The directors present their annual report and financial statements for the year ended 31 March 2025.
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 governing document, the Companies Act 2006 and “Accounting and Reporting by Charities: Statement of Recommended Practice applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2019)”
The charity's objects are to promote the welfare of physically and mentally disabled individuals of all ages, and to promote the welfare of the elderly, disabled, both mentally and physically, or those suffering from poverty, sickness or distress by operating voluntary community transport services.
The main activity operated by the charity is Dial-a-Bus, offering transport to people with disabilities or mobility problems and anyone over the age of 60 who does not have easy access to other transport. The Shopmobility service provides scooters and wheelchairs for hire and also offers advice to people intending to purchase this type of equipment. The Access Panel, in partnership with other bodies, aims to improve access to public buildings and areas. The charity also employs a social activities worker. In addition the charity provides various training courses and an information service on all topics related to disability.
Orkney Disability Forum has once again successfully secured the OIC Community Transport Grant (CTG) and the Scottish Government Network Support Grant (NSG), formerly known as the Bus Service Operators Grant (BSOG), was awarded as in previous years. Funding was awarded from Bank Of Scotland Empower Grant - secured over 3 years.
The Orkney Island Council's Transport concessionary travel scheme has continued to offer three free return trips per month.
The role of the Social Inclusion Worker, initially funded by the Big Lottery, will continue even though the grant funding has ended after three years. ODF / Dial-a-bus’s trips and tours have been immensely successful and will remain a key offering of Orkney Disability Forum / Dial-a-bus.
The charity had total incoming resources for the year of £511,570 and total resources expended of £414,604. At the balance sheet date Orkney Disability Forum held funds totalling £248,724.
It is the policy of Orkney Disability Forum to raise and maintain a reserve of approximately six months running costs, to ensure the continuation of essential services should an element of funding fail in the future.
The charity also seeks to ensure sufficient reserves are in place to ensure the ongoing operation of the charity and cover elements of contingency planning. These include:
cover for unexpected costs, for example major bus repairs;
amounts to cover for the eventuality that the buses will have to be replaced in the future, and despite actively seeking grant funding, 100% contribution towards replacement is difficult to achieve; and
the establishment of new operational and office space, which the charity recognise may mean purpose built facilities, which again may not achieve 100% grant funding
To meet these contingencies the charity has agreed to set aside general reserves of £80,000:
Major bus repairs £20,000;
Bus replacement £20,000; and
Buildings £40,000.
The main annual grant funding source is Orkney Islands Council. In addition, income is received from memberships, donations, hire of equipment and passenger fares on the Dial-a-Bus service. The members and volunteers also arrange many fundraising events during the year.
The charity can invest amounts not immediately required for the purposes of its operational activities in investments and securities, including land, which are considered advantageous.
Membership fees, fares, and scooter hire prices will be adjusted annually in line with the Retail Price Index (RPI).
Wage rates will be increased to align with the Real Living Wage, and we will apply for Real Living Wage accreditation.
Orkney Disability Forum / Dial-a-bus will introduce a "Passenger of the Month" tombola, where passengers who have travelled at least once in the month can win a certificate, a prize, and return Dial-a-bus vouchers. This initiative aims to encourage more members to use the bus service.
ODF will continue to explore ways to increase membership and passenger numbers, utilising social media and other publicity avenues.
The ODF / Dial-a-Bus Coffee mornings will be changed to Coffee afternoons to attract a larger crowd and increase revenue.
Discussions are underway with OIC Transport to implement a pilot program for a door-to-door bus service in South Ronaldsay, which will connect with the existing X1 service bus. This pilot is expected to operate under a Section 22 permit, allowing unconditional use of concession cards. The pilot scheme started on 28th March 2025 and is being subcontracted to Orkney Travel at present.
ODF will also continue to seek funding opportunities for the replacement of minibuses.
Volunteer agreements and updated procedures will be established to modernise ODF’s approach to volunteer placement and ensure the charity is up to date with best practices.
The charity is a company limited by guarantee, incorporated on 28th February 1997. It is a recognised Scottish charity.
