## Exmouth Community Car Service
AGM and Volunteer get together Church Hall – St John’s, Withycombe Village Road 18[th] September 2023, 19:30 for a 19:45 start AGM Agenda and report April 2022 to March 2023
## AGENDA
1. Welcome
2. Apologies
3. Chair’s report
4. Treasurer’s report
5. Office Manager’s report
6. Committee members / Trustees
7. Who do we give a ride to ……….
8. ECCS Polo shirt & Sweatshirt
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 Nick Cooper Peter Horning
Committee members: Avril Denton, Lesley Rackstraw and Bryan Colley
## Exmouth Community Car Service
## Report for the period April 2022 to March 2023
## **Chair’s report:**
Overall, another successful year for the charity. We provided 3329 journeys an increase of 2.5% on the previous year. We have not increased our fares, ensuring our service remains affordable, even during these inflationary times. Financially we made a good surplus for the year and our finances remain in good shape.
A big challenge during these inflationary times has been the cost of fuel for our volunteer drives. As we make a reasonable surplus each year the committee looked to see if we could increase our mileage rate. We are bound by the HMRC rules on allowable expenses. If we raised our rate, this would mean each volunteer would be liable to income tax on some of their expenses. This would also require the charity to register with HMRC and maintain detail records on each volunteer. So like a lot of other car schemes we decided this was just not a practical way forward. I wrote to our MP, as did a lot of schemes, to put our case for a review of allowable expenses as the car mileage allowance has not been increased for over a decade.
The committee were pleased to welcome two of our office staff, Avril Denton and Lesley Rackstraw to the committee in January.
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.
In September DAS ran a Safe Assistance Course for us, with around a dozen volunteers attending.
Although the majority of COVID restrictions were phased out during the year, we continue to provide PPE products and Lateral Flow Tests to our volunteers.
In January our phone system was switched from copper to fibre as part of the national programme phasing out copper telephone lines. Although we had a few hiccups, including losing the service for nearly a day, BT and Openreach were very responsive in sorting problems. As part of this we also reintroduced a standby mobile phone in the office. The new system also provides some new features, that for example allows us online access to voicemails, very useful when there have been problems with the systems in the Town Hall.
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 2022 to March 2023.
## **Office Manager’s Report**
Life in the Office has slowly been getting back to normal following the relaxation of Covid-19 restrictions. The Town Hall even opened its doors to the Public in April for four mornings a week. However, getting ‘back to normal’ has caused us a few headaches with Drivers and Office Staff now being able to go on holiday!
Two more Volunteers, Shirley and Jane, have joined the Office Team which makes a total of ten personnel. Thanks go to all the Office Staff, especially those who have made my life so much easier by taking on various roles, Training new Recruits, Monthly Stats, organizing Staff Meetings and joining the Committee.
ECCS welcomed two new Drivers, Linus and Paul, and thanks go to them and all our Drivers for their hard work and dedication to the Charity. Many of our Clients wouldn’t be able to manage Medical Appointments without our help and they make this known to us on a regular basis and although we do our very best to assist everyone that is not always possible.
## **Treasurer’s report:**
In our latest operating year, up to the end of March 2023, 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 2023, we had a total driver income of nearly £38,500 (up c7% from the previous year), which led to a profit after driver expenses of nearly £12,500 (up c4%). In addition, we received approximately £2,200 from donations and a grant from DAS.
In total, outgoings totalled approximately £8,200 (up c9%), so that the net income for the period was approximately £6500 (down about 9%). The main outgoings were telephone, rent and maintenance charges (55% of outgoings), with insurance, equipment and website accounting for another 18%.
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 £2,237.00. Over £1,500 of this was small donations from our clients, for which we are very grateful.
