Llangarron Community Association Trustees' Annual Report and Financial Accounts for the Year Ended 31st December 2020
Registered Charity Number: 1157992
Llangarron Community Association
Trustees' Annual Report and Financial Accounts for the Year Ended 31st December 2020
| Contents | Page |
|---|---|
| Charity Information | 2 |
| Trustees Annual Report | 3-8 |
| Receipts & Payments Accounts 2020 | 9-11 |
| Statement of Assets & Liabilities | 12 |
| Notes to the Annual Accounts | 13-14 |
Llangarron Community Association
Charity Information for the Year Ended 31st December 2020
Trustees: Mr Nigel Bruce Hill Mrs Valerie Sullivan Miss Judy Turner Mr Dermot Hayes Mr Nicholas Saunders Management Committee: Ms Jenny Murray Chair Mr Adrian Hitchen Treasurer Mrs Sylvia Matthews Secretary Mr Nigel Hill Miss Judy Turner Ms Penny Saunders Bookings Secretary Ms Carole Caligari Mr Peter Copp Ms Helen Edwards [from November] Public Address: The Garron Centre St Deinst Church Llangarron Herefordshire HR9 6NJ United Kingdom Registered Number: 1157992
Page 2
Llangarron Community Association
Trustees' Annual Report for the Year Ended 31st December 2020
Charity Name: Llangarron Community Association ("LCA") Charity Registration Number: 1157992
Objectives & Activities
| Summary of the purposes of the charity as set out in its governing document |
The primary objectives of the LCA are to: (1) Maintain and manage the Garron Centre as a community venue on a cost neutral basis (2) Promote the benefit of the inhabitants of the Llangarron area by associating together the people, relevant statutory authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure- time activities (3) Promote such other charitable purposes as may from time to time be determined |
|---|---|
| Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts. |
The Trustees, and volunteer Management Committee, worked to provide ongoing management, maintenance and enhancement of the Community Centre throughout the year. The LCA also continued to operate its community 'Lottery Club', which provides for four prize draws p.a. held in September, December, March and June. However, due to the restrictions imposed in relation to Covid-19 from late March until the end of the year, the only activitities staged in 2020 were: •Several Private Functions & Parties (Jan March) •Monthly Community Cafés (Jan - March, staged jointly by the LCA & PCC) •One Indoor LCA Catering Event (Fish & Chip Night in January) •One Outdoor LCA Catering Event (Fish & Chip Van in December) •Meetings of the LCA Committee (outside of lockdown periods) •Educational and vocational groups: weekly classes in French conversation (Jan - March) and Yoga (Jan - Feb) |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
The trustees confirm that they have referred to the Charity Commission’s general guidance on public benefit when reviewing the Trust’s aims and objectives and in planning future activities. In particular, the trustees consider how planned activities will contribute to the aims and objectives they have set. |
Page 3
Llangarron Community Association
Trustees' Annual Report for the Year Ended 31st December 2020
Additional information (optional)
You may choose to include further statements where relevant about:
| Policyongrant making | None (not applicable) |
|---|---|
| Policy on social investment including program related investment |
None (not applicable) |
| Contribution made by volunteers |
The Charity has no employees; all activities are organised and managed by volunteers, including Committee members and others |
| Other |
Achievements and performance
| Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole. |
From January to late March, the hall was in normal use and hosted the various events and activities listed above. The Garron Centre's facilities and competitive hiring rates are appreciated by families and groups across the local community and in a 'normal' year the hall would be used for a significant number of private functions and parties; in 2020, such activities were limited to the first ten weeks of the year. Over this same period, the LCA staged just one event - a 'Fish and Chips Nght', using the services of an independent catering van. The Hall was also used as a venue for Committee meetings on three occasions (outside of the lockdown periods); agenda items included operational matters (in particular, ongoing problems with the heating system) and potential resumption of activities in the event of Covid- 19 restrictions being lifted. The Committee also reviewed and updated its policies on Complaints Procedures, Safeguarding and hire rates. The Trustees also commenced reviews of the Association's Financial Controls and GDPR Policies, although further work is required to finalise these policies before adoption. |
