Gwynfi Miners Community Hall (A company limited by guarantee)
Report and Financial Statements for the 12 months ended 31st March 2021 Charity number 1154423 Company number 08275575
Gwynfi Miners Community Hall (A company limited by guarantee)
Annual Report and Financial Statements For the 12 months ended 31st March 2021
Contents Page Legal and Administrative Information 3 Objectives 4 Structure, Governance & Management 5 Chair’s Report 6 Manager’s Report 7 Achievements and Performance 10 Financial Review 12 Signed Statement of Trustees Responsibilities 15 Signed Independent Examiners Report 16 Statement of Financial Activities 17 Signed Balance Sheet 18 Notes to the Financial Statements 19
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Gwynfi Miners Community Hall (A company limited by guarantee)
Report of the Trustees for the 12 months ended 31[st] March 2021
The trustees are pleased to present their annual directors’ report together with the financial statements of the charity for the year ending 31 March 2021 which are also prepared to meet the requirements for a directors’ report and accounts for Companies Act purposes.
Reference and Administrative Information
Charity name: Gwynfi Miners Community Hall Charity registration number: 1154423 Company registration number: 08275575
Registered Office and Operational address: 98 Jersey Road Blaengwynfi Port Talbot SA13 3TE
Trustees
Dr Brian Gibbons FRCGP, MB BCh BAO Chair Mrs Jane Jones Mr John Griffiths Company Secretary Mrs Christine Isobelle Suzanne Keirle Mrs Mairlyn Young Mrs Pamela Walsh Deceased 12[th] June 2020 Cllr. Ralph Thomas Resigned 1[st] April 2020 Trustees who are not directors under company law. Independent Examiner Darren Norton FCCA*
Independent Examiner Darren Norton FCCA Young and Phillips Chartered Certified Accountants Bankers Co-operative Bank
Accountant Joanna Surman FCCA Young and Phillips
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Gwynfi Miners Community Hall (A company limited by guarantee)
Objectives
Our charity’s objectives as set out in the objects contained in the company’s memorandum and articles of association are:
To promote for the benefit of the inhabitants of the electoral ward of Gwynfi and the surrounding area, the provision of facilities for well-being, self-improvement, recreation or other leisure time occupation of individuals who have need of such facilities by reason of their youth, age, infirmity or disablement, financial hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the condition of life of the said inhabitants.
To help young people, especially but not exclusively through leisure time activities, to develop their capabilities so that they may grow to full maturity as individuals and members of society.
Ensuring our work delivers against our objectives
Our objectives are borne in mind when considering new activities, services or facilities provided by the charity. During our first year of operation a review of activities was undertaken to determine core activities offered to the community so as to achieve our objectives. Since then, every year we have continued to build on our prior achievements, trying new activities as well as reviewing those already in place.
The manager reports to the trustees each month on the activities undertaken during the month with reference to what was done, activity attendance levels and usage rates for the hall facilities. The manager also reports on future activity plans and discussion centres around who would benefit from the provision of any suggested activity or facility provision. Any activities or facilities that are reviewed and found to be no longer suitable or supported by the community are stopped so that resources can be redirected to new activity which better achieves our objectives.
We have referred to the guidance contained in the Charity Commission’s general guidance on public benefit when reviewing our objectives and in planning our future activities.
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Gwynfi Miners Community Hall (A company limited by guarantee)
Structure, Governance & Management
Governing Document
Gwynfi Miners Community Hall is a charitable company limited by guarantee, incorporated in England and Wales on 31 October 2012 and registered as a charity on 31 October 2013.
The company was established under a Memorandum of Association which established the objects and powers of the charitable company and is governed under its Articles of Association. In the event of the company being wound up members are required to contribute an amount not exceeding £1.
Recruitment and Appointment of Directors
The directors of the company are also charity trustees for the purposes of charity law. Directors are appointed at the annual general meeting or co-opted for a particular skill sets during the year.
