## Exmouth Community Car Service 

AGM and Volunteer get together Church Hall – St John’s, Withycombe Village Road 26[th] September 2022, 19:30 for a 19:45 start 

AGM Agenda and report April 2021 to March 2022 

## AGENDA 

1. Welcome 

2. Apologies 

3. Chair’s report 

4. Treasurer’s report 

5. Office Manager’s report 

6. Committee members / Trustees 

7. Making good use of our surplus money 

8. AOB 

9. 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 Nick Cooper Andrew Thomson Committee member: Peter Horning 



## Exmouth Community Car Service 

## Report for the period April 2021 to March 2022 

## **Chair’s report:** 

Our second full year as a separate charity has been as successful as the first. We continued to rise to the COVID challenges and move the service forward. Considering we had little face to face dialogue, only lone working and virtual meetings, the committee and volunteers have achieved a lot this year. 

Following our initial year operating as a separate organisation, Leslie Henry and Penny Puttock took the opportunity to review our fares and address some anomalies. The new fares were introduced on the 1[st] June. Also due to our solid financial position the committee decided to end the £1 PPE surcharge from the 1[st] June, which was introduced in July 2020. Overall our clients have seen little change to our fares, which continue to be very good value. 

To introduce the new fares and provide an update on our COVID guidelines we wrote to all our clients, all hand delivered by our volunteers. 

To complete our communications, we also released a new brochure and launched our website www.exmouthccs.co.uk in June. 

As a new organisation the committee have slowly been working through the necessary policies that we are required to have as a charity. To get started, Devon Access to Services (DAS), provided us with a complete set of working policies. The committee have to review and amend each policy to ensure it meets the needs of our organisation. During this year we looked at a variety of policies, ranging from Financial Management and Environmental through to Safeguarding. 

We are a full member of DAS, who provide vital support to enable us and other community car schemes in Devon to operate an effective, efficient service. They co-ordinate the funding we receive from Devon CC, liaise with the NHS sites to provide services like parking permits and run regular sessions for car schemes to discuss and explore key items. During COVID they provided a joined-up view for schemes like ours on what we could and couldn’t do; they even organised the COVID jabs for our drivers. 

The only occasion that the committee and volunteers got to meet as a group during the year was our AGM in September 2021. It was a welcome respite from the COVID restrictions and an opportunity to celebrate the service we provide to our clients. We were also able to thank in person Mike Puttock who stood down from the committee and as a trustee after many years and Sally Skerrat who retired as a driver after nearly 13 years. 

After nearly 18 months we finally signed the lease for our office with East Devon Council on 21st December. The lease runs until September 2023. 

Finally, I’d like to thank all our volunteers who made it possible to deliver over 3000 journeys for our 600 clients during the year April 2021 to March 2022. 



## **Office Manager’s Report** 

For most of the year to March 2022 the Office Working practices were still subject to various Covid Restrictions and apart from Track and Trace all other restrictive practices remained in place. This included Lone Working in the Office wiping down all surfaces before and after use, provision of PPE for Drivers and notifying all Care Homes that all our Drivers had been vaccinated and had obtained a Covid Passport Document. 

It is thanks to the commitment of the Drivers and Office Staff who took all these changes on board that we were able to continue to provide a comprehensive and safe service to all our clients. At times this was a very difficult task with very late bookings and cancellations by the hospitals and all medical establishments and Drivers and Office Staff unable to help due to a positive LFT test. There have been many new venues that have been seconded by the NHS to provide services which our Drivers have had to come to terms with, including The Nightingale, Spa Medica, New Medica, Exeter Medical and Regus, but somehow we managed. 

During the year we were sorry to lose two Drivers and two members of the Office Staff however I am very pleased to report that we took on four new drivers, Clive, Brian, Avril and Caroline and another, Gary, who has just joined us. In the Office we have welcomed Sandra and we have another, Janet, who is hopefully joining us soon. 

Thank you all so much for everything you do for Exmouth Community Car Service, I know it is very much appreciated by our clients. 

## **Treasurer’s report:** 

In our latest operating year, up to the end of March 2022, we have continued to operate in a financially sound manner, building up our reserves so we can cover outgoings and liabilities for two years, and cope with increase in costs or a reduction in income should these occur. I am pleased to say that we have had the accounts thoroughly examined and passed by Martin Board, our financial examiner. 