The directors who served during the year and up to the date of signature of the financial statements were:
All directors stand down every year at the AGM. Director nomination forms are available with the AGM papers, and a new board is elected at the AGM each year (however, many directors stand for re-election). Throughout the year and provided there are vacancies, the board of directors can appoint other directors to the board.
All new directors receive a formal induction, including being provided with relevant documents such as the company's Memorandum and Articles and the most recent financial statements. An explanation is also provided of the obligations of the directors, and the company's administrative procedures and future plans and objectives.
None of the directors has any beneficial interest in the company. All of the directors are members of the company and guarantee to contribute £1 in the event of a winding up of the company.
The board meets approximately 10 times a year and considers minutes and reports created by the managers. In general, the board set the policy and the budget while the coordinator and staff deliver the services that fulfil the policy objectives (within the budget). The board and staff work well together.
Orkney Disability Forum plays an active role within the local charitable sector and works alongside other charities in Orkney to deliver joint projects. Outwith Orkney, Orkney Disability Forum contributes to national consultations and participates in events organised by the national bodies that relate to the Dial-a-bus service (CTAUK) and other Orkney Disability Forum services; the Access Panel service (SDEF); and the Shopmobility service (NFS).
Orkney Disability Forum has built a good working relationship with many departments in the local authority and with other key public bodies (Police, NHS, Local Enterprise Company and Jobcentre Plus).
Substantial commercial transactions arise between the charity and Orkney Community Transport Organisation CIC, a company registered in Scotland. Both companies also share a senior management team.
The directors, who also act as trustees for the charitable activities of Orkney Disability Forum, are responsible for preparing the Directors' Report and the accounts in accordance with applicable law and United Kingdom Accounting Standards (United Kingdom Generally Accepted Accounting Practice).
Company Law requires the directors to prepare accounts for each financial year which give a true and fair view of the state of affairs of the charity and of the incoming resources and application of resources, including the income and expenditure, of the charitable company for that year.
In preparing these accounts, the directors are required to:
- select suitable accounting policies and then apply them consistently;
- observe the methods and principles in the Charities SORP;
- make judgements and estimates that are reasonable and prudent;
- state whether applicable UK Accounting Standards have been followed, subject to any material departures disclosed and explained in the accounts; and
- prepare the accounts on the going concern basis unless it is inappropriate to presume that the charity will continue in operation.
The directors are responsible for keeping adequate accounting records that disclose with reasonable accuracy at any time the financial position of the charity and enable them to ensure that the accounts comply with the Companies Act 2006. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.
This report is prepared in accordance with the special provisions relating to small companies contained within Part 15 of the Companies Act 2006.
On behalf of the board of directors
Opinion
We have audited the financial statements of Orkney Disability Forum (the ‘charitable company’) for the year ended 31 March 2025 which comprise the statement of financial activities, the balance sheet, the statement of cash flows and the notes to the financial statements, including a summary of significant accounting policies. The financial reporting framework that has been applied in their preparation is applicable law and United Kingdom Accounting Standards, including Financial Reporting Standard 102 The Financial Reporting Standard applicable in the UK and Republic of Ireland (United Kingdom Generally Accepted Accounting Practice).
In our opinion, the financial statements:
Basis for opinion
We conducted our audit in accordance with International Standards on Auditing (UK) (ISAs (UK)) and applicable law. Our responsibilities under those standards are further described in the Auditor's responsibilities for the audit of the financial statements section of our report. We are independent of the charitable company in accordance with the ethical requirements that are relevant to our audit of the financial statements in the UK, including the FRC’s Ethical Standard, and the provisions available for small entities, in the circumstances set out in note 24 to the financial statements, and we have fulfilled our other ethical responsibilities in accordance with these requirements. We believe that the audit evidence we have obtained is sufficient and appropriate to provide a basis for our opinion.
In auditing the financial statements, we have concluded that the directors' use of the going concern basis of accounting in the preparation of the financial statements is appropriate.