Under the requirements of the Memorandum and Articles of Association the directors are appointed to serve until such time as they are required to retire at a subsequent annual general meeting. At each annual general meeting one third of the directors or, if their number is not three or a multiple of three, the nearest to one third, must retire from office. The directors to retire by rotation shall be those who have been longest in office since their last appointment.
All directors give their time voluntarily and receive no remuneration or benefits from the charity.
Management
The directors manage the business of the charity and the premises are managed operationally by two paid members of staff providing cover between them during opening hours.
Risk Assessment
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Gwynfi Miners Community Hall (A company limited by guarantee)
The Manager has carried out an appropriate health and safety risk assessment and has established systems to reduce identified risks. Assessments are kept up to date with regular reviews by the Directors. The Directors receive a Health & Safety report at their monthly meeting. The most significant risk was our funding uncertainty however the Corvid Pandemic has now taken precedence. All of the Directors and staff are aware of this risk and every effort is focused on helping to control the spread and to protect others. Measures have been introduced in line with the guidance and regulations from the Welsh Government and local authority.
Chair’s Report
The unprecedented Covid pandemic has dominated this year. Virtually all of our activities were brought to a halt. For many months we wondered if we would ever reopen. But good staff and community support linked to grants from the Llynfi Afan Renewable Energy Park, Pen y Cymoedd Community Fund, Welsh Government, Peoples' Health Trust, Coal Fields Regeneration, NPTCVS, Heritage Lottery, Foundation Wales and Afan Primary Care Cluster has meant that we were still standing as Covid restrictions were eased. We would also like to thank Cllr J Jones for a contribution from NPT CBC's Community Fund and to the NPT Council for its Third Sector Grant.
We were able to be there to provide a steppingstone back towards some sort of normality for local people. We extend our deepest gratitude to all of those who supported us through this difficult period.
We are pleased that as we re-opened and we have been able to provide opportunities that have catered for all ages from the very youngest toddlers to our very oldest citizens, and we have been able to increase our partnership working with bodies such as the NHS and the Ramblers.
But the time of closure was not totally wasted. We used the opportunity to redesign the Library, computer suite and Clydfan. The new lay out has impressed all who have visited the building and we have new opportunities to expand the range of activities that we can provide. This includes looking to explore new ways to integrate Gwynfi Miners Hall into our wider community heritage.
The age of our building is a legacy we could well do without. It is a source of constant problems from the slates on the roof to the flooding in the bottom floor Sports Hall. In
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Gwynfi Miners Community Hall (A company limited by guarantee)
the latter instance, for now we have to accept that the elements have beaten us and acknowledge that we cannot afford to address the level of repair that would be needed to keep it functional.
During the year we have seen a decline in our Directors numbers. Pam Walsh sadly passed away. She was a formidable champion and supporter of Gwynfi Miners Community Hall. We will sadly miss her good spirit and humour. Ralph Thomas has also had to retire from his post due to family and work commitments. The numbers of directors has dwindled over recent years. All community social enterprises face a continual challenge of renewing their membership. This is something we will seek to address in the coming year.
A special thanks to Leigh, Dionne and Pam for their loyalty over a difficult year. That is much appreciated. And we own a special thanks to our Manager, Simon. He faced a difficult and frustrating year where obstacles and problems seem to dominate his working hours. But despite that he managed great changes and has ensured that Gwynfi Miners Community Hall is in a fit position to face 2021-22. Once again a very many thanks.
Managers Report
This is now my ninth annual report and it has certainly been one of the most challenging and uncertain periods to reflect back on. Like everyone else, we have needed to adapt, pivot and respond to the rapidly changing circumstances and the emerging needs.
The Gwynfi Miners Community Hall like many other organisations have been severely impacted with the pausing of all activities, access to the centre restricted, loss of income and having fewer staff available.
The hall is a true ‘Hub` of the community and an excellent example of local community action in the face of government cuts. How-ever it has been particularly sad to see our Community Centre, usually so full of life and bustling with activity so under-utilized, but of course this has been unavoidable.
