Agenda Item No. 37 EXECUTIVE 15 DECEMBER 2016 WOKING COMMUNITY TRANSPORT LTD THE TOWN CENTRE BUGGY SERVICE - APPLICATION FOR SUPPORT Executive Summary Woking Community Transport has applied for annual revenue funding of 18,000 in 2017/18, 2018/19 and 2019/20 towards the continuation of the service provided by the Town Centre Buggy which is much valued by its disabled or elderly users. The Group highlights that the planned future expansion of the town centre, along with changing demographics, will increase the demands on the new buggy as the number of passengers and distance covered will increase. The maintenance of the existing Town Centre Buggy service is essential for those with mobility difficulties enabling them to maintain independence and access the services and outlets that they require in the town centre. Alongside the Dial a Ride service, the Town Centre Buggy provides an integrated channel whereby Dial a Ride users arriving in the Town Centre can be met by the Buggy for onward transport to their destination. It is expected that over 4,500 individual passenger journeys would be made in the town centre using the Buggy in the current year. The users vary greatly in age, ethnicity and disability but all have significant mobility problems and welcome the help they receive in accessing the town centre and its facilities. For many it enables them to shop and bank independently as well as accessing other amenities in the town centre. At its meeting in December 2014, the Executive agreed that funding of 10,000 be awarded towards a replacement buggy, as the existing vehicle was 17 years old. The new buggy was introduced from December 2015. It is proposed that the application from Woking Community Transport for its Buggy service is approved on the same basis as the previous year, with revenue of 18,000. In line with other grant recommendations, the funding should be for 2017/18 with no further years agreed at this time. The financial pressure on the Council s budgets is expected to continue in the coming years and accordingly the overall level of available in future years may be reduced. The applicant is therefore to be advised that the award of funding for 2017/18 does not imply that a similar application in 2018/19 would be ed. In particular, it is emphasised that the Council is unlikely to be in a position to award any sums above the 2017/18 levels. In view of this, the applicant is to be advised to ensure that contingency plans for the Group s operations for 2018/19 have been drawn up in the event that the Council is unable to continue its beyond April 2018. As in previous years, all applicants are strongly recommended to pursue alternative sources of funding and are encouraged to approach Woking Association of Voluntary Services for advice and. Reasons for Decision To enable Woking Community Transport to continue to provide the Town Centre Buggy service in Woking. 1
Recommendations The Executive is requested to: RESOLVE That a grant of 18,000 be awarded to assist towards the costs of the Town Centre Buggy service operated by Woking Community Transport in 2017/18. Amount(s) Recommended: 2017/18 Community Grant Budget 18,000 Conditions Accounts. The Organisation must submit audited accounts for the year in which the grant is awarded, including an income and expenditure account and balance sheet. Please note that accounts for other years may also be required. Monitoring Information. The Organisation must submit quarterly monitoring information as a measure of its achievements. Failure to provide details will jeopardise the award. E-mail requests will be sent to the applicant on a quarterly basis. Publicity. Where possible, the Organisation is required to publicise the received from Woking Borough Council, including on all literature and leaflets produced. Payments. Unless exceptional circumstances exist all claims must be received quarterly in writing (e-mail or letter) with details of the costs incurred (invoices required for over 50K) and monitoring information for the previous quarter. Payment Period. Final quarter claims must be made by the second week in March. Unclaimed awards will not be available at a later date unless exceptional circumstances can be demonstrated to the Council before the end of the award year. Joint Working. WBC expects the Organisation to engage positively on health and wellbeing multi-agency joint work affecting Woking. Groups which refuse may place their Council at risk, e.g. grant, concessionary rent and other assistance. Performance Indicators The Organisation to provide a breakdown of the users in the past quarter. The Organisation to advise how the Council's has been publicised over the last quarter. The Organisation to provide a statement stating the use to which the grant money has been put. The Executive has authority to determine the above recommendations. Background Papers: Application Form. 2
Reporting Person: Sue Barham, Strategic Director Extn: 3810, Email: Sue.Barham@woking.gov.uk Frank Jeffrey, Democratic Services Manager Extn: 3012, Email: Frank.Jeffrey@woking.gov.uk Contact Person: Frank Jeffrey, Democratic Services Manager Extn: 3012, Email: Frank.Jeffrey@woking.gov.uk Doug Davern, Democratic Services Officer Extn: 3018, Email: Doug.Davern@woking.gov.uk Portfolio Holder: Cllr Melanie Whitehand Email: Cllrmelanie.Whitehand@woking.gov.uk Shadow Portfolio Holder: Cllr Ian Eastwood Email: cllrian.eastwood@woking.gov.uk Date Published: 7 December 2016 3