Based on the work we have performed, we have not identified any material uncertainties relating to events or conditions that, individually or collectively, may cast significant doubt on the charitable company's ability to continue as a going concern for a period of at least twelve months from when the financial statements are authorised for issue.
Our responsibilities and the responsibilities of the directors with respect to going concern are described in the relevant sections of this report.
Other information
The other information comprises the information included in the annual report other than the financial statements and our auditor's report thereon. The directors are responsible for the other information contained within the annual report. Our opinion on the financial statements does not cover the other information and, except to the extent otherwise explicitly stated in our report, we do not express any form of assurance conclusion thereon. Our responsibility is to read the other information and, in doing so, consider whether the other information is materially inconsistent with the financial statements or our knowledge obtained in the course of the audit, or otherwise appears to be materially misstated. If we identify such material inconsistencies or apparent material misstatements, we are required to determine whether this gives rise to a material misstatement in the financial statements themselves. If, based on the work we have performed, we conclude that there is a material misstatement of this other information, we are required to report that fact.
We have nothing to report in this regard.
Opinions on other matters prescribed by the Companies Act 2006
In our opinion, based on the work undertaken in the course of our audit:
the information given in the directors' report, which includes the trustees’ report prepared for the purposes of company law, for the financial year for which the financial statements are prepared is consistent with the financial statements; and
the trustees’ report included within the directors' report has been prepared in accordance with applicable legal requirements.
In the light of the knowledge and understanding of the charitable company and its environment obtained in the course of the audit, we have not identified material misstatements in the trustees’ report included within the directors' report.
We have nothing to report in respect of the following matters in relation to which the Companies Act 2006 and the Charities Accounts (Scotland) Regulations 2006 (as amended) require us to report to you if, in our opinion:
proper accounting records have not been kept, or returns adequate for our audit have not been received from branches not visited by us; or
the financial statements are not in agreement with the accounting records and returns; or
certain disclosures of trustees' remuneration specified by law are not made; or
we have not received all the information and explanations we require for our audit; or
the directors were not entitled to prepare the financial statements in accordance with the small companies regime and take advantage of the small companies’ exemptions in preparing the directors' report and from the requirement to prepare a strategic report.
As explained more fully in the statement of directors' responsibilities, the directors are responsible for the preparation of the financial statements and for being satisfied that they give a true and fair view, and for such internal control as the directors determine is necessary to enable the preparation of financial statements that are free from material misstatement, whether due to fraud or error.
In preparing the financial statements, the directors are responsible for assessing the charitable company’s ability to continue as a going concern, disclosing, as applicable, matters related to going concern and using the going concern basis of accounting unless the directors either intend to liquidate the charitable company or to cease operations, or have no realistic alternative but to do so.
We have been appointed as auditor under section 44(1)(c) of the Charities and Trustee Investment (Scotland) Act 2005 and under the Companies Act 2006 and report in accordance with the Acts and relevant regulations made or having effect thereunder.
Our objectives are to obtain reasonable assurance about whether the financial statements as a whole are free from material misstatement, whether due to fraud or error, and to issue an auditor's report that includes our opinion. Reasonable assurance is a high level of assurance but is not a guarantee that an audit conducted in accordance with ISAs (UK) will always detect a material misstatement when it exists. Misstatements can arise from fraud or error and are considered material if, individually or in the aggregate, they could reasonably be expected to influence the economic decisions of users taken on the basis of these financial statements.
Irregularities, including fraud, are instances of non-compliance with laws and regulations. We identify and assess the risks of material misstatement in the financial statements, whether due to fraud or error, and then design and perform audit procedures responsive to those risks, including obtaining audit evidence that is sufficient and appropriate to provide a basis for our opinion.
In identifying and assessing risks of material misstatement in respect of irregularities, including fraud and non-compliance with laws and regulations, we considered the following:
the nature of the industry and sector, and control environment;
results of our enquiries of management;
any matters we identified having obtained and reviewed the charitable company's documentation of their policies and procedures relating to:
identifying, evaluating and complying with laws and regulations and whether they were aware of any instances of non-compliance;
detecting and responding to the risks of fraud and whether they have knowledge of any actual, suspected or alleged fraud;
the internal controls established to mitigate risks of fraud or non-compliance with laws and regulations.
the matters discussed among the audit engagement team.
