Llanfalrfechan Communlty Hall Annual General Meetlng Monday 21sI July 2025 63￿M Ray Jones Hub l. Apologies for absence 2. Minutes of the previous AGM 23rd September 2024 3. Chair's Address 4. Treasurer's Address S. Election of Officers: Chairperson Vlce Chalrperson Treasurer Secreta Llanfalrfechan Commun5ty Hall Commlttee Meetlng followlng AGM l. Finance Report and Current payments request 2. Any other ur8ent matters LWnfalrfo¢han comm￿ltyHa￿ R•O•t•r•dl)fflo•Llantalrfo¢hanTowh H&llViUoge RDAd. Llort￿rf¢¢hthM, CoryiLL33 OAA ¢orpcf•t•d InW*i•8 RW#t•MdNo:7421296 R•glBteredCharftyNo: 114042 U4ttf*irfL'ih*n Cotv.mu>ity Hall $816¥J7 1 QV3f) h,-Ilbottkifi Llanfalrfechan Community Hall AGM Monday 23 September 2024 Apologles for absence Carol Edwards: Sara Green. Dave Martin Minutes of the prevlous AGM 20th June 2023 These were read and accepted as a true record. No matters arising Chair's Address Chairfs Address was given by Cllr Andrew Hinchliff l am pleased to reportthat Llanfairfechancommunity Hall provided venue space for some very exciting events during 2023/24 including: Llanfairfechan Festive Fayre 2023 - Food and Artisan market, Community Market and Santa's grotto Llanfairfechan monthly Food and Artisan Markets Community Players events and plays Children's Dance company shows Breathworks and Belly dancing events Welsh language. Bilingual and English bands and choirs Wrestling Shows Big Green Week clothes swap, green market, book. and plant swaps In addition, we have provided a weekly venue for many different community wellbeing sessions supporting fitness and dance providers. It's good to be able to report that the hall is a really vibrant community venue and has a growing reputation across Conwy. We have had a number of wonderful concertevenings with a bar, which are very much thanks to our committee member Sara Green, who now holds the premises licence for the building, leading to our hall being recognised as a good venue for Conwws Winter Sounds Programme. Significant progress has been made: l. A Business Project Officer has been appointed for 2024 and work has been undertaken to update the booking and invoicing procedures with a much more robust system that makes sure hiring income is maximised. The st funding for this contract ends on 31 October 2024. future funding for this post is subject to a funding bid. 2. Having a contracted officer with a full focus on the hall has progressed the plan to fit solar panels and new heating. Several grantapplications have been prepared to fund this and they will be submitted for 2024125 3. The hall now has LED lighting throughoutwhich will reduce costs by80% and reducethe carbon footprintof the hall as suggested in our energy audit from 2022 4. The hall sound and multimedia system has been upgraded and we can now offer professional standard tech for visiting bands ad events. 5. The hall is now part of a BFI nAPE film project to bring cinema to communities. We have just received a new commercial projector and inflatable screen to support this project and film shows are due to start during the winter of 2024, we had a successful trial event only last night. 6. Refurbishment of the old bank rooms in the hall. The CCBC work on the guttering has been completed and the rooms are no longer damp. This will need external funding to take forward and will be considered during 2024 7. A big development is the imminent transfer of building ownership from Conwy County Borough Council to the Llanfairfechan Community Hall Committee which is due to tske place shortly. As a charitable body, this will allow us to apply for significant building grants to care for the building and tske our enterprise forward. Treasurer's Address 2024 Treasurer's Report by Cllr Chris Jones This has been a challenging year financially with the fuel increases reducing our reserves considerably and leading to a £21.165.67 Ioss in the year 2022/23. This was expected and a lot of committee work has taken place to secure development grants to help us become sustainable in the future. 