TANDEM TREKKERS – Registered Charity 1175326
TRUSTEES REPORT 01 January 2023 – 31 December 2023
The Board of Trustees of Tandem Trekkers is pleased to present its annual report for 2023.
1.0 Annual General Meeting
The AGM, covering the year ending 31[st] December 2022, was held remotely on Friday 24[th] February 2023. 21 members participated. Apologies from 12 members were received.
In line with our constitution four Trustees, Andrew Mann, Brittany Stead, Diarmuid Ware and David Quarmby retired from office. A proposal to re-elect all four was made and was unanimously passed by the membership.
The minutes from the previous AGM held on 26[th] February 2022, together with the Trustees Annual Report and the Financial Annual Report for 2022 were all proposed and unanimously accepted by the membership.
Further details of the AGM are as highlighted below and as contained in the appropriate minutes.
2.0 Trustees – 2023
Prior to the AGM, Brittany Stead communicated her desire to step down from her role as Chair, but to continue as a Trustee. Following internal discussions, Stephen Draycott offered to replace Brittany. A proposal to this effect was put to the meeting and unanimously passed.
On 15[th] November 2023, Charles Williams contacted the Chair and explained that due to increasing work commitments he felt unable to continue as a trustee of the charity. Charles was thanked for his commitment to the work of Trekkers and his resignation from the board was accepted accordingly.
In summary, the trustees and their respective roles during 2023 are as provided below:
| Brittany Stead | 01stJanuary – 31stDecember 2023 | Chair to 26thFeb. - Trustee from 26thFeb. |
|---|---|---|
| Stephen Draycott | 01stJanuary – 31stDecember 2023 | Trustee to 26thFeb. - Chair from 26thFeb. |
| David Quarmby | 01stJanuary – 31stDecember 2023 | Vice Chair |
| Diarmuid Ware | 01stJanuary – 31stDecember 2023 | Secretary |
| Andrew Mann | 01stJanuary – 31stDecember 2023 | Treasurer |
| Tariq Ali | 01stJanuary – 31stDecember 2023 | Trustee |
| Joanne Draycott | 01stJanuary – 31stDecember 2023 | Trustee |
| Matthew Jones | 01stJanuary – 31stDecember 2023 | Trustee |
| Paul Stark | 01stJanuary – 31stDecember 2023 | Trustee |
| Charles Williams | 01stJanuary – 15thNovember 2023 | Trustee |
Save for December, the Board convened monthly during the period being reported. All meetings were conducted remotely.
3.0 Membership overview
As previously reported, an exercise was conducted early in 2023 asking everyone on the Register of Members to positively “opt in” in order to remain a bona fide member of the charity. No response was received from 47 individuals, resulting in the total recorded membership falling from 119 to 72.
However, during 2023 a total of 21 new members joined Trekkers bringing the total membership back up to 93. This comprised 12 new pilots, 08 new stokers and a solo rider. Somewhat coincidentally, of the 93 members at our year end, the breakdown was 46 pilots, 46 stokers and 1 solo rider
4.0 Activity Overview
A total of 34 rides were arranged during 2023. Rounded up, the average weekly attendance was 18 riders, ranging from 5 -26 riders per ride/session. This is encouragingly higher than the average for 2022 (14 members per ride).
The total number of participants over the season was 73 ( 68 ), comprising 40 ( 38 ) different pilots and 33 ( 30 ) different stokers. Figures in brackets represent 2022 totals.
4.1 Trekkers 100mph fund raising event
A special fund-raising event was held at Leeds Road Sports Complex “Trekkers do 100mph” on Saturday 2[nd] September. Boosted by a more general “GoFundMe” initiative, in excess of £2,500.00 was raised in sponsorship monies. A cake sale on the day added approaching £100 to the total raised. Such was the success, a repeat sponsorship challenge is planned for June 2024.
For more details of the event, please refer to: Leeds Road Special – 02 Sep 23 – Tandem Trekkers
4.2 2023 Residential
A weekend residential was held at Lancaster University (8[th] -10[th] September). 22 Trekkers enjoyed two rides over the course of the weekend, supplemented by non-cycling activities and general interaction.
Further details can be viewed at: Residential 2023 – Tandem Trekkers
5.0 Financial and Fleet Overview
5.1 Financial Summary
Our operating expenses for 2022 were, once again, broadly as anticipated.
Regarding our funding, we are particularly indebted to the National Lottery Community Fund for their grant of £6,500 which will cover our anticipated running expenses for a 12-month period (mid 2023- mid 2024) and to the Together Fund for a grant of £2,700, which heavily subsidised our Residential expenses. As previously detailed, a grant of £6,000 from the National Grid enabled us to proceed with the purchase of two new Orbit Velocity Tandems and a new trailer capable of carrying seven tandems. Our in-house fund-raising initiatives and ad-hoc donations were supplemented by £2,280.00 received from the sale of several tandems which we considered surplus to our requirements.
