2024-03-31-accounts - Chain

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	CHAIN AGM	CHAIN AGM
		10th Sept 2024
		7.00pm
	The Hungerford Hub &	Library, Hungerford
Type of meeting:	ANNUAL GENERAL MEETING
	Agenda topics
	Apologies for Absence
	Minutes of Previous AGM	Chairman
	Matters Arising from the Minutes
	Treasurer's Report	Mr G Ham
	Election of Chairman
	Election of Treasurer
	Election of Secretary
	Election of Committee Members
	Reports
	1. Office	Mrs E Pike
	2. Handy Bus Transport	Mr T Angell/
	3. CHAIN Mail	Mr K Knight
	4. Distribution/Links	Mrs K Bossom
	5. Chairman Vehicle	Mr N Marney
	Chairman’s Review	Mr K Knight
	Any Other Business	All

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MINUTES OF THE ANNUAL GENERAL MEETING OF CHAIN HELD ON MONDAY 25[th] September 2023 AT 7.00PM IN THE HUB at Hungerford Library, Church Street

Keith welcomed everybody to AGM

Present: 7 people attended

Apologies for Absence: Tyrell Bossom, Jeanne Lambourn, Alan Pollitt, Graham Ness

Minutes of Previous AGM : The previous minutes were reviewed and agreed.

Matters Arising : There were no matters arising.

Treasurer’s Report : Financially progressing well. WBC had made a contribution towards fares for the period but clients had still made some payments.

The bond for the replacement minibus had matured but was now being rolled over as we still have to make a decision on electric or combustion replacement.

We are paying 50p per mile to drivers which is in line with HMRC.

The accounts were submitted to the meeting and agreed.

Election of Chairman : Keith Knight was re-elected Chair. Proposed by George Ham and seconded by Neale Marney Election of Treasurer : George Ham was re-elected as Treasurer. Proposed: Kathy Bossom seconded by Keith Knight Election of Secretary : Sandra Brooks was re- elected as Secretary Proposed: Keith Knight and seconded by Neale Marney Election of Committee Members : The committee was re-elected as:

Ted Angell, Kathy Bossom, Deanne Cripps Elizabeth Pike and Neale Marney. All confirmed they were happy to stand. As Alan Pollitt was absent it was agreed that Keith would approach him to see if he was still willing to stand

Office: We have 2 new office recruits and possibly 1 other in a few weeks.

Handybus: Ongoing discussions regarding replacement i.e. electric or combustion. A committee had been formed John Downe, George Ham, Ted Angell and Keith Knight to discuss this and make a decision. The bus is now 7 years old but still mechanically sound. Drivers are difficult to recruit due to D1. If electric bus purchased this could be driven on a car drivers’ licence.

Ted again noted that we should be looking at replacing the bus with possibly an electric vehicle which would be lighter and this would not be so restrictive in respect of finding new drivers as no D1 required. We also need to find a replacement for him (no response so far despite advertising).

Hydra pool still continuing for the moment

Ted finished by thanking all the drivers and a special thank you to Keith Mayes who had raised £2,500 by running the London Marathon and was now planning to run 100 miles in Essex later in the year to raise more funds.

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CHAIN Mail: Editions are now 40 pages advertising and articles are good and we are breaking even.

Distribution. Kathy has done this for 14 year and is now finding it a little too much. We need to advertise for a replacement.

There are 6/7 rural rounds which may have to be discontinued unless a volunteer comes forward.

Keith thanked Kathy for all her hard work over the years.

Chairman Vehicle: Neale was looking after the Chairman all was up to date and mechanically sound. Again, should we be looking at a replacement vehicle.

Chairman’s Review : Keith read his report and thanked the Trustees and volunteers.

Any Other Business: Ted advised that Chain would be helping with over 80’s Christmas Parcels on 10[th] December any volunteers would be appreciated.

Neale advised he would try to organise Tescos for next year.

Meeting closed 20.05

Sandra Brooks - Secretary

2023/24 Treasurer’s Report

We have had a surprisingly good year financially, with our cash in hand rising by just over £20,000 compared to last year. This has been mainly due to an increase in grants. Although passenger contributions do not cover the full costs of running the Handybus and Chairman, the car transport provided a healthy a surplus of around £2,000. Our expenditure inevitably has increased although not as much as inflation.