The pandemic has created a wide range of practical and emotional challenges including maintaining contact with people and providing support during this period of uncertainty. The GMCH were proud to play their part in helping local volunteers whom from their own initiative set up community groups to provide a shopping and
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Gwynfi Miners Community Hall (A company limited by guarantee)
befriending service to our most vulnerable residents. The programmatic response to the coronavirus pandemic is an extension of the excellent work the Gwynfi Miners Community Hall, groups and volunteers are already doing in the community, making positive change and a sustainable impact.
I have no doubt in saying that without the resilience from the community, many vulnerable people would have gone without support, communities would have been a lot lonelier and primary care services would have been under even more pressure.
I find the community response to Covid19 reassuring but not surprising. Historically, the villages in the Afan Valley have had to look after their own interests in the absence of public services and support.
Having all experienced social isolation, disconnection from family and friends and existing medical conditions being exacerbated, we recognise that the existence and purpose of the Gwynfi Miners Community Hall is now more important than ever.
Due to the age of the facility and our levels of income that does not cover the running costs,
funding the maintenance and up-keep of the Gwynfi Miners Community Hall remains to be a burden and could always pose a potential threat to the operations or worse closure.
This year has been no exception and sadly the building has encountered further damage from the sporadic flooding and wintery storms. On top of this our heating system become faulty and was decommissioned. Although elements of the work were covered within our Building Insurance Policy it took us several months to source and secure funding to renew the boiler. Unfortunately due to the complexity and cost involved the flooding is unresolved and the sports hall and changing rooms remain out of use.
We must thank the Welsh Government and our multiple funders who have provided critical Covid related support that has compensated for the loss of income. The funding we received ensured that we could sustain our business model and meet the monthly running costs until we return to normal levels of usage. It also would enable us to make building adaptions and carry out critical maintenance repairs has mentioned above.
There are so many individual donors, community groups and grant giving bodies to personally thank so on behalf of the Gwynfi Miners Community Hall I would like to this opportunity to thank you all for your overwhelming support, kindness and commitment. Our projects could not take place without you.
Whilst the facility was operating at a reduced capacity, it gave me the opportunity to undertake a thorough organisational health check. Resulting from this the facility and services have been adapted and modified in accordance to meet the communities changing needs. We liaised closely with hall users and our partners to introduce new conditions to ensure that safe systems of operations were agreed and maintained. In
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Gwynfi Miners Community Hall (A company limited by guarantee)
this context the support and advice provided by the Welsh Government and Local Authority have proved invaluable.
Although the pandemic cast a shadow over this year it has still been a very productive year in terms of development. Funding for new activities have been secured to react to the physical, emotional, financial and economical impacts caused by the Covid Pandemic. In addition to our current timetable a Walk & Talk Group, Men Shed, Adult Craft Club, Junior Cinema Club, Children Dance Class and a variety of fitness and health related health schemes are just some of the sessions we have planned for when business resumes.
During the lockdown work was undertaken to relocate our library to a larger, more practical and diverse space. The renovations included a new IT Suite, Library, Communal Seating and a Heritage Centre. The new IT suite was created out of necessity and will become a vital resource when it opens. More services are being offered online therefore it is essential that residents have access to a reliable broadband connection and staff support so that they are not placed at a disadvantage and at risk of becoming digitally excluded.
The Heritage Centre will pride itself in promoting the Afan Valleys Rich Heritage both past and present. It is important that people are reintroduced to their cultural roots and children and tourists can learn about the history so that the heritage and legacies can live on.
At first we anticipate that it may be difficult to attract back some of our volunteers and users, particularly older generations who may be less inclined to meet in person. There-fore it is still paramount that we keep a strong presence in the community and online.
Working in collaboration with organisations with the same common aims has proven more efficient and productive. In partnership we have managed to cut costs, access more resources and funding, avoid duplication and have brought communities together. Community groups are finally starting to realise the importance of working together, where has previously splinters groups would become exhausted fighting against each other to achieve the same outcome.
A word of thanks to the Committee. They are a small group, all with other commitments, and facing increasing requirements around health & safety, in particular relating to Covid. Each of them have faced into the challenge in helping to keep the Gwynfi Miners Community Hall open.
