## Exmouth Community Car Service AGM and Volunteer get together - 20[th] September 2021 at 19:30 Church Hall – St John’s, Withycombe Village Road AGM Agenda and report December 2019 to March 2021 ## AGENDA 1. Welcome 2. Apologies 3. Chair’s report 4. Treasurer’s report 5. Summary of the service we have provided 6. Structure of our charity 7. Committee members / Trustees 8. Looking forward 9. AOB 10. Thank you and close Refreshments and a chance to catch up will follow the meeting. Current trustees: Phil Rackstraw Chair Leslie Henry Treasurer Penny Puttock Office Manager Mike Puttock Nick Cooper Andrew Thomson ## Exmouth Community Car Service Report for the period December 2019 to March 2021 ## **Chair’s report:** It is now two years since the trustees of Exmouth Council of Voluntary Services started discussions on separating the car service into a separate organisation. They agreed at their 31[st] October 2019 meeting to proceed with the separation and I was asked by the Chair of Trustees to lead the work. The key players in the Car Service quickly formed a new committee and I took on the Chair role. On the 1[st] December 2019 we took on financial responsibility for the service. Working with both organisations I put together a detailed Separation Agreement which was signed off in February 2020. A key part of the agreement was that the Car Service would remain based in the Town Hall and take on the lease. The first major focus for the committee was gaining charity status for the new organisation. This was quite challenging, but after a couple of rounds of answering a whole range of questions we were granted charity status on the 14[th] April 2020. With the arrival of Covid-19 and the first lockdown, the trustees had no choice but to suspend the service on Friday 27[th] March 2020. During the lockdown the committee continued working on various items moving the organisation forward. Meetings became virtual, which was interesting at times. Our focus quickly moved to when and how could we restart the service. Devon Access to Services and the County Council provided a lot of useful information and also facilitated virtual session with similar organisations across Devon. We canvassed all our volunteers to see how many would be willing to return if we restarted the service. Based on the response the trustees felt there was sufficient support to restart. Both a client and a volunteer statement were put together outlining how the service would operate and what was expected of each individual. We also received an initial supply of PPE from Devon County Council. As a new organisation and still learning about the costs of running the service, we introduced a £1 PPE surcharge to ensure we recovered the extra cost. On Monday 27[th] July we restarted the service. The service has continued since without interruption, which is a great credit to our volunteers. Progress on moving the Town Hall lease to the Car Service has been very slow, with the Council virtually putting non-critical items on hold for months. At the time of writing this report we have only just received the final documents to sign. In October 2020 Exmouth Journal ran an article on the service, highlighting the need for new volunteers. We recruited 3 new drivers who responded to the article. It feels such a long time ago that the Car Service began operating as a separate organisation, then came the pandemic. So first a big thank to those volunteers that stood down at the start of the pandemic and for whatever reason have not been able to return. We need to recognise the small group of volunteers that enabled us to restart the service in July 2020 and also those new volunteer drivers and office staff that have since joined us. Finally, I like to recognise Sally Skerratt who has just retired as a volunteer driver after nearly 13 years of driving for the car service. ## **Treasurer’s report:** Since the start of December 2019, when the new organisation took over financial responsibility for the car service from ECVS, ECCS has been able to operate in a financially secure way, and has built up a reserve which will enable it to cover its overheads and outgoings for at least one year, with no need to close altogether, should circumstances substantially reduce its income. At the end of the period our reserves stood at just under £9,000. I am pleased to say that we have had the accounts thoroughly examined and passed by Martin Board, our financial examiner. Over the 16-month period (1[st] December 2019 to 31[st] March 2021), we had a total driver income (including PPE surcharge and donations) of just over £30,000, which led to a profit after driver expenses of over £9,000. In addition, we received approximately £5,500 from the separation agreement, and a further £3,300 from donations (with many thanks in particular to A Capella) and a grant from DAS. In total, outgoings totalled just over £9,000, so that the net income for the period was nearly £8,900. The main outgoings were telephone, rent and maintenance charges (63% of outgoings), with insurance, equipment and legal fees accounting for another 25%. Looking forward, we