We do have two large items of expenditure in this financial year, the new bus has been ordered and is due to be delivered in early 2025, and our office floor which Chain installed many years ago is rotten and needs some work. Exactly how to correct the office floor is still under discussion but will probably cost somewhere between £2-3,000. However, the office is in a very good position, we have investigated other options and found nothing else in the area as suitable.

We have £100,600 in the nominal vehicle replacement fund which given the grants and donations we have recently received means we can not only fund the new vehicle, but expect to replace the Chairman wheelchair vehicle next year. Because of the new bus order, we have recently renewed our vehicle replacement bond to a 3-month one rather than a year, to make sure we have the funds for the balance when required.

So overall we have ended financial year 2023/4 with £167,000 in the bank, our current accounts show we are still in “profit” (excluding the £25,000 new bus deposit) after 6 months of 2023.

Obviously, a new Handybus and Chairman will use a large part of our reserves. As reported last year we have had correspondence with our MP about increasing the allowance we pay our car drivers to above 50p/mile but as you would expect the Treasury are very resistant to any increase in this limit.

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CHAIN (HUNGERF¢XD VOLurirEER FORCE) STATEMEKf OF COMPREHENSVE INCOME FOR ThE YEAR ENDED 31 MARCH 2024 1023 Fry 6•n•rnl Fund Bequest Totsl In¢omlw Rasour¢es Grants Recelved Donatlons Handy Bus Defic Chalrnians Vehicle DefFclt Transport Surplu5lDeficit Chèln Mail Deficit Interest Recefved Interest on Bond Totsl Incom1 re501fC¢S 19,928 4,557 1353) {1,3181 2,2(M) {1,4131 145 5,578 29.324 19,928 17,997 4,557 8,541 13531 1997) 11.3181 11,384) 2,2(Kl 12,235) 11,4131 18811 229 75 5,578 572 29,408 21.688 RESOUR USED Offlce expenses Telephone Insurance Charges Hydropod hlre Depreclauon (rf vehides 2,718 745 399 2,718 745 399 2.935 664 352 2,030 8,904 14.7% 2,135 11,087 17.173 14,796 N•t Incomlw bèfore tr•nsf•r 14.528 14.612 4,515 Transfer between fvnds P4•t movem•nt of funds 14,528 14.612 4,515 Total fund5 Ixou8ht fcffward 146,519 6293 152,813 148.297 Total fiJnd5 carrled forward 161.047 6,3TI 167,424 152.812

CHAIN Office Report for 2024 AGM

The office has now completed one year of reduced opening hours and it seems to be working alright. We do not have enough staff at this stage to open again on Wednesdays so will continue to open on Monday, Tuesday, Thursday and Friday only. I’m not sure whether the reduced hours have affected the number of drives CHAIN undertakes. The figure for the last financial year was 776 clients taken to a medical appointment by a volunteer driver. The number of office workers has remained the same but we have built up a team of four new and very capable office reserves. This has helped enormously in covering holidays, sickness and other times when office volunteers have been away. Thanks must go to the Tuesday team who very willingly alter their Rota when needed.

During the last year we have gained four new drivers who have been excellent at slotting in and taking clients, sometimes many miles, for their appointments. Sadly, we have also lost two drivers due to health issues.

We have experienced a problem with the office, damp has caused the floor to sink. We have looked for new premises but so far haven’t found anything more practical. We really do need

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to be on the ground floor as we offer wheelchairs for anyone in need, and office staff, drivers and members of the public can’t carry them up/down stairs. Also, some of the office staff have conditions that make stairs a difficulty. Keith is now contacting builders with a view to repairing the floor.

Finally, a big thank you to all the volunteers who drive and run the office. None of this important work would happen without you. But as always, we are on the lookout for new people to join our team. So, if you know of anyone who would like to drive or undertake some office duties, please encourage them.

We seem to have been very busy during the year!

Elizabeth Pike

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CHAIN ANNUAL GENERAL MEETING – TUESDAY 10 September 2024 REPORT ON HANDYBUS OPERATION April 2023 to March 2024

Also attached for information: Attachment 1 – Handybus Performance Figures 2023/24

USAGE

Full details of the Handybus performance are contained in Attachment 1.

