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2021-03-31-accounts

HILLINGDON COMMUNITY TRANSPORT LIMITED Charity Registration No. 292513

Company Registration No 1903280

HILLINGDON COMMUNITY TRANSPORT LIMITED TRUSTEES’ REPORT AND FINANCIAL STATEMENTS

FOR THE YEAR ENDED 31 MARCH 2021

BRITT & KEEHAN CHARTERED ACCOUNTANTS 33 GRIMWADE AVENUE CROYDON CR0 5DJ

LEGAL AND ADMINISTRATIVE INFORMATION

Trustees W Brown(Chair)
F Hall
W H Sage
G Johnson
R F Sage
J A Webster
L.Hanlon
D Poxon
Company Secretary
and General Manager S Charlton
Charity No. 292513
Company No. 1903280
Registered Office and
Principal address Block B Harlington Road Depot
128 Harlington Road
Hillingdon
Middlesex
UB8 3EY
Independent Examiner’s Britt & Keehan
Chartered Accountants
33 Grimwade Avenue
Croydon
CR0 5DJ
Bankers CAF Bank Limited
PO Box 289
West Malling
Kent
ME19 4TA

HILLINGDON COMMUNITY TRANSPORT LIMITED

CONTENTS

Page
Trustees’ Report 1 – 5
Independent Examiner’s Report 6
Statement of financial activities 7
Balance sheet 8
Notes to the accounts 9 – 13
Detailed Income & Expenditure Account 14

1

HILLINGDON COMMUNITY TRANSPORT LIMITED TRUSTEES’ REPORT FOR THE YEAR ENDED 31 MARCH 2021

The Trustees present their report and accounts for the year ended 31 March 2021.

The accounts have been prepared in accordance with the accounting policies set out in Note 1 to the accounts and comply with the Charity’s Memorandum and Articles of Association, applicable law and the requirements of the Statement of Recommended Practice, “Accounting and Reporting by Charities” issued in 2005.

STRUCTURE, GOVERNANCE AND MANAGEMENT

The Charity is a company limited by guarantee and does not have a share capital. The funds received from grants and trading activities are mostly unrestricted and may be used in the furtherance of the Charity’s objectives in accordance with the Memorandum and Articles of Association, the Charity’s governing document.

The charitable services provided by the Charity are restricted to the benefit of the residents of the London Borough of Hillingdon. A Trustee must not receive any payment of money or other material benefit (whether direct or indirect) from the Charity except as provided for in the Memorandum of Association. The Charity has the power to make any investment, which the Trustees see fit but only after obtaining advice from a financial expert and having regard to the suitability of investments and the need for diversification.

The company is controlled by a Management Committee, elected from the Charity’s membership that currently consists of 9 Trustees.

Their role is to oversee the management and day to day running of the company and to ensure that the Charity complies with all of the necessary legal and charitable requirements, with careful monitoring of financial policies and procedures.

Trustees

The Trustees, who are also directors for the purpose of company law, who served during the year, were: W H Sage R F Sage L.Hanlon J A Webster

G Johnson F G Hall D.Poxon W Brown (Chair)

None of the Trustees has any beneficial interest in the company. All of the Trustees are members of the company and guarantee to contribute £1 in the event of a winding up.

The Articles of Association provide for up to 10 Trustees on the Management Committee and the membership are invited to nominate persons for election as Trustees at every Annual Gen Meeting. Persons co-opted to the Management Committee normally serve a probationary period before being appointed a Trustee.

2

HILLINGDON COMMUNITY TRANSPORT LIMITED

TRUSTEES’ REPORT (continued) FOR THE YEAR ENDED 31 MARCH 2021

Related Parties

The Trustees of the Charity are considered related parties of the Charity. None of the Trustees received remuneration or reimbursement of expenses.

Risk factors

The Trustees have identified the following risks as the main risks that face the Charity. The Charity could not continue to meet its objectives without the support of the London Borough of Hillingdon. The Charity could be faced with a claim against it if a person, or persons, suffered any personal injury or accident while being transported in the Charity’s vehicles. The Charity has obtained public liability and fully comprehensive fleet insurance to ensure that the risk of a claim impacting on the ability of the Charity to continue its operation is mitigated.