|---|---|
Additional information (optional)
You may choose to include further statements where relevant about:
Achievements against objectives set Performance of fundraising activities against objectives set Investment performance against objectives Other
Page 4
Llangarron Community Association
Trustees' Annual Report for the Year Ended 31st December 2020
Financial review
| Review of the charity’s financial position at the end of the period |
The Annual Accounts are shown later, in the Receipts & Payments format. In view of Covid-19 restrictions, the total receipts from events and activities in 2020 were limited to just £3,557, while payments in respect of these activities plus general operational costs were £7,693. The net deficit of £4,136 was met from cash reserves, which totalled £57, 531 at the year end. The Annual Accounts 2020 have been agreed by the Trustees and Management Committee, and will be presented at the AGM (to be held later in 2021 or early 2022) and submitted to the Charity Commission via online filing. |
|---|---|
| Statement explaining the policy for holding reserves stating why they are held |
The charity's funds are held to ensure continuing operation of the Garron Centre as a community venue, and in particular to meet any unusual or irregular requirement for financial outlay such as the replacement of equipment, hall improvements or unforeseen expenditures. The Trustees consider reserves to be adequate to meet the needs of the charity. |
| Amount of reserves held | All funds (totalling £57,531 at the year end) are currently held as accessible reserves. |
| Reasons for holding zero reserves |
n.a. |
| Details of fund materially in deficit |
n.a. |
| Explanation of any uncertainties about the charity continuing as a going concern |
Given the level of cash reserves and limited outgoing expenses at present (for such time as the Covid-19 restrictions apply), the Trustees believe that the charity does not currently face any uncertainties as a going concern. |
Additional information (optional)
| The charity’s principal sources of funds (including any fundraising) |
The LCA's principal sources of funds are community events and activities staged in the hall, private hirings of the hall and a community lottery. In normal years, a significant contributor to receipts would be use of the hall as an h.Art venue for 9 days in September; regrettably this event could not be staged in 2020. |
|---|---|
| Investment policy and objectives including any social investment policy adopted |
None at present, but the Trustees continue to review opportunites to invest a major part of the cash fund reserves in either a community asset (such as an area of amenity land) or in a low-risk medium-term scheme to mitigate the effects of inflation and potentially produce a small return on capital. |
| A description of the principal risks facing the charity |
Although the hall is currently closed as a result of ongoing Covid-19 restrictions, the Association has sufficient reserves to meet ongoing expenses. The Trustees are not aware of any significant risks to the operations of the charity at such time as normal activities are resumed. |
| Other |
Page 5
Llangarron Community Association
Trustees' Annual Report for the Year Ended 31st December 2020
Structure, Governance and Management
| Description of charity’s trusts: |
|
|---|---|
| Type of governing document | The LCA's operations are governed by a written constitution which was adopted on 1 August 2014. |
| How is the charity constituted? |
The LCA is constituted as a CIO. |
| Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees |
By local nomination and majority acceptance vote by the existing Trustees |
Additional information (optional)
