FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2024 West Sussex • minibus REGISTERED CHARITY NUMBER: 1173818 REPORT OF THE TRUSTEES AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2024 FOR COMMUNITY MINIBUS ASSOCIATION (WEST SUSSEX) FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2024 CONTENTS PAGE Page Report of the Trustees 3to8 Statement of Financial Activities Balance Sheet 10 Notes to the Financial Statements Report of the Independent Examiner 16 FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2024 REPORT OF THE TRUSTEES REFERENCE AND ADMINISTRATIVE DETAILS Reglstered Charlty number 1173818 Principal and reglstered office The Old School Car Park School Lane President and Honorary Vice President Colonel Sir Brian Barttelot Bt OBE DL Rt Hon Nick Herbert CBE Storrington West Sussex RH20 4LL Andrew Griffith MP Trustees Mr G Toner Chairman Mr A Dolby Miss G Hughes Ms K Gibbon Fleet Man38er Honorary Treasurer Bankers Barclays Bank plc Calverley Road 8ranch Tunbridge Wells West Sussex RHI 2 1 DN Independent Examlner5 Chavrfeevan Williams FCCA Verdant Accountants Limited 20 - 22 Wenlock Road London NI 7GU FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2024 REPORT OF THE TRUSTEES The Trustees present their report and financial statements for the year ended 31 st December 2024. The Trustees have adopted the provisions of the Statement of Recommended Practice (SORP) "Accounting and Reporting by Charities" (FRS102 1 A) in preparing the annual report and financial statements. Trustees - those who served during the year are recorded in the Reference section on page 3. Charitable Purpose To provide transport facilities in West Sussex for people who have special need of such facilities because they are elderly, young, poor or living in isolated areas where there are no adequate public transport facilities. Public Benefit In achieving our charitable purpose we promote independence and prevent social isolation, particularly in the elderly. By offering the use of our vehicles to affiliated groups such as Scouts. Schools, Sports Clubs and the Women's Institute we have widened our demographic into other sections of our local communities. Achievements and Performance 2024 was a positive year building on the progress of 2023 foSlowing the pandemic years. There has been continuing progress in communlcation efforts across all divislons. Coordinators have continued efforts to communicate with their local populations. There has been conts'nual use and assessment of different media channels and increasing social media activity. In some divisions some media are more productive than others but overall there is evidence that these investments and efforts pay dividends. There is a steady growth in overall minibus user numbers. We reported 634 service users at the end of November 2024, including individual members, carers and affiliated group members supported by 273 volunteer roles of whom 251 are drivers & escorts. Individual passenger numbers are growing while 'affiliate member number5 are lower than one year previous. The charity continues to benefit from the generosity of previous passengers and supporters which is det2iled elsewhere in the reporL An assessment of the charity website has been initiated and an outline plan agreed to improve it for use by passengers and volunteers. The detail plan is being drafted and a budget will be agreed in early 2025. In parnllel we are reviewing the membership dao collection and records to support all volunteers. the management board and trustees. Where appropriate we will apply for financial support for new projects as they are agreed. FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2024 A volunteer event held in November 2024 v¥as very well received and we will plan further events across the coming years to support volunieers. There has been some significant change in long serving volunteers which has senied to highlight the importance of a healthy cohort of volunteers. 2024 was also a challenging year for recruiting new trustees and some progress has been made in appointing one new trustee and identification of some possible future candidates. The need for volunteer development has been discussed extensively and we are planning more focused and frequent events to build up communications and mornle with the volunteer cohort REPORT OF THE TRUSTEES CONTINUED FINANCIAL REVIEW 2024 has been a good year for the Association with income from individual and affiliate fares increasing more than l 0% above 2023 levels. There were also some generous legacies received during the year and higher interest rates contributed to the growth in total income for the year. Mr Alex Dolby continues to control the cost of running the Minibus fleet which he has successfully done despite the high inflation. The oldest bus in the fleet vfas due to be replaced in 2024 but due to its deterioTrting condition the trustees decided to brlng this for¥vard and a new bus vrfas ordered with an expected delivery early in 2023. This date not met and the new bus arrived in February 2024. Whilst th1$ bus was on order a second discounted bus was offered. As prlces were already