FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2023 -west Sussex • minibus REGISTERED CHARITY NUMBEIL. 1173818 REPORT OF THE TRUSTEES AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2023 FOR COMMUNITY MINIBUS ASSOCIATION (WEST SUSSEX)
FINANCIAL STATEMETrTfs FOR THE YEAA ENOED 31 DECEMBER 2023 CONTENTS PAGE Page Report of the Trustees 3to7 Statement of Financial Activities Balance Sheet Notes to the Financial Statements Ioto 14 Report of the Independent Examiner 15
FINANCIAL STATEMETr¥fs FOR THE YEAR ENDED 31 DECEMBER 2023 REPORT OF THE TRUSTEES REFERENCE AND ADMINISTRATIVE DETAILS Re81stered Charity number 1173818 Principal and registered office The Old School Car Park Presldent and Honorary Vlce Prnsldelrt Cdonel &'r Brran 8arttelot Bt OBE DL School Lane Rt Hon Nick Herbert C8E Storrington West Sussex RH20 4LL drew Griffrth MP Trustees Mr G Toner Chairnvn Mr A Dolby Miss G Hughos Mr S O'Dowd Fleet Manager Ho¥Tary Tre35urer Local Co•ordinator Irwned 27 December 2023) Ms K Gibl 8anknrs Barclays Bank pl¢ Calverley Road Branch Tunbridge Wells West Sussex RH12 1 DN Independent Examiners Chaweeydn Williams FCCA Verdant Accountants Limited 20 - 22 Wenlock Road London NI 7GU
FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECÉM8ER 2023 REPORT OF THE TRUSTEES The Trustees present their report and financial statements for the year ended 31 st December 2023. The Trustees have adopted the provisions of the Statemem of Recommended Praaice (SORP) 'Accountinz and Reporting by Charities" (FRS102 IA) in preparing the annual report and financial ststements. Trustees - those who served during the year are recorded in the Reference section on page 3. Charitable Purpose To provide tran5POrt fa¢ilityes tn West Sussex for people who have speual r)eed of such facil.$ because they are elderly. youn& poor or lin8 in i501atsd areas where there are no athquate public transport faalitiè Public Benefit In achieving our charitsble purpose we promte independence and prevent social isolation, Frartlcularly In the elderly. By offering the use of our vehicles to affiliated groups stsch as Scouts. Schools Sports Club5 and the Women's In$u"tute we have widened our demographic into other secb.ons cl our loc41 COMMUnre$. Achievements and Performance 2023 was a positive year given the ¢ontex¢ of the preceding year& There has bÈen continuing progress in communicauon efforts across all divi5ion5. Thi5 ha5 ixen wrnarity in using new media chanftels and increasing social medra aCtivY. In some divisions some media are more Fwoductive than others but overall there 15 evidence that these investments and efforts pay ¢videndL We will conunut to explore nèw vrdys of communicating with potential chanty FW5en8er5 and voSunteer& There 15 a steady growth in passenger nuthr5 however. it is not yet returned to the hh w.nt ofJanLHry 2019. Having raised fares there Is a positive return fIan(iallY and there are groun& to plan for a mort solid financial footlng going foward. While inc¢)me is corryarabk to 2019 passenger numbers are still lower and it may take l + year5 EO achieve that recovery. The continues to benefit from the gtnerosity of previous passengers and supporters. We reported 621 users incluth'ng ind11 merrthrs. (2rers and affilated group rnernbers supported by 303 Yolunteer roles of whom 245 are drivers & e5COrt5. Somè vdunteers cover mre than one role. We are in final sragÈs of planning for 2024 and will introduce two new vehide$ in the Sprsng. We have also nitkted an assessment of a proièrt to upgrydde the website to further supyort nxire effertr¥e passenger and volunteers service access and communications. We will endeavour to seek financd support for new projects as they are agreei Vehicle mileage records continue to be vttsl for rrraintaining our regular applicaty.on for the Bus Serrice Operdtors grant (BSOG). There are son challenges in rydrd to recruiting tru5tee5 and the current trustees are discussing new ideas about Involn£ volunteers ie) a widtt basis to encourage potentRI recruits for the fuwre.
FIPIANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 1023 REPORT OF THE TRUSTEES CONTINUED FINANCIAL REVIEW 2023 VAS the Second full year of operdtion after the Covi&19 [AndeM and the hope was that income would return to levels close to 2019 in¢om& Indivi&AI fare income eyttntuty exceeded the 2019 figure by just over 4% with individual annual members reaching just over 5CKI by the end of the year. AfflilrJt bus fare5 have also exceeded 2019 levèls but were considerably tsted by a &"Ilingshurst V4alking group hiring a rrinitr5 for a trip to Wale5. Hh fuel prices collQ"nued into 2023 forming over 20% of the expenditur¢ Severnl of the buses needed wrajor repairs but vehicle insurance did not irreaSe significandy on renewal. The nrdrketing costs were close to 2022 levels but different publications were used in some dtvisional areas to try and reach wK)re people in eath region. Mr Aex Dolby continues to control the cost of running the Minibus fleet which he has successfully done despite the high infiation. The oldest tr$ in the fleet due to be repknd in 2024 lyjt due to rts deteriorating condition the trustees decithd to bring this forward and a new bus was ordered with an expected delIry earty in 2023. This date was not rTt and the new bus has only beÈn received in February 2024. Whilst this vtas on order a second ithscounted bu5 was offere(L As pnces were already increasirbg rdw'dly the trustees decided to add thi5 seccnd bus to the order and it also affNed in Febnrdry 2024. A5 an all-volunteer chariEY it 15 drfficult to put a Ydlue on the Nyori cornn¥ti and end2vour of all the volunteers. However. if each of thè 268 ¥olunteers were to comn¥t to 2 hours of work per week { a very conservative estimate> and If each were the rThnimum e, then the ann klue. of this work would be in the region of £268,(. At the local level. we are grnteful for the conts.nued SuPrt of a number of rIsheS who recognise the work we do in their communities. We contjnue to encourage those Parishes tlAt do not yet support u& to do so. In addi0 to the regular Bus Service OpeTrtorfs Grant (BSOG). we have also received a notable grnnt from th West Sussex Forum for Accessible TrdnsF>Ort of I10.IxK). These grnnts coryise a signthcarlt contribution to the charity's costs. The dtwisions have also rdtsed fun& and FassengÈrs sometimes donate in addition to paying the frares for theor trips. The association has rèc•Ned just over £l,lK from lepcies this year. We are always most grnteful tts those vtho show their apprec4tion of the work the cFArlty does. both during their lrfètfime and aftervrdrds. Loal dfvisiorAI events provide the Opportun tr) demonSte our integration with our local communtries whi15t aifvert55ing the availa&'lity of the clrarity5 minibuse& Depreciation policy Our poly has been to buy Minitwses up to years old &weciaty"ng them uslng the reducing Lwlance method at 24% pa since incorporatiL)n. In the future a combination of vehicle specification. including Gross Vehi¢le Weight set against Se2ting CaF4Ctry. individual Oriver licence categorie5 and changes in legislation my require adjustrfient to the genernl Oicy. We belie¥ that it rny be more cost effective to buy discounted new vehicle5 in futur&
FINANCIAL sTATEmErs FOR THE YEAR ENDED 31 DECEMBER 2023 REPORT OF THE TRUSTEES CONTINUED Risk Management Should there be a failure in meeting the legislative or insurance rewirements p&ced upon thè chartry 2nd an n¢ident occurs that PCeS liability with the chariry. the resulting costs coukl eliminate our financial reserves. This risk is mitigated by tr40 key aCty"¥"e firstly. ¢onfornNry and compliance wrth Iw"slarJ"on. rules and requirements ty volunteers.. secondty. maintenance of approFYAte insuranc& The Trustees cono'nue to address the risks and rely on Volunteers to CrforM to our policies and procedures in order to mitigate those risks. Reserves Policy As our minibuses become increasingty expensive to and with our desire to replace them with electric vehicle5 as 500n as prncticable. we operate with signth.cant reserve5 at presenL We would like to repte one or two minibuses per year wrth greerter models that are adapted to surt to the needs of our older passengers. To achieve this. the charity needs to maintain an operating resenfe of around £I.