## Llangarron Community Association
Trustees' Annual Report and Financial Accounts for the Year Ended 31st December 2023
Registered Charity Number: 1157992
|**Table of Contents**||
|---|---|
|**CHARITY DETAILS**|**2**|
|**OBJECTIVES & ACTIVITIES**|**3**|
|**ACHIEVEMENTS AND PERFORMANCE**|**5**|
|**FINANCIAL REVIEW**|**6**|
|**STRUCTURE, GOVERNANCE AND MANAGEMENT**|**7**|
|**REFERENCE AND ADMINISTRATIVE DETAILS**|**8**|
|**DECLARATIONS**|**9**|
1
## **Charity Details**
Charity Name: Llangarron Community Associa8on ("LCA") Charity Registra8on Number: 1157992 Trustees: Ms. Valerie Sullivan, Ms. Judy Turner, Mr. Dermot Hayes Clerk to the Trustees: Mr. Adrian Hitchen, & Mrs. Helen Edwards (From 1 July 2023) Public Address: The Garron Centre St Deinst Church Llangarron Herefordshire HR9 6NJ United Kingdom “Llangarron Life” Website: h\ps://llangarron.info
2
## **Objectives & Activities**
|Summary of the purposes of
the charity as set out in its
governing document|The objects of the CIO, as per our cons8tu8on, are to:
1. promote the beneft of the inhabitants of Llangarron and the
surrounding area without dis8nc8on of sex, sexual orienta8on,
na8onality, age, disability, race or of poli8cal, religious or other
opinions, by associa8ng together the said inhabitants, statutory
authori8es, voluntary and other organisa8ons in a common efort to
advance educa8on and to provide facili8es in the interests of social
welfare for recrea8on and leisure-8me occupa8on with the object of
improving the condi8ons of life for the said inhabitants;
2. secure the establishment of a Community Centre and to manage and
operate the same (whether alone or in co-opera8on with other
persons or bodies) in furtherance of these objects|
|---|---|
|Summary of the main
ac8vi8es in rela8on to those
purposes for the public
beneft, in par8cular, the
ac8vi8es, projects or
services iden8fed in the
accounts
[Con8nued on Next Page]|The Trustees, and LCA Management Commi\ee, worked to provide ongoing
management, maintenance, enhancement and usage of the Community
Centre throughout the year.
Examples of events and ac8vi8es staged in 2023 include:
LCA Events:
•
Monthly Community Cafés (January to June, and October)
•
Charity Evening Presenta8on – Sheep Farming in Hereford (12th
January) in aid of Herefordshire Air Ambulance
•
Charity Evening Presenta8on – Pukng Life into the Soil (15thJune) in
aid of Macmillan Cancer Support
•
h.Art Arts & Crals Exhibi8on (2nd– 10thSeptember)
•
Gypsy Jazz Guitar Concert (14thOctober)
•
Christmas Market (25thNovember)
•
Christmas Choral Concert Le Voci Choir (9thDecember)
PCC Events:
•
Monthly PCC Cofee Mornings (January to August, October and
November, olen including produce sale and charity fund raising),
•
Progressive Supper Finale (15thApril)
•
Fish & Chip Van (29thApril)
•
Harvest Supper (29thSeptember)
•
Flower Fes8val 30thSeptember – 1stOctober)
•
Quiz Night (17thJune & 18thNovember)
•
Fes8val of the Na8vi8es & Christmas Fair (2nd– 3rdDecember)|
3
|(con8nued)
Summary of the main
ac8vi8es in rela8on to those
purposes for the public
beneft, in par8cular, the
ac8vi8es, projects or
services iden8fed in the
accounts|Archenfeld Community Environment Group Events:
•
Evening Presenta8on: Electric Vehicles (22ndJune)
•
Evening Presenta8on: Making a Wildfower Garden' (26thOctober)
Other:
•
Mee8ngs of the LCA Management Commi\ee
•
LCA AGM (11thDecember)
•
Business / Corporate Hires (full days)
•
Several Private Func8ons
•
Weekly Baby Massage (in 6-week blocks throughout 2023)
•
Polling Sta8on Hire (Local County Council Elec8ons 4thMay)|
|---|---|
|Statement confrming the
trustees have had regard to
the guidance issued by the
Charity Commission on
public beneft|The trustees confrm that they have referred to the Charity Commission’s
general guidance on public beneft when reviewing the Trust’s aims and
objec8ves and in planning future ac8vi8es. In par8cular, the trustees consider
how planned ac8vi8es will contribute to the aims and objec8ves they have set.|
## **Additional information (optional)**
You may choose to include further statements where relevant about:
|Policy on grant making|None (but the Trustees propose to develop a Grant Making Policy in 2024), this
wasn’t undertaken in 2023 as stated in the 2022 Annual Report|
|---|---|
|Policy on social investment|None (not applicable)|
|Contribu8on made by
volunteers|The Charity has no employees; all ac8vi8es are organised and managed by
unpaid volunteers, including Trustees, Commi\ee Members and others|
|Other|N/A|
4
## **Achievements and performance**
|Summary of the main
achievements of the charity,
iden8fying the diference the
charity’s work has made to
the circumstances of its
benefciaries and any wider
benefts to society as a
whole.|
Throughout 2023, the hall was used on a regular basis by the LCA and other
user groups listed above, including weekly classes in Baby Massage and private
hirings for funerals, birthday par8es, talks and yoga classes.