To summarise, the 2023/2024 year represented another period of recovery following the pandemic. Immediately before the pandemic, the Handybus performance was the highest ever achieved but recovery, post pandemic, continues to be gradual and this is reflected yet again in the performance figures. These figures include the use of the bus by Kintbury Voluntary Group (KVG).

Key performance figures compared with the previous year (2021/22)

Passenger journeys for the year increased from 191 to 198 (an increase of 4%).
Total annual passenger mileage increased from 4114 to 4820 (17%).
Total passengers carried rose from 1053 to 1198 (14%).

So, there have generally been longer journeys and more passengers per journey. CHAIN’s use of the bus remained focussed on the ‘traditional’ journeys – to Tesco, Newbury and the Hydropool. However, the Handybus carried a few more ‘one off’ journeys as well. The College at Froxfield has taken the opportunity to fully use the bus for some of their longer trips and we continued to support Brendoncare for shorter trips every other month. The Christians Against Poverty group used the bus on several occasions using one of our previous drivers who has retained his driver ‘qualifications’. KVG’s use of the Handybus increased by one further half day a month.

(It should be noted that, in discussions with KVG recently, they have expressed their wish to return to pre Covid use; this being one half day a week and two whole days per month. They have had difficulty finding drivers and passengers for their runs since Covid and, in connection with the purchase of a new bus, there is a matter of how they should support CHAIN in the operation of the bus. These discussions will continue until the matter is satisfactorily resolved and the new bus arrives.)

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(In 2024/25 Chain is also seeing the continuing return to pre-Covid levels of use with the support for the ‘All Aboard’ group on two afternoons per month.)

As reported at the 2022/23 AGM, the Hydropool run continued to have low passenger numbers into 2023/24. Given the Hydropool charges, it was clear that there was little likelihood of a return to viability. At the end of the financial year a decision was made by the Trustees to reluctantly end this regular trip. We wished the Hydropool well and hoped that their financial difficulties would be resolved. (In 2024/5 a new local Handybus run has been introduced to partially fill the gap created by the loss of the Hydropool trip).

THE HANDYBUS

The current minibus is now in its eighth year of operation. It had been decided that we should seek a lighter replacement which would allow a greater range of volunteers to drive it. The Chairman of CHAIN led a group to determine the specification for the new bus and identify a suitable provider during 2023/24. In the current financial year (2024/25) a deposit has been placed for such a bus. This will have a reduction of two passenger seats compared with the current vehicle. There was an early indication that the vehicle would arrive at the end of September. Difficulties with availability of base vehicles from manufacturers have meant that delivery is now likely to be in early January 2025.

Funding – Keith Mayes, one of our volunteer drivers, has now raised over £4000 to support the purchase of the bus. A grant of £4000 has been made by West Berkshire Lottery and we currently have an application for £20,000 being considered by West Berkshire Council ‘Capital Funding for Community Transport Operators 24/25’. We expect a decision on this matter shortly. Any balance of costs will be met from CHAIN reserves.

VOLUNTEER HANDYBUS DRIVERS

We have been fortunate to recruit a number of new Handybus drivers during 2023/24. As ever, CHAIN is greatly indebted for the support that the volunteer drivers have given over this period.

HANDYBUS CO-ORDINATOR

I will be handing over the role of Handybus Co-ordinator to Keith Mayes with effect from 10 September 2024. I’d like to take this opportunity to thank everyone from CHAIN, and elsewhere, for their support during my tenure.

Ted Angell – Handybus Co-ordinator

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CHAIN MAIL DISTRIBUTION 2024

The whole area is now running very smoothly. I’ve had 2 Convenors move house, but a new one has been recruited due to an ad in the May issue. The other one has kept on his old area, as well as taking on the area he now lives in to replace a retirement, as well as doing his own round elsewhere in the town, so is taking charge of almost 500 copies. Many thanks, Mike Rawlings.

Since my last AGM report Catherine (if you want something doing, ask a very busy woman!) Wooliston responded to my appeal for help in the rural areas and has taken over the majority of the tasks; delivering bundles to other deliverers and delivering door to door (doors which can be yards or even miles apart) all the rest. It really has made a lot of difference to my workload. Many, many thanks, Catherine.