You may choose to include further statements where relevant about:
| Policies and procedures adopted for the induction and training of trustees |
|
|---|---|
| The charity’s organisational structure and any wider network with which the charity works |
Management was exercised during the year through a management committee comprising: Jenny Murray (Chair) Nigel Hill (Trustee) Judy Turner (Trustee) Adrian Hitchen (Treasurer) Sylvia Matthews (Secretary) Penny Saunders (Bookings Secretary) Carole Caligari Peter Copp Helen Edwards [from November] |
| Meetings (in part) were also attended on a regular basis by PCC Representatives (including Rev. Richard Jones, Mrs Denise Morehead and Mrs. LisaHill). |
|
| Relationship with any related parties |
None |
Reference and Administrative Details
| Charityname | Llangarron Community Association |
|---|---|
| Other name the charityuses | None |
| Registered charitynumber | 1157992 |
| Charity’sprincipal address | The Garron Centre, St Deinst Church, Llangarron HR9 6NJ |
Page 6
Llangarron Community Association
Trustees' Annual Report for the Year Ended 31st December 2020
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 9 10 |
Trustee name | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (if any) |
|---|---|---|---|
| Mr Nigel Bruce Hill | CommunityRepresentative | ||
| Mrs Valerie Sullivan | CommunityRepresentative | ||
| Miss JudyTurner | CommunityRepresentative | ||
| Mr Dermot Hayes | CommunityRepresentative | ||
| Mr Nicholas Saunders | CommunityRepresentative | ||
Corporate trustees – names of the directors at the date the report was approved
Director name None
Name of trustees holding title to property belonging to the charity
Trustee name None
Funds held as custodian trustees on behalf of others
| Description of assets held in this capacity | None |
|---|---|
| Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects |
n.a. |
| Details of arrangements for safe custody and segregation of such assets from the charity’s own assets |
n.a. |
Page 7
Llangarron Community Association
Trustees' Annual Report for the Year Ended 31st December 2020
Additional information (optional)
Names and addresses of advisers (Optional information)
Type of adviser Name Address
Name of chief executive or names of senior staff members (Optional information)
Exemptions from disclosure
Reason for non-disclosure of n.a. key personnel details
Other optional information
Declarations
The trustees declare that they have approved the trustees’ report above. Signed on behalf of the charity’s trustees:
| Signature(s) Full name(s) osition (eg Secretary, Chair, etc) Date |
||
|---|---|---|
| Valerie Sullivan | Nigel Hill | |
| Trustee | Trustee | |
| 15th May 2021 | 15th May2021 |
Page 8
Llangarron Community Association
Receipts & Payments Accounts for the year ended 31st December 2020
Section A: Receipts and Payments
| A1 A2 |
Note: All Funds are Unrestricted Code Note Receipts Grants & Donations Received The Giving Machine 4200 2 Other 4300 Events & Activities 4 Catering Events - DINE 4700 Catering Events - Other 4701 Community Café 4705 h.Art Table Fee Income 4720 h.Art Sales Income (Gross) 4721 h.Art Catering Income 4722 h.Art Income - Totals Christmas Market 4740 Christmas Party 4750 Other LCA Events 4800 Llangarron Lottery Club Subscriptions 4860 Facilities Rental Hire of Garron Centre 4850 Use of Alcohol Licence 4851 Other Return of Petty Cash to Bank Account 1220 |
2020 2020 Sub-Totals £ £ 64 - 64 - 808 139 0 0 0 0 - - - - 1,848 2,795 678 20 698 - - 3,557 - - - 3,557 |
2019 £ 145 50 |
|---|---|---|---|
| 195 | |||
| - 3,662 624 7,105 706 - 407 1,704 |
|||
| 0 | |||
| 14,208 | |||
| 2,768 120 |
|||
| 2,888 | |||
| 34 | |||
| 34 | |||
| Sub Total[Gross Income for Annual Return] | 17,325 | ||
| Asset & Investment Sales Asset Sales Investment Sales |
- - |
||
| Sub Total - Asset & Investment Sales | - | ||
| Total Receipts | 17,325 |
Page 9
Llangarron Community Association
Receipts & Payments Accounts for the year ended 31st December 2020
Section A: Receipts and Payments