increasing rapidly the trustees decided to add this second bus to the order. Expenditure increased Significantly above 2023 levels. The two minibuses that were replaced in February increased depreciation costs and the two minibuses being replaced were sold in March and July rather than February which increased depreciation costs further, One of the minibuses being sold required bodywork repairs and painting adding to the servicing and repair costs which were already higher than those in 2023 because a number of major parts of several minibuses required replacemenL Publicity and advertising costs were increased in 2024 by the Volunteer Event held in November. As an all-volunteer charity it is difficult to put a value on the work, commitment and endeavour of all the volunteers. However. If each of the 273 Yolunteers were to cornmit to 2 hours of work per week ( a very conservative estimate) and if each were paid the minimum wage. then the annual 'value' of this work would be In the reglon of £300.000. At the local level. we are grateful for the continued support of a number of Parishes who recognise the work we do in their communities. We continue to encourage those Parishes that do not yet SUPF>Ort us. to do so. In addition to the regular Bus Service Operator's Grnnt (BSOG). we have also received a notable grant from the West Sussex Forum for Accessible Trnnsport of £ l 0.000. These grants comprise a significant contributton to the charity's costs. The divisions have also raised fund5 and passengers sometimes donate in addition to paying the fares for their trips. The associats'on has received just over £21.000 from legacies thi5 year. We are alvffiys m05t grateful to those wh0 show their appreciation of the work the charity does, both during their lifetime and aftervfards. Local diyisional events provide the opportur)ity to demonstrate our integrdtion with our local communities whilst advertising the availability of the chariry's minibuses. FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2024 Depreciation policy Our policy has been to buy Minibuses up to t4VO years old. depreciating them using the reducing balance method at 24% pa since incorporation. In the future a combination of vehicle specification. including Gross Vehicle Weight set against Seating Capacity, individual Driver licence categories and changes in legislation may require adjustment to the general policy. We believe that it may be more cost effective to buy discounted new vehicles in future. FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2024 REPORT OF THE TRUSTEES CONTINUED Risk Management Should there be a failure in meeting the legislative or insurnnce requirements placed upon the charity and an incident occurs that places liability with the charity, the resulting cost5 could eliminate our financial reserves. This risk is mitigated by two key activities,. firstly, conformity and compliance with legislats'on, rules and requirements by volunteers,. secondly. maintenancé of appropriate insurance. The Trustees continue to address the risks and rely on Volunteers to conform to our policies and procedures in order to mitipte those risks. Reserves Policy As our minibuses become Increasingly expensive to buy and with our desire to replace them with electric vehicles as soon as practicable. we opeTrte with significant reserves at presenL We would like to replace one or rwo minibuses per year with greener mode15 that are adapted to suit to the needs of our older passengers. To achieve this. the charity needs to maintain an opernting reserye of around £1 00.000 The charity aims to replace its diesel fuelled vehicles with electriclnon-fossil fuel vehicles as soon as these become ayailable at a reasonable price and when charging stations have been installed. The Trustees intend to seek grants and external funding to replace and maintain the Minibus FleeL but any shortfall has to be bridged by the charity's strateglc reserve with the attendant risk to the long-term viability of the charity. The current reserves are therefore judged to be proportionate and appropriate. STRUCTURE, GOVERNANCE AND MANAGEMENT Governlng document ', Community Minibus Association (West Sussex) incorporated in 2017 as a Charitable Incorporated Organisatlon Foundation Model and adopted a nèw management structure from I st October 2017. Our Trustees are elected by their fellow Trustees who aim to provide a good mix of skills and experience. The Trustee Board meets every rwo months, or as often as necessary, and takes responsibility for the Governance of the charity A separate Management Board advises the Trustee Board and includes all the Trustees. Divisional representatives and Managers of other key functions. The voluntsry ethos of the charity and the need to preserve the charity's limited funds has led to the administrative work being done in-house. This has resulted in key volunteers contributing an exceptional amount of time and energy in resolying our operational challenges. FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEM8ER 2024 Trusteé Board responsibilltles for the FSnancial Statements The Trustees are responsible for maintaining