Our facili8es and compe88ve hiring rates are appreciated by families and
groups across the local community.
There were also several corporate hirings, mostly for full day or mul8-day
seminars and mee8ngs.
The LCA staged several successful events during the year, including:
•
Evening talks
•
Music recitals and concerts
•
The 9-day h.Art Exhibi8on in September featuring the work of ten local
ar8sts
•
Christmas Market in November with twelve stalls ofering seasonal,
mostly local produce and products
•
Monthly Community Cafes on the fourth Saturday of the month
throughout most of the year
The feedback received from par8cipants and visitors at these events was
generally very posi8ve, with h.Art in par8cular genera8ng excellent feedback
and very good sales for the exhibi8ng ar8sts and the Cafe. Alas, some of the
planned events such as a wine tas8ng, a concert by the Monmouth Male Voice
Choir and a talk on Noel Coward were cancelled due to poor uptake.
The Hall was also used for a range of other purposes, such as a venue for the
Archenfeld Community Environment Group talks on locally important
environmental ma\ers, and as a Polling Sta8on for the local County Council
elec8ons.
The Trustees met on four occasions during the year, and the LCA Management
Commi\ee met on six occasions. In addi8on to discussing opera8onal and
event-related ma\ers, the Trustees and Management Commi\ee (as
appropriate) also addressed several maintenance issues, including the servicing
of the underfoor hea8ng system. The Trustees and/or Management Commi\ee
also reviewed and updated the LCA's policies on Equipment Hire. Two policies
remained under development at the year-end: General Data Protec8on
Regula8ons (GDPR), and Grant Making.
This year saw the re8rement of Adrian Hitchen, the long serving Clerk to the
Trustees and Treasurer of the LCA, due to ill-health. These roles were
temporarily delegated to the chair of the Management Commi\ee (MC) from
July 2023. At the AGM on 11thDecember 2023, the exis8ng members of the LCA
MC, aside from the Chair, re8red following long service. A new LCA MC and
Treasurer were appointed in February 2024; the exis8ng MC Chair and Secretary
con8nued in role.|
|---|---|
5
|Summary of the main
achievements of the charity,
iden4fying the diference the
charity’s work has made to the
circumstances of its
benefciaries and any wider
benefts to society|Regarding the future direc8on and ac8vi8es of the LCA, the Trustees held an
AGM with members on 11 December 2023, a\ended by a\ended by5 LCA
Trustees / Management Committee Members and 6 LCA Members (the LCA
currently has 78 members). At the AGM,issues of concern to members were
discussed, and the revised Cons8tu8on rela8ng to the appointment and
composi8on of the Trustees, as discussed at the open mee8ng held in 2022, was
adopted.|
|---|---|
## **Financial review**
|**inancial review**||
|---|---|
|Review of the charity’s
fnancial posi8on at the end
of the period|The Annual Accounts are shown at the end of this report, in the Receipts &
Payments format.
Total receipts from events and ac8vi8es in 2023 were £14,744.96, while
payments in respect of these ac8vi8es plus general opera8onal costs were
£14,769.01.
The outgoings included payments for charitable dona8ons in rela8on to the
evening talks of £223 to Herefordshire Air Ambulance and £116.04 to
Macmillan Cancer Support.
The cost of electricity rose signifcantly in 2023 compared to 2022 from £757 to
£1,323.38.
The net defcit in 2023 was £24.05 and was met from cash reserves, which
totalled £46,215.27 at the year end.