[MXj The charity aims to rePce its &e5el fuelled vehides with electridn¢)n4ossil fuel vehicles as soon as these become avaitatrAe at a reasonable price and when charging stations have been installed. The Trufftes intend to seek grants and external funding to replace and rrAinTr the Min4bus FleeL bjt any shortfall has to be bn.dged by the charity's strategic re5er¥e with the attendant risk to the long-tenyh Yotmlrty of the charity. The current reserves are therefore judged to be proportsonate and apwotffmt STRUCTURE, GOVERNANCE AND MANAGEMENT Governing document .' Community Minibus Assoaats"on (West Su55ex) incorporated in 2017 as a Charitable IncorF¥)rnted Organisation FoLEndation Model and adopted a Dew managewnt structure frLYn l st 0¢tor 2017. OLbr Trustees are elected by their fellow Trustees who aim to a good mix of skills and experienc& The Trustee Board meets every or as often as Thecessary. arKI takes re5pon5ibility for the Governance of the charity A separate Management Board advises the Trustee Board and indudes the Trustee5. Divisional representstives and Managers of other key funcil.on The lUntary ethos of the charity and the need to weserrt the doriry's limrted fund5 has led to the administrative work being done in-house. This has fesulted in key Trfduntaers contributing an exceptional amount of time and energy in resolving our operali01 dMllenge&
FINANCIAL STATEMENTS FC•A Tmt YWI E£D JI DÉ¢V•EA IOIJ TTU5tee5 are rwslt lor Froper XCOWbTYq record5 thsdos rea50nl• accuracy it aty twno th¢ p05rtJan ol th• CTrwxy ar• also rwrn5kn1o for tho asmts TNst Bwd 50 rowsth lor prwry rhs rwrt and suterTrErts in ¥rord¥ tre Chariw Act 201 l the Stitenxnt ol RecomrnÈnd¢d Prxtxe.. AOr by Charnq5 FAS 101 On beha¥ ol th4 Board GwryTr -/Yzq
HNANCIAL STATEMENTS FOR THE YEAR ENOED 31 DECEMBER 2023 STATEMENT OF FINANCIAL ACTIVITIES 2023 2022 Total No Unrestricted Restrktod Total INCOME FROPL. Donations and legac$ Investment Income 19.835 5.953 56.667 19.835 5,953 56.667 27.179 Charitsble activities Other Income 40.332 Total 82.455 81455 70.359 EXPENDITURE ON: Charitsble activitses 56.570 56.570 56.570 56.570 60,397 60.397 Total expendlture Net gn$l(lO55eS) on investments {58) ($8) (3631 Net Incomel(exp¢nditure) beforn transfers 25.827 25.827 9,598 Gross transfers betvrn•n funds N•t movement in funds 25.827 25.827 9,598 Funds brought forward 341.713 341.713 332.115 Total funds clhvd. 31 December 2023 367.541 367.541 341.713
FINANCIAL STATtPP4TS FOII THE YEAA EtrIDED J I DECEP•EII I•IJ AALANCE SHEET 2025 FIXED ASSETS Trybse AJ5a5 41.052 54.015 14JoSS 12 146.124 191.C,YQ CURAENT ASSETS Debtors 11408 170.761 Cash at 8¥ lJ5.768 147.283 CREDITORS Amounu fakn£ ¢hJe on yw IIKS1 16411 NET CUIIAENT ASSETS IW.364 144.64) TOTAL A55ETS LESS CURRENT LIA•ILmES 347.$41 J41.713 NET ASSETS J67.$41 FUNDS Unresrricted Fund5 Despi¢0 Fki De¥elowMnt Fthd T•)tsl Charity Fundb 167.541 200.CW 200.Crt)J J67.541 341.71J by th• •D¥d i4 *$
FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2023 NOTES TO THE ACCOUNTS Summary of significant accountin8 policies Basis of preparation These accounts have been prepared on the going concern basi$ and under the historical cost convention wlth items recognised at cost or rdnsaction Value unless otheThvlse stated in the relevant notes to these accounts. The accounts have been prepared in actordance with: The Ststement of Recommended Pnctice: Accounting and Reporting by Charities prepring their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102),- the Financial Reporting Standard 102". and with the Charities Act 2011. The Charity constitutes a public benefft entity as defined by FRS 102. The Charity has applied Update Bulletin l as published on 2 FebnAry 20 5 6 and does not Include a cash flow st2temenL I. ACCOUNTING POLICIES Income All inc¢)me is irtcluded on the Statement of FinancHI Athits"es when the charity 15 legally entitled to the income aTrd the amount can be quantified reasonable accurncy. It 15 beouse of the second criterion that volunteer time is not included in these financial statements. except as a comwwwit in the Trustees. Report Expendltur• Expenditure is accounted for on an attruals basis and has been classffied under h•2dings that ag8regate all cost related to the category. The lia"brtY ts rècognised as soon a5 there is a legal or constructsve oblÉgation on the Charty to make a FAymenL lfftvestments Investments are stated at their market Ydlue at the Ertlance Sheet dat& Tanglble Fixed As$•t5 Tangible fixed assets which be used for more than one year in excess of £l.QCQ are caFMtalised at cost If the assets are grfted they are valued at the value to the Chanty on receipL Depreciation is provided at the fdlowing ann1 rates in ordèr to write off each a55et over its ests"mated useful lrfè. Any gain or loss on disposal is tsken to the Stslent of Financ ACt"e5. Minibus 24% on a rtthjcing balance t4Si5 Taxation The charity is exempt from corporation tsx on its ¢h¥itable activitse& Fund Accountinz Unrestrirted funds can be used in accordance the chan"table otyectbves at the discretion of the trustees. Dèsignatèd funds can be used for the purposes specrf*d by the Trustees. Further exPnatIon of thè nature and purpose of each fund is included in the rS to the financial Statements. 10
FINANaAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2023 NOTES TO THE ACCOUNTS CONTINUED Debtors Debtors are Stated in the balance sheet at estimated net realisable v•hich is the invoiced amount less any proyisions for bad or doubtful dÈbts. Credltors Credrtor5 are 5tsted in the baFdnce sheet at the transaction valu< less any iryairment known at the year end. Golng concern The financial Statements have been prepared on the going concern basis as the Trustee5 believe that n material uncertainties exist The Trustees have consthred the level of funds held and the expected leyel of income aThd expenditure for twelve months from authorising these financRI statements. Z DONATIONS AND LEGACIES Unrestrlrted Restrirtod 2023 2022 Donations 5.29) 5,29) 16.690 2.052 8,438 27.179 Legacies Grants 13.438 19.835 13,438 19,835 3. INVESTMENT INCOME 2023 2022 Interest rectble and (thvidends 5.953 4. CHARITABLE ACTIVITIES 2023 2022 Fundraising events Subscriptions and fares income 1.583 55.085 56.667 1.237 39.095 40.332 5. OTHER INCOME 2023 2022 Gain on Sale of a55ets held for charitys own use 6. TRUSTEES AND RELATED PARTIES None of the Trustees have been paid any reThneration or receiT¥ed ary other benefrts during the period. There have been no related pary transactions during the period 7. STAFF COSTS There were no paid staff durbng the Fwiod. All the work in running the serrice was undertaken by Volunteers 11
FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2023 NOTES TO THE ACCOUNTS CONTINUED 8. CHARITABLE ACTIVITIES 2023 2022 Premises Meeting Room Hire Minibus Running Costs Minibus DeprecotK)n Loss on disposal of assets Office Runnin8 Costs Printing. Postage. Stttionery and Telephone Insurance 1551 392 l551 392 J.571 249 31702 31702 11964 31,923 17.105 12.964 152 1,020 634 120 1.020 634 725 598 Marketing Drivers, Medical Examinatsons 4.147 4.147 199 4,064 598 Volunteer Tralning Softwar• Costs 1.169 450 1.169 450 Independent Examiner Other Expenditure Costs of Charitsble Activttie$ 41 190 242 56.570 56.570 