2023-06-30-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 22 To 30 06 23

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)	Name of person (or body) entitled to appoint trustee (ifany)
Susan Reed	Secretary	Charitymembers
Angela Whitehouse	Chairperson	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 to three months or on an ad hoc basis as the need arises 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

To promote allotment gardening to all regardless of age, race, gender, or disability. To control, manage and maintain the allotment sites leased to it by Cilybebyll Community Council within the terms and conditions of the Lease Agreement.

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

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

• policy on grant making;

policy programme related investment;
contribution made by volunteers.

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. No applications for grants was made by Cilybebyll Community Council for support to external organisations during this period. As a relatively small charity no investments have been made on behalf of Cilybebyll Community Growers during this or previous financial years. Community activities have regularly involved in excess of twelve key people (members and allotment holders) 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 and erformance p The main achievements of the charity for the reporting period from 1[st] July Summary of the main achievements of the charity 2022 to 30[th] June 2023 has been less ambitious than was the case in the during the year accounting period (2020-2021). The committee and member via the AGM felt that the site was now maintained and functioning well, however it was agreed that Cilybebyll Community Growers that generalised work parties would carry out maintenance and general work to maintain the communal areas. 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 have continued to form work parties on an ad hoc basis to help to clear and maintain the site. 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 to allotment paths between plots with allotment member volunteering as necessity in achieving the aim of removing waste, and achieving general maintenance within designated work parties and on a one to one basis as and when necessary. During this financial period three main events were held by members which included a McMillans Coffee Morning (£113.70), Xmas mince pies and mulled wine get together (£14.50) and Easter Event (£66.55). The funds generated from the McMillan Coffee Morning were sent to the charity on behalf of members, whilst the remaining funds were withheld within the Cilybebyll Community Growers finances (£81.05).

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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)

The