It was with deepest regret and sadness to hear that one of the Gwynfi Miners Community Halls Director Ms Pamela Walsh sadly passed away on the 12th June 2020. Pamela was an exceptional friend and supporter of the GMCH. A truly kind, caring and inspirational lady who will be dearly missed by everyone.
I would like to thank our loyal staff Leigh Owen, Dionne Williams and Pamela Walsh Grif ths. Has a team
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Gwynfi Miners Community Hall (A company limited by guarantee)
we make things happen.
I must show my sincere thanks and gratitude to our Volunteers who are the backbone of the organisation and help to fill in the gaps, and without them the Gwynfi Miners Community Hall would not function.
Lastly on behalf of the Gwynfi Miners Community Hall I would like to thank our loyal and resolute community for their custom and overwhelming support. You are the heartbeat of the community and the reason why we exist.
While it has been a challenging time we have emerged safely and strongly at the other end and ready to meet the continued challenges of the year ahead. We will look forward to meeting you all back at the Gwynfi Miners Community Hall when it is safe and appropriate to do so.
Please keep safe and well
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Gwynfi Miners Community Hall (A company limited by guarantee)
Achievements & Performance
The information in this section refers to the period 1st April 2020 to the 31st March 2021.
The total number of people who visited the Gwynfi Miners Community Hall during the previous reporting period was 15,306. Taking into account the rural demographic location, combined with an ageing and declining population the footfall recorded was very impressive and supports the need for the services the Gwynfi Miners Community Hall and other Third Sector Organisations provide.
Entering into a new financial year our aspirations were high and we anticipated that our services would continue to be in great demand and therefore we forecast that the year 2020-21 could be potentially the busiest year on record.
How-ever no one could have predicted the devastation that the pandemic would cause globally. The Gwynfi Miners Community Hall and other multi-use community facilities who support a wide range of local activity were instructed to close to help prevent the further spread of the Corona Virus.
Although the facility was permitted to reopen for Short periods apart from our gymnasium all of our other core services and activities were suspended. The facility was used to store items for the community foodbank and a point of contact to support our most vulnerable residents.
The GMCH`s manager played an important role during the pandemic where he delivered books to our elderly residents so that they could continue to read and stay occupied during the lockdown. Having a presence in the community allowed us to keep check on our most vulnerable residents and provide them with reassurance. Although people can download books on IT devices many of our library users are elderly and not up to speed with this digital age and therefore this initiative provided a lifeline for many.
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Gwynfi Miners Community Hall (A company limited by guarantee)
Plans for The Future
During these unprecedented times with so much uncertainty it is difficult to predict when there will be normality and there is no indication when we will be back open operating at a maximum capacity. However we will strive to meet the needs of our communities and adapt our services and facility to meet such needs.
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Gwynfi Miners Community Hall (A company limited by guarantee)
Financial Review
The accounting period in this report covers the 12 months to 31st March 2021.
Gwynfi Miners Community Hall have now been operating for nine complete years and no doubt this could have been potentially one of our most financially uncertain and precarious.
We exercise a very tight financial discipline and prudently manage our funds, keeping a close eye on the fluctuating energy market and comparing energy suppliers. Once again we have been fortunate to negotiate fair energy contracts at the right time before the energy prices escalated. Bearing this in mind future energy contracts may not be so competitive when the time comes to renew.
The facility was closed for long periods and the energy consumption was reduced, but the manager remained active in work so some energy and utilities were still used so that he could carry out is duties. Although our seasons are getting milder the heating is still required to control the damp caused by the age of the building and ongoing flooding.
All of our expenditure is scrutinized and like our utility costs we obtain multiple quotes for services and purchases to ensure we get the resources for the lowest possible price. How-ever we only use certified and reputable contractors to undertake any maintenance or building improvements at the Gwynfi Miners Community Hall.
Every year we consider and understand the importance to set aside funds each month to accumulate a maintenance contingency pot for future repairs. How-ever our continuing yearly financial deficit has meant that we struggle to build our reserves and we remain heavily dependent on donations and grants.