Over the 12-month period ending March 2022, we had a total driver income (including PPE surcharge) of just under £36,000, which led to a profit after driver expenses of nearly £12,000. In addition, we received approximately £2,900 from donations and a grant from DAS. 

In total, outgoings totalled approximately £7,500, so that the net income for the period was nearly £7,300. The main outgoings were telephone, rent and maintenance charges (59% of outgoings), with insurance, website and legal fees accounting for another 28%. 

Looking forward, we expect to continue operating at a profit, and are in a position to cover sudden financial shocks without risking financial instability. 

## **Donations:** 

During the period we received donations of £2,181.00. 

Nearly £1,200 of this was small donations from our clients, for which we are very grateful. 



## EXMOUTH COMMUNITY CAR SERICE 

## INCOME AND EXPENDITURE ACCOUNT 

PERIOD FROM 1[ST] APRIL 2021 TO MARCH 31[ST] 2022 

|PERIOD FROM 1STAPRIL 2021 TO MARCH 3|1ST2022||
|---|---|---|
|Tripfees|35,130||
|PPE surcharge|461||
|**Gross driver income**|**35,591**||
||||
|Driver expenses|-23,707||
|Jobprofit||11,884|
||||
|DAS Grant||699|
|Donation – Single||1,000|
|Donations – Other||1,181|
||||
||||
|TOTAL INCOME|14,764||
||||
|Rent||1.750|
|Maintenance/other EDDC||1,496|
|Telephone||1,126|
|Legal fees||820|
|Insurance||642|
|Website||597|
|PPE||65|
|Stationery||325|
|Professional & Accountancyfees||200|
|Other (eg data protection,<br>refreshments, postage)||433|
||||
|**TOTAL EXPENDITURE**||**7,471**|
||||
|**NET INCOME FOR THE PERIOD**|**7,293**||



## EXMOUTH COMMUNITY CAR SERICE 

BALANCE SHEET 31[ST] MARCH 2022 

|BALANCE SHEET 31STMARCH 2022||
|---|---|
|Bank balance|16,003|
|PettyCash|53|
|Net cash|16,056|
|||
|Payments and March income accrued|1,807|
|Accrual for maintenance|-1,700|
|||
|Net income for theperiod|7,293|
|||
|Reserves carried forward|16,163|





BUDGET FOR FINANCIAL YEAR 2022-2023 

|Gross driver income<br>Driver expenses<br>Job profit<br>Donations<br>DAS Grant<br>Bank Interest<br>Other Misc Income<br>**TOTAL INCOME**<br>**EXPENDITURE (£)**<br>Rent<br>Insurance<br>Stationery<br>Website<br>Telephone BT<br>Legal Fees - One off<br>Data protection and driver<br>Ucheck<br>Maintenance & other EDDC<br>Equipment<br>Driver training<br>Sundry<br>PPE<br>Parking<br>Mileage<br>Postage<br>Other<br>Food & drink (AGM & Christmas)<br>Professional & Accountancy fees<br>**NET INCOME / (DEFICIT)**|34,000<br>-23,200|
|---|---|
||10,800<br>1,000<br>685|
||**12,485**|
||1,750<br>690<br>360<br>160<br>1,200<br>120<br>60<br>1,350<br>120<br>150<br>300<br>250<br>40<br>40<br>80<br>100<br>200<br>200|
||**7,170**|
|||
||**5,315**|





## **Summary of the service provided 2021/22** 

|**MONTH**|**HOSPITAL TRIPS**|**LOCAL TRIPS**|**CANCELLATIONS**|**UNABLE TO FULFIL**|**COVID VACCINATIONS**|
|---|---|---|---|---|---|
|**April**|106|79|33||63|
|**May**|130|111|34||12|
|**June**|146|114|41||2|
|**July**|126|122|29|||
|**August**|204|82|36|1||
|**September**|154|101|43|6|2|
|**October**|249|176|56|9|56|
|**November**|144|136|46|16|16|
|**December**|125|81|34|2|2|
|**January**|105|120|39|8|2|
|**February**|114|101|40|4|2|
|**March**|139|119|47|4|4|
|**Total**|1742|1342|478|50|161|
|**Total Driver Hours:**<br>**4,926**<br>**Volunteers:**<br>**Office staff:**<br>**7**|||**Total Driver Miles:**<br>**47,506**<br>**Drivers:**<br>**18**|||