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Wish List Bikers Charity 3[rd] AGM Friday, 8[th] September 2023

CHAIRMAN’S REPORT

Good evening, everyone, and a warm welcome to this our third AGM of the Wish List Bikers Charity since registration with the Charity Commission in January 2020.

The purpose of this meeting is:

-to receive, consider and accept the report of the Trustees

-to elect Alex Knell as a Trustee and Treasurer

-to review and renew the annual membership fee

The second resolution on the agenda (To elect Ian Garrett as Trustee) has been cancelled, as Ian resigned his Trusteeship and membership two weeks ago.

Ian was present at the inception of the original Wish List Bikers, six years ago before registration. Together with our wives, and with Alex and Jos, we had to source a suitable vehicle, arrange set-up funding, insurances, policies, advertising and much, much more. I would like to publicly thank Ian for his work over the last six years, his efforts and initial loan. I feel disappointed that by standing down as a Trustee he did not feel that he could continue as a driver, an experience that he enjoyed for the first time only this year.

I am sure that we all wish him well for both now and his impending retirement.

Since the last AGM in August 2022, we have had:

five Trustees meetings
one general committee/members meeting

-two evening training sessions for Safeguarding of Children and Vulnerable adults

The Charity has seen a huge increase in demand for rides this year, up from 47 last year to 105 so far this year. And an increase in the degree of complexity in the needs of our passengers. This was driven by:

-lack of COVID restrictions and fears

-local people becoming more familiar with, and confident what we do and how we go about it - the publicity surrounding a ride for a gentleman aged 104,

and by no means least

-the publicity after our incredibly successful fundraising event at RNSYC in June. For this event we have to give a massive vote of thanks to all the ladies on the committee, led by Jos and Carol. The hard work and long hours were not just on the night but the many hours of planning, raffle prize begging and collecting, and shameless pestering of friends and acquaintances by Jos. I also would like to thank our pseudo-anonymous donor who provided six bottles of champagne as a prize for one of the games.

I am sure the Treasurer will give us details of the proceeds.

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We have attended four large events in two country estates (Sotterley and Heveningham Hall), Loddon Coronation celebrations and the East of England Copdock motorcycle show which have all drawn a lot of new and repeat interest.

At the Motorcycle Show last week we were able to show off our brand new, impressively designed gazebo, bought by courtesy of Adnams Community Fund, after a lot of arduous bidwriting by Alex and design by IT.

As a result of such an increase in demand, the workloads of Treasurer Alex and myself have increased dramatically, to a level of commitment that cannot be sustained. Ken and Debbie Moore volunteered to help and have been instrumental in keeping the operational side of WLBC going.

Richard has been busy in the background, organising our records, revising policies, and making schedules for tasks in the future, as well as the usual meeting organisation and minute writing, etc.

Richard has also recruited 7 new, mostly highly qualified, motorcycle riders. A couple have advanced qualifications in car driving also. All have now completed the enhanced DBS checks and two (and Ken of course) have started taking passengers.

Richard and his wife, Jane, will probably be moving on during the next year. I would like to say a big thank you to them both and especially to Richard for his work behind the scenes, often unnoticed, his robust recruiting policy, and sage advice. Good luck in your new adventures away in the North and hopefully we can work with you in the future.

We have two people who have volunteered to help with: - the administrative side of bookings, risk assessments, transferring old paper records into computer files, and tutoring a computer illiterate Chairman, and - help with the all-important bid-writing for funds.

A minor setback has been the need to change our flyers and website. Many thanks to our IT team for his rapid response and social media team for their much-increased efforts on FaceBook and Instagram.

Our social media posts and website have gathered interest and phone calls from all over England including the Isle of Wight and Cornwall - and just today – Ullswater. Rides have been given to people from Shropshire, Cambridge and Hertfordshire who have travelled into our area just for the experience that we could provide for them.

Many, many smiling faces from both distant and local people.

We are fund raising to replace our late middle-aged trike with a new or newer automatic one, with a larger engine, and spare parts which can be sourced locally rather than from Germany. We were pipped at the post in our efforts to buy a virtually new trike earlier this year. There are not many trikes manufactured to satisfy our rather unique requirements.

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So, a very successful year overall, with potential to reduce Trustee (and their spouses’) stress levels in the future.