I said last year that we are planning to retire from distributing the magazine by the end of this year. However, despite adverts in the magazine for 3 issues, no-one has volunteered yet. We will keep going as we are and maybe start advertising again in the New Year.

Kathy Bossom

Chairman Vehicle Report

The Chairman vehicle is now 9 years old , it continues to perform well but has not been used as much over the past 3 years. With the lockdown now over it is hoped that it will start to be used much more. The van was last serviced in January 24 . Report by Keith Knight

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Chairman’s Review

As always I would like to thank the Trustees and Volunteers who give up their time to help others. It has been another exciting year for Chain and everyone associated with CHAIN all of whom have done a tremendous job.

This is now my fourth AGM as chairman, having taken over the from Janette Kersey in October 2020. Since January 2022 I have also taken on the role as CHAIN editor from David Piper who retired from our organisation after more than 14 years as editor. I have now produced the past 11 quarterly editions (since March 22) and now finally starting to feel comfortable in this role. Our distribution is currently nearly 3,400 copies delivered by our magnificent volunteers to all parts of Hungerford. Our advertising revenue has remained steady from local business which enables CHAIN to produce the magazine at breakeven cost.

This coming year we are replacing our 8 year old Mercedes Minibus with a new lighter weight version This will enable us to .use drivers who hold a car licence to drive the bus increasing our driver pool. Once the bus is delivered, scheduled for the first quarter of 2025 we will look to replace our Chairman vehicle which will be 10 years old next year.

Post Covid our services have returned to normal, although we have had to suspended our Hydro pool run due to lack of support and an increasing cost meaning CHAIN was having to subsidies this service. We now offer extra runs on market days.. Our office is open Monday, Tuesday, Thursday and Fridays 9am to 11am although we are still not encouraging visitors to the office.. Financially CHAIN remains in a healthy financial position.

I thank you ALL our customers and volunteers of CHAIN.

Keith Knight

CHAIN Trustee List 10th September 2024

Name Position	Name Position	Phone	Name Position Phone	Name Position Phone	Name Position Phone
Mr K Knight	Chair	644671	MR N Marney	Chairman vehicle & First Aid Courses	mob 07712 767547

Mr G Ham	Treasurer	684121
			Mrs K Bossom	Chain Mail Distributor	684011

Mrs S Brooks	Secretary	682382
			Mrs L Pike	Trustee// Acting Office Manager	644610
Mr K Mayes	Handybus		Mrs D Cripps	Trustee

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CHAIN IHUNGERFORD VOLufitEER FORCE) STATEMENT OF COMPREHENSVE INCQME FOR THE YEAR ENDED 31 MARCH 2024 2023 Gener•1 Fund Bequert Totsl Incom1 Resourc•1 Grants Retelved Donatlons Handy Bus Deflctt Chairmans Vehlcle Defi¢lt Transport Surplus/Deficft Chaln Mall Defictt Interest ReIVed Interest on Bond Totsl Incomlnl rnsouros 19,928 4,557 {3531 {1.3181 2.2(Kl {1,413) 145 S.578 29.324 19,928 17,997 4,557 &541 13531 1997} 11.3181 11,3841 2.2(KJ 12,2351 11.4131 18811 229 75 5,578 572 29.408 21.688 RESOURCES USED Offlce expenses Telephone Insurance Charges Hydropool hlre Depreclatlon of vehicles Totsl Msour¢es us•d 2,718 745 399 2,718 745 399 2,935 664 352 2.030 2,030 2,135 11,087 17,173 14,7% 14.796 N•t Incamlnl b•for• lrnnsf•r 14.528 14.612 4.515 Transfer between funds N•t movem•nt offvndi 14,528 14,612 4,515 Total funds brought fOard 146,519 6293 152,812 148,297 Total fvnds carrled forward 161,047 6.377 167,424 152,812

CHAIN (HUNGERFORD VOWNTEER FORCE) BALANCE SHEET AT 31 MARCH 2024 2fj23 Flxed Assets Tangible Assets 8.904 Current Assets Cash at bank and in hand 167,424 143,908 Current Llabllltles Net current assets less current Ilablllues 167,424 143,908 Total Assets less Current Uabllltles 167,424 152,812 Represented by General Fund 161,047 146,519 Fry Bequest 6,377 6,293 167.424 152.812 Chalrman