As a result of these procedures, we considered the opportunities and incentives that may exist within the organisation for fraud and irregularities. Income recognition was a key area of focus. In common with all audits under ISA's (UK), we are also required to perform specific procedures to respond to the risk of management override.
We also obtained an understanding of the legal and regulatory framework that the charitable company operates in, focusing on provisions of those laws and regulations that had a direct effect on the determination of material amounts and disclosures in the financial statements, such as the UK Companies Act 2006, tax legislation, and relevant charities acts.
In addition, we considered provisions of other laws and regulations that do not have a direct effect on the financial statements but compliance with which may be fundamental to the charitable company's ability to operate or to avoid a material penalty. These include laws and regulations pertaining to the protection of vulnerable individuals; and employment.
In addition to the above, our procedures to respond to risks identified included the following:
reviewing the financial statement disclosures and testing to supporting documentation to assess compliance with provisions of relevant laws and regulations described as having a direct effect on the financial statements;
enquiring of management concerning actual potential litigation and claims;
performing analytical procedures to identify any unusual or unexpected relationships that may indicate risks of material misstatement due to fraud;
reading minutes of meetings of those charged with governance; and
in addressing the risk of fraud through management override of controls, testing the appropriateness of journal entries and other adjustments; assessing whether the judgements made in making accounting estimates are indicative of a potential bias; and evaluating the business rationale of any significant transactions that are unusual or outside the normal course of business.
We also communicated relevant identified laws and regulations and potential fraud risks to all engagement team members and remained alert to any indications of fraud or non-compliance with laws and regulations throughout the audit.
A further description of our responsibilities is available on the Financial Reporting Council’s website at: https://www.frc.org.uk/auditorsresponsibilities. This description forms part of our auditor's report.
This report is made solely to the charitable company's members, as a body, in accordance with Chapter 3 of Part 16 of the Companies Act 2006, and to the charitable company 's trustees, as a body, in accordance with section 44(1)(c) of the Charities and Trustee Investment (Scotland) Act 2005 and regulation 10 of the Charities Accounts (Scotland) Regulations 2006. Our audit work has been undertaken so that we might state to the charitable company's members those matters we are required to state to them in an auditors' report and for no other purpose. To the fullest extent permitted by law, we do not accept or assume responsibility to anyone other than the charitable company and its members as a body, for our audit work, for this report, or for the opinions we have formed .
The statement of financial activities includes all gains and losses recognised in the year. All income and expenditure derive from continuing activities.
The statement of financial activities also complies with the requirements for an income and expenditure account under the Companies Act 2006.
Orkney Disability Forum is a private company limited by guarantee incorporated in Scotland. The registered office is 18 Junction Road, Kirkwall, Orkney, KW15 1AB.
These accounts have been prepared in accordance with FRS 102 “The Financial Reporting Standard applicable in the UK and Republic of Ireland” (“FRS 102”), “Accounting and Reporting by Charities” the Statement of Recommended Practice for charities applying FRS 102, the Companies Act 2006 and UK Generally Accepted Accounting Practice as it applies from 1 January 2019. The charity is a Public Benefit Entity as defined by FRS 102.
The financial statements are prepared in sterling, which is the functional currency of the charity. Monetary amounts in these financial statements are rounded to the nearest £.
The financial statements have been prepared under the historical cost convention. The principal accounting policies adopted are set out below.
At the time of approving the financial statements, the directors have a reasonable expectation that the charity has adequate resources to continue in operational existence for the foreseeable future. Thus the directors continue to adopt the going concern basis of accounting in preparing the financial statements.
Unrestricted funds are available for use at the discretion of the directors in furtherance of their charitable objectives unless the funds have been designated for other purposes.
Designated funds comprise funds which have been set aside at the discretion of the directors for specific purposes. The purposes and uses of the designated funds are set out in the notes to the accounts.