The Annual Accounts 2023 have been agreed by the Trustees and Management
Commi\ee and, subject to acceptance by members at the AGM to be held in
December 2024, will be submi\ed via online fling to the Charity Commission.|
|Statement explaining the
policy for holding reserves
sta8ng why they are held|The charity's funds are held to ensure con8nuing opera8on of the Garron
Centre as a community venue, and to meet any unusual or irregular
requirement for fnancial 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 £46,215.27 at year end) are currently held as accessible
reserves.|
|Reasons for holding zero
reserves|N/A|
|Details of fund materially in
defcit|N/A|
|Explana8on of any
uncertain8es about the
charity con8nuing as a going
concern|Given the level of cash reserves and with no expecta8on of any major expenses
in the coming year, the Trustees believe that the charity does not currently face
any uncertain8es as a going concern.|
6
## **Additional information (optional)**
|The charity’s principal
sources of funds (including
any fundraising)|The LCA's principal sources of funds are community events and ac8vi8es staged
in the hall and private hirings of the hall. Annually, the most signifcant event
staged is the 9-day h.Art Exhibi8on in September; h.Art 2023 proved very
successful in terms of both fooxall and income genera8on for the ten exhibi8ng
local ar8sts via commission and proft from Cafe sales.|
|---|---|
|Investment policy and
objec8ves including any
social investment policy
adopted|None at present, but the Trustees con8nue to review opportuni8es to invest a
major part of the cash fund reserves in either a community asset or in a low-risk
medium-term scheme to mi8gate the efects of infa8on and poten8ally
produce a small return on capital.|
|A descrip8on of the principal
risks facing the charity|The Trustees believe that the Associa8on has sufcient reserves to meet its
ongoing expenses and are not aware of any signifcant risks to the opera8ons of
the charity in the coming year.|
|Other||
## **Structure, Governance and Management**
|**tructure, Governance and Management**|**tructure, Governance and Management**|
|---|---|
|||
|Descrip8on of charity’s trusts:||
|Type of governing document|The LCA's opera8ons are governed by a wri\en cons8tu8on Version 2, which
amended and adopted on 11 December 2023.|
|How is the charity
cons8tuted?|The LCA is cons8tuted as a CIO.|
|Trustee selec8on methods
including details of any
cons8tu8onal provisions e.g.
elec8on to post or name of
any person or body en8tled
to appoint one or more
trustees|Currently and as amended in the revised Cons8tu8on, Version 2, dated 11
December 2023, by invita8on and majority acceptance vote by the exis8ng
Trustees at a duly convened mee8ng of the Trustees.|
## **Additional information (optional)**
You may choose to include further statements where relevant about:
Policies and procedures adopted for the induc8on and training of trustees
7
|||
|---|---|
|The charity’s organisa8onal
structure and any wider
network with which the
charity works|Day-to-day management was exercised throughout the year by a Management
Commi\ee (MC) opera8ng under powers defned and delegated by the
Trustees. The MC generally comprised 5-6 volunteers, with individuals serving in
the nominated posts of Chair, Treasurer, Mee8ngs Secretary and Bookings
Secretary, though olen these roles are combined. Commi\ee mee8ngs were (in
part) also a\ended on a regular basis by representa8ves of the Parochial Church
Council.
