2022-12-31-accounts - Harborough Community Bus

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Trustees' Annual Report	Trustees' Annual Report	Trustees' Annual Report	Trustees' Annual Report	Trustees' Annual Report	for theperiod	for theperiod	for theperiod
From	Period start date			To	Period end date
	1st	Jan	2022		31st	Dec	2022

Section A Reference and administration details

Charity name

Harborough Community Bus

Other names charity is known by Registered charity number (if any) 1167030 Charity's principal address 86 St Mary’s Rd Market Harborough

HCB

Leicestershire Postcode LE16 7DX

Names of the charity trustees who manage the charity

Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee (ifany)
Robin Ager	Assistant coordinator	From 31.01.22	\|
Phil Baildon	Vehicles officer		\|
Robert Bourne			\|
HarryBuchanan	Policyofficer		\|
Martin Doyle	Chief Vehicles officer		\|
John FeavyourQPM	Chair		\|
Ian Fraser		Until 31.01.22	\|
GerryKempe	Vehicles officer		> The Charitytrustees
David Lander		From 31.01.22	/
Neil MacDonald	Trainingofficer		/
Ian Milne	Chief Coordinator		/
Kevin Millard		From 31.01.22	/
Liz Robins	Finance Officer	Until 31.01.22	/
Mick Squirrell	DrivingLicence officer		/
TonySutton		Until 31.01.22	/

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

	Name	Dates acted if not for whole year
	None

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Names and addresses of advisers (Optional information)

Type of adviser	Name Address	Name Address
Independent examiner	Lee Reynolds FMAAT	Business Services (Leicester) Ltd
		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 available for Trustee selection methods reappointment (eg. appointed by, elected by)

Additional governance issues (Optional information)

The trustees meet on a quarterly basis to transact the business of the You may choose to include charity. The constitution and copies of all minutes are publicly available on additional information, where the HCB website at www.harboroughcommunitybus.uk relevant, about:  policies and procedures The trustees have had regard to appropriate corporate governance during adopted for the induction and the year and in particular the government advice on sanitising and training of trustees; ventilation following the covid pandemic.

the charity’s organisational The minibuses are all subject to annual MOTs, 10-week safety inspections
structure and any wider in accordance with national guidance, monthly checks by designated
network with which the charity ‘vehicle officers’, and daily checks by drivers before they use the vehicle.
works;
relationship with any related parties;
trustees’ consideration of major risks and the system and procedures to manage them.

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.

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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 public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)

The charity operates under a Section 19 Permit whose conditions are identical to the object of HCB set out above. As such it cannot carry members of the general public but instead has a membership of approximately 50 local community groups e.g., residents’ associations, church groups, sea cadets, as well as aged or disabled individuals. The trustees are satisfied that this is a sufficient section of the public to meet the public benefit test of a charity.

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)

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:

policy on grantmaking;
policy programme related investment;

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.

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.

contribution made by volunteers.

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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.

Bookings for 2022 started slowly and gradually rose throughout the year. Numbers by the end of the year were approaching those which the Charity had seen pre-pandemic summing to nearly 400 for the full year.

A major piece of work completed by the trustees during the year was the publication of an Operations Manual providing a reference guide to the activities and roles of the officers and index to relevant national guidance. This is invaluable given that, as mentioned earlier, all roles are undertaken by volunteers.

On the face of it, the Charity runs a simple service – collecting members from their homes, schools etc., transporting them to social events or other venues and bringing them back home. This belies a complex governance requirement to cover:

Section 19 permit (DfT community transport permit)
Driving licence checks
Driver induction training & refresher training
Vehicle safety checks and maintenance
Telephone & email-based bookings
Driver coordination & allocation
Invoicing and banking
Insurance for vehicles & public liability
Blue badge application
Fundraising for new vehicles

The trustees estimate the value of volunteer time given to the Charity during the year to be well in excess of £30,000.

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Section E Financial review

HCB has one fund of restricted reserves – a benevolent fund is Brief statement of the maintained, and the balance is kept separate from general reserves. An charity’s policy on reserves 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.

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) Date 31 July 2023

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	Harborough Community Bus	Harborough Community Bus	Harborough Community Bus	1167030
	For the period from	1/1/2022	To	12/31/2022

Section A Receipts and payments
A1 Receipts Collections 15,577 Fuel Grant 721 Interest 131 Donations 1,365 Lottery 235 Other Income - - 18,029 - - Sub total - Total receipts 18,029 A3 Payments Insurance 2,395 Fuel 3,589 Vehicle mechanics 5,515 Other 1,132 - - - - - Sub total 12,631 New bus - Garage Work - Sub total - Total payments 12,631 Net of receipts/(payments) 5,398 A5 Transfers between funds 522 A6 Cash funds last year end 32,926 Cash funds this year end 38,846 Unrestricted funds to the nearest £ *Sub total*(Gross income for AR) A2 Asset and investment sales, (see table). A4 Asset and investment purchases, (see table)	to the nearest £ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - 522 2,527 2,005 Restricted funds	to the nearest £ Endowment funds	Total funds to the nearest £ 15,577 721 131 1,365 235 - - - 18,029 - - - 18,029 2,395 3,589 5,515 1,132 - - - - - 12,631 - - - 12,631 5,398 - 35,453 40,851	Last year to the nearest £
		- - - - - - - - -	15,577	5,324
			721	-
			131	4
			1,365	11,961
			235	216
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			18,029	17,505

		- - -	-
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		-	18,029	17,505

		- - - - - - - - - -	2,395	2,556
			3,589	1,301
			5,515	2,259
			1,132	1,604
			-	-
			-	-
			-	-
			-	-
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			12,631	7,720

		- - -	-	37,588
			-	10,329
			-	47,917

		-	12,631	55,637

	-	- - - -	5,398	- 38,132
	- 522		-	-
	2,527		35,453	73,585
	2,005		40,851	35,453

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

Categories B1 Cash funds B2 Other monetary assets B3 Investment assets B5 Liabilities B4 Assets retained for the charity’s own use Signed by one or two trustees on behalf of all the trustees	Details CAF Current A/C CAF Savings A/C Petty Cash Details None Details None Details 3 minibuses Garage Assets not valued Details None Signature Approved at trustees meeting *Total cash funds* (agree balances with receipts and payments account(s))	to nearest £ to nearest £ 6,369 - 32,465 2,005 12 - 38,846 2,005 OK OK to nearest £ to nearest £ - - - - - - - - - - - - Cost (optional) - - - - - Cost (optional) Unrestricted - Unrestricted - - - - - - - - - - - - - Print Name John FeavyourQPM Chair of trustees Unrestricted funds Restricted funds Unrestricted funds Restricted funds Fund to which asset belongs Fund to which asset belongs Fund to which liability relates Amount due (optional)	to nearest £ Endowment funds
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			OK
			to nearest £ Endowment funds
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			Current value (optional)
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			Current value (optional)
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			When due (optional)






			Date of approval
		John FeavyourQPM	31.07.23
		Chair of trustees