The Trustees have set aside an unrestricted reserve of £80,000 to provide for unforeseen circumstances as described above and as set out in the reserves policy. The Trustees are also in the process of securing grants for the foreseeable future.

OBJECTIVES AND ACTIVITIES

The main objective and activity of the Charity is to provide an affordable and accessible transport service to various social groups within the London Borough of Hillingdon – Group Transport.

ACTIVITIES AND PERFORMANCE

The Charity continues to provide a valuable service to the residents of the London Borough of Hillingdon. The Charity has a sufficient amount of reserves, which should ensure that the Charity will be able to continue to provide this service for the foreseeable future.

The Charity has ascertained and reviewed Level 1 of the Pqasso Quality Assurance System.

FINANCIAL REVIEW

Details of the financial performance for the year are set out on pages 7 to 13.

3

HILLINGDON COMMUNITY TRANSPORT LIMITED

TRUSTEES’ REPORT (continued)

FOR THE YEAR ENDED 31 MARCH 2021

FINANCIAL REVIEW (continued)

The current year’s deficit of £(37,988), is after charging depreciation of £15,626

Reserve policy

It is the policy of the Charity that we have an unrestricted and undesignated reserve of £80,000. This is to, to ensure that the Charity can:

The Trustees consider that reserves should be maintained at this level to ensure that, in the event of a significant drop in funding they will be able to continue the Charity’s current activities while consideration is given to ways in which additional funds may be raised. This level of funding has been reviewed in 2018/19 to take into account-increased expenditure.

To this aim the reserve policy was increased to £80,000 from the year 2019/20

Due to the outbreak of Covid 19 we have put in place a Pandemic Policy. This reflects the risks and responsibilities we face as an organisation

We also have to look at the financial implications for the coming year.

The Trustees have taken into account our reserves and feel we need to increase it to £100,000 moving forward into 2021/22. This will be to take into account the possibility of further outbreaks or any other unexpected loss of income. This will on a sliding scale basis as finances allow until that figure is reached.

We are confident that the measures we have put in place, will continue to see us be able to trade in 2021/22

PLANS FOR FUTURE PERIODS

We have set out below the future plans for the charity:-

4

HILLINGDON COMMUNITY TRANSPORT LIMITED

TRUSTEES’ REPORT (continued) FOR THE YEAR ENDED 31 MARCH 2021

STATEMENT of PUBLIC BENEFIT

The Trustees confirm that they have referred to the guidance contained in the Charity Commission’s general guidance on public benefit when reviewing our objectives and activities and in planning future activities. It is the judgment of the Trustees that activities in pursuit of the above objectives fully meet the public benefit test, which they have kept in mind in planning programmes for the charity.

Our Activities to Deliver Public Benefit

Our main activities and whom we aim to help are described as below. All our charitable activities focus on delivering a safe transport resource for our member groups and quality standard driver awareness and related training. All activities are undertaken to further our charitable purpose for awareness and related training. All activities are undertaken to further our charitable purposes for the public benefit.

Who Used and Benefited From Our Services

Our objectives are providing services to benefit residents of the London Borough of Hillingdon. The diverse make up of our membership includes people of all age groups from the many different social, financial and cultural backgrounds which make up our local community in the Borough.

We operate 12 fully accessible minibuses; which means we are able to offer fully accessible transport to our disabled residents and 8 standard minibus, two with a trailer option

Equality of access to transport services is important to us and our service offers transport for all those who find accessing conventional transport provision difficult to use or unsuitable. Our premises are fully accessible.

Our main provision is transport but we also provide advice in minibus purchase and training in driving skills and licence requirements. We offer driver training with the Minibus Driver’s Awareness Scheme (MIDAS) and Passenger Assistant Training, (PATs). All drivers of our vehicles must achieve the MIDAS Certificate in minibus driving.