| A3 | Note: All Funds are Unrestricted Code Note Payments Charitable Activities, Gifts & Donations Gifts & Donations given 5300 3 Events & Activities 4 Catering Events - DINE 5700 Catering Events - Other 5701 Community Café 5705 h.Art Organisational Costs 5720 h.Art Artist Payments 5721 h.Art Card Sales Commission 5725 h.Art Catering Costs 5722 h.Art Marketing Costs 5723 h.Art Costs - Totals Christmas Market 5740 Christmas Party 5750 Other LCA Events 5800 Llangarron Lottery Club Costs & Prizes 5860 General Costs Marketing, PR & Advertising 7010 Licences, Permits & Memberships 7020 Building Maintenance 7100 Equipment Maintenance 7110 Landscape & External Maintenance 7120 Kitchen & Toilet Consumables 7200 Electricity 7210 Cleaning 7220 Insurance 7230 Stationery & Postage 7300 Computer Supplies & Software 7310 Telephone, Broadband & Internet 7320 Website Costs 7330 Equipment [Small Items <£200] 7400 Governance Costs Professional Fees 8000 Bank Charges 8100 |
2020 2020 Sub-Totals £ £ - - - 657 9 0 0 0 0 0 0 - - - - 1,500 2,166 65 81 2,659 - - - 1,172 199 434 - - 493 146 278 5,527 - - - 7,693 |
2019 £ 28 |
|---|---|---|---|
| 28 | |||
| - 2,527 121 5,133 39 - 84 800 |
|||
| 0 | |||
| 8,705 | |||
| 192 84 74 48 75 35 1,809 610 395 19 10 444 291 237 |
|||
| 4,325 | |||
| - - |
|||
| - | |||
| Sub Total - Payments | 13,058 |
Page 10
Llangarron Community Association
Receipts & Payments Accounts for the year ended 31st December 2020
Section A: Receipts and Payments
| A4 | Note: All Funds are Unrestricted | Code Note 2020 2020 Sub-Totals £ £ - 7,693 (4,136) - 61,567 100 61,667 57,431 100 57,531 Bank Cash Flow Check: (4,136) 15th May2021 [Signature] [Signature] |
2019 £ |
|---|---|---|---|
| Asset & Investment Purchases Asset Purchases Investment Purchases |
|||
| Sub Total - Asset & Investment Purchases | - | ||
| Total Payments | 13,058 | ||
| Net | Surplus /(Deficit) for the Year | 4,267 | |
| A5 A6 |
Transfers between Funds Cash Funds at Last Year End Bank Current Account Cash in Hand Cash Funds This Year End Bank Current Account Cash in Hand Approved by the Trustees on: [Name]Valerie Sullivan |
Bank Cash Flow Check: 15th May2021 [Signature] |
- 57,299 134 |
| 57,433 | |||
| 61,567 100 |
|||
| 61,667 | |||
| 4,267 | |||
| [Name]Nigel Hill | [Signature] |
The notes form part of these financial statements
Page 11
Registered Charity Number: 1157992
Llangarron Community Association
Receipts & Payments Accounts for the year ended 31st December 2020
Section B: Statement of Assets and Liabilities at the end of the period
| Categories B1 B2 B3 B4 B5 Cash Funds Investment Assets Other Monetary Assets Assets Retained for the Charity’s Own Use Liabilities |
Details Bank Current Account Cash in Hand Total Cash Funds None Details None Details Details General equipment Kitchen equipment IT & AV equipment Furniture Shed Leasehold Improvements Total Retained Assets Value Details Cleaning Fees Total Liabilities |
Unrestricted Funds to nearest £ 57,431 100 - 57,531 Unrestricted Funds to nearest £ - - - - Unrestricted Unrestricted Unrestricted Unrestricted Unrestricted Unrestricted Unrestricted Fund to which asset belongs Fund to which asset belongs Fund to which liability relates |
Restricted Funds to nearest £ - - - - Restricted Funds to nearest £ - - Cost to nearest £ - - Cost to nearest £ 5,005 11,230 7,327 8,174 2,605 213 - Amount due to nearest £ 10 - - 10 |
Endowment Funds to nearest £ |
|---|---|---|---|---|
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| Endowment Funds to nearest £ |
||||
| - | ||||
| - | ||||
| Current Value to nearest £ |
||||
| - | ||||
| - | ||||
| Current Value to nearest £ |
||||
| - | ||||
| - | ||||
| - | ||||
| 2,932 | ||||
| 930 | ||||
| 108 | ||||
| - | ||||
| 3,970 | ||||
| When due | ||||
| 10 | Pending | |||
| - | ||||
| - | ||||
| 10 |
| Approved by the Trustees on: [Name]Valerie Sullivan [Name]Nigel Hill |
Approved by the Trustees on: [Name]Valerie Sullivan [Name]Nigel Hill |
15th May2021 [Signature] |
|---|---|---|
| [Name]Nigel Hill | [Signature] |
The notes form part of these financial statements
Page 12
Llangarron Community Association Notes to the Accounts for the Year Ended 31st December 2020
Registered Charity Number: 1157992
Note
1 Accounting Policies
Basis of accounting
The financial statements have been prepared under the "Receipts & Payments" cash accounting convention, in accordance with Charities Commission guidelines (reference CC16b, effective January 2017) relating to charities with gross income of less than £250,000 p.a.