202212023 Financial information: Balance brought forward 1st November 2022: £32870.56 Rental income: £16229.50 Lotto Lwcus income: £250.50 Outgoings: £37608.38 Closing Balance on 31st October 2023: £11742.18 Thanks to Chris Potter for all his work in 2023/24 to professionalise the booking and invoicing system - this is all helping to financially secure the future of the hall. Election of Officers for 202412025: Chair: Cllr Andrew Hinchliff Vice Chair: Cllr Christine Roberts Treasurer: Cllr Chris Jones Secretary: Cllr Nia Jones End of meeting was declared at 6:20pm 2025 Chairfs Address: Cllr Andrew Hinchllff 2024/2025 has been a historic year for Llanfalrfechan Community Hall and one that will continue to drive future sustainability throughout the years. Significant milestones were achieved: The building ownership was transferred from Conwy CBC to the Llanfairfechan Community Hall Committee in December 2024. All maintenance and management of the building is now handled by the Directors, staff and volunteers The old hairdresser's area was refurbished and grant funding received to set up the Ray Jones Education and Training Hub and IT equipment was received to support adult learning In the local area. Grant funding was sought and received to start the process of conversion to green energy with infrared heaters installed in the Council Chamber and Ray Jones Hub Other grant funding was received to pay for solar panel installations, and the changeover is due by the end of August in readiness for the winter season The implementation of the Luxor Community Cinema. The first film shown was the Sound of Music. This was not shown first time around as the Llanfairfechan Luxor Cinema closed in 1964 just before the film premiere. Increase in in house events such as Charity Auction, Eurovision Night and cinema showings are helping the sustainability of the hall for future use by the community Expansion of the range of hirers atthe hall to include more community groups and private parties a wider range of services avallable including the cinema screen None of these developments could have been achieved without the dedicated work of Chris Potter who is currently contracted to lead on the sustainability project aims and objectives. Chris has worked tirelessly, above and beyond, to save the future the of the hall by expandinE and professionalising the service. Diolch yn fawr / Thank you very much to Chris, the volunteers, the Town Council staff and the Llanfairfechan Community Hall committee for their hard work and commitment in protecting this valuable community facility. Signed and dated: 7n￿, 1128AM Emuil. Seryetsry.Communty Hal. (IAb)k Outlook 2025 Tmswers reprt Cllr Ch18 Jones From Chrf$ knes Dal• 0110712025 11:07 To Secretsry. Ccrninty Hall 2025 Treasurers report: Cllr Chris Jones A much better year thls year. venue tKJokings up and ￿ant ald up. We￿e tumed a £21 k loss into a £1 Ok surplus which will go into onping mairrtenance and Imwovements to the buildlrYJ whlch wlll be considerable over the nexi few Jtars. 2023 12024 Financlal Infomiation Balance brought forward . £11,74118 Rental Income: £31793.53 Lotto Lwcus Income: £414.00 Grants: £51.23278 Outgoings: £74279.86 Closing Balance 31110124: £21.￿63 Sert from my IPad uiuiiiiiiiiiiiiii Ilulliiiiiiiiiiiull Iiiuiiiiiiiiiiiiu uiiuiiiiiiiiiiiuu uiuilliilliiiiiiii uiuiiiiiiiiiiiiull uiuiiiiiiiiiiiiiu UIUIIIUIHIIIIIIIU Iiiui 11111 lilli uiiui uiiui uiiui uuiui iu Iiuilliiiiiiiiiii iui lilli Directotrs Meeting Council Chambers &30pm Monday 14th July 2025 1. Attendanc• & Apologi85 ch74￿erSOn Vice Chairper50n Trea5wer Director Secretary B￿lnesS Developer l Business Develo￿r progress veport Auctlon - very successful. Cr&lil to W look £1C(Q.00 doesn't incI￿Je a scope. plate set x10. x3 $and￿lth staThJ, x2 cake staThJ stand dated 1882 contacted auctioneer in cO￿n Bay 65. tv donat8d ￿ing at the hall for media in the Uoyd Hugh room. Equilment hir& 13 tables, 60 Chai￿ charge £185 a. Total rental ch8rg& for Juty £350 iii. Solar Panels- comiNJ in August, Cai is on standby for any damaged slates Iv. Heating- can be controlled by app on smartphones as well as control on box Agreed that Mel Qwens to remin as contr*or b. A￿1reW Drake is conmng to sort g& heating on 28th July Grants - Garfield W￿t0￿ appli￿1 for, added extras that Wds rg]uir8d EhJ8n CVSC is in GontaGt 7rtith us on new grnnts that are available to us, b. Tesco negd to ring as now has eNled c. We didn't get Serthvfrx, Asda, can reapply in 12 month5 d. Appli0￿ for UKSPF vl. Quotes and bills - Quote comè in for new man hall floorirg £31,000, - £46,LYKJ b. it all Paul new door latch on disablgj toilet £1￿.