## **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**
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20|**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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**TAR**
July 2019
1
**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|
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## **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.|
|---|---|
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Cilybebyll Community Growers is constituted as a CIO Association
registered with the Charity Commission in June 2016 under charity number
1167462.|
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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.|
**TAR**
July 2019
2
## **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.
**TAR**
July 2019
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|**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)**
**TAR**
July 2019
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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
**TAR**
July 2019
5
|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.|
**TAR**
July 2019
6
## **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)**
|You**may choose**to 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.|
|---|---|
**TAR**
July 2019
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**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
**TAR**
July 2019
8
**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
**----- Start of picture text -----**
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
**----- End of picture text -----**
## **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
**----- Start of picture text -----**
CC16a
**----- End of picture text -----**
## **Last year**
**to the nearest £**
**-**
**-**
**-**
**-**
## **Endowment funds**
**to nearest £ - - - -**
OK
## **Endowment funds**
**to nearest £**
**-**
**Current value (optional)**
**-**
**Current value (optional)**
**-**
**When due (optional) 1st Nov 2020**
Date of approval
912612021