expect to continue operating at a small profit, and are in a position to cover sudden financial shocks without risking financial instability. ## **Donations:** During the period we received donations of £2,437.35. Just over £1,000 of this was small donations from our clients, for which we are very grateful. During 2019 we were the chosen charity for the Exmouth A Capella choir, who raised £1432.25 for the car service. The trustees visited the choir in February 2020 to receive the cheque and say thank you. ## **Volunteers:** |Pre|pandemic:|19 Drivers|9 Office / Support| |---|---|---|---| |July|2020 restart:|12 Drivers|6 Office / Support| |31st|March 2021:|15 Drivers|8 Office / Support| ## **Summary of the service provided:** The figures represent 12 months of operation, as we did not operate between April and July 2020. |Local trips|1,178| |---|---| |Other trips|1,286| |Cancellations|621| The above included 193 trips for Covid-19 jabs Total driver miles 41,164 Total driver hours 3944 ## EXMOUTH COMMUNITY CAR SERICE ## INCOME AND EXPENDITURE ACCOUNT PERIOD FROM 1[ST] DECEMBER 2019 TO MARCH 31[ST] 2021 |Tripfees|28,691|| |---|---|---| |PPE surcharge|1,345|| |**Gross driver income**|**30,036**|| |||| |Driver expenses|-21,007|| |Jobprofit||9,029| |||| |DAS Grant||845| |Donation – A Capella/Renaissance||1,432| |Donations – Other||1,055| |Separation monies||5,576| |||| |TOTAL INCOME|17,936|| |||| |Rent||1.839| |Maintenance/other EDDC||1,796| |Telephone||2,136| |Legal fees||725| |Insurance||567| |Equipment||995| |PPE||248| |Stationery||216| |Other (eg data protection,
refreshments, postage)||545| |||| |**TOTAL EXPENDITURE**||**9,067**| |||| |**NET INCOME FOR THE PERIOD**|**8,869**|| ## EXMOUTH COMMUNITY CAR SERICE ## BALANCE SHEET 31[ST] MARCH 2019 |BALANCE SHEET 31STMARCH 2019|| |---|---| |Bank balance|8,918| |PettyCash|77| |Net cash|8,995| ||| |Payments and March income accrued|1,198| |Accrual for maintenance|-1,324| ||| |Net income for theperiod|8,869| BUDGET FOR FINANCIA YEAR 2021-2022 |Gross driver income
Driver expenses
Job profit
Donations
Donation A Capella/Renaissance
Transfer from ECVS
DAS Grant
Bank Interest
Other Misc Income
**TOTAL INCOME**
**EXPENDITURE (£)**
Rent
Insurance
Stationery
Website
Telephone BT
Legal Fees - One off
Data protection and driver
Ucheck
Maintenance & other EDDC
Equipment
Driver training
Sundry
PPE
Parking
Mileage
Postage
Other
Food & drink (Office)
Food & drink (AGM & Christmas)
Professional & Accountancy fees
**NET INCOME / (DEFICIT)**|24,000
-16,800| |---|---| ||7,200
800
845| ||**8,845**| ||2,004
600
160
120
1,200
725
100
1,500
120
300
100
0
40
40
40
120
100
200
240| ||**7,709**| ||| ||**1,136**| Independent oxamin•rfs report to tha tru$to•s of Exmouth Community Car Sgrvi¢o. I report to the trustees on my examination of the accounts of the Exmouth Community Car Service (the Trust) for the financial period 1st December 2019 to 31 St March 2021. Responsibilities and basis of report As the charity twstees of the Trust you are responsible for the preparation of the accounts in accordan￿ with the requirements of the Charities Act 2011 (Ihe Act,). l ￿port in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carying out my examination I have followed all the applicable Directtons given by the Charity Commission under section 145(5)(b) of the Act. Independent examinerfs ststement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination gNing me ￿use to believe that in any matsrial respect: 1. accounting records were not kept in respect of the Trust as required by section 130 ofthe Ad., or 2. the accounts do not accord with those records. I have no concems and have come across no other matters in connection wrth the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached. Signed: Name: Martin Anthony Board Relevant professional qualtfication or membership of professional bOd￿S (rf any): ACIB (Associate of the Chartered Institute Of Bankers) AIPW (Associate of the Institute of Professional Willwriters) Address: 15 Lime Grove. Exminster, Exeter, EX6 8TB Date: Ji | 9 |ag11 IwcoMI Job profft Pr￿Der2019 Bank transferfrom É Transferfrom ECVS Petty cash Iratthrfrtyn ECVS Rentdep05kpah4 by ECVS BT bilts Pahl by ECV5 Ma￿tenance#pp0rt￿)M￿Il 951.IYJ Pai4 into bank xcount511V2019 2n0.70 Bank baLITKea4 perstatement5llV2UIg 2LXb).W Pall irto bank ￿Int6}412o20 45.13 UrwbIetodDa￿VI￿4ChEth DfcJth 67.68 746.26 SVB TOTAL Profft ￿ 2019 to31 Marth 2021 GrantFrorn OAS Donat￿115 into PettyCa4h Donat￿￿ ACapelLAIRenawrtt Donatknns into bankxcwrt TOTALIIWAE 9137.70 Reconc12d 844.74 PaNI into bank XCOJnt416120XI 166.82 E165+ (th drfErErKe£l42 1432.25 17936.43 Re Insurance Statlonery Websrte Te￿PhOne BT Le8al Fee5 Drivèr Ucheck M¥intenan￿.EoQc Equlpment sU￿ry pp TotalPettyCèsh ststbnery EqvlpmÈnt Sundries par￿n$ Mile48 PPE Posta8e Other 567.10 OLO 2136.25 792. 14.40 17S6.48 om 213_9) 101&13 See break$$y￿(dUnrn3&4S 216.48 243.63 35.5 16.65 33.9 a￿72 .17 IIICOME LESSWENI REPRESENTED JY T¢tsi ift bank Total ift Peitycash 89W44 7732 Totaltssh hhond AECthYQLEDAS FOLLCVWS T¢tsir3sh iThhand Add Prepayments Le55 AccNa 1297JO .ts24J)J 114COME ÈE￿ EXPENC¥TIJRE Jill Joki