Llangarron Community Association Trustees' Annual Report and Financial Accounts for the Year Ended 31st December 2021
Registered Charity Number: 1157992
Llangarron Community Association
Trustees' Annual Report and Financial Accounts for the Year Ended 31st December 2021
| Contents | Page |
|---|---|
| Charity Information | 2 |
| Trustees Annual Report | 3-9 |
| Receipts & Payments Accounts 2021 | 10-12 |
| Statement of Assets & Liabilities | 13 |
| Notes to the Annual Accounts | 14-15 |
Llangarron Community Association
Charity Information for the Year Ended 31st December 2021
Trustees: Mr. Nigel Bruce Hill [Resigned 17th June 2021] Ms. Valerie Sullivan Ms. Judy Turner Mr. Dermot Hayes Mr. Nicholas Saunders [Resigned 3rd June 2021] Clerk to the Trustees: Mr. Adrian Hitchen Public Address: The Garron Centre St Deinst Church Llangarron Herefordshire HR9 6NJ United Kingdom Registered Number: 1157992
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Llangarron Community Association
Trustees' Annual Report for the Year Ended 31st December 2021
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 for recreation and leisure-time activities in the interests of social welfare (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. |
- Quiz Night (13th November) •Educational and vocational groups: weekly classes in French conversation (September - December) •Several Private Functions & Parties (May, July, September, December) The LCA also continued to operate its community 'Lottery Club', with four prize draws p.a. held in September, December, March and June. - Fish & Chip Night (30th October) •Christmas Market (27th November) •Christmas Choral Concert - Le Voci Choir (10th December) The Trustees, and volunteer Management Committee, worked to provide ongoing management, maintenance, enhancement and usage of the Community Centre throughout the year. However, due to the restrictions imposed in relation to Covid-19 at various times, the range of activities staged in 2021 was more limited than usual, and comprised: •Monthly Community Café (October) •Monthly PCC Coffee Mornings (October - December) •Three Outdoor LCA Catering Events (Fish & Chip Van in Feb, March, Sept) •Meetings of the LCA Committee and PCC (outside of lockdown periods) •One Outdoor 'Open Evening' - West Midlands Police (6th May) •h.Art Arts & Crafts Exhibition (4th - 12th September) - Harvest Supper (24th September) •Various PCC Events: - Festival of Nativities (4th - 5th December) |
| Statement confirming 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. |
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Llangarron Community Association
Trustees' Annual Report for the Year Ended 31st December 2021
Additional information (optional)
You may choose to include further statements where relevant about:
| Policyongrant making | None (but the Trustees propose to develop a Grant Making Policy in 2022) |
|---|---|
| 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 unpaid volunteers, including Trustees, Committee Members and others |
| Other |
Achievements and performance
Due to the continuing Covid-19 situation, there were no events organised by the LCA and very limited use of the Garron Centre between January and August. The LCA did arrange two visits of the Fish and Chip van (outdoor, takeaway sales only), and there were just two private hires of the hall over this period. A limited calendar of events took place over the last four months of the year, including the 9-day h.Art Exhibition featuring the work of eleven local artists, a Christmas Market with twelve stalls offering seasonal products and produce (almost all being locally made) and a Choral Concert by the Hereford-based 'Le Voci' Choir. The monthly Community Cafe Summary of the main also re-commenced in October and - restrictions permitting - will take place achievements of the charity, on the fourth Saturday of each month from January 2022 onwards. Weekly identifying the difference French Conversation classes also recommenced in September. The feedback the charity’s work has made received from participants and visitors at these events was very positive, to the circumstances of its with h.Art in particular generating excellent feedback and very good sales beneficiaries and any wider for the eleven exhibiting artists and the Cafe. In general, the Garron benefits to society as a Centre's facilities and competitive hiring rates continue to be appreciated by whole. local residents and community groups. The LCA's Trustees and Management Committee continued to meet on a regular basis during the year, with most of the meetings held off-site and observing Covid restriction in force at the time. Policy reviews were conducted in relation to Complaints Procedures, Equal Opportunities, Environmental Issues, Safeguarding and Financial Controls. The Trustees also developed a draft GDPR Policy, which will be finalised in the early part of 2022.