## **EXMOUTH COMMUNITY CAR SERVICE**
## **INCOME AND EXPENDITURE ACCOUNT**
## **PERIOD 1[ST] APRIL 2022 TO 31[ST] MARCH 2023**
|Tripfees|38,452||
|---|---|---|
|PPE Surcharge|-||
|**Gross driver income**|38,452||
||||
|Driver expenses|(25,991)||
|**Job Profit**||12,461|
||||
|DAS Grant|684||
|Donation -|1,553||
||||
|**TOTAL INCOME**||14,698|
||||
|**EXPENDITURE**|||
||||
|Rent|1,750||
|Maintenance & other EDDC|1,344||
|Website|122||
|Telephone|1,424||
|Legal Fees|40||
|Insurance|686||
|Equipment|675||
|PPE|457||
|Bad debts|-||
|Stationery|468||
|Professional & Accountancyfees|200||
|Dataprotection and driver Ucheck|34||
|Sundry|896||
|Parking|51||
|Mileage|-||
|Postage|11||
|Other|21||
|Food & drink(Office)|-||
||||
|**TOTAL EXPENDITURE**||(8,179)|
||||
|**NET INCOME FOR THE PERIOD**||6,519|
## **EXMOUTH COMMUNITY CAR SERVICE**
## **BALANCE SHEET AS AT 31[ST] MARCH 2023**
**----- Start of picture text -----**
Bank balance 22,576
Petty cash 54
22,630
Accruals (1,700)
Prepayments and March income accrued 1,597
22,527
Reserves brought forwards 16,008
Net income for the period 6,519
Reserves carried forwards 22,527
**----- End of picture text -----**
## **Exmouth Community Car Service**
## **Summary of the service provided 2022/23**
|**MONTH**|**HOSPITAL TRIPS**|**LOCAL TRIPS**|**CANCELLATIONS**|**UNABLE TO FULFIL**|**COVID VACCINATIONS**|
|---|---|---|---|---|---|
|**April**|128|131|44|3|29|
|**May**|130|121|29|3|16|
|**June**|98|110|33|8|1|
|**July**|131|101|49|2|0|
|**August**|192|122|47|3|1|
|**September**|132|158|59|10|9|
|**October**|125|162|61|5|44|
|**November**|153|151|44|7|17|
|**December**|117|90|33|6|0|
|**January**|157|125|37|5|0|
|**February**|136|129|55|8|0|
|**March**|178|135|59|10|0|
|**Total**|1677|1535|550|70|117|
|**Volunteers:**
**Office staff:**
**10**
**Total Driver Hours: 5400**|||**Drivers:**
**20**
**Total Driver Miles: 52,000**|||
EXMOUTH COMMUNITYCAR SERVICE
INCOME & ExPENDVRE ACCOUI
PERIOD FROM I APRIL2022TO 31 2023
Prfor
Year
Trip fees
PPE Surchary
Gr055 driver ir+come
DrNerexpenses
Job PTofit
AS Grant
DOryatn.
Dor¢atbns.Other
38.452
34.975
461
35,436
23.707
38,452
25.991
461
11729
1553
¥J81
Tot•1 inrom¢
14.698
14,flYJ
Rert
MaSnteTrance & other EDDC
wetsse
Telephone
Le8al Fees
Insuranee
Equipment
PPE
Bad debts
stationery
profe021 &Actountsnryfee5
Dats protedion and driver Ucheck
Sundry
Parkin8
Milea8e
P05ta8e
Other
Food & drink (Officel
1.750
1.750
1,496
597
1.126
820
642
122
1.4Z4
675
457
17
325
51
li
20
1.0
433
4179
7.471
Net Inceme forthe perfod
6519
7.138
EXMOUTH COMMUNrrYcAR SERVKE
LAtICE SHEEf31 M4]ICH 2023
8ank balance
P*ttycèsh
22576
53
22.630
16.C56
Actruals
Prepaymefitsènd Marth intomexcTued
97
1.652
21527
Reserves broughtfoTh¥ards
Net Incomeforthe peflc4J
16.C
6519
8A70
7,138
R2ser¥e¥ carried forward5
22.527
16.CbJ8
Si¥ned
Treasurer
Erami
[),, 119112
Independent •xamlnorf8 r•port to the tru8tts8 of Exmouth Community Car
Service.
I report to the trustees on my examination of the accounts of the Exrnouth
Communty Car Servi¢% (the Trust) for the financial period 111 April 2022 to 31st
March 2023
Responsibilities and basis of report
As charity trustees of the Trust you are responsible for the pparation of the
accounts in accordance with the requirements of the Charities Act 2011 (Ihe Act,).
I report in respect of my examination of the Trust's accounts carried out under
section 145 of the 2011 Act and in carrying out my examination I have followed all
the applicable Directions given by the Charity Commission under section 145(5)(b) of
the Act.
Independent examinerfs statement
I have compbted my examination. I confimi that no material matters have come to
my attention in connection with the examination giving me cause to believe that In
any material respect:
1. accounting records were not kept in respect of the Trust as required by section
130 of the Act: or
2. the accounts do not accord with those records.
I have no concems and have come across no other matters in connectlon with the
examination to which attentK)n should be drawn in this report in order to enable a
proper understsnding of the accounts to be reached.
Slgned:
Iilod
N8me.' Martin Anthony Board
Relevant professional qualffication or membership of professional bodies (rf any):
ACIB (Associate of the Chartered Inslitute Of Bankers)
AIPW (Associate of the Institute of Professional Willwriters)
Address.. 15 Lime Grove, Exminster, Exeter, EX6 8TB
Date.. 3rd August 2023