GROUP Woking Community Transport Ltd The Town Centre Buggy Service PROJECT OUTLINE Purpose of Application Community Strategy Amount(s) Requested With the demands of changing demographics (see below), and the planned further expansion of the shopping area in the town centre, we expect that the demands on the new buggy in terms of the number passengers and distances covered will increase. We are therefore requesting a grant of 18,000 for the next three years as a substantial contribution to cover the revenue costs of providing the service (after deducting expected fundraising). You will note that our request remains at the same level as in previous years. With Dial a Ride, the Town Centre Buggy provides an integrated service whereby Dial a Ride users arriving in the town centre can be met by the buggy for onward transport to their destination. A transport system that is linked and accessible, recognising Woking s potential as a transport hub. 2017/18 18,000 2018/19 18,000 2019/20 18,000 BACKGROUND TO GROUP Status and Aims WCT was founded in 1991 and is a registered society under the Co-operative and Community Benefit Societies Act 2014 and is regulated by the FCA. We are accepted by HMRC as having exempt charitable status. WCT provides accessible door to door transport to those who would otherwise be socially excluded because of poverty, disability or age. WCT is based in Woking and relies upon grants from WBC and SCC to provide Dial A Ride, Centre and Group transport services. Additionally, under contract, WCT provides a service to SCC (Home to School and Adult & Community Care). WCT also manages the Town Centre Buggy. Volunteers How many volunteers does the Organisation have? 2 Please indicate how many are male 2 Please indicate how many are female 0 Please indicate how many are disabled 0 Please indicate how many are from an ethnic minority 0 Employees 4
How many employees does the Organisation have 59 Please indicate how many are Male 46 Please indicate how many are female 13 Please indicate how many are disabled 0 Please indicate how many are from an ethnic minority 5 Users How many users does the Organisation have? 2368 Please indicate how many are Male 710 Please indicate how many are Female 1658 Please indicate how many are disabled 2368 Please indicate how many are from an ethnic minority 94 Please indicate how many are from the Woking area 2368 Please indicate how many are aged under 5 3 Please indicate how many are aged between 5 and 10 3 Please indicate how many are aged between 11 and 18 13 Please indicate how many are aged between 18 and 65 264 Please indicate how many are aged over 65 2085 Charges for users No Details of Charges For Users: Dial a Ride fares range from 3.30 to 3.70 per single journey dependent upon the distance travelled. Hospital trips range from 8 to 12 per single journey. WBC Centres are charged at 4.40 return. Town Centre Buggy is free of charge. Members How many Members does the Organisation have? 2368 Please indicate how many are male 710 Please indicate how many are female 1658 Please indicate how many are disabled 2368 Please indicate how many are from an ethnic minority 94 Please indicate how many are from the Woking area 2368 Please indicate how many are aged under 5 3 Please indicate how many are aged between 5 and 10 3 Please indicate how many are aged between 11 and 18 13 Please indicate how many are aged between 19 and 65 264 Please indicate how many are aged over 65 2085 Details of membership fees ASSESSMENT Review of Financial Standing At the time of the application, the Group held funds with Investec totalling 436,115. The funds 5
are reserved to provide six months' working capital, provision for depreciation of vehicles, and operator licence capital requirements and best practice. The Group notes that the use of Investec provides a greater opportunity to generate an income from reserves, which would be unlikely to be received if the funds were in a 'high street' bank. Budget The Group has submitted a budget for the Town Centre buggy from 2016/17 to 2018/19. The budget for the coming year indicates a deficit of 1,493 based on an income of 19,000 against an expenditure of 20,493. Income includes WBC Grant ( 18,000) and Other Fundraising ( 1,000). Items of expenditure include Drivers ( 14,783), Management ( 4,160) and Vehicle Costs ( 1,450). The 2017/18 and 2018/19 budgets indicate a deficit of 1,903 and 2,321 respectively. The budgets include expenditure increasing at a rate of 2% per annum. Accounts The Group has submitted accounts for 2015/16 which show an income of 1,357,089 ( 1,252,457 in 2014/15) against expenditure of 1,430,436 ( 1,267,766 in 2014/15), resulting in a deficit of 73,347 (a deficit of 15,309 in 2014/15). The sum of 298,224 was carried forward at the end of the year. Income included Charges and Fares ( 692,070), Grants and Donations ( 354,447), Garage Sales ( 277,161) and Miscellaneous ( 33,411). Expenditure included Charity ( 1,051,483) and Garage ( 378,953). The garage additions relate to a separate business, WCT Service Station, which WCT took on in 2014/15. The garage takes care of the maintenance of WCT's own vehicles alongside servicing public vehicles. These accounts have been consolidated to include the WCT Service Station as well as the WCT activities. Previous Support by Woking Borough Council: 2016/17 18,000 2015/16 18,000 revenue plus 10,000 capital towards replacement buggy 2014/15 18,000 2013/14 18,000 2012/13 18,500 2011/12 9,025 2010/11 9,025 2009/10 9,025 2008/09 9,025 2007/08 8,892 2006/07 8,675 Background to Funding The Council was first approached for financial assistance towards the Town Centre Buggy in 2004/05, when it became apparent that the existing by Friends of the Elderly was to reduce. The Council took the view that the Buggy is an essential service in the Town Centre 6
