2021-06-30-accounts - Cilybebyll Community Growers

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Trustees' Annual Report for the period

Period start date Period end date Day Month Year Day Month Year From 01 07 20 To 30 06 21

Section A Reference and administration details

Cilybebyll Community Growers

Charity name Other names charity is known by None Registered charity number (if any) 1167462 Charity's principal address 20 Cae Rhedyn Rhos Pontardawe, Swasnea Postcode SA8 3HX

Names of the charity trustees who manage the charity

Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee(if any)
Jodie	Secretary	27thSeptember 2020	Charitymembers
Dorothy	Chairperson	27thSeptember 2020	Charitymembers
Carol Jarvis	Treasurer		Charitymembers

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July 2019

Names of the trustees for the charity, if any, (for example, any custodian trustees)

Name Dates acted if not for whole year

Names and addresses of advisers (Optional information)

Names and addresses of advisers (Optional information)	Names and addresses of advisers (Optional information)	Names and addresses of advisers (Optional information)
Type of adviser Name Address
General allotment provision	N/A	Federation of City Farms and Community Gardens (FCFCG) The Green House, Hereford Street, Bristol BS3 4NA
Voluntary services advice	CVS (Neath Port Talbot Council for Voluntary Services)	Neath Port Talbot Council for Voluntary Services Tŷ Margaret Thorne 17-19 Alfred Street Neath SA11 1EF

Name of chief executive or names of senior staff members (Optional information)

Section B Structure, governance and management

Description of the charity’s trusts

Type of governing document (eg. trust deed, constitution) How the charity is constituted (eg. trust, association, company) Trustee selection methods (eg. appointed by, elected by)	Cilybebyll Community Growers governing document is a constitution.
	Cilybebyll Community Growers is constituted as a CIO Association registered with the Charity Commission in June 2016 under charity number 1167462.
	As a constituted charity, trustees are selected and elected from Cilybebyll Community Growers members and plot holders on an annual basis during the Annual General Meeting.

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July 2019

Additional governance issues (Optional information)

You may choose to include additional information, 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;
relationship with any related parties;
trustees’ consideration of major risks and the system and procedures to manage them.

The charity trustees and committee members are responsible for the general control and management of the charity. The trustees and committee members give their time freely and receive no remuneration or other financial benefit.

The trustees and committee members meet as a body regularly (usually once every two months or on an ad hoc basis as the need arises and as Covid 19 policies allow) and are responsible for decisions taken in relation to running Cilybebyll Community Growers and associated allotment facilities and activities provided by the charity. The day to day management of the Cilybebyll Community Growers allotment facilities and projects are delegated to trustees and committee members of the charity, with individual allotment holders holding responsibility for their designated plots and communal areas.

The trustees and the committee deal with the collection and distribution of funds as required, supporting the setting up and running of Cilybebyll Community Growers allotment facilities.

Section C Objectives and activities

Summary of the objects of the charity set out in its governing document

Cilybebyll Community Growers has been set up to promote an allotment and community growing site for the benefit of the inhabitants of the ward of Cilybebyll and the surrounding area. The providing of these facilities is for recreation or other leisure time occupation for those 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, with the objective of improving the condition of the life of said inhabitants.

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July 2019

Summary of the main
activities undertaken for the
public benefit in relation to
these objects (include within
this section the statutory
declaration that trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit)

The charity carries out a wide range of activities in pursuance of its
charitable aims. The trustees consider that these activities, summarised
below, benefit those who are actively involved in the allotment as
members or plot holders and those of the wider community of Rhos,
Cilybebyll and the surrounding area.
Cilybebyll Community Growers represents local people from Rhos,
Alltwen, Pontardawe and the surrounding area. Having formed to provide
allotments and associated activities for people in the local community,
inspiration for the charity was generated by the need to develop much
needed gardening/recreational activities within the area but also to
promote environmental awareness and sustainable practices.
Development of the allotments have allowed local individuals, groups and
societies to utilise the designated area at Rhos Park to promote the
benefits of growing your own produce and foster a value-added
community feel for a project which is environmentally friendly and adopts
sustainable principles.
Allocation of plots has been based on a first come first served basis for a
number of years, being open to any residents of Cilybebyll and
surrounding areas. The provisions of both community and individual plots
have openly encouraged local organisations such as schools, community
groups etc., to take part.
Disabled access has been considered in the allotment/plot design to
ensure that the allotments are as inclusive as possible. Cilybebyll
Community Growers have sought to raise local community interest and
encourage membership involvement.

Additional details of objectives and activities (Optional information)

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July 2019

Volunteers are an important resource to Cilybebyll Community Growers. Being a community-based project that required both trustee, committee and members involvement, from inception to successful opening and designation of plots to the ongoing running and management of the allotment site.