Additional information (optional)
You may choose to include further statements where relevant about:
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Llangarron Community Association
Trustees' Annual Report for the Year Ended 31st December 2021
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. From the limited range of events and activities in 2021 (due to Covid-19 restrictions), the total receipts were £17,819; this marks a significant increase from the very limited income in 2020 (£3,557), with the majority flowing from the very successful h.Art exhibition. Payments made in 2021 to fund the events, activities and general operating costs were £23,063 (compared to just £7,693 in 2020). The outgoings included a significant 'one- off' maintenance payment in respect of repairs to the roof of the Garron Centre, specifically to the rainwater valley between the hall and the main Church building. The costs for this work were shared with the Parochial Church Council. The net deficit of £5,244 in 2021 was met from cash reserves, which totalled £52,287 at the year end. The Annual Accounts 2021 have been reviewed and approved by the Trustees and Management Committee, and will be 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 £52,287 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 with no expectation of any major expenses in the coming year, the Trustees believe that the charity does not currently face any uncertainties as a going concern. |
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Llangarron Community Association
Trustees' Annual Report for the Year Ended 31st December 2021
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. Annually, the most significant event staged is the 9-day h.Art Exhibition in September; after its absence from the calendar in 2020, h.Art 2021 proved very successful in terms of footfall and income generation for the eleven exhibiting local artists and - through commission and Cafe sales - the LCA. |
|---|---|
| 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 |
The Trustees believe that the Association has sufficient reserves to meet its ongoing expenses, and are not aware of any significant risks to the operations of the charity in the coming year. |
| Other |
Structure, Governance and Management
| Description of charity’s trusts: | 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 at a duly convened meeting of the Trustees. Towards the end of 2021 the Trustees identified two potential enhancements to the Constitution (to be further assessed for potential implementation in 2022) regarding the desired number of Trustees to be appointed and their defined terms of office. The Trustees are in the process of seeking legal guidance from a suitably qualified charity specialist to ensure this process is managed in full accordance with charity laws and good practice. |
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Llangarron Community Association
Trustees' Annual Report for the Year Ended 31st December 2021
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 |
~~Day-to-day management was exercised throughout the year by a~~ Management Committee (MC) operating under powers defined and delegated by the Trustees. The MC generally comprised from 6 - 10 volunteers, with individuals serviing in the nominated posts of Chair, Treasurer, Meetings Secretary and Bookings Secretary. Committee meetings were (in part) also attended on a regular basis by representatives of the Parochial Church Council. The Trustees would like to express their gratitude to and warm appreciation of all of the volunteers who devised, administered, organised and implemented the events and activities staged by the LCA over the course of the year. |
| 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 |
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 |
Trustee name | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (if any) |
|---|---|---|---|
| Mr Nigel Bruce Hill | 01.01.21 to 17.06.21 | CommunityRepresentative | |
| Mrs Valerie Sullivan | CommunityRepresentative | ||
| Miss JudyTurner | CommunityRepresentative | ||
| Mr Dermot Hayes | CommunityRepresentative | ||
| Mr Nicholas Saunders | 01.01.21 to 03.06.21 | CommunityRepresentative | |
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Llangarron Community Association
Trustees' Annual Report for the Year Ended 31st December 2021
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. |
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)
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Llangarron Community Association
Trustees' Annual Report for the Year Ended 31st December 2021
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 | Dermot Hayes | |
| Trustee | Trustee | |
| 18th October 2022 | 18th October 2022 |
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Llangarron Community Association
Receipts & Payments Accounts for the year ended 31st December 2021
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 |
2021 2021 Sub-Totals £ £ - - - - 130 67 1,019 11,463 2,003 14,485 14,485 824 - 340 1,320 17,165 594 60 654 - - 17,819 - - - 17,819 |
2020 £ 64 - |
|---|---|---|---|
| 64 | |||
| - 808 139 - - - - 1,848 |
|||
| 14,485 | |||
| 2,795 | |||
| 678 20 |
|||
| 698 | |||
| - | |||
| - | |||
| Sub Total[Gross Income for Annual Return] | 3,557 | ||
| Asset & Investment Sales Asset Sales Investment Sales |
- - |
||
| Sub Total - Asset & Investment Sales | - | ||
| Total Receipts | 3,557 |
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Llangarron Community Association
Receipts & Payments Accounts for the year ended 31st December 2021