With the prevailing climate of austerity and more recently the Covid 19 Pandemic inevitably competition for grants will increase.
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Gwynfi Miners Community Hall (A company limited by guarantee)
Our annual accounts can be mis-leading and our financial position comes across much more prosperous to our funders, but in reality this is far from the truth and from year to year we operate under a growing concern.
Although we ended the year with a healthy surplus of £54452 the funds are predominately restricted or set aside to fund the annual core running costs.
The period ended with a surplus of £54452 and a annual surplus (£2018 – 20192020): and unrestricted reserves of £39746 (£33375 – 2019-2020).
Principal Funding Sources
After our set-back with the loss of the grant from NPTCBC in 2016 we have still managed to provide a valued community amenity. We are always pleased to hear about the positive differences our services are making in people lives and the local economy.
Llynfi Afan Renewable Energy Park - LAREP (GAMESA / John Laing) have provided unrestricted index linked funding for the past five years and are committed to providing this for the next twenty years. LAREP is the only organisation who give long term unrestricted financial support to the Gwynfi Miners Community Hall. We are constantly grateful to them for this loyal and much valued support. We appreciate that they have a sound understanding of how the third sector works and the importance to award such funding in the light of the consequences of “austerity and the latter Pandemic”.
In recent years other funders were not willing to adopt this funding framework and put increased pressures on Third Sector Organisations, but finally the expectations and requirements from previous decades that were well past their sell-by date have been re- assessed and now more funders are offering survival packages and unrestricted grants which has been greatly received.
The Gwynfi Miners Community Hall receive grants from other funders for smaller amounts but are equally important. The People's Health Lottery, Neath Port Talbot CBC Third Sector, have all been consistent supporters over recent years and this year has been no exception where they have provided further funding to support new activities.
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Gwynfi Miners Community Hall (A company limited by guarantee)
We also received funding from the Welsh Government Cultural Fund, Lottery Heritage Find, Foundation of Wales, Neath Port Talbot Council for Voluntary Service Integrated Community Fund. These funds were restricted to carry out maintenance work and to adapt our facility to give it a Covid safe status.
Other income streams are generated from our core activities, room hire charges and community fundraising. Unfortunately with the halting of activities and incapacity to carry out community fundraising these income streams were severely impacted. However we must be thankful for support we have received from the Welsh Governments Economic Resilience Fund which would cover our losses until normal levels of income and activity can resume.
Our public services have traditionally been a key instrument in addressing social disadvantage and inequalities particularly in areas where there is a market failure in delivering facilities and opportunities. Consequently these services have only operated with a subsidy. How-ever the recent decade of austerity has seen this policy being eroded in both statutory and non-statutory provision.
It is still totally unrealistic to expect facilities that operated with financial support in “the good times” should become financially self-sustaining particularly when the communities that they serve have been hardest hit by the policies of austerity and the pandemic. While funders like to see “innovative” and imaginative projects it is vital that they should not be at the cost of established well-valued, core community facilities.
Plans for The Future
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Continue fundraising to provide quality services, activities and a facility that reflects diversity and meets the needs of the Afan Valley Communities.
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Sustain and develop our activities that will connect and engage with people in our community to promote equality, health and well-being through tackling social exclusion, isolation and loneliness.
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Develop a business plan that includes projects to tie in with local developments and tourism that could potentially generate more revenue streams to improve the organisation's financial viability.
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Retain our high profile and relevance to local needs through our social media, publicity, marketing and collaborative partnership working.
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Gwynfi Miners Community Hall (A company limited by guarantee)
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To mitigate the impact of austerity and the Covid Pandemic as best we can and try to keep costs to a minimum.
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Recruit and develop our team of directors so that they can help to shape and deliver the Gwynfi Miners Community Halls Strategy.
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Build a resilience and mitigate the long-term impacts caused by the Corvid 19 Pandemic
Given the level of reserves and negotiations with other funding bodies, the Directors are confident that the charity can continue as a going concern for a period of at least 12 months.
Investment Policy
Most of the charity’s funds are to be spent in immediate service provision so there are no funds available for longer term investment.