You may choose to include further statements, where relevant, about:

policy on grant making;
policy programme related investment;
contribution made by volunteers.

During 2020 to 2021 and under the current climate of a global pandemic (Covid-19) no applications for grants were made by Cilybebyll Community Growers.

As a relatively small charity no investments have been made on behalf of Cilybebyll Community Growers during this of previous financial years.

Community activities have regularly involved in excess of ten key people giving their time freely to ensure the development and progress of the project and day to day maintenance of individual plots and the surrounding communal areas. Members and plot holders are encouraged to be involved in a range of activities and to share their skills with others for the benefit of Cilybebyll Community Growers and where possible the wider community in which we operate.

Section D Achievements and performance

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July 2019

Section D	Achievements andperformance
Summary of the main achievements of the charity during the year	The main achievements of the charity for the reporting period from 1stJuly 2020 to 30thJune 2021 has been less ambitious as was the case in the last accounting period (2019-2020). The committee and member via the AGM felt that the site was now maintained and functioning well, and it was agreed that Cilybebyll Community Growers would not seek to access grants from Awards for All scheme via the National Lottery Fund and similar grant providers. The allotment site at Rhos Park, Rhos, Pontardawe, Swansea was in a reasonable state of repair and continues to function fully as a community-based project. Continued general guidance has been provided via the Federation of City Farms and Community Gardens (FCFCG) regarding the general running of the allotment site. The land continues to be leased from the Community Council for a nominal annual fee (£50) and is now totally focused on the area previously referred to as Phase 1. Volunteers within Cilybebyll Community Growers agreed to form work parties on a rota basis to actively help to clear and maintain the site where Covid-19 and government policies allowed. The trustees in consultation with committee members continued to ensure that all plots and walkways were clearly defined to improve access and to reduce problems with boundary concerns and in an aim to tackle weed control. Access continues to be an issue and again, basic improvements were made to allotment paths between plots with allotment member volunteering as necessity in achieving this aim within designated work parties. The communal area to the left of the entry gate to the site, was the basis of many committees meeting debates, with a final decision made to cover the area with bark rather than more permanent cover. This was beneficial, as not only was the bark provided free of charge but is considered a more environmentally agreeable option and is in keeping with the charities aims and objectives. The committees aim was to minimise weeds but to provide a suitable communal area for members, something that is being monitored for the future. Due to the onset of the global pandemic activities were curtailed in line with Welsh Government guidance (2020/21). Access to the site was granted via Cilybebyll Community Council under strict rules that were adhered to in terms of day to day allotment members and the holding of the annual AGM.

Section D

Achievements andperformance

Summary of the main
achievements of the charity
during the year

The main achievements of the charity for the reporting period from 1stJuly
2020 to 30thJune 2021 has been less ambitious as was the case in the last
accounting period (2019-2020). The committee and member via the AGM
felt that the site was now maintained and functioning well, and it was
agreed that Cilybebyll Community Growers would not seek to access
grants from Awards for All scheme via the National Lottery Fund and
similar grant providers. The allotment site at Rhos Park, Rhos,
Pontardawe, Swansea was in a reasonable state of repair and continues
to function fully as a community-based project.
Continued general guidance has been provided via the Federation of City
Farms and Community Gardens (FCFCG) regarding the general running of
the allotment site. The land continues to be leased from the Community
Council for a nominal annual fee (£50) and is now totally focused on the
area previously referred to as Phase 1.
Volunteers within Cilybebyll Community Growers agreed to form work
parties on a rota basis to actively help to clear and maintain the site where
Covid-19 and government policies allowed. The trustees in consultation
with committee members continued to ensure that all plots and walkways
were clearly defined to improve access and to reduce problems with
boundary concerns and in an aim to tackle weed control. Access continues
to be an issue and again, basic improvements were made to allotment
paths between plots with allotment member volunteering as necessity in
achieving this aim within designated work parties.
The communal area to the left of the entry gate to the site, was the basis
of many committees meeting debates, with a final decision made to cover
the area with bark rather than more permanent cover. This was
beneficial, as not only was the bark provided free of charge but is
considered a more environmentally agreeable option and is in keeping
with the charities aims and objectives. The committees aim was to
minimise weeds but to provide a suitable communal area for members,
something that is being monitored for the future.
Due to the onset of the global pandemic activities were curtailed in line
with Welsh Government guidance (2020/21). Access to the site was
granted via Cilybebyll Community Council under strict rules that were
adhered to in terms of day to day allotment members and the holding of
the annual AGM.