Full details are as contained in the accompanying financial report and accounts.
5.2 Tandem Fleet Overview
Our current fleet comprises a total of 21 bikes, which includes the two new Orbit Velocity tandems purchased during the year. We also accepted donations of four second hand tandems.
17 tandems are classed as our main ride out bikes with a further 04 bikes earmarked for disposal.
The total value of all assets including our tandems, trailers and all spares and accessories was estimated to be £16,400 as at 31 December 2023.
Further details of our current inventory are as contained in the accounts.
Approved by the Board of Trustees of Tandem Trekkers and passed by the membership at the Annual General Meeting held on 27[th] February 2024.
Stephen Draycott Andrew Mann Chair Treasurer
[In accordance with a resolution previously passed, this document does not require original “wet” signatures and the above officers are accordingly empowered to electronically submit the same and do so as if signed as per normal protocols.]
Tandem Trekkers – Registered Charity 1175326
Annual Accounts: 1st January 2023 – 31st December 2023
The Trustees of Tandem Trekkers are pleased to present their 2023 Annual Accounts, as appended and as described below.
The accounts have been prepared on a simplified receipts and payments basis with all purchases, including any capital purchases and sales, shown as payments and receipts and hence without the need to prepare an accompanying balance sheet. However, an asset valuation list has been appended to the accounts.
TABLE A reflects our actual cash flow and shows all restricted and unrestricted receipts together with all payments made as well as a comparison with 2022. The numbers show an overall funds movement surplus of £2,915.85 which is reflected by an increase in our end of year bank balance.
As stated in our Trustees Report, we are particularly indebted to the National Lottery Community Fund for their grant of £6,500 which will cover our anticipated running expenses for a 12-month period (mid 2023mid 2024) and to the Together Fund for a grant of £2,700, which heavily subsidised our Residential expenses.
Also worthy of particular mention is the fact that we successfully raised just under £5,000 ourselves, largely from a single sponsorship event held in September and the sale of several tandems which we deemed surplus to our requirements.
We also proceeded with the acquisition of two new Orbit Velocity Tandems and a new trailer capable of carrying seven tandems using the National Grid grant received last year. At the same time as purchasing our own trailer, we also secured an identical unit on behalf of Hull based Beech Holme Tandem Club, for which were fully reimbursed and received an additional donation.
In the interests of clarity, and as an aid to understanding our finances, a separate TABLE B is also shown. The figures here are adjusted from TABLE A and separate out the capital expenditure from our normal operational running costs. Our Residential Weekend was self-funded and resulted in a net surplus. Only the consolidated surplus figure is provided. Moreover, TABLE B does not show the effects of the trailer purchased on behalf of Beech Holme Tandem Club which was cost neutral. Inclusion of these exceptional items in this table would undermine our desire to provide a clear picture of what Tandem Trekkers actually received and how it was spent during the year.
As is self-evident, the exceptional inflows during the year have resulted in a very healthy end of year cash balance.
Approved by the Board of Trustees of Tandem Trekkers and passed by the membership at the Annual General Meeting held on 27[th] February 2024.
Stephen Draycott Chair
Andrew Mann Treasurer
[In accordance with a resolution previously passed, this document does not require original “wet” signatures and the above officers are accordingly empowered to electronically submit the same and do so as if signed as per normal protocols.]
Tandem Trekkers Accounts 2023 - TABLE A