My primary aim for next year is to provide even more fantastic life experiences to those less able than us. This will require management expertise which I do not possess, but others in our membership do have in abundance.

Precisely how we grow the Charity will need to be very carefully addressed.

And finally, just as our Charity could not operate without our passengers and their relatives, carers and managers, it also takes all of our membership to make it all happen.

So, whether your contribution is behind the scenes, administration, fundraising, catering, IT, social media, stall manning, helmet fitting or doing the really fun bit - driving, a truly heartfelt thank you for everything you have done during this last year - and what you will be doing in the future.

8[th] September 2023

…………………………………………… Keith Lightfoot - Chairman

……………………… Date

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Wish List Bikers Charity Reg. No. 1187285 from 10th January 2020

Wish List Bikers Charity

3[rd] Annual General Meeting

8[th] September 2023

Financial Report

Year ended 31[st] March 2023

Alex Knell

Treasurer & Trustee

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File: C:\Alexdata\120 Work\01 Charity\28 Charity Commission\2022-23 - CC\2023-09-08 -WLBC - AGM 03 - Financial Report - Members v3.docx

Date: 03 November 2023

Wish List Bikers Charity Reg. No. 1187285 from 10th January 2020

1. Overview of the Year to 31[st] March 2023

Confidence began to return as the Covid-19 crisis began to recede. A number of the care homes and general clientele were more resistant to resuming public/outside activities, but it slowly happened.

In many ways, it felt like we were starting all over again, but were pleasantly surprised that people were becoming familiar with who we are.

2. Financial Report

Please refer to Section 5. Financial Accounts – Line xx

WLBC was in a strong financial position at 31st March 2023.

A cash position with funds of £ 13,274 (2022: £ 9,403.80). – Line 20
£3,510 (2022: £ 1,384) of the cash balance is ring-fenced grant monies. This money has been granted for specific purposes and is gradually being allocated, where appropriate, towards relevant expenditure. The purposes are:
£ 603 for training.
£ 907 for software.
£ 2,000 for a new trike.
We have no outstanding liabilities.

1. Income

Direct Donations – Line 1

These are from individuals and organisations continued to be generous at £2,977 (2022 £2,007). Notable donations:

Direct Donations–*Line 1* These are from individuals and organisations continued to be Notable donations:	generous at £2,9
DC Montcrieff Charitable Trust	£1,000
Rotary Club of Lowestoft South - Trust Fund	£500
East Suffolk Council Civic Reception (Keith Robinson)	£320
Rotary Club - East Point	£250

Grants – Line 2

Grants of £7,138 were received (2022: £1,270). Computer Equipment and Software, Trike pedal East Suffolk Council £3,088

Suffolk County Council £2,050, respectively, which had been awarded before last year end in March 2022 and received and spent during the year 2022-23.

The Hospital Saturday Fund awarded WLBC with £2,000 towards a new trike.

Donations for rides – Line 3

People and organisations donated £1,067 (2022: £850) for rides as our activities came back to life. We undertook 47 rides (2022: 41).

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Date: 03 November 2023

Wish List Bikers Charity Reg. No. 1187285 from 10th January 2020

Other Income – Line 4

This includes Bank interest received was £52 (2022: £1); Membership Fees and sundry “Just Giving” donations.

Total Income – Line 5

The overall picture for income was £11,398 (2022: £4,226) reflecting the uplift in activity.

Launch Ball

Previous ideas and efforts in the previous years towards a Launch Ball, thwarted by the pandemic, were replanned as a Charity evening at the Royal Norfolk & Suffolk Yacht Club, which finally happened in June 2023, after this year-end (i.e. 2023-24) (£2,712 was raised net).

2. Expenditure

During the reporting period we have been recovering activity. (Rides May - Oct 2022)

Motor Vehicle Costs – Line 6 were £1,166 (2022: £1,920)

These are costs of running the trike, such as fuel, repairs, road tax and insurances. Repairs were much lower in the year than in the previous year.

Fixed costs of road tax, insurance and servicing were stable.

Equipment Costs – Line 7 were £4,483 (2022: £225)

Computer equipment was purchased during the year which was wholly grant funded, as was a modified trike pedal bar to make driving it easier.

Some harnesses, poles and helmet storage boxes were also procured, mostly from existing grant funds.