and has ed the costs of the service since 2004. Towards the end of 2006, the Mobility Exchange opened adjacent to the Civic Offices, providing sheltered accommodation for the visitors to the Town Centre who make use of both the Buggy and the Bustler service. The facility was financed by the Rotary, Woking IEG Strategy, Planning Benefit and the Council reserves. The unit provides a waiting area for bus and buggy users and an information point for mobility impaired people. The facility includes a disabled access toilet and a store for wheelchairs and scooters. The Town Centre Buggy liaises with the Community Transport buses to be on hand to assist visitors who are brought to the Town Centre by the buses. At its meeting on 15 December 2011, the Executive agreed to provide three year fixed funding for the Town Centre Buggy at an increased level of 18,000 per annum (previously 9,025) due to the cessation of financial by Friends of the Elderly from October 2011. In addition, through the Council a contribution of 10,000 had been negotiated from Wolsey Place Shopping Centre for Woking shopmobility. It was therefore agreed to reduce the Council s contribution to shopmobility by a similar amount and use the money saved to increase the level of for the Town Centre Buggy, with a view to securing the service for the years ahead. A report setting out the funding request from Woking shopmobility occurs elsewhere on the agenda and the funding from Woking Shopping is included in the budget submitted by that Group for the forthcoming year. At its meeting in December 2014, the Executive agreed that funding of 10,000 be awarded towards a replacement buggy, as the existing vehicle was 17 years old. The new buggy was introduced from December 2015. Over the past few years, the revenue awarded each year has been continued at the level of 18,000. Cllr Deborah Hughes Consultee Views JOINT COMMENTS BY CLLR D E HUGHES AND CLLR G G CHRYSTIE Cllr Graham Chrystie was appointed to the Company in May 2014 and Cllr Deborah Hughes was appointed in May 2016. Councillors attended the July 2016 Board Meeting of the Company. Cllr Chrystie comments that since attending Board Meetings he has been impressed by the overall operation of the Company and its management. Disclosure of documents and papers has been good and questions raised have all been positively answered: there is an openness of approach by the directors which gives confidence in the running of the Company. It is not intended here to give commentary upon any detailed financial aspects of the Company apart from generally commenting as follows: - Accounts are up to date and there appears to be effective management accounting - Directors and managers seem to be making substantial contributions to WCT - The Managing Director impresses as being go-ahead and very much on top of the business - We have confidence in the Board and are satisfied that they seem to be making good use of the funding supplied to them from WBC. 7
We are satisfied that the WBC Grant to WCT is essential to maintain an essential excellent service. Cllr D E Hughes, Cllr G G Chrystie (4 October 2016) Sue Barham I am ive of this application in terms of the on-going revenue funding especially since the Council invested in the replacement of the Buggy Vehicle in this financial year. I would however request again that there should be a more proactive promotion of Woking Town Centre being an accessible shopping centre by Woking Shopping (currently there is nothing on the website) which could link in a range of services for both residents and visitor s visiting the Town in terms of: Dial-A-Ride Services and the Mobility Exchange, to promotion of the Town Centre Buggy, Shop Mobility and disabled persons parking provision within the main Car Parks, to facilities for those with mobility or hearing impairments in attending the Ambassadors Theatres and Cinemas. Indeed with some joint promotional messaging - this could easily be feed into the wider Health and Wellbeing networks, which in turn could assist in lowering isolation for those you are less mobile in our community. WAVS WAVS has worked closely with Woking Community Transport and the work they undertake in providing transport to those who could otherwise become isolated or struggle to attend appointments. WAVS would fully this application. Summary of Key Supporting Information Assessment Overview Constitution - Yes Registered Charity - Yes VAT Registered - Yes Equal Opportunities Policy - Yes Safeguarding Policy - Yes Reserves Policy - Yes Quality Mark - Yes Other funding sources pursued - Yes Other by the Council - Yes Fundraising - Yes Two quotes - N/A Regular monitoring information previously provided? - Yes The Buggy Service was first introduced in 1994 (the first in the UK), operates in the area of Woking Town Centre and provides a free service to pedestrians in Woking Town Centre who have a mobility difficulty. The Buggy is operated in the pedestrianised areas of the Town Centre each weekday between 9.30 a.m. and 1.30 p.m. The Buggy is not used on Saturdays because of the number of people in the Town Centre. No charge is made to users of the service. 8