| Receipts Dec-22 £ Opening Balance: 10238.68 Virgin RESTRICTED 600.00 Donation re insurance 150.00 Gift Aid Reclaim re above 6000.00 National Grid - Disability Rights Grant UNRESTRICTED 1150.00 Donations 955.00 Subscriptions 475.00 Blind Drunk social - Sale of surplus tandems 163.50 Sale of electric bike bits 395.00 Sale of gilets - Miscellaneous donations 187.50 Gift Aid Reclaims from HMRC 5.00 Amazon Europe Core 550.00 Residential weekend deposits - Beech Holme for their trailer - PayPal set up test - Beech Home donation - GoFundMe donations - National Lottery Fund - 100 mph cake stall - Sale of bike bits/donated clothing |
Dec-23 £ 13956.50 - - - 2700.00 1300.00 1149.50 306.00 2280.00 - 30.00 15.00 250.08 23.87 2450.00 2095.00 0.80 205.00 2537.90 6500.00 93.70 30.00 |
Payments Dec-22 Dec-23 £ £ 245.00 Track hire 175.00 569.77 Tandem maintenance 660.83 1759.68 Tandem storage 1868.95 1051.90 Volunteer expenses 1891.40 1460.00 Liability insurance 1501.76 159.00 Club affiliations 85.00 - Tandem purchases 4130.00 59.99 Web domain & hosting 59.99 172.68 Zoom subscriptions 71.95 201.92 Tandem Insurance 222.11 99.85 Trailer Maintenance - 8.39 Domain renewal 16.78 67.50 Hire of BCKAT 67.50 450.00 Return of residential deposits - 607.50 Gilets - - New trailers – fit out/parts 1590.02 - New trailers TT and Beech Holme 2600.00 - Miscellaneous items for new lockup 98.98 - Residential weekend booking fee 250.00 - eBay selling fees 43.52 - Residential weekend accommodation cost 3269.65 - Residential weekend travel costs 209.86 - Track hire for 2024 127.50 - Work stands for skills training 110.20 Closing balance: 13956.50 Virgin Bank 16872.35 |
|---|---|---|
| 20869.68 | 35923.35 | 20869.68 35923.35 |
| Opening bal: Virgin Bank Closing bal: Virgin Bank Cash surplus (deficit) on year |
£ 13956.50 |
|
| 13956.50 16872.35 |
||
| 16872.35 £2,915.85 |
TABLE B – NET OPERATIONAL INCOME AND OPERATIONAL VS CAPITAL EXPENDITURE
Figures do not show effect of trailer purchased on behalf of Beech Holme Tandem Club and consolidate Residential Weekend transactions [1]
| INCOME | ||
|---|---|---|
| National Lottery Fund | £6,500.00 | |
| Donations (inc Gift Aid) | £1,770.88 | |
| Ride Subscriptions | £1,149.50 | |
| Sale of surplus tandems | £2,280.00 | |
| Go Fund Me / 100 mph | £2,631.60 | |
| Net residential surplus (see TABLE A for component amounts)1 | £1,420.49 | |
| Ad-hoc sales | £60.00 | |
| Blind Drunk Social | £306.00 | |
| Amazon Europe Core | £23.87 | |
| TOTAL OPERATIONAL INCOME | £16,142.34 | |
| OPERATIONAL EXPENDITURE | ||
| Tandem Storage | £1,868.95 | |
| Volunteer Expenses | £1,891.40 | |
| Liability Insurance | £1,501.76 | |
| Web Expenses (inc Zoom) | £148.72 | |
| Track / Venue Hire | £370.00 | |
| Maintenance Expenses | £870.01 | |
| New Tandem Insurance | £222.11 | |
| Club Affiliations | £85.00 | |
| eBay Fees | £43.52 | |
| TOTAL OPERATIONAL EXPENDITURE | £7,001.47 | |
| OPERATIONAL SURPLUS | £9,140.87 | |
| CAPITAL EXPENDITURE | ||
| Tandem Trekkers Trailer | £2,095.02 | |
| 2 x Orbit Tandems | £4,130.00 | |
| TOTAL CAPITAL EXPENDITURE | £6,225.02 | |
| SURPLUS / DEFICIT | £2,915.85 | |
| REFLECTED BY | ||
| Closing Balance | £16,823.75 | |
| Opening Balance | £13,956.50 | |
| DIFFERENCE | £2,915.85 |
Operational fleet - Dec 2023
| Year Manufacture MAIN RIDE OUT BIKES Blue Orbit - Sm 1 2018 Blue Orbit - Sm 2 2021 Black Orbit - Sm 3 2022 Black Orbit - Sm 4 2022 Blue Orbit - Med 1 2018 Blue Orbit - Med 2 2018 Blue Orbit - Med 3 2018 Blue Orbit - (S)Med 4 2021 Black Orbit Med 5 Unknown Blue Orbit - Lrge 1 2018 Blue Orbit - Lrge 2 2018 Blue Orbit - Lrge 3 2021 Blue Orbit - Lrge 4 2021 Red / Black Orbit Unknown Blue Orbit Drops Unknown Red Santana Unknown Red Tony Oliver Unknown HELD FOR POSSIBLE DISPOSAL Emmerdale 1 Unknown Silver Dawes Unknown Silver Dawes Duet Unknown Other non-bike assets 7 bike trailer 2019 7 bike trailer 2023 4 bike trailer 2017 Tools various Spare parts - various 3 x Ride leader packs TOTAL INVENTORY |
Estimated Value £ 600 £ 1,000 £ 1,700 £ 1,700 £ 600 £ 600 £ 600 £ 1,000 £ 500 £ 600 £ 600 £ 1,000 £ 1,000 £ 800 £ 600 £ 800 £ 450 £ 100 £ 250 £ 250 |
Valuation Basis A A B B A A A A C A A A A C C C C £14,150.00 C C C £600.00 £14,750.00 D D D D D D £1,650.00 £16,400.00 |
|---|---|---|
| £ 400 £ 400 £ 250 £ 250 £ 100 £ 250 |
Valuation Key
-
A £1,800 (Price new) depreciated to £600 (Residual value) [3-year straight line]
-
B £2,200 (Price new) depreciated to £600 (Residual value) [3-year straight line]
-
C Reference to eBay / Gumtree recent sales
-
D B Harle Estimate