Training Costs – Line 8 were £587 (2022: Nil) Training expenses were: First Aid £342 Safeguarding £155 Hugger £50 Sundry £40

All but £93 was utilising current or previously awarded grants (reducing Ringfenced amounts).

General Insurances – Line 9 were £555 (2022: £471)

We have added computer equipment during the year, raising the premium.

It will rise again in the current year (2024) as we cover the new Gazebo (£50 pa).

Administration Costs – Line 10 were £671 (2022: £98)

Meeting Costs £370 (2022: Nil) – Food for catering for group meetings,

IT Costs £105 (2022: Nil) – Upgrading Laptop to Windows 11 Pro and some custom set-up.

Bank Charges – Line 11 were £63 (2022: £16)

Our “Honeymoon” period with our bank is long-since over and HSBC charge us a monthly fee and handling charges for cheques and cash.

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File: C:\Alexdata\120 Work\01 Charity\28 Charity Commission\2022-23 - CC\2023-09-08 -WLBC - AGM 03 - Financial Report - Members v3.docx

Date: 03 November 2023

Wish List Bikers Charity Reg. No. 1187285 from 10th January 2020

3. Surplus – Line 12

The net result of or activities, taking into consideration all income and expenditure, we ended the year with a surplus of £3,870 (2022: £1,496).

This represents additional monies towards a replacement trike.

4. Cash – Line 20

Costs and cash continued to be closely monitored during the year. As the charity accounts are prepared on an “Income & Expenditure” basis, the surplus directly reflects in the Bank Accounts. The result has been cash balances of £ 13,274 rising by the surplus of £3,870 from the 2022 position of £9,403.80).

3. Summary & Outlook

WLBC was in a strong financial position at 31[st] March 2023, recovering well from the Covid-19 pandemic – which had created the worst possible operating environment during those financial years.

We had a strong cash position with funds of £ 13,274 (2022: £ 9,404).
We received grant assistance of £ 5,138 to acquire computer equipment dedicated towards administration, accounting and marketing from East Suffolk Council and Suffolk County Council. Implementation is in progress.
We received grant assistance of £ 2,000 towards a new trike from the Hospital Saturday Fund.
£3,510 of the cash balances was ring-fenced.

4. Today’s Position (8[th] September 2023)

WLBC has been busy in the 6 months since the year-end being reported today.

We have strengthened our cash position with funds of £ 17,103 (£ 13,274 at 1[st] April)
We had a very successful Charity night at RN&SYC on 15[th] June 2023, netting £ 2,712 after costs.
Over 107 rides have been undertaken this year, exceeding last year’s 47.
£3,356 of the cash balance is ring-fenced.
£907 of the cash balances is ring-fenced for computer software and hardware.
£449 of the cash balances is ring-fenced for training.
£2,000.00 of the cash balances is ring-fenced for a new trike.
A grant of £1,970 was awarded by Adnams Community Trust to buy a new, commercialstandard gazebo. This grant was received and spent in July 2023.
HMRC Gift Aid. We are now registered for Gift Aid which means that every £1 donated generates 25p in additional revenue. This includes your Membership Fee of £5, which will generate another £1.25 - after you sign a form giving me permission to do this. Form an orderly queue to donate your £5 and sign your Gift Aid form!

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Date: 03 November 2023

Wish List Bikers Charity Reg. No. 1187285 from 10th January 2020



5. Financial Accounts

Income & Expenditure Line Income 1 Donations 2 Grants 3 Rides 4 Other 5 Expenditure 6 Motor Vehicle Costs 7 Equipment 8 Training 9 General Insurances 10 Administration Costs 11 Bank Charges 12 Surplus Reserves 13 Opening Surplus 14 Surplus/(Deficit) in Period 15 Closing Surplus 16 *Rides Year-to-Date*	Year to Date 01-Apr-22 to 31-Mar-23 2,977 7,138 1,067 214 11,398 - 7,527 - 3,870 - 9,404 3,870 13,274 - 47		Prior Year
		1,920 225 - 471 98 16	01-Apr-21 to 31-Mar-22 2,007 1,270 850 99 4,226 2,730 1,496 7,908 1,496 9,404
			41
Balance Sheet
17 Bank - Current account 18 Bank - Deposit account 19 Bank - Events account 20	211 13,062 1 13,274 -		1,893 7,510 1 9,404

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Date: 03 November 2023