5

HILLINGDON COMMUNITY TRANSPORT LIMITED

TRUSTEES’ REPORT (continued) FOR THE YEAR ENDED 31 MARCH 2021

STATEMENT OF TRUSTEES’ RESPONSIBILITIES

Company law requires the Trustees to prepare financial statements for each financial year which give a true and fair view of the state of affairs of the Charity at the end of the year and of its incoming resources and application of resources for the year.

In preparing those accounts, the Trustees are required to:

On behalf of the board of Trustees

W Brown Director

Date ..........11/08/21..................................................

6

INDEPENDENT EXAMINER’S REPORT TO THE MEMBERS OF HILLINGDON COMMUNITY TRANSPORT LIMITED

I report on the accounts for the year ended 31 March 2021, as set out on pages 7 to 13.

Respective responsibilities of directors and examiner

As described on page 5, the trustees (who are also the directors of the company for the purposes of company law) are responsible for the preparation of the accounts. The charity’s trustees consider that an audit is not required for this year under section 144 (2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed. The charity’s gross income exceeded £250,000 and I am qualified to undertake the examination by being a qualified member of the Institute of Chartered Accountants of England and Wales.

Having satisfied myself that the charity is not subject to audit under Part 16 of the Companies Act 2006 and is eligible for independent examination, it is my responsibility to:

Basis of independent examiner’s report

My examination was conducted in accordance with the general Directions given by the Charity Commissioners. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and the seeking of explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and, consequently, no opinion is given as to whether the accounts present a ‘true and fair view’ and the report is limited to those matters set out in the statement below.

Independent examiner’s statement

In connection with my examination, no matter has come to my attention:

Britt & Keehan Croydon Chartered Accountants CR0 5DJ Date…11/08…/21………………………………………………….

Charity Registration No. 292513 Company Registration No 1903280

HILLINGDON COMMUNITY TRANSPORT LIMITED TRUSTEES’ REPORT AND FINANCIAL STATEMENTS FOR THE YEAR ENDED 31 MARCH 2021

BRITT & KEEHAN CHARTERED ACCOUNTANTS 33 GRIMWADE AVENUE CROYDON CR0 5DJ

STATEMENT OF FINANCIAL ACTIVITIES INCLUDING INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 31 MARCH 2021


Unrestricted
Funds

Notes £
INCOMING RESOURCES
Incoming resources:
Donations
2
50
Investment income
2
108
HMRC- CJRS (furlough claims)
2
-
Incoming resources from charitable
activities
2
182,398
TOTAL INCOMING RESOURCES
182,556
======

RESOURCES EXPENDED
Charitable activities:
Group transport
212,809
TOTAL RESOURCES EXPENDED
3
212,809
======

Net incoming resources before transfers
(30,253)
Transfers between funds
-
NET INCOMING RESOURCES/NET
MOVEMENT IN FUNDS
(30,253)
Fund balances at 1 April 2020
226,462

FUND BALANCES AT 31 MARCH 2021
£196,209
======
 Total Total
Restricted Funds Funds
Funds
2021
2020

£ £ £
-
50
2,005
-
108
358
62,588
62,588
-
-
182,398
394,524

62,588
245,144
396,887
=====
======
======
70,323
283,132
409,603

(7,735)
283,132
409,603
=====
======
======
(7,735)
(37,988)
(12,716)
-
-
-
(7,735)
(37,988)
(12,716)
11,018
237,480
250,196
_
_
___
£3,283
£199,492
£237,480
=====
======
======

The statement of financial activities also complies with the requirements for an income and expenditure account under the Companies Act 2006.

HILLINGDON COMMUNNITY TRANSPORT LIMITED 8

BALANCE SHEET As at 31 March 2021

Notes

FIXED ASSETS
Tangible assets
7
CURRENT ASSETS
Debtors
8
Cash at bank and in hand


CREDITORS: amounts falling due
within one year
9
NET CURRENT ASSETS
NET ASSETS
INCOME FUNDS
Restricted funds
10
Designated funds
10
Unrestricted general funds
10		 2021
£
37,609
40,373
132,792
173,165
11,282
161,883
£199,492
======
3,283
148,288
47,921
£199,492
======		 2020
£
53,235
70,763
124,260
195,023
10,778
184,245
£237,480
======
11,018
153,805
72,657
£237,480
=======

The accounts are prepared in accordance with the special provisions within Part 15 of the Companies Act 2006 relating to small companies.