Restricted funds are subject to specific conditions by donors as to how they may be used. The purposes and uses of the restricted funds are set out in the notes to the accounts.
Voluntary income is received by way of donations and gifts and is included in full in the Statement of Financial Activities (SOFA) when receivable. The value of services provided by volunteers has not been included.
Incoming resources from fundraising activities and from investments are included when receivable.
Legacies are recognised on receipt or otherwise if the charity has been notified of an impending distribution, the amount is known, and receipt is expected. If the amount is not known, the legacy is treated as a contingent asset.
Grants, including grants for the purchase of fixed assets, are recognised in full in the SOFA in the year in which they are receivable.
Turnover is measured at the fair value of the consideration received or receivable and represents amounts receivable for goods and services provided in the normal course of business, net of VAT.
Expenditure is recognised once there is a legal or constructive obligation to transfer economic benefit to a third party, it is probable that a transfer of economic benefits will be required in settlement, and the amount of the obligation can be measured reliably.
Expenditure is classified by activity. The costs of each activity are made up of the total of direct costs and shared costs, including support costs involved in undertaking each activity. Direct costs attributable to a single activity are allocated directly to that activity. Shared costs which contribute to more than one activity and support costs which are not attributable to a single activity are apportioned between those activities on a basis consistent with the use of resources. Central staff costs are allocated on the basis of time spent, and depreciation charges are allocated on the portion of the asset’s use.
Expenditure is included in resources expended on an accruals basis, inclusive of any VAT which cannot be recovered.
Governance costs include those costs associated with meeting the constitutional and statutory requirements of the charity.
Tangible fixed assets are initially measured at cost and subsequently measured at cost or valuation, net of depreciation and any impairment losses.
Depreciation is recognised so as to write off the cost or valuation of assets less their residual values over their useful lives on the following bases:
The gain or loss arising on the disposal of an asset is determined as the difference between the sale proceeds and the carrying value of the asset, and is recognised as other income/(expenditure) for the year.
At each reporting end date, the charity reviews the carrying amounts of its tangible and intangible assets to determine whether there is any indication that those assets have suffered an impairment loss. If any such indication exists, the recoverable amount of the asset is estimated in order to determine the extent of the impairment loss (if any).
Recoverable amount is the higher of fair value less costs to sell and value in use. If the recoverable amount of an asset is estimated to be less than its carrying amount, the carrying amount of the asset is reduced to its recoverable amount. An impairment loss is recognised immediately in income/(expenditure) for the year.
Stock is valued at the lower of cost and net realisable value.
Cash and cash equivalents include cash in hand and deposits held at call with banks.
The Company has elected to apply the provisions of Section 11 ‘Basic Financial Instruments’ to its financial instruments.
Financial instruments are recognised when the charity becomes party to the contractual provisions of the instrument.
Financial assets are offset, with the net amounts presented in the accounts when there is a legally enforceable right to set off the recognised amounts and there is an intention to settle on a net basis or to realise the asset and settle the liability simultaneously.
Basic financial assets, which include debtors and cash and bank balances, are initially measured at transaction price including transaction costs and are subsequently carried at amortised cost using the effective interest method unless the arrangement constitutes a financing transaction, where the transaction is measured at the present value of the future receipts discounted at a market rate of interest. Financial assets classified as receivable within one year are not amortised.
Financial assets are assessed for indicators of impairment at each reporting date. Financial assets are impaired where there is objective evidence that, as a result of one or more events that occurred after the initial recognition of the financial asset, the estimated future cash flows have been affected.
If an asset is impaired, the impairment loss is the difference between the carrying amount and the present value of the estimated cash flows discounted at the asset’s original effective interest rate. The impairment loss is recognised in net income/(expenditure) for the year.
If there is a decrease in the impairment loss arising from an event occurring after the impairment was recognised, the impairment is reversed. The reversal is such that the current carrying amount does not exceed what the carrying amount would have been, had the impairment not previously been recognised.