Independent review
As gross income was below £25,000 for the period, no audit or independent examination was deemed necessary.
| Grants & Donations Received The Giving Machine Other |
2020 2019 £ £ 64 145 - 50 All unrestricted |
|---|---|
| 64 £ 195 £ |
2 Grants & Donations Received
All grants and donations are treated as income in the year in which they are received.
3 Gifts & Donations Given
| Gifts & Donations Given Committee member retirement or condolence gifts |
2020 2019 £ £ - 28 |
| - £ 28 £ |
4 Summary of Recipts & Payments for Events & Activities (All Unrestricted)
| Receipts Table fees, entry tickets etc Catering income Raffles & Lottery Club Sales (Gross) / Commission Payments Marketing, licences etc Catering supplies Entertainment Costs Raffles & Lottery Club Prizes Sales Payments / Stock Costs Net income / (deficit) 2020 Net income / (deficit) 2019 |
LCA Catered Events Community Café h.Art - Autumn Christmas Market Other LCA Events Lottery Club Total £ £ £ £ £ £ £ - - - - - - - 808 139 - - - - 947 - - - - - 1,848 1,848 - - - - - - - |
|---|---|
| 808 139 - - - 1,848 2,795 |
|
| - - - - - - - 657 9 - - - - 666 - - - - - - - - - - - - 1,500 1,500 - - - - - - - |
|
| 657 9 - - - 1,500 2,166 |
|
| 151 131 - - - 348 629 |
|
| 1,135 503 1,972 666 323 904 5,504 |
Page 13
Llangarron Community Association Notes to the Accounts for the Year Ended 31st December 2020
Registered Charity Number: 1157992
Note
5 Assets Retained for the Charity’s Own Use
The charity maintains a register of assets including the original purchase price of each each item and its residual value as at the end of the current accounting year. The asset values are depreciated each year at rates calculated to write off the cost of each asset over its estimated useful life, as follows:
General Equipment; IT & AV Equipment 25% p.a. straight line Kitchen equipment 20% p.a. straight line Furniture; Shed; Leasehold Improvements 10% p.a. straight line
Depreciation is commenced in the year of acquisition. There were no new asset purchases in 2020.
| 6 7 |
Fixed Asset Values: General Equipment Kitchen Equipment IT & AV Equipment £ £ £ Cost As at 31st December 2019 5,005 11,230 7,327 Additions during the year - - - Disposals - - - As at 31st December 2020 5,005 11,230 7,327 Depreciation As at 31st December 2019 5,005 11,230 7,327 On disposals - - - Charge for the year - - - As at 31st December 2020 5,005 11,230 7,327 Net book value At 31 December 2020 - - - At 31 December 2019 - - - Liabilities Anne Bradley Cleaning Fees M Taylor Doormat Re-Fit Cash Funds All Unrestricted Opening Bank Balance at 1st January Surplus/(deficit) for the year Closing Bank Balance at 31st December Cash in Hand |
General Equipment Kitchen Equipment IT & AV Equipment £ £ £ 5,005 11,230 7,327 - - - - - - |
Furniture Shed Leasehold Improvem. Total £ £ £ £ 8,174 2,605 213 34,554 - - - - - - - - |
|---|---|---|---|
| 5,005 11,230 7,327 |
8,174 2,605 213 34,554 |
||
| 5,005 11,230 7,327 - - - - - - |
4,425 1,414 84 29,485 - - - - 817 261 21 1,099 |
||
| 5,005 11,230 7,327 |
5,242 1,675 105 30,584 |
||
| - - - |
2,932 930 108 3,970 |
||
| - - - |
3,749 1,191 129 5,069 |
||
| 2020 2019 £ £ 10 - - 45 10 45 2020 2019 £ £ 61,567 57,299 ( 4,136) 4,267 57,431 61,567 100 100 57,531 61,667 |
|||
| Total Cash Funds |
Page 14