proper accounting records which disclose with reasonable accurncy at any time the financial position of the Charity and are also responsible for safeguarding the assets of the Charity and hence for taking reasonable steps for the prevention and detection of frnud arld other irregularities. The Trustee Board is also responsible for preparing this report and financial statements in accordance with the Ch2rities Act 201 I, thÉ Statement of Recommended Prnctice,. Accounting and Reporting by Chariues FRS 102 and In accordance with Financial FleportinR Standard l 02. On behalf of the Board Gerry Toner Chairman Date approved by the Board FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2024 STATEMENT OF FINANCIAL ACTIVITIES 2024 2023 Note Unrestricted Restricted Total Total INCOME FROM: Donations and legacies Invesiment Income 43,401 10,321 62,564 6.435 43.401 19,835 5,953 56.667 10,321 62,564 6.435 Charitable activities Other Income Total 122,720 122.720 82,456 EXPENDITURE ON: Charitable activities Total oxpenditure 87,305 87,305 87.305 87,305 56,570 56,570 Net gain$l{10s$ès) on Inv•stm•nts 1.457 1,4S7 (58) Net Incornel(expenditure) before transfer5 10 36,872 36,872 25,828 Gross transfers between funds Net movement In funds 36,872 36,872 25,828 Funds brought forward 367,541 0 367,541 341,713 Total funds clfwd. 31 December 2024 404,412 404.412 367.541 FINANCIAL STATEMENTS FOR THE YEAR ENDED J I DECEMBER 2024 BALANCE SHEET 2024 2023 FIXED ASSETS Tangible Assets Investments 87,539 41,052 12 154,046 241.585 146.124 187.176 CURRENT ASSETS Debtors 15,666 150.786 166,452 12.408 170.761 183.169 Cash at Bank CREDITORS Amounts falling due within one year 14 (3,625) (2,805) NET CURRENT ASSETS 162.827 180.364 TOTAL ASSETS LESS CURRENT LIABILITIES 404,412 367.541 NET ASSETS FUNDS Unrestricted Funds Designated Fleet Development Fund Total Charlty Funds 204,412 200.000 404.412 167.541 200.000 367.541 Approved by the 803rd and si8ned on its behalf on Gerry Toner The notes on pa8e I I to 15 form part of these financial ststemÈnts. Chairman Date 10 FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2024 NOTES TO THE ACCOUNTS Summary of significant accounting policies Basis of preparation These accounts have been prepared on the going concern basis and under the historical cost convention with items recognised at cost or transaction value unless otherwise stated in the relevant notes to these accounts. The accounts have been prepared in accordance with: The Statement of Recommended Practice: Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102): the Flnancial Reporting Standard 102; and with the Charitie5 Act 2011. The Charity constitutes a public benefit entity as defined by FRS 102. The Charity has applied Update Bulletin l as published on 2 February 2016 and does not include a cash flow statemenL I. ACCOUNTING POLICIES Income All income is included on the Statement of Financial Activities when the charity is legally entitled to the income and the amount can be quantified with reasonable accuracy. It is because of the second criterion that volunteer time is not included in these financial statements, except a5 a comment in the Trustees, Report Expenditure Expendlture Is accounted for on an accruals basls and has been classified under headlngs that aggregate all cost related to the category. The liability is recognised as soon as there is a legal or constructive obligation on the Charity to make a paymenL Investments Investments are stated at their market value at the balance Sheet date. Tanglblè Fixed Assets Tangible fixed assets which can be used for more than one year in excess of £1,000 are capitalised at cost. If the assets are gifted they are valued at the value to the Charity on receipt Depreciation is provided at the following annual rates in order to write off each asset over its estimated useful life. Any gain or loss on disposal is taken to the Statement of Financial Activities. Minibus 24% on a reducing balance basis Taxatlon The charity is exempt from corporation tax on its chantable activities. Fund Accounting Unrestricted funds can be used in accordance with the charitsble objectives at the discretion of the trustees. Designated funds can be used for the purposes specified by the Trustees. Further explanation of the nature and purpose of each fund is included in the notes to the financial statements. FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2024 NOTES TO THE ACCOUNTS CONTINUED Débtors Debtors are stated in the balance sheet at estimated net realisable value. which is the invoiced amount less any provisions for bad or doubtful debts. Crèdltors Creditors are stated in the balance sheet at the trnnsaction value, less any impairment known at the year end. Going concern The financial statements have been prepared on the going concern basis as the Trusiees believe that no material uncertainties exist. The Trustees have considered the level of funds held and the expected level of income and expenditure for twelve months from authorising these financial statements. 