| Section A: Receipts and Payments | 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 |
2021 2021 Sub-Totals £ £ 456 456 - - 85 949 9,753 19 626 59 11,406 11,406 251 - 181 1,200 13,123 20 77 6,493 538 - 43 680 266 424 46 - 368 190 338 9,483 - - - 23,063 |
2020 £ - |
| - | |||
| - 657 9 - - - - 1,500 |
|||
| 11,406 | |||
| 2,166 | |||
| 65 81 2,659 - - - 1,172 199 434 - - 493 146 278 |
|||
| 5,527 | |||
| - - |
|||
| - | |||
| Sub Total - Payments | 7,693 |
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Llangarron Community Association
Receipts & Payments Accounts for the year ended 31st December 2021
Section A: Receipts and Payments
| A4 | Note: All Funds are Unrestricted | Code Note 2021 2021 Sub-Totals £ £ - 23,063 (5,244) - 57,431 100 57,531 52,187 100 52,287 18th October 2022 [Signature] [Signature] |
2020 £ |
|---|---|---|---|
| Asset & Investment Purchases Asset Purchases Investment Purchases |
|||
| Sub Total - Asset & Investment Purchases | - | ||
| Total Payments | 7,693 | ||
| Net | Surplus /(Deficit) for the Year | (4,136) | |
| 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 |
18th October 2022 [Signature] |
- 61,567 100 |
| 61,667 | |||
| 57,431 100 |
|||
| 57,531 | |||
| [Name] Dermot Hayes | [Signature] |
The notes form part of these financial statements
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Registered Charity Number: 1157992
Llangarron Community Association
Receipts & Payments Accounts for the year ended 31st December 2021
Section B: Statement of Assets and Liabilities at the end of the period
| Categories B1 B2 B3 B4 B5 Liabilities Assets Retained for the Charity’s Own Use Investment Assets Other Monetary Assets Cash Funds |
Cleaning Fees Total Liabilities Details Details General equipment Kitchen equipment IT & AV equipment Furniture Shed Leasehold Improvements Total Retained Assets Value Details None Details None Details Bank Current Account Cash in Hand Total Cash Funds |
Unrestricted Funds to nearest £ 52,187 100 - 52,287 Unrestricted Funds to nearest £ - - - - Unrestricted Unrestricted Unrestricted Unrestricted Unrestricted Unrestricted Unrestricted Fund to which liability relates Fund to which asset belongs Fund to which asset belongs |
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 £ 12 - - 12 |
Endowment Funds to nearest £ |
|---|---|---|---|---|
| - | ||||
| - | ||||
| - | ||||
| - | ||||
| Endowment Funds to nearest £ |
||||
| - | ||||
| - | ||||
| Current Value to nearest £ |
||||
| - | ||||
| - | ||||
| Current Value to nearest £ |
||||
| - | ||||
| - | ||||
| - | ||||
| 2,115 | ||||
| 669 | ||||
| 87 | ||||
| - | ||||
| 2,871 | ||||
| When due | ||||
| 12 | Pending | |||
| - | ||||
| - | ||||
| 12 |
Approved by the Trustees on: 18th October 2022
| [Name]Valerie Sullivan | [Signature] |
|---|---|
| [Name]Dermot Hayes | [Signature] |
The notes form part of these financial statements
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Llangarron Community Association Notes to the Accounts for the Year Ended 31st December 2021
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 |
2021 2020 £ £ - 64 All unrestricted |
|---|---|
| - £ 64 £ |
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 & condolence gifts Donation to 1st Whitchurch & Llangrove Scouts for Tents |
2021 2020 £ £ 56 - 400 - |
| 456 £ - £ |
4 Summary of Receipts & Payments for Events & Activities (All Unrestricted)
| LCA Catered Events |
Community Café |
h.Art - Autumn |
Christmas Market |
Other LCA Events |
Other LCA Events |
Lottery Club |
Total | |
|---|---|---|---|---|---|---|---|---|
| £ | £ | £ | £ | £ | £ | £ | ||
| Receipts | ||||||||
| Table fees, entry tickets etc | - | - | 1,019 | 265 | 305 | - | 1,589 | |
| Catering income | 130 | 67 | 2,003 | 449 | 35 | - | 2,683 | |
| Raffles & Lottery Club | - | - | - | 100 | - | 1,320 | 1,420 | |
| Sales (Gross) / Commission | - | - | 11,463 | 10 | - | - | 11,473 | |
| 130 | 67 | 14,485 | 824 | 340 | 1,320 | 17,165 | ||
| Payments | ||||||||
| Marketing, licences etc | - | - | 1,008 | 70 | 29 | - | 1,107 | |
| Catering supplies | - | 85 | 626 | 105 | 120 | - | 935 | |
| Facilities & Entertainment Costs | - | - | - | - | 30 | - | 30 | |
| Raffles & Lottery Club Prizes | - | - | - | 72 | - | 1,200 | 1,272 | |
| Sales Payments / Stock Costs | - | - | 9,773 | 3 | 3 | - | 9,779 | |
| - | 85 | 11,406 | 251 | 181 | 1,200 | 13,123 | ||
| Net income / (deficit) 2021 | 130 | -18 | 3,078 | 573 | 158 | 120 | 4,041 | |
| Net income / (deficit) 2020 | 151 | 131 | - | - | - | 348 | 629 |
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Llangarron Community Association Notes to the Accounts for the Year Ended 31st December 2021
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 2021.
| 6 7 |
Fixed Asset Values: General Equipment Kitchen Equipment IT & AV Equipment £ £ £ Cost As at 31st December 2020 5,005 11,230 7,327 Additions during the year - - - Disposals - - - As at 31st December 2021 5,005 11,230 7,327 Depreciation As at 31st December 2020 5,005 11,230 7,327 On disposals - - - Charge for the year - - - As at 31st December 2021 5,005 11,230 7,327 Net book value At 31 December 2021 - - - At 31 December 2020 - - - Liabilities Anne Bradley Cleaning Fees (December 2021) 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 - - - - - - |
5,242 1,675 105 30,584 - - - - 817 261 21 1,099 |
||
| 5,005 11,230 7,327 |
6,059 1,936 126 31,683 |
||
| - - - |
2,115 669 87 2,871 |
||
| - - - |
2,932 930 108 3,970 |
||
| 2021 2020 £ £ 12 10 12 10 2021 2020 £ £ 57,431 61,567 ( 5,244) (4,136) 52,187 57,431 100 100 52,287 57,531 |
|||
| Total Cash Funds |
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