## **Guilsfield Community Centre Trust**
# **Minutes of The Annual General Meeting**
**3[rd] November 2021 at 19:00**
**Community Centre**
## **Attending**
*Trevor Trevor (TT) – Guilsfield Community Council - Chair *Malcolm Graham (MRG) – Guilsfield ADS – Secretary *John Breese (JB) – Guilsfield Resident – Treasurer *Edward Davies (ED) – Guilsfield Cricket Club *Richard Davies (RD) – Guilsfield Football Club *David Edwards (DE) – Guilsfield Bowls *Penny Jones (PJ) – Montgomeryshire Youth Theatre Chris Roach (CR) – Bookings Coordinator Richard Macdonald – Guilsfield Resident *David Andrew (DA) – Guilsfield YFC
## **Apologies**
None Recorded
*Denotes Trustee
## **Business Transacted**
**1./ Welcome.** The Chairman welcomed those who had attended the meeting. He expressed disappointment that despite wide publicity no one person outside the regular committee members had attended the meeting.
**2./ Minutes of Previous AGM 4[th] November 2020.** These were accepted as a true record. There were no matters arising that were not covered by the Agenda.
## **3./ Chairman’s Comments and Annual Summary.**
This year has been one of sharp contrasts we started with a situation of complete closure of the Centre due to COVID , there have been a number of changes in Government policy and it’s interpretation by the County Council (PCC) with regard to whether we could open or not and under what conditions and controls. Now at last we are able to move back to being able to offer a normal service to the Community. Our grateful thanks to those involved in steering us through by interpreting and understanding the regulations and advice from Government and PCC. In particular CR 7 JB) Your patience and commitment sorely tested.
The accounts are in a particularly good condition. They are bolstered by both COVID recovery grants and careful stewardship by the Treasurer, whom we must thank for his hard work on the matter. The difficulties of the past seem to be behind us and we can now start to look forward confidence to being able to properly repair and improve the facilities.
We have made further progress with regard to regularisation of the purchased and leased lands, though this is agonisingly slow. Mandates were sought from the Community through a comprehensive consultation process with regard to the matter and received unanimous and substantial support. We are now stymied with regard to the mechanism of moving forward. The original method suggested by the Charity Commission being later deemed, by them, not feasible. A new approach suggested by the Charity commission requiring the use of an external legal specialist at some expense has been approved by the Trustees and is being actively pursued. This requires the formation of an overarching Charitable Incorporated Organisation. It will give the Trustees power to act and to deliver the structures approved by the Public Consultation. Much time and energy has been expended in getting this far.
**3./ Treasurer’s Report.** The Treasurer’s Report is summarised below and the annual accounts for Year ending March 31[st] 2021 accounts are appended to these Minutes.
a./ The historical accounts are plain to see and show a return to solvency and a healthy surplus of £23,157..
b./ Obviously the COVID crisis distorts the figures but it is good that we are now seeing a return to more “normal” activity in the Centre.
c./ A welcome grant of £1000 was made by the Community Council. In addition there were Grants totalling £22,000 from PCC with regard to COVID recovery. All make for a strong financial year.
d./ There are now sufficient funds to consider improvements to the facilities offered to the Community by the Centre. He noted the following points
i./ There was a need to replace internal doors at a cost of c. £2,500 ii./ The legal bills with regard to the outside lands situation will be c. £5,000
iii./ A project is urgently needed to upgrade kitchen facilities. iv./ The centre will need to market it’s facilities effectively after the COVID restrictions are over.
f./ The meeting formally approved the accounts for the year to 31[st] March 2020.
Questions were raised concerning the potential liability for the access fees payable to Mid Wales Housing Association. At this stage they were set outside as they related to the outside lands and can only be finally resolved when that matter is resolved. Though it will be a concerning sum of money when that occurs.
The Treasurer thanked the Trustees and particularly CR for their support for his work.
**4./ Election of Officers.** The Secretary reported that in accordance with the Notice of Annual General Meeting no additional nominations for the elected officers had been received so they would remain in place for the coming year. The following were reconfirmed in their roles.
- a./ Chairman – Mr Trevor Trevor
- b./ Vice-Chairman – Mr Edward Davies
- c./ Treasurer – Mr John Breese
## **5./ Other Matters**
ED voiced the appreciation of those present to the Chairman for his work in the Trust.
The meeting was closed at 7:30pm.
**Date of next AGM 3[rd] November 2021 – Time & Venue tbc**
## **GUILSFIELD COMMUNITY CENTRE**
**UNAUDITED FINANCIAL STATEMENTS FOR THE YEAR ENDED 31[ST] MARCH 2021**
## **GUILSFIELD COMMUNITY CENTRE**
## **PROFIT AND LOSS ACCOUNT**
## **FOR THE YEAR ENDED 31[ST] MARCH 2021**
|**Income**
Grants received from PCC re school use
and village hall grants
Affiliation fees and hire
PCC Covid Grants
**Expenditure**
Caretaker charges
Insurance
PCC charges – water, light and heat
Post and stationery
Repairs and Renewals
PCC annual premises licence
Sundry expenses
Accountancy
**NET PROFIT**|**2021**
**£**
5,576
620
23,000
907
726
3180
147
324
180
-
575|**£**
29,196
6,039
23,157|**2020**
**£**
5,180
4,794
-
2,252
700
3,532
101
1,368
180
194
660|**£**
9,974
8,987|
|---|---|---|---|---|
|||||
987|
We have prepared the accounts for the year ended 31[st] March 2021, without carrying out an audit, from the accounting records and from information and explanations supplied to us.