For the financial year ended 31[st] March 2021 the company was entitled to exemption from audit under section 477 of the Companies Act 2006 and no notice has been deposited under section 476. The directors acknowledge their responsibilities for ensuring that the company keeps accounting records which comply with section 386 and for preparing accounts which give a true and fair view of the state of affairs of the company as at the end of the financial year and of its profit or loss for the financial year in accordance with the requirements of section 396 and which otherwise comply with the requirements of the Companies Act 2006 relating to accounts, so far as applicable to the company.

Approved by the Board on 11/08/21 ……………………………

……………………………..

I Brown Director

9

HILLINGDON COMMUNITY TRANSPORT LIMITED

NOTES TO THE ACCOUNTS For the year ended 31 March 2021

1. ACCOUNTING POLICIES

1.1 Basis of preparation

The financial statements have been prepared in accordance with Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard in the UK and Republic of Ireland (FRS102) (effective 1 January 2020), the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS102) and the Companies Act 2006.

The Charity meets the definition of a public benefit entity under FRS102. Assets and liabilities are initially recognised at historical cost or transaction value unless otherwise stated in the relevant accounting policy note(s).

1.2 Incoming resources

Income is included in the Statement of Financial Activities (“SOFA”) for the period when the charity is legally entitled to the income and the amount can be quantified with reasonable accuracy. It includes grants, membership subscriptions and other similar items. Such income is only not included, i.e. deferred, when:

Incoming resources from charitable activities consists of charitable trading income and represents amounts receivable for goods and services net of VAT.

1.3 Tangible fixed assets and depreciation

Plant and machinery 25% straight line
Office furniture 25% straight line
Motor vehicles 25% straight line

The charity has the use of four minibuses that are owned by other organisations. The charity is responsible for the running costs and insurance but it is not able to dispose of the vehicles without the consent of the legal owners. The vehicles are not included in tangible fixed assets.

1.4 Unrestricted funds

The unrestricted funds are general funds which are available for use at the discretion of the Trustees in the furtherance of the objectives of the charity and have not been designated for any other purpose.

1.5 Restricted funds

Restricted funds are to be used for specific purposes as laid down by the donor. Expenditure that meets the criteria is charged to the fund, together with a fair allocation of other costs.

1.6 Resources expended

All expenditure is accounted for on an accruals basis as a liability is incurred. Charitable activities expenditure comprises those costs incurred by the charity in the delivery of its activities and services to its beneficiaries and those costs necessary to support them.

Governance costs include those costs associated with meeting the constitutional and statutory requirements of the charity.

HILLINGDON COMMUNITY TRANSPORT LIMITED 10

NOTES TO THE ACCOUNTS (continued) For the year ended 31 March 2021

2 INCOME
Total Total
Unrestricted Restricted 2021 2020
Donations and gifts £50 £ -
£50		 £2,005
==== ====
====		 =====
Interest receivable £108 £ -
£108		 £358
=== ==
===		 ===
HMRC – CJRS grants under furlough scheme £ - £62,588
£62,588		 £ -
=== =====
=====		 ====
Incoming resources from charitable
Activities:-
Charitable trading income 132,844 -
132,844		 350,304
Group Transport Grants:-
LB of Hillingdon 32,000 -
32,000		 32,000
Bus Service Operators grants 8,776 -
8,776		 8,620
Insurance claims 7,278 -
7,278		 -
Other - Profit on sale of vehicle 1,500 - 1,500 3,600
£182,398 £ -
182,398		 £394,524
====== =====
======		 ======
3 TOTAL RESOURCES EXPENDED
Total Total
2021
 2020
£ £
Charitable activities
Staff salaries & other staff costs 196,198 254,721
Vehicle costs 57,365 110,235
MIDAS training materials 39 990
Depreciation 15,626 29,139
Support costs 11,894 12,037
Governance costs
Independent Examiners fees 2,010 2,163
AGM and Annual Report - 318
£283,132 £409,603
====== ======
The above expenses include the following amounts expended from restricted funds:
Depreciation £7,735 £7,735
Staff salaries £62,588 £ -
===== =====