The Trustees would like to express their gra8tude to and warm apprecia8on of
all the volunteers who devised, administered, organised and implemented the
events and ac8vi8es staged by the LCA over the course of the year.|
|Rela8onship with any related
par8es|None|
## **Reference and Administrative Details**
|Charity name|Llangarron Community Associa8on|
|---|---|
|Other name the charity uses|None|
|Registered charity number|1157992|
|Charity’s principal address|The Garron Centre, St Deinst Church, Llangarron HR9 6NJ|
**Names of the charity trustees who manage the charity**
|Trustee name|Dates acted if not for
whole year|Name of person (or body) en8tled to appoint
trustee (if any)|
|---|---|---|
|Mrs Valerie Sullivan||Community Representa8ve|
|Miss Judy Turner||Community Representa8ve|
|Mr Dermot Hayes||Community Representa8ve|
## **Corporate trustees – names of the directors at the date the report was approved**
|Director name|N/A|
|---|---|
|None|N/A|
8
## **Name of trustees holding title to property belonging to the charity**
> **Trustee name** N/A
> None N/A
## **Funds held as custodian trustees on behalf of others**
|**nds held as custodian trustees on behalf of others**||
|---|---|
|Descrip8on of assets held in this capacity|None|
|Name and objects of the charity on whose behalf the
assets are held and how this fall within the custodian
charity’s objects|N/A|
|Details of arrangements for safe custody and
segrega8on of such assets from the charity’s own
assets|N/A|
## **Declarations**
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees:
|Signatures:|||
|---|---|---|
|Full names:|Valerie Sullivan|p.p. Richard Turner (Chair of LCA
Trustees at date of submission)
Dermot Hayes|
|Posi8on (eg. Secretary, Chair):|Trustee|Chair of the Trustees|
|Date:|20thJune 2025|20thJune 2025|
9
## **LLANGARRON COMMUNITY ASSOCIATION RECIEPTS FOR THE YEAR ENDED 31[ST] DECEMBER 2023**
|||**2023**|**2022**|
|---|---|---|---|
|**Grants and Donations Received**||||
|Grants from Gov/Council Bodies||52.35|504|
|From Air Ambulance||223.00||
|From Macmillan Cancer Support||143.00||
|Lottery Payment||24.00||
|||**442.35**|**504**|
|**Events and Activities**||||
|Catering Events - Dine|||950|
|Community Cafe||480.28|573|
|h.Art Table Fees|850.00||850|
|h.Art Artists Income|8,218.67||8,844|
|h.Art Cafe Income|1,494.82||1,797|
|h.Art Income Totals||10,563.49|11,491|
|Christmas Market||676.98|673|
|**Other LCA Events**||||
|Le Voci Choir|680.00|||
|Wine Tasting|240.00|||
|Gypsy Jazz Concert|692.86|||
|Other Events (Misc.)|101.00||2,124|
|LCA Events Total||1,713.86|15,991|
|**Facilities Rental**||||
|Hire of the Garron Centre (GC)||733.00|1,784|
10
|Use of alcohol licence (PCC)
**Other**
Return of Petty cash to bank
**TOTAL RECIEPTS**|35.00
100.00
**14,744.96**|35
**18,314**|
|---|---|---|
11
## **LLANGARRON COMMUNITY ASSOCIATION PAYMENTS FOR THE YEAR ENDED 31[ST] DECEMBER 2023**
|**Gifts and Donations Given**
To Air Ambulance
To Macmillan Cancer Support
To Archenfield Repair Cafe
**Events and Activities**
Dine
Community Café (food & wine)
h.Art food
h.Art marketing & organisational costs
h.Art payments (Net)
Christmas Market
Other LCA events
Lottery club costs and prizes
**Refunds on Events & Activities**
GC Hire deposit refunds
Wine tasting booking refunds
Monmouth Male Voice Choir refunds
Lottery payment refund
**General Costs**
GC Annual Licence Fee|**2023**
223.00
116.04
1,100.00
**1,439.05**
-
582.33
552.49
819.00
6,955.87
90.00
240.00
96.00
24.00
450
1.00|**2022**
**260**
1,202
163
582
865
7,538
143
2,332
600|
|---|---|---|
12
|Marketing and advertising
Alcohol Premises licence
Building maintenance
Equipment maintenance
Landscape and external maintenance
Kitchen and toilet consumables
Electricity (10.5 months)
Cleaning
GC Insurance
Stationery and postage
Small equipment
Broadband, internet and telephone
Website costs (Wix)
Hire of Toilets for Platinum Jubilee
Defibrillator signs and installation
**Governance Costs**
Professional fees (Constitution)
HSBC Bank Charges
**TOTAL PAYMENTS**|123.00
70.00
70.00
450.02
0.0
54.45
1,323.38
312.00
445.88
0.0
3.99
612.70
108.00
174.00
149.70
-
73.16
**14,769.01**|32
70
2,529
49
128
72
757
584
435
210
422
272
134
-
-
2,407
75
**21,860**|
|---|---|---|
13
## **LLANGARRON COMMUNITY ASSOCIATION BANK RECONCILIATION STATEMENT FOR THE YEAR ENDED 31[ST] DECEMBER 2023**
**Opening Bank Balance 1[st] January 2023 £46,239.32** Add Total Receipts £14,744.96 Subtotal £60,984.28 Less Payments £14,769.01 **Closing Bank Balance on 31[st] December 2023 £46,215.27**
## **Notes:**
## **Accoun,ng Policies**
## **Basis of accoun,ng**
in accordance with Chari8es Commission guidelines (reference CC16b, effec8ve January 2017) rela8ng to chari8es 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 examina8on was deemed necessary.
14