CHAIN (HUNGERFORD VOLUNTEER FORCE) NOTES TOTHE FINANCIAL STATEMENT5 FOR ThE YEAR ENDED 31 MARCH 2024 l Flxed Ass•ts Chalrman'5 Vehlde Hand$ Totsl At l Aprll 2023 Additions 18.125 70,IJ)O ,125 At 31 March 2024 18,125 70,IXJ) 88,125 Depreclation At l Aprll 2023 Provlslon for the year 18,125 61,Iy36 8,91)4 79,221 8.904 At 31 March 2024 18.125 70,(XX) 88,125 Net Book Value At 31 March 2024 At 31 March 2023 8,904 8,904 2 Qsh at Bank and in Hand 2024 2023 Natwest Current Account Natwest 8uslness Reserve 79218326 Unlted Trust Bank I year Bond Natwest Buslness Reserve Fry 8equest Petty Cash 44,471 10,938 105,616 6,377 22 167.424 26.762 10,793 ICh),038 6,293 22 143.908

CHAIN IHUNGERFORD VOLUNTEER FORCE) NOTES TO THE FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2024 2024 2023 3 Grants Recel¥ed Hungerford Town C(yJncillGreenham Common Trust West Berkshire Counclllvolunteer Centre DFf Operatars Grant 6.844 12.526 558 3.256 14,478 263 19.928 17,997 4 Donatlons Sundry donations 4.557 8.541 5 H•ndy Bus summ Recelpts 5,239 5,017 Fuel Expenses Insuran¢e 1,745 2,071 1,776 2,033 2,658 1,323 5.592 6,014 Deflclt for the year 1353) 19971 6 Chalrnians V•hld• knimary Receipts Less Fuel Expenses Vehlcle Insurance 1,974 1,247 812 1,184 1,296 685 483 1.463 3,292 2,631 Oeflclt for the year 11.3181 11,384) 7 Trnnsport $umm•ry Recelpts Less Drlvers costs Surplus/Deftclt forthe year 9.656 7.456 5,781 8,016 2,2110 12,235) 8 Chaln Mall summ•ry Advertlslng income Less Prlntlng & dlstrlbutlon 1.816 3.229 2.075 2,956 Deficlt for the year 11,4131 18811

INDEPENOErir EXAMINERS REPORT TO THE TRusfEES OF CHAIN IHUNGERFORD VOLUNTEER FORCEI For the year ended 31 March 2024 Reiportlye r£sp(mslbllltle$ of trustees and examlnw The charity's trustees consider that an audit is not required for this period (under sectlon144121 of the Charlties Art 2011 (the 2011 P£tl and that an independent examination is needed. It is my resrM)nsibility to: examlne the accounts under sectlon 145 of the 2011 ACL to follow the procedures laid down In the General Directlon$ 8l¥en by the Charlty Commlsslon under section 14515J(bl of the 2011 Act.. and to state whether partlGulaf matters have came to my atSentlDn Basls of Independent examlnees statement My examlnatlon was carrled out In accordance wlth the General Dlrertlons glven by the Charlty Commlsslon. An examlnation indudes a review of the accounting records kept by the charlty and a comparlson of the accourtts presented wlth those records. It also Includes conslderatlon of any unusual ttems or disclosures In the accounts and seeklng explanatlons from you as trustees concernin8 any such matters. The proceilures undertaken do not provlde all the evidence that would be required In an audlt and consequentfy no oplnlon Is glven as to whether the accounts present a true and fair view and the report ts Ilmlted to those matters set out In the statement below In*endent examlnevs st•t•mwrt In the course of my examlnatlon, no matter has come to my attentlon: I whlch glves me reasonable cause to belleve that In any materlal respect. the trustees have not met the requirement to ensure that: proper accountln8 records are kept (ln accordance wtth sectlon 130 of the 2011 Att. and accounts are prepared which a8Tee wtth the è¢¢ountin8 records and comply wlth the accountln8 requirements of the Act; or 2 to whSch In my oplnlon, attentlon should be dfawn In order to enable a proper understandlng of the accounts to be reached. Peter Davles FCA Chartered Aceountsnt Sunrlse Chapel Lane Herniltège Thatcham Berkshire RG18 9RL