2. DONATIONS AND LEGACIES Unrestrlrted Restricted 2024 2023 Donations Legacies Grnnts 5.063 21.022 5.063 21.022 17,316 43,401 5,290 17.316 43.401 13,438 19,836 3. INVESTMENT INCOME 2024 2023 Interest receivable and dividends 10,321 5.953 4. CHARITABLE ACTIVITIES 2024 2023 Fundraising events Subscriptions and fares income 940 1,583 55.085 56,668 61,624 62,564 5. OTHER INCOME 2024 2023 Gain on sale of assets held for charity's own use 6.435 6.435 6. TRUSTEES AND RELATED PARTIES None of the Trustees have been paid any remuneration or received any other benefits during the period. There have been no related party transaction5 during the period. 7. STAFF COSTS There were no paid staff during the period. All the work in running the service was undertaken by Volunteers 12 FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2024 NOTES TO THE ACCOUNTS CONTINUED 8. CHARITABLE ACTIVITIES Unrestritted Restricted 2024 2023 Premise5 Meeting Room Hire Minibus Running Costs Minibus Depreciation Loss on disposal of assets Office Running Costs Printing, Postage. Stationery and Telephone Insurance 4,350 375 43,524 25,837 4,350 375 2,551 392 43,524 25,837 31702 11964 269 269 152 957 957 1,020 634 4,147 199 706 706 Marketing Drivers, Medical Examinations Volunteer Trnining Software Costs 7.895 758 7,895 758 1,462 500 1,462 500 1,169 450 Independent Examiner Other Expenditure Costs of Charitable Activitie5 672 672 190 56.570 87.305 87.305 9. GAINS OR LOSSES ON INVESTMENTS Gainl(loss) on revaluation 1.457 (58) 10. NET INCOMEI(EXPENDITURE) Net expendlture is stated after charging.. Independent Examiner remuneration Depreciation on owned assets 2024 2023 500 450 25.837 12,964 I I. TANGIBLE FIXED ASSETS MINIBUSES 2024 2023 COST Cost and valuation 168,961 76,144 22,895 222.210 168,962 Additions Cost eliminated on disposal At 31 December 2024 168.962 DEPRECIATION At beginning of period Charge for year Depreciation eliminated on disposal At 31 December 2024 127.910 25,837 19.076 134.671 114,946 12,964 127,910 NET BOOK VALUE At 31 December 2024 87.539 41,052 At 31 December 2023 41,052 54,016 13 FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2024 NOTES TO THE ACCOUNTS CONTINUED 12. INVESTMENTS 2024 2023 Bonds 150,592 3.454 154,046 144.127 1,997 146,124 Shares 13. DEBTORS: AMOUNTS FALUNG DUE WITHIN ONE YEAR 2024 2023 Prepayments Other Debtors 52,851 2,815 15.666 10,622 1,786 12,408 14. CREDITORS: AMOUNTS FALLING DUE WITHIN ONE YEAR 2024 2023 Creditors 1235 Deferred Income 1 ,820 660 3,625 1,120 450 Accruals 2,805 15. ANALYSIS OF NET ASSETS BETWEEN FUND5 2024 2023 Total Total Fixed Assets Current Assets Current Liabilities 87,S39 320.498 (3,625) 404,412 41,052 329.293 (2.805) 367.540 16. MOVEMENT IN FUNDS Inter fund At 01.01,24 Income Expenditure transfers 31.12.24 Unrestricted Funds Gener71 Fund Designated Fleet Development Fund Restricted Fund TOTAL FUNDS 167,540 200,000 122,720 (85,848) 76,144 (76,144) 280.555 123.856 367,540 122.720 (85,848) 404,412 14 FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2024 17. STATEMENT OF FINANCIAL ACTIVITIES COMPARATIVE 2023 STATEMENT OF FINANCIAL ACTIVITIES 2023 Note Unrestricted Restricted Total INCOME FROM: Donations and legacies I nvestment Income 19,836 5.953 56.668 19,836 5.953 56.668 Charitable activities Other Income Total Income 82.457 82,457 EXPENDITURE ON: Charitable activities Total expendlture 56.570 56,570 56,570 56,570 Net gainsl(1055es) on investments (58) (58) Net incomel(oxp¢nditur•) before transfei 25.828 25,828 Gross transfer5 between funds Net movement In funds 25,828 25,828 Funds brought forward 341,713 341,713 Total funds clfwd 31 December 2023 367.541 367.541 15 FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 DECEMBER 2024 INDEPENDENT EXAMINER'S REPORT TO THE TRUSTEES Independent examiner's report to the trustees of the Community Minibus Association (Wesl Suss6x> (charty no.1173818) on Ihe accounts for the year 8nded 31st December 2024. Respectlve responslbilitsos of trustees and examlner The charity's trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for this year (under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an Indep8ndent examination Is requlred. It is my responsibillty lo". examine the accounts under section 145 of the Charities Act, to follow the procedures laid down in the general Dlrections given by the Charity Commission (under section 145{5)(b> of the Charities Act. and to state whether particular matters have come to my attention. Independent examlnerfs stat•mént In connection with my examination, no matter has come to my attention which gives me cause to believe that, In any material respect the accounting records were not kept in accordance wlth section 130 of the Charities Act; or th8 accounts did not accord with the accounting records," or the accounts did not Comply with the applicable requirements conceming the form and cont8nt of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts glve a 'true and fair, view wthich Is not a matter consider8d as part of an ind8pendent examination. I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in thls report in order to enable a proper understanding of the accounls to be reached. Chaweevan Wllli8ms FCCA Verdant Accountants Limited 20 - 22 Wenlock Road London N17GU Date,. 2111 May 2025 16