Reserves Policy
The trustees have examined the charity’s requirements for reserves in light of the main risks to the organisation. It has been established that a policy whereby the unrestricted funds not committed or invested in tangible fixed assets held by the charity should be between 9 and 12 months of expenditure.
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Gwynfi mine Community Hall IA company limited by guarantee) Statement of Tru Company law requires the trtediree to prepore financial statements for each financial year which give a true and fair view of the state of the affairs of the clwitable cornp8ny &8 at the balance shect date and of its incoming resources and application of rcsource4 including income and ¢xp¢nditure. for the financkal select suitable accounting policies and then apply them consistetfily: obs¢rv¢ the methods and principles in the Charities SORP. the clwitable company will continue on that bBsis. accuracy at any time the financial w)sition of the charitable company and to enable them to ensure that the financial statements comply with the ComE>Bntes Act 2(K)6 and the Cftwities Act 2011. The tnLStees are also responsible for safeguarding the assets of the clwitsble wtnpany and hence for taknng reasonable steps for the prevention and detection of fraud and other inrguknties. In so far &s the are aware. there is no infornmtion rel¢vant for the examIOn of which the ¢h*itable company's examiw is the trustees hav¢ taken all steps they ought to have taken in order to make thernselves aware of any infomiation relevant for the examInOn Chair- Dr Brian Gib5 Company Secretary- Mr John Griffiths 18
Gwynfi mine Community Hall IA company limited by guarantee) 2¢r21, which are Rt 1¢1 4 to 11. J6 of thè 26 Act #lld r¢ eli1# for Indwtht I Itpjt ill re8pert ofniy Chadty ComDdw(o (wthr I(10n 145(5Xb) of tb¢ 2011 A¢L Tl Butt Str•¢¢ Rcr CF42 6AH Awrt2021 19
Gwynfi mine Community Hall IA company limited by guarantee) OF 51660 6&470 121,130 61,507 19 1£041 50 4(494 641 Tl.135 rJ.530 Net b¢•urfExp¢ndltwT) nrt ve¢t for the yeAr 45379 51452 1018 33 27 75 31357 33 20
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Gwynfi mine Community Hall IA company limited by guarantee) lo_L Jd 675 079 770 8JOO 4980 5J22 People'8 Hethb Thmt 13987 10.0 3.715 l9Jll 7.51M) 18J90 Asda Grnrt io.tyjo i(L 7JthJ 7251 7251 11952 9.180 11952 9,180 ui 4J30 Community Cinema IJ iJ24 32Y7 750 7J50 24
Gwynfi mine Community Hall IA company limited by guarantee) 7251 27 35.617 27 37,506 1.091 410 Js01 17037 39 990 swrt costs (1 S) 6.942 IV53 LighL lt and wthrz•• 3.489 3281 886 lJ35 512 367 512 85 485 551 551 410 410 25
Gwynfi mine Community Hall IA company limited by guarantee) BmployeD ¢0 wor £35.5SY1202W231l ithD8 of £335 (2020- nil) hi18t atwioyeej on 2•21 2•21 Flxlnr• & •qulpw•t 9512 9.512 Athlitic At31"M¢bli Depr¢¢a*lon Brots8ht foTVAtd I" April 2ff20 Charge for the ye4r At 31" Marth 202] book vth¢ 9J12 410 9J12 the yeornd 18 £820. (2ff2(knil) 431 417 85260 1,174 816 31715 1.174 778 Dep08it Accowit 26
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Gwynfi mine Community Hall IA company limited by guarantee) IlJl ¥ . the finan¢ial yw ¢ndthl Wll tho cbarity reffjvcd a HuAt4e lAIttt for£lO.0) of ye4T is fAIO (202(knlll ' l(K) NFf CBC &3(Kl 267 240 Peopl El¢81th Tnwt 8987 10.1 8987 i0.crt 435 iJ65 3.814 7251 3,686 NFfBC ICF Gr8nt 11952 iJTr) 11.952 121KI 7•2 IJ 47 28
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