HILLINGDON COMMUNITY TRANSPORT LIMITED 11

NOTES TO THE ACCOUNTS (continued) For the year ended 31 March 2021

4 EMPLOYEES 2021 2020
Number of employees:
The average number of full & part-time employees during the year was:
Group Transport 15 19
== ==
Employment costs £ £
Wages and salaries 183,307 228,348
Social security costs 10,676 16,823
Pension costs 4,655 5,237
NI Employment allowance (4,000) (3,000)
£194,638 £247,408
====== ======

There were no employees whose annual emoluments were £60,000 or more.

7 TANGIBLE FIXED ASSETS




COST
At 1 April 2020
Additions
Disposals
At 31 March 2021
Depreciation
At 1 April 2020
Adjustment on disposals
Charge for the year
At 31 March 2021
NET BOOK VALUE
At 31 March 2021
At 31 March 2020		 Plant and
Machinery

£
4,034
-
-
4,034
4,033
-
-
4,033
====
£1
==
£1
==		 Office
Furniture

£
8,155
-
-
8,155
8,155
-
-
8,155
====
£ -
===
£ -
===		 Motor
Vehicles
Total
£ £
354,428
366,617
-
-
(8,495)
(8,495)

345,933
358,122
301,194
313,382
15,626
15,626
(8,495)
(8,495)
308,325
320,513
======
======
£ 37,608 £ 37,609
=====
=====
£53,234
£53,235
=====
=====







HILLINGDON COMMUNITY TRANSPORT LIMITED 12

NOTES TO THE ACCOUNTS (continued) For the year ended 31 March 2021

8
DEBTORS
Trade debtors
Other debtors, including taxation recoverable
Prepayments
9
CREDITORS : amounts falling due within one year
Trade creditors
Taxation and social security
Deferred income
Other
Accruals
10
MOVEMENT IN FUNDS
At Incoming
01.04.20
Resources

£ £
Restricted Funds
Purchase of vehicles, funded
by grants
11,018
-
HMRC – CJR scheme
-
62,588
£11,018
£62,588
=====
=====
Unrestricted Funds
Designated Funds:
Contingency fund
80,000
-
Invested in fixed assets
42,217
-
Bus replacement fund
31,588
2,374
General unrestricted fund
72,657
180,182
£226,462 £182,556
======
======		 2021

£
18,843
11,264
10,266
£40,373
=====
5,064
3,688
-
410
2,120
£11,282
=====
Outgoing
Resources
Transfers

£ £
7,735
-
62,588

-
£70,323
-
=====
==
-
-
7,891
-
-
204,918
-
£212,809
£ -
======
=====		 2020
£
37,426
19,750
13,587

£70,763
=====
2,871
4,999
-
410
2,498

£10,778
=====
At
31.03.21
£
3,283
-
£3,283
=====
80,000
34,326
33,962
47,921

196,209
======

13

HILLINGDON COMMUNITY TRANSPORT LIMITED

NOTES TO THE ACCOUNTS (continued) For the year ended 31 March 2021

10 cont’d

Restricted funds:-

Purchase of vehicles - funds provided by donors specifically for the purchase of vehicles. HMRC –CJRS, Coronavirus Job Retention Scheme – contribution to salary costs of employees put on the furlough scheme

Unrestricted Funds are general funds which are available for use at the discretion of the Trustees in the furtherance of the objectives of the Charity. The Trustees have created designated funds from within the unrestricted funds. The bus replacement fund has been created to separately identify the £2 per booking which is paid for this purpose. The contingency fund has been created to allow the charity to continue in the event of significant cuts in funding.

11 RELATED PARTIES

Trustees

None of the Trustees (nor any person connected with them) received any remuneration or reimbursement of expenses during the year.