60.397 9. GAINS OR LOSSES ON INVESTMENTS Gainllloss) on rwaluaty.on (58) {363) 10. NET INCOMEI(EXPENDITURE) 2012 2021 Net expenditlsre is stated after charyding: Independènt Examiner remuneration DeFreciation on owned assets 450 11964 17.105 I I. TANGIBLE FIXED ASSETS MINIBUSES 2023 2022 COST Cost and dIUatIOn 168.962 168,962 Additions C05t eliminated on tJ$posal At 31 December 2023 168,962 168,962 DEPRECIATION At beginning of period Charge for year Depreciats"on eliminated on th"sposal At 31 December 2023 114.946 12,964 97.841 17.105 127,910 114.946 NET BOOK VALUE At 31 December 2023 41.052 54.016 At 31 December 2022 54.016 12
FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2023 NOTES TO THE ACCOUNTS CONTINUED 12. INVESTMENTS 2023 2022 Bonds 144.127 1.997 146.124 I41.1} 2.055 143.055 SharÈs 13. DEBTORS: AMOUNTS FALLING DUE WITHIN ONE YEAR 20Z3 2022 Prepayments Other Debtors 10.622 1.786 12.408 9,844 1.671 14. CRÉDITORS: AMOUNTS FALUNG DUE WITHIN ONE YEAR 2023 2022 Credrtors Deferred Income Accruals 1.235 1.120 450 1241 I5 2.641 15. ANALYSIS OF NET ASSETS BEfwEEN FUNDS 2023 2022 Total Total Fixed Assets 41.052 329,293 12.8051 367,541 54.015 2.338 (2.641) 341.712 Current Assets Csjrrent LIa'llt$ 16. MOVEMENT IN FUNDS Inter fund At 01.01.23 come Expen&ture transfer5 31.12.23 Unre$trkted Funds General Fund Designated Fleet DeveloFwnent Fund Restricted Fund 141.713 82.455 (5&628) 167.540 2iYJ.O TOTAL FUNDS 341.753 81455 (56.628) 367,540 13
FINANCIAL STATEMENTS FOR ThE YEAR ENDED 31 DECEMBER 2023 17. STATEMENT OF FINANCIAL ACTIVITIES COMPARATIVE 2022 STATEMENT OF FINANaAL ACTIVITIES 2022 Unre5tr1rted Restrlrted Total INCOME FROM: Donations and legaciès Investment Income 31179 (5.(M)O) 27.179 Charitable acti¥ities 40.332 40.332 Other Income Total Income 75.359 (S,¢YJO) 70.359 EXPENDITURE ON: Charrt3ble activrts'es Tota5 •xpenditure 60.397 60.397 60.397 60.397 Net galnsl{losses) on Inv•stmonts (363) 1363) Net kncomel(expendltur•) bdor• tranrf io 14.598 (5.LKK)) 9.598 Gross transfers b•tween funds Net movement In funds 14.598 {5.C&J) 9.598 Funds brought forward 332.115 331115 Total funds clfwd 31 December 2022 346.713 15.0001 341.713 14
FINANCIAL STATEAIEprrs FOA THE YEAR ENDED 31 DECUIBER 2023 INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES I report on the accwnts for the year ended 3tst Decemtr 2023. R•sp•ctlv• r•sponslbllhl•s ol trutw¥ and •xamln The charivs Iruslees are responsibfe lor the prepallOn of the accounts. The charivs trustees consider that an audit is not required for this year (under section 144{2) of the chareS Act 2011 (the 2011 Act) aNI that an dependernt examination is required. 11 is my responsibilty to: examine the accounts under SelOn 145 of the Charitss ACL to lollow Ihe procedures laKI down in general DÉrectic given by the Charity Commisson {undeT 5euion 145(5)Ibl of the Chafrties Act. and to stale whether particular matters have come to my attenlion. Independent examlnerf• stat•m•nt In conneciion Wbih my examination, no matter has come to my attenl#)n bthich gbves me cause to believe Ihat, in any material respect . the accounting records were not kept in accordarKe v*lh section 130 of chareS Act: or the accounts did not aecoTd wth thÈ accountiro records: or . the accounts did not compty with the aPpIrab requirements conceming the form and content of accounts set oul in the Charities (Accounts and Repjrts) RegulatK)ns 2008 other than any requirement that the accounls gwe a Irue arKI fairf view vknich is Th)t a matler Cons¥1 as part ot an indeperKlent examination. I have no Concern5 and have Come acr05$ no other rnatteTS in Conc with the examination io sthi¢h attention should be drawn in this report in order to enable a wopw undersIaling of tt accounts to be reached. Chaweevan Williams FCCA Verdant Accountants Limited 20- 22 Wenlock Road London NI 7GU Date." 23 ArKI 2024 15