￿XI Bill for replacement arKI seal of toi18t in lady's downstairs charged Morris's da￿erS £72.59 vii. Summer Cinema sho*$ ghowirg on w&Jnesdays one 3.30pm and two 7.30pm first 3 weeks in AUg￿t viii. Egging- back on board 3 days a waek Engeiineering consutt ix. Surveys - Forn￿ are placaj OLrt at events, Thill be having a table at coop at the artisan ffrarkets Bookings for July 2ChJ hour5 3. Any other Business TD put sigrE up on th8 front do0￿ for no parkI￿j as emergency exFt Eqlire for new inSura￿e cover- village h811 insurance lil. Alun & Carol to help with IAblsh Larouage common phases for soclal media iv. Qnema for party over wogkend - hirer left laptop too lorvJ and projector went into slaep mode Cllr ArKlrew Flnchliff Ir Christine Roberts Cllr Chris Jones Carol Edwards Nia Jones Chris Potter Apologies attend￿j allendwj attended attermled attended Uanl•lrfevhan CommunltyHall Aa#lst•r•dOffl¢e LlinlaSrf•¢hanT¢rn HailVIUage Aoa4 Ll•nt•lrfq¢h*n.CIMwyLL330AA Incor￿rat•d W•￿$ R•rtl•tornd Nw.7421295R•8lrt•r•d¢hwltyN4x 114042 Staff ing Meeting Monday14thJuly11am 1. Payments forchris Potter Chriswishes to stay as self-employed forthe time being ii. Will be putting invoice in at£1000.00 per month iii. Will be putting in volunteering time also Iv. Was agreed, but have stated that grants are needed to pay salaryi v. TC Grant-could askfor more If needed 2. On call Directors I Commlttee members to take on outof hours Phone ii. Each person to rotatethe phoneso that Chris P can takea full dayorweekend off iii. Each member to have a key forthe front door Iv. Have agreed, wlll laketo dlrectors meeting and tofull commlltee v. To create a crlbsheet vl. Commlttee & dlroctors to have a walk around hall for baslc knowledge of flre safety and alarms. where fuss 1)oxe8 a re located, how heatlng work8 3. Banklng l. Jayne to Transferto Coop Banking 11. Directors to sign mandates for payments ill. Jayne and Chris Pto set up a finance system Iv. In agreementwlth Itam LlonfalrtechanComfflunltyHali RerflJt•redOlllce Llant*lrf•ch•nTr•Wn Haliwiilage RDad. Llarrfalrfech•n.ConwyLL3aoM Inwalw RogbBt•redNo:74212•5 Regi•t¢r•d¢har1tyN￿lI1O42 uiiuiiiiiiiiii x% ¢> |**Cash Sheet 2023-2024**|**Cash Sheet 2023-2024**|**Cash Sheet 2023-2024**|**Cash Sheet 2023-2024**|**Cash Sheet 2023-2024**|**Cash Sheet 2023-2024**|**Cash Sheet 2023-2024**|**Cash Sheet 2023-2024**|**Cash Sheet 2023-2024**|**Cash Sheet 2023-2024**|**Cash Sheet 2023-2024**|**Cash Sheet 2023-2024**|**Cash Sheet 2023-2024**|**Cash Sheet 2023-2024**| |---|---|---|---|---|---|---|---|---|---|---|---|---|---| ||||||||||||||| ||**Nov-23**|**Dec-23**|**Jan-24**|**Feb-24**|**Mar-24**|**Apr-24**|**May-24**|**Jun-24**|**Jul-24**|**Aug-24**|**Sep-24**|**Oct-24**|**Totals**| |**Income:**|||||||||||||| |Venue hire|4,027.10|605.00|1,105.00|514.00|6,741.25|1,386.50|2,390.00|1,442.50|1,720.14|2,140.50|3,702.50|7,019.04|32,793.53| |Grants|242.50||49,687.80|0.00|0.00|0.00|0.00|0.00|0.00|0.00|0.00|1,302.48|51,232.78| |Investment/Lotto Lwcus|32.50|23.00|26.00|32.50|31.00|32.00|40.00|32.00|32.00|47.50|40.00|45.50|414.00| |**Total Income:**|**4,302.10**|**628.00 **|**50,818.80**|**546.50**|**6,772.25**|**1,418.50**|**2,430.00**|**1,474.50**|**1,752.14**|**2,188.00**|**3,742.50**|**8,367.02**|**84,440.31**| ||||||||||||||| |**Expenditure:**|||||||||||||| |**Development contract SPF**|||||1250.00|1808.00|1896.00|2264.00|1992.00|2418.00|1208.00|4016.00|**16852.00**| |**Fireprotection**|||||226.80|82.68|||||162.00||**471.48**| |**Electricity**|1420.00|1420.00|1420.00|1420.00|1420.00|1420.00|1420.00|1420.00|||600.00|600.00|**12560.00**| |**Gas**||139.51|1229.02|1441.14|||||600.00|600.00|6320.13