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July 2019

Section E Financial review

Brief statement of the charity’s policy on reserves

Cilybebyll Community Growers do have a formal reserves policy; it is the intention of the charity to only hold reserves for necessary maintenance and day to day upkeep of the site. All reserves held by the charity at the end of the financial year will rolled over each financial year to be used to meet specific site development, future needs and on-going repairs and maintenance associated with issues and costs related to Cilybebyll Community Growers and the allotment site based on the land to Area 1.

Details of any funds materially in deficit

None

Further financial review details (Optional information)

Youmay chooseto include
additional information, where
relevant about:
•
the charity’s principal sources
of funds (including any
fundraising);
•
how expenditure has
supported the key objectives of
the charity;
•
investment policy and
objectives including any ethical
investment policy adopted.

The charity’s main source of income during this financial period has been
accessed from plots holders annual rent and membership payments.
Unfortunately, due to the Covid-19 global pandemic fundraising activities
such as the yearly Christmas Fair (November/December 2020) was not
possible due to Welsh Government guidelines and a wish to minimise
potential spread of the virus amongst the local population. An alternative
approach was adopted which proved popular with members, included the
selling of Christmas cards depicting scenes related to Rhos and the
surrounding area. This activity generated a profit of £106 once the £140
cost of printing was deducted. No grant applications were made by
Cilybebyll Community Growers this financial year. Membership and plot
holder’s fees were (£595) collected via the AGM provided income to
support the day to day running costs associated with the allotment.
Further expenditure has been spent in terms of general maintenance of
the site with waste removal accounting for £228 (skip hire and wood
removal). Rent of £50 and a further £165.20 insurance costs were also
itemised as essential expenses payments made on behalf of Cilybebyll
Community Growers. Petty cash was used for smaller costs associated
with the running of the site and general maintenance costs.
During 2020/21 and as a result of Covid 19 the allotment was still accessed
by plot holders/members in keeping with strict Covid-19 guidance and
Welsh Assembly rules. Cilybebyll Community Growers were able to
maintain gardening/recreational activities within the area whilst
promoting environmental awareness and sustainable practices.

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July 2019

Section F Other optional information

None

Section G Declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s) Full name(s) Jodie Position (Secretary, Chair, etc) Secretary Date Signature(s) Full name(s) Dorothy Position (eg Secretary, Chair, Chairperson etc) Date Signature(s) Carol Jarvis Full name(s) Carol Jarvis Position (eg Secretary, Chair, Treasurer etc) Date 26/09/21

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July 2019

Charity Name No (if any) Cilybebyll Community Growers 1167462

Receipts and payments accounts

For the period Period start date Period end date To from 1st July 2020 30th June 2021

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Section A Receipts and payments
Unrestricted Restricted Endowment
Total funds
funds funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
Donations - - - -
Grants
Fundraising Events - - -
Membership, Rent, Other 595 - - 595
Membership Activities - - - -
other (Christmas Card Sales) 106 - - 106
- - - -
- - - -
701 - - 701
Sub total (Gross income for AR)
A2 Asset and investment sales,
(see table).
- - - -
- - - -
Sub total - - - -
Total receipts 701 - - 701
A3 Payments
Cost of Fundraising Events - - -
Room Hire - - -
Repairs & Maintenance 228 - - 228
Equipment - - -
Insurance 165 - - 165
Rent - - -
Fixture & Fittings - - -
Miscellaneous 52 - - 52
- - -
Sub total [ 445 ] - - 445
A4 Asset and investment
purchases, (see table)
- - -
- - -
Sub total [ - ] - - -
Total payments 445 - - 445
Net of receipts/(payments) 256 - - 256
A5 Transfers between funds - - - -
A6 Cash funds last year end 3,477 - - 3,477
Cash funds this year end 3,733 - - 3,733
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Section B Statement of assets and liabilities at the end of the period

		Unrestricted		Restricted
Categories	Details	funds		funds
B1 Cash funds	Bank deposit account Petty Cash *Total cash funds*	to nearest £ 3,614 119 - 3,733		to nearest £ - - - -
	(agree balances with receipts and payments account(s))	OK	OK
		Unrestricted		Restricted
		funds		funds
B2 Other monetary assets	Details	to nearest £ - - - - - -		to nearest £ - - - - - -
B3 Investment assets	Details	Fund to which asset belongs	Cost (optional) - - - - -
B4 Assets retained for the	Details Shed	Fund to which asset belongs	Cost (optional)
charity’s own use	Benches			- - - - - -
		Fund to which		Amount due
B5 Liabilities	Details Rent	liability relates		50 (optional)

Signed by one or two trustees on behalf of all the trustees

Signature

Print Name

Carol larvis Carol larvis

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CC16a
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Last year

to the nearest £

Endowment funds

to nearest £ - - - -

Endowment funds

to nearest £

Current value (optional)

When due (optional) 1st Nov 2020

Date of approval

912612021