One of the Trustees is a member of a group, who use the services of Hillingdon Community Transport. The group did not receive any preferential rates.

Controlling party

The company is controlled by an elected Management Committee that currently consists of 8 Trustees.

12 OPERATING LEASES

The charity has an operating lease, in respect of a photocopier, at an annual rental of £562, inclusive of vat. The lease expires within two to five years.

HILLINGDON COMMUNITY TRANSPORT LIMITED 14 DETAILED INCOME AND EXPENDITURE ACCOUNT

For the year ended 31 March 2021

INCOME
Grants: LB of Hillingdon
HMRC CJRS (furlough claims)
Hire and contract sales
Driving assessment fees
Subscriptions
Donations
Other – BSOG claims
Insurance claims
Interest received
Profit on sale of vehicles
Total Income
EXPENDITURE
Staff costs:
Core staff salaries
Driver salaries
Employers NI
Pension costs
Agency Passenger assistants
Other staff costs
Volunteers expenses
NI Employment allowance


Depreciation:
Vehicles
Other costs:
Vehicle fuel, maintenance, insurance & road tax
Midas training materials
Rent & rates
Office and public liability insurance
Telephone
Postage, printing and stationery
Office and equipment repairs & maintenance
Computer support, software & accessories
Subscriptions & affiliations
Independent examiner’s fees
Book-keeping fees
AGM and Annual Report
Bad debt write offs

Other expenses
Advertising & publicity
Total Expenditure
EXCESS OF INCOME OVER EXPENDITURE		 2021

£
32,000
62,588
130,201
949
1,694
50
8,776
7,278
108
1,500
245,144
103,015
80,292
10,676
4,655
705
420
435
(4,000)
196,198
15,626
57,365
39
3,330
972
30
830
-
3,230
-
2,010
2,392
-
510
575
25
71,308
283,132
£(37,988)

THIS PAGE DOES NOT FORM PART OF THE STATUTORY ACCOUNTS

. I report on the accounts for the year ended 31 March 2021. as set out on page$ 7 to 13. As described on page S. the tWStees Iwho are also the dirertor5 of the compary for the purposes of company law) are responsible for the preparation of the accounts. The charivs trustees consider that an audit is not required for this year tsnder sertion 14412) of the Chartties Act 2011 lthe 2011 Art) and that an independent examination is needed. The charitys gross income ex￿eded £250.(KKI and l am qualified to undert3ke the examination by being a qualified member of the In5trtuts of Chartered Ac£ountsnts of En￿arKI and Wales. Having Satisfied mysem that the charTty is not subjert to audit under Part 16 of the Companies Art 2006 and is eligible for independerrt examination. it is my res￿￿￿￿￿￿1Ity to: examine the accourrts under section 145 of the 2011 Act: to follow the procedures laid down in the general Directifms given by the Charity Commissioners under sertion 1451Sllb) of the 2011 Act: and to state whether particular matters have come to my attention. Basis of Independent e¥wninerfs report My examTnation was conducted in accordance with the general Direttiw by the Charity Comrnis5ioners. An examination includes a review ol the accountin8 records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts. and the seeking of explanations from you as trustees concerning any suth matters. The procedures undertaken do not provide all the eviden￿ that would be required in an audit and. consequently. no opinion is given as to whether the accounts present a 'true aThl fair viev/ arKI the rem is lirnited to those matters set out in the statement below. Independent examinerfs statsment In connection with my examination. no matter has COMÈ to my attentioft." which Ewes me reasonable cause to believe thal in any material respect, the rEquirements la) to keep accounting records in accordance wtth $386 of the Companies Act 2(￿. and to prepare accounts which accord WFth the accounting records. comply with the accounting requorements of the Companies Act and with the methods and principles of the Statement of Retommended Practice.. Accountin8 and Reportin8 by Charities (revised 2(X)S) have not been met; or to which. in my opinion. attention should be drawn in order to enable a proper understanding of the accounts to be re3ched. , ki£l Jillfveh3n FCA Britt & Keehan Chartered Accountsnts 33 Grimwade Avenue Croydon CRO 5DJ