Financial assets are derecognised only when the contractual rights to the cash flows from the asset expire or are settled, or when the charity transfers the financial asset and substantially all the risks and rewards of ownership to another entity.
Basic financial liabilities including creditors are initially recognised at transaction price unless the arrangement constitutes a financing transaction, where the debt instrument is measured at the present value of the future payments discounted at a market rate of interest. Financial liabilities classified as payable within one year are not amortised.
Debt instruments are subsequently carried at amortised cost, using the effective interest rate method.
Trade creditors are obligations to pay for goods or services that have been acquired in the ordinary course of operations from suppliers.
Financial liabilities are derecognised when the charity’s contractual obligations expire or are discharged or cancelled.
The cost of any unused holiday entitlement is recognised in the period in which the employee’s services are received.
Payments to defined contribution retirement benefit schemes are charged as an expense as they fall due.
Rentals payable under operating leases are charged to income on a straight line basis over the lease term.
In the application of the charity’s accounting policies, the directors are required to make judgements, estimates and assumptions about the carrying amount of assets and liabilities that are not readily apparent from other sources. The estimates and associated assumptions are based on historical experience and other factors that are considered to be relevant. Actual results may differ from these estimates.
Estimates and underlying assumptions are reviewed on an ongoing basis. Revisions to accounting estimates are recognised in the period in which the estimate is revised where the revision affects only that period, or in the period of the revision and future periods where the revision affects both current and future periods.
Grants receivable for core activities
Fares & hires; admin fees
Disability living aids
Sale of goods
Fares & hires; admin fees
Disability living aids
Sale of goods
Investments
Bus running costs (fuel and repairs)
Shopmobility costs of sales
Other costs
Other costs includes payments to the auditors of £3,600 (2024: £2,800) for audit fees and £5,425 (2024: £4,035) for other services.
During the year, the charity incurred expenditure of £3,632 (2024: £nil) with Orkney Travel, which is owned by the director G Donohue under a subcontractor arrangement. At the year end, the company owed Orkney Travel £3,632 (2024: £nil)
None of the other directors (or any persons connected with them) received any remuneration or benefits from the charity during the current or prior year. No other director was reimbursed for any expenses incurred in the current or prior year.
The average monthly number of employees during the year was:
The remuneration of key management personnel is as follows.
Dial-a-Bus is a door to door transport service on the Mainland of Orkney for elderly and disabled people.
The Community Fund grant is a three year grant to contribute towards the salary of a part time social inclusion worker.
The unrestricted funds of the charity comprise the unexpended balances of donations and grants which are not subject to specific conditions by donors and grantors as to how they may be used. These include designated funds which have been set aside out of unrestricted funds by the trustees for specific purposes.
The buses & equipment fund includes £40,000 designated for the acquisition and repair of buses, £73,464 representing the net book value of buses held at the balance sheet date, and £40,000 designated for the costs of acquiring new premises.
Substantial commercial transactions arise between the charity and Orkney Community Transport Organisation CIC (OCTO), a company registered in Scotland. Both companies also share a senior management team.
Incoming resources for the year include amounts charged to OCTO totalling £121,962 (2024: £84,411) for bus hires, driver and management services. Debtors include £12,307 (2024: £16,114) due from OCTO in respect of these transactions.
The above transactions between the charity and OCTO are carried out on commercial terms, at arms length.
Incoming resources for the year include a donation from OCTO totalling £5,000 (2024:£260)
During the year, the charity received loan repayments of £nil (2024: £32,010) from OCTO. At the balance sheet date, debtors due within one year include £nil (2024: £nil) in respect of loans advanced and associated interest charges.
During the year, the charity paid aggregate compensation of £16,100 (2024: £13,991) to J Falconer, a close family member of the charity's key management personnel, under a contract of employment, and £nil (2024: £35) for other services provided to the charity. During the year, the charity received £nil (2024: £500) as consideration for the sale of a bus from the same individual.
The charity had no material debt during the year.
In common with many organisations of our size and nature we use our auditor to assist with the preparation of the financial statements.