Organisation Overview- Our Mission is to inspire people with disabilities to enjoy cycling with their families and friends.
Gateway Wheelers is a small, community-based charity based in Houghton-le-Spring, operating from the Old Rectory. The organisation provides a specialist cycling service for disabled children and adults, offering them the opportunity to learn to ride bikes and trikes in a safe, fully accessible, and supportive environment. Gateway Wheelers stands out as a unique service provider in the North East, combining accessible recreation with inclusive community participation.
Led by Sara Bateman, the charity's Co-ordinator, Gateway Wheelers has developed strong relationships with local authorities and education providers and offers a range of income-generating sessions, including private bookings, off-site deliveries, and expert
consultancy. However, the charity is currently facing
significant governance and funding challenges that
threaten its sustainability.
Challenges Identified
1. Financial Management & Oversight
No structured system for financial tracking.
Sara lacks access to the main charity bank account; only has access to the secondary CIO account.
Current treasurer role is vacant, and there is no financial reporting by Trustees.
2024 saw a significant deficit (Income: £39,745; Expenditure: £56,226).
Unspent grant from British Cycling for two years due to confusion over eligible use.
2. Governance Gaps
Trustee meetings are irregular, taking place only when Sara requests them.
Lack of formal procedures: No agenda-setting, no recorded minutes, and no financial reports at meetings.
Chair is only a figure head.
Trustees include Brian Milner, Doug Swales, Phil Edwards, and Francis Cooke (Chair).
3. Funding Instability
Key grants from Sir James Knott Foundation, Roseline Foundation, and Awards for All are ending or have ended.
Recent rejection from Sport England due to core cost exclusions.
Current applications pending with Willan Trust Sara completed this application.
The Alliance have applied for funding from Barbour, Awards for All, Warburton, Hadrian, Point North Wind Farm, Sir John Priestman, 4814 Trust.
Alliance have also supported with modelling Full Cost Recovery, so Sara has information to help her set charges for private session both individuals and groups
Sara is actively networking with Sunderland LA, who have requested a project proposal.
4. Strategic Development Needs
Gateway Wheelers is in the process of transitioning to a CIO, supported by Sports Ed.
Lack of up-to-date policies, annual plan, or volunteer handbook.
Limited Trustee recruitment and succession planning.
Need to implement full cost recovery to ensure services are priced sustainably.
Support from the Alliance
The Alliance has provided a structured intervention, working closely with Sara to stabilise the organisation's governance, finance, and funding approach.
Key Actions and Support:
Financial Templates & Training:
Recommended free online resources for charity bookkeeping.
Provided simplified income/expenditure tracking templates.
Advised on claiming British Cycling funds for volunteer costs, training, and equipment maintenance.
Governance Support:
Supplied templates for agenda setting, co-ordinator reporting, and minute-taking.
Advised on setting up annual meeting schedules and clear roles for financial oversight.
Identified concerns around the Chair's / Treasurers role and historical governance, recommending restructuring through the CIO conversion.
Trustee Recruitment:
Drafted a Trustee recruitment advert.
Alliance has identified a new potential Trustees
Strategic & Policy Development:
Encouraged setting a cost recovery model based on actual maintenance and delivery costs.
Advised on the need for an annual plan, updated policies, and a volunteer handbook.
Funding and Sustainability:
Supporting Sara and VB with applications to new funders.
Helping align grant applications with realistic income/expenditure forecasting.
Encouraging strategic partnerships, such as with Sunderland LA.
Next Steps
Finalise CIO transition with Sports Ed and ensure bank accounts reflect the new structure.
Implement financial tracking using the provided templates and secure a new Treasurer.
Formalise Trustee meetings with agreed schedules, clear agendas, and reporting responsibilities.
Recruit new Trustees and clarify volunteer/staff roles via Charity Commission records.
Develop an annual operational plan including budgeting for maintenance and training.
Submit British Cycling invoice to release grant funds for volunteer and Trustee development.
Create and adopt key policies, including a Volunteer Handbook and updated safeguarding documentation.
- Conclusion
Gateway Wheelers plays a vital role in the North East by offering accessible, empowering cycling experiences to disabled individuals. With the support of the Alliance, the charity is on a path to increased financial stability, improved governance, and long-term sustainability. Addressing the identified risks and gaps will allow Gateway Wheelers to continue delivering its unique services, expand its reach, and secure its future.
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