………………………………. Cadwallader & Co LLP Eagle House 25 Severn Street Welshpool Powys SY21 7AD
15[th] June 2021
## **GUILSFIELD COMMUNITY CENTRE**
## **BALANCE SHEET**
## **31[ST] MARCH 2021**
|**Notes**
**FIXED ASSETS**
1
Tangible assets
**CURRENT ASSETS**
Debtors & prepayments
Cash at bank and in hand
**CURRENT LIABILITIES**
Creditors – amounts falling
Due within one year
Creditors – amounts falling
Due after more than one year
**NET ASSETS**
**FINANCED BY**
**CAPITAL ACCOUNT**
2|**2021**
**£**
20
39,729
39,749
5,315
9,000
14,315|**£**
480,528
25,434
505,962
505,962|**2020**
**£**
4,931
12,291
17,222
5,945
9,000
14,945|**£**
480,528
2,277
482,805|
|---|---|---|---|---|
|||||
482,805|
## **GUILSFIELD COMMUNITY CENTRE**
## **NOTES TO THE FINANCIAL STATEMENTS**
## **FOR THE YEAR ENDED 31[ST] MARCH 2021**
## 1. **TANGIBLE FIXED ASSETS**
|**Access Road**
**All Weather**
**Area**
**£**
**£**
**COST**
At 31stMarch 2020
**21,830**
**116,291**
**NET BOOK VALUE**
At 31stMarch 2021
**21,830**
**116,291**
At 31stMarch 2020
21,830
116,291
**Toilets &**
**Storage**
**Area**
**Changing**
**Rooms**
**Car park**
**£**
**£**
**£**
**COST**
At 31stMarch 2020
**20,000**
**294,133**
**13,234**
**NET BOOK VALUE**
At 31stMarch 2021
**20,000**
**294,133**
**13,234**
At 31stMarch 2020
**20,000**
294,133
13,234
2.**CAPITAL ACCOUNT**
**2021**
**2021**
**£**
**£**
**£**
Brought forward
**482805**
**481818**
Less:
Add Net Profit/(Loss)
**23157**
**987**
**505962**
**505962**|**Land**
**£**
**15,040**
**15,040**
15,040
**Totals**
**£**
**460,528**|
|---|---|
||
**480,528**|
||
480,528|
||
**£**
**482805**|
||**482805**|
## **GUILSFIELD COMMUNITY CENTRE**
**UNAUDITED FINANCIAL STATEMENTS FOR THE YEAR ENDED 31[ST] MARCH 2021**
## **GUILSFIELD COMMUNITY CENTRE**
## **PROFIT AND LOSS ACCOUNT**
## **FOR THE YEAR ENDED 31[ST] MARCH 2021**
|**Income**
Grants received from PCC re school use
and village hall grants
Affiliation fees and hire
PCC Covid Grants
**Expenditure**
Caretaker charges
Insurance
PCC charges – water, light and heat
Post and stationery
Repairs and Renewals
PCC annual premises licence
Sundry expenses
Accountancy
**NET PROFIT**|**2021**
**£**
5,576
620
23,000
907
726
3180
147
324
180
-
575|**£**
29,196
6,039
23,157|**2020**
**£**
5,180
4,794
-
2,252
700
3,532
101
1,368
180
194
660|**£**
9,974
8,987|
|---|---|---|---|---|
|||||
987|
We have prepared the accounts for the year ended 31[st] March 2021, without carrying out an audit, from the accounting records and from information and explanations supplied to us.
………………………………. Cadwallader & Co LLP Eagle House 25 Severn Street Welshpool Powys SY21 7AD
15[th] June 2021
## **GUILSFIELD COMMUNITY CENTRE**
## **BALANCE SHEET**
## **31[ST] MARCH 2021**
|**Notes**
**FIXED ASSETS**
1
Tangible assets
**CURRENT ASSETS**
Debtors & prepayments
Cash at bank and in hand
**CURRENT LIABILITIES**
Creditors – amounts falling
Due within one year
Creditors – amounts falling
Due after more than one year
**NET ASSETS**
**FINANCED BY**
**CAPITAL ACCOUNT**
2|**2021**
**£**
20
39,729
39,749
5,315
9,000
14,315|**£**
480,528
25,434
505,962
505,962|**2020**
**£**
4,931
12,291
17,222
5,945
9,000
14,945|**£**
480,528
2,277
482,805|
|---|---|---|---|---|
|||||
482,805|
## **GUILSFIELD COMMUNITY CENTRE**
## **NOTES TO THE FINANCIAL STATEMENTS**
## **FOR THE YEAR ENDED 31[ST] MARCH 2021**
## 1. **TANGIBLE FIXED ASSETS**
|**Access Road**
**All Weather**
**Area**
**£**
**£**
**COST**
At 31stMarch 2020
**21,830**
**116,291**
**NET BOOK VALUE**
At 31stMarch 2021
**21,830**
**116,291**
At 31stMarch 2020
21,830
116,291
**Toilets &**
**Storage**
**Area**
**Changing**
**Rooms**
**Car park**
**£**
**£**
**£**
**COST**
At 31stMarch 2020
**20,000**
**294,133**
**13,234**
**NET BOOK VALUE**
At 31stMarch 2021
**20,000**
**294,133**
**13,234**
At 31stMarch 2020
**20,000**
294,133
13,234
2.**CAPITAL ACCOUNT**
**2021**
**2021**
**£**
**£**
**£**
Brought forward
**482805**
**481818**
Less:
Add Net Profit/(Loss)
**23157**
**987**
**505962**
**505962**|**Land**
**£**
**15,040**
**15,040**
15,040
**Totals**
**£**
**460,528**|
|---|---|
||
**480,528**|
||
480,528|
||
**£**
**482805**|
||**482805**|