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Guilsfield Community Centre Trust

Minutes of The Annual General Meeting

6[th] November 2024 at 19:00

Community Centre

Attending

Trevor Trevor (TT) - Chair Malcolm Graham (MRG) – Guilsfield ADS – Secretary Amy Shepherd (AS) - Treasurer John Breese (JB) – Guilsfield Resident Edward Davies (ED) – Guilsfield Cricket Club Richard Davies (RD) – Guilsfield Football Club Penny Jones (PJ) – Montgomeryshire Youth Theatre Chris Roach (CR) – Bookings Coordinator Alison Heyes (AH) – Guilsfield Tennis Club * Philip Heyes (PH) – Bowls Club

Apologies

*David Andrew (DA) – Guilsfield YFC

No other people attended the meeting despite it being publicised

*Denotes Trustee

Business Transacted

1./ Welcome. The Chairman welcomed those who had attended the meeting.

2./ Minutes of Previous AGM 1[st] November 2023. 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. The Chairman Trevor Trevor commented that it had been a successful year at The Community Centre on several fronts.

a./ The “Outside Lands” were now under the control of the Trust through the newly formed legal entity – Guilsfield Community Centre Charitable Incorporated Organisation (CIO). There are still legal matters and other issues to resolve in the background but day to day management and control is now clearly focused.
b./ The new sports facilities sub-committee has had 4 meetings under the chairmanship of TT. It is encouraging to see the level of involvement from the sports clubs and their constructive approach to the problems of financing and user charges / fund raising. A budget is being developed for the next financial year.

c./ It has become clear that after many years in limbo a lot of work is needed on the changing rooms to bring them up to the quality and effective running that is required. This includes the alarm and heating systems.

d./ Within the centre itself there has been no further major expenditure by the Trust. Though there are ongoing works being undertaken by PCC. These include final external asbestos removal, Replacing all lighting with LED (using a sustainability grant scheme), Installation of solar panels and

batteries (again grant funded by Welsh Government), Replacing external doors.

e./ New leases for the Centre and the outside areas are being drawn up along with new service agreements recognising the relationship with the school and the joint provision of facilities like sports fields and the Centre itself. Once resolved this should present an opportunity to pursue grants and other forms of funding for both the CIO and user organisations.

f./ The VAT scheme will come to an end shortly allowing a review and, possibly, a simplification of user charges.

g./ It has been a long hard road since the current Trustees came together in 2018 with the Centre facing imminent closure and the potential collapse of the provision of sports facilities. TT expressed his appreciation to the Trustees and many others who had worked so hard on resolving these matters over the last 5 to 6 years.

4./ Treasurer’s Report. The Treasurer’s Report is summarised below and the annual accounts for Year ending March 31[st] 2024 are appended to these Minutes.

a./ The overall position was that in the year the Centre had generated a paper deficit of £5548. This includes substantial capital expenditure (New kitchen, New stage curtains (Partly funded by Guilsfield ADS)) and the accounting write off with regard to Mid Wales Housing debt.

b./ With regard to INCOME in the year a £10,000 grant was received from the National Lottery in support of the Kitchen Improvement Project. There was a broadly greater income from school and other users.

c./ With regard to EXPENDITURE in the year the everyday running costs remained broadly in line with the previous year with the exception of a substantial increase in energy costs leading to increased user fees. In addition there was the capital items noted above.

d./ Looking forward to 2024/25 Financial Year the carried forward balance of over £42,000 clearly shows that the Charity / CIO is solvent. Looking ahead the accounts will be more complicated as they will be built up of three different ledgers – sports activities, running the centre and Trust costs. The long standing debt to Mid Wales Housing (now BARCUD) now standing at £5000 will be paid off, over time, out of the sports facilities budget.

e./ AS answered questions / points of clarification from the floor.

ED proposed and PJ seconded that the accounts should be ADOPTED by the Trust. This was unanimously agreed by the Trustees present.

The Treasurer thanked the Trustees and particularly CR for their support for his work.

TT thanked AS for this, her first report as Treasurer, for her hard work and in the efforts made with regard to structuring financial reporting systems for the future.

5./ 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. This was unanimously confirmed by those Trustees present

a./ Chairman – Mr Trevor Trevor

b./ Vice-Chairman – Mr Edward Davies
c./ Treasurer – Ms Amy Shepard

6./ Other Matters

None

The meeting was closed at 8:05pm.

Date of next AGM – TBC as the new CIO structure may not require one

GUILSFIELD COMMUNITY CENTRE UNAUDITED FINANCIAL STATEMENTS ST FOR THE YEAR ENDED 31 MARCH 2024

GUILSFIELD COMMUNITY CENTRE PROFIT AND LOSS ACCObNT FOR THE YEAR ENDED 31 ' MARCH 2024 2024 2023 Income Grants received from PCC re school use and village hall grants Affilialion fees and hire Donation Conlribulion iowards Siage Curtain Granl toward5 n¢w kitchen 6,852 8.947 1,688 3,800 7.452 9.864 625 31.287 17,941 Expendlture Caretaker charges Insiirance PCC charges - water. light and heal Posl and .%tationery Rcpairs and Ren¢wals PCC." annual premises licence Gifts ALLountancy Si)licil(Ir5 Fees Gra%s Cutting C'.nnlrihulion towards stage curtaiiis W¢bsile Cos1% New, Kilcheii and Flooring MWHA - wrile off INET (LOSS)IPROFIT 3,487 913 7,289 3,201 862 5,009 96 539 70 27 1,985 1.690 .300 3,173 189 1,041 53 1,71% 1.500 315 3,173 21,349 800 We have prepared the accounts for the year ended 31. March 2024, without carying out an audit, from the accounting record.s and from inforniation and explanation.s supplied to us. Cadwallader & Co LLP 12" June 2024 Eagle House 25 Severn Street Wclshpool P0y5 SY217AD

GLILSFIELD COMMUNITY CENTRE BALANCE SHEET 31- MARCH 2024 2024 2023 Notes FIXED ASSETS Tangible assets 480,528 480,528 CURRENT ASSETS DebivTS & prepayments Cash at bank and in hand 1,851 2,210 CURRENT LIABIJ.ITEES Crcdilors - amounts falling - Due within one year CTeditors - amounts falling - Due lifter more than one year Receipt in Advance 10.728 5,000 1,747 9,000 NET ASSETS FINANCED BY CAPITAL ACCOUNT

GUILSFIELD COMMUNITY CENTRE NOTES TO THE FfNANCIAL STATEMENTS FOR THE YEAR ENDED 31ST MARCH 2024 I. TAN IBLE FIXED ASSETS Ac¢ess RoAd All Weather Area Land COST At 31° Mar¢h 2023 NET BOOK VALUE At 3 1st March 2024 At 31" March 2023 Tollets & Storage Area Cbanglng Rooms Car park Totals COST At 3111 March 2023 294 133 NET BOOK VALUE At 31" March 2024 At 31°, Mafch 2023 2. CAPITAL ACCO 2024 2023 Brought forward 508,726 507,926 Less- Net (Loss)/Profit (w) 503 178 508 726