147.47||**10477.27**| |**Water**||397.19||||||490.94|||||**888.13**| |**Lift Servicing**||||||||144.00|||||**144.00**| |**Petty Cash**|||||150.00||||||||**150.00**| |**Insurances**|62.31|62.31|62.31|62.31|62.31|62.31|62.31|2615.57|62.31|62.31|63.00|62.78|**3302.14**| |**Telephone and fibre**|120.91|124.50|120.91|120.91|120.91|129.80|129.80|129.80|129.80|129.80|129.80|129.80|**1516.74**| |**Raw Materials**|||||||||||||| |**Equipment**|||||||||||||| |**Marketing**|||||||||||||| |**Supplies and admin**||120.00|||||||389.52||||**509.52**| |**Repair/Maintenance**||95.00|72.00|||30.00|||160.09|||30.00|**387.09**| |**Bank Charges**|7.24|9.46|6.12|6.20|6.81|6.88|9.02|7.24|5.00|6.62|6.78|6.88|**84.25**| |**MISC and SPF fund**|129.98|210.00||7550.16|||2428.00|34.00|550.00|7289.06|1500.00|7246.04|**26937.24**| |**Total Costs:**|**1,740.44**|**2,577.97**|**2,910.36 **|**10,600.72**|**3,236.83**|**3,539.67**|**5,945.13**|**7,105.55**|**3,888.72 **|**10,505.79**|**9,989.71 **|**12,238.97**|**74,279.86**| |**Bank Statement 31/10/2024**|||||||||||||| |**Opening Balance**|**11,742.18**||||||||||||| |**Closing Balance**|**21,902.63**||||||||||||| |**Cash sheet balances**
B/F
**11,742.18**
Income
84,440.31
Expenditure
74,279.86|||||||||||||| |**Total year end**
**21,902.63**|||||||||||||| ||||||||||||||| Independent Examiners Report to the Llanfairfechan Community Hall Limited- Charity No: 1140427 I report on the accounts of Llanfairfechan Community Hall Limited for the year ended 319 O¢tober 2024 which is 5¢t out on the following page. Respe£tlve Responsibilities of Trustees and Ex4miner The charity's twslees are responsible for the preparation ofthe accounts. They consider that an audit is not required for this year (under section 4312) of the Charities Act 20111 and that an independent examination is needed. It is my responsibility to-. Examine the a¢counts (under section 145 of the act) To folltsw the procedure$ loid down in the General Directions given by the Charity Commissioners {under section 14515}Ib) olthe act) To state whether particular matters have come to tny attention. Ba$15 of Independent Ex*miDers Report My examination was ¢arTied out in a¢cordance with the Gen¢ral Directions given by the Charity Commissioners. An examinaiion includes a review of the accoutjting records kept by the charity and a Ctstnparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts and seeking explanations fro]n you a5 tnJste¢s ¢on¢etning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently I do not express an audit option on the given by the account5. IthdepeaJd£nt Examiner'5 St8t¢ment In connection with my examination, no matter has come to my ott¢ntion. Which gives me Teasonable eause to believe that in any material respect requirements To keep accounting records in ac¢ordance with section 130 of the Act., and To prepare accounts which accord with the accounting records and comply with the accounting requirements of the Act have not been met. or 2. To which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached. Lloyd Michael Accountants Limited 5-6 Castle Building$ Station Road Llanfairfechan Conwy LL33 OAN 9 October 2025 Llna(Ilrf¢chAn Communlty Hall Llmlitd Stitemtnl orA¢¢0￿￿t For Tbe Yt*r Ended 31st Oclobtr2024 CurrtDt Account Jntotht: Curr¢nt Attoth*i EIpEndlture: BToughiF0Tw￿d IM Nov¢mber 2023 B￿1￿¢55 Deve]opm¢ni Contract 10,852.00 GrgnL* rettived 51,232,78 In5urBnce 3,302.14 V¢rJDe Hiic 32,841.03 LiBhi & He 23,037.27 LOtt￿L￿¢Y3 366.50 w￿¢1 Rlies 887.83 Ba*k ChaTBe5 84.25 TeJepbon¢ 1.316.74 Sia¢ionery 1.374.00 Mi% EXp¢n￿.. con4￿￿1£5 House Fee 34.00 PPL Lieence 389.52 423.52 RwiT& Rellewds & Mwtllet￿LY.' SPF FuThd Ex￿l￿r¢ 23J05.26 M4int4nce & Repair 2,940.12 FiteProieeii 471.48 Winth)w Clething 85.25 26,802.11 96,182A9 74279.86 B•lanee Cwricd Forward 21,902.63 96,182.49 96 182.49 at3111 Orfvber 2024 Bank I1￿￿¢¢- Curreni Account 21 J02.63 S-O Castle Buildings Station Road Llanfairf¢chan Conwy LL33 OAN Tel: 01248 681757 Email: info@lloydmichael.co.uk VAT Registration No: 454 0442 16 Date: 9 October 2025 Invoice No 5816 Cliris Potter Llanfairfechan Community Hall Limited Llnfairfe¢han Town Hall Village Road Llanfairfechan LL33 OAA Professional fees., Preparation of Charity Accounts for the year ended 31 st October 2024. Examination of Trust records in ac¢ordanee with Charities Act 2011. Submission of Accounts to Companies House. 175.00 VAT 35.00 £210.00 Terms: Nett Chequc Payments: Lloyd Michael Accoulltattt5 Limited BACS: Payments". Sort Code.. 09-01-51.. Account No.. 60003288 Card PaymeDts: All Major Credit Cards Accepted