167030

Receipts and payments accounts

For the period Period start date Period end date To from 1/1/2021 12/31/2021

Section A Receipts and payments

----- Start of picture text -----
Unrestricted Restricted Endowment
Total funds
funds funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
Collections 5,324 - - 5,324
Fuel Grant - - - -
Interest 4 - - 4
Donations 1,961 10,000 - 11,961
Lottery 216 - - 216
Other Income - - - -
- - - -
- - - -
7,505 10,000 - 17,505
Sub total (Gross income for AR)
A2 Asset and investment sales,
(see table).
Sale of BX61 Minibus - - -
- - - -
Sub total - - - -
Total receipts 7,505 10,000 - 17,505
A3 Payments
Insurance 2,556 - - 2,556
Fuel 1,301 - - 1,301
Safety Checks/MOTs/Servicing etc 2,259 - - 2,259
Other 1,604 - - 1,604
- - - -
- - - -
- - - -
- - - -
- - - -
Sub total [ 7,720 ] - - 7,720
A4 Asset and investment
purchases, (see table)
New bus 3,588 34,000 - 37,588
Garage Work 5,329 5,000 - 10,329
Sub total [ 8,917 ] 39,000 - 47,917
Total payments 16,637 39,000 - 55,637
Net of receipts/(payments) - 9,132 - 29,000 - - 38,132
A5 Transfers between funds - -
A6 Cash funds last year end 42,058 31,527 - 73,585
Cash funds this year end 32,926 2,527 - 35,453
----- End of picture text -----

Section B Statement of assets and liabilities at the end of the period

			Unrestricted	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*		6,096 26,818 12 32,926		- 2,527 - 2,527
	(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	3 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			Print	Name
	Agreed by email and approved at trustees meeting			John Feavyour QPM - Chair Liz Robbins - Finance Ofcer

----- Start of picture text -----
CC16a
----- End of picture text -----

Last year

to the nearest £

----- Start of picture text -----
3,034
479
437
26,075
193
-
-
-
30,218
----- End of picture text -----

----- Start of picture text -----
3,000
-
3,000
33,218
----- End of picture text -----

1,318 774 2,250 493 - - - - - 4,835

1,000 9,579 10,579 15,414 17,804 - 55,781 73,585

Endowment funds to nearest £ - - - -

Endowment funds to nearest £ - - - - - -

Current value (optional)

When due (optional)

----- Start of picture text -----
Date of
approval
1/31/2022
1/31/2022
----- End of picture text -----