The Organisation employs a total of 59 people, of which 42 are drivers (2 x full-time on 37.5 hours per week, 27 x part-time on 10 25 hours and 13 on zero hours or casual). There are nine office based members of staff who deal with management, administration and scheduling (6 x full-time on 37.5 hours and 2 x part-time on variable hours). In addition, two passenger escorts work on a part-time basis (1 x 22.5 hours and 1 x flexible hours) during term-time for Group Transport and occasionally Centre Services. Woking Community Transport has submitted an application to continue its revenue funding of 18,000 per annum over the forthcoming three years. The Group notes that with the demands of changing demographics and the planned further expansion of the shopping area in the Town Centre, it is expected that the demands on the new buggy will increase. Regarding funding, the Group points out that the level of grant provided by the Council over the past three years has not met the full cost of providing the buggy service. The deficit has been met largely from reserves and also partly by kind donations from Woking Lions and Round Table, although these donations are not regular in nature. It emphasises that the reduction in other forms of through the termination of the PPP funding at the end of the 2016/17 financial year has placed increased pressure on the Group despite its strategies to mitigate these effects. Discussions are planned with local and other charities and organisations regarding sponsorship for the Town Centre Buggy. The organisation stated that it has always sought new contracts with other organisations thereby aiming to spread overheads and continues to do so, resulting in service improvements for Woking residents whilst minimising costs to the Council. It will continue to pursue opportunities to expand its activities by tendering for additional contracts from other organisations, particularly NHS Surrey and Surrey County Council. Evidence of the success of this approach is shown by the ability of the group to provide services to the hospitals outside of Woking despite grant reductions. All passenger usage of the Buggy is recorded at the time by the driver and monitored on a regular basis, forming part of the statistical reporting. Any un-met requests are also recorded. Users are surveyed every three years or so and regular forums are held with members, both of which enable the Group to establish that it is succeeding in meeting user requirements. Alongside the Dial a Ride service, the Town Centre Buggy provides an integrated channel whereby Dial a Ride users arriving in the Town Centre can be met by the Buggy for onward transport to their destination. Considerations Woking Community Transport has applied for annual revenue funding of 18,000 in 2017/18, 2018/19 and 2019/20. The Group highlights that the planned future expansion of the town centre, along with changing demographics, will increase the demands on the new buggy as the number of passengers and distance covered will increase. The maintenance of the existing Town Centre Buggy service is essential for those with mobility difficulties enabling them to maintain independence and access the services and outlets that they require in the town centre. It is expected that over 4,500 individual passenger journeys would be made in the town centre using the Buggy in the current year. The users vary greatly in age, ethnicity and disability but all have significant mobility problems and welcome the help they receive in accessing the town centre and its facilities. For many it enables them to shop and bank independently as well as accessing other amenities in the town centre. 9
It is proposed that the application from Woking Community Transport for its Buggy service is approved on the same basis as the previous year, with revenue of 18,000. In line with other grant recommendations, the funding should be for 2017/18 with no further years agreed at this time. The financial pressure on the Council s budgets is expected to continue in the coming years and accordingly the overall level of available in future years may be reduced. The applicant is therefore to be advised that the award of funding for 2017/18 does not imply that a similar application in 2018/19 would be ed. In particular, it is emphasised that the Council is unlikely to be in a position to award any sums above the 2017/18 levels. In view of this, the applicant is to be advised to ensure that contingency plans for the Group s operations for 2018/19 have been drawn up in the event that the Council is unable to continue its beyond April 2018. As in previous years, all applicants are strongly recommended to pursue alternative sources of funding and are encouraged to approach Woking Association of Voluntary Services for advice and. S106 Transport Act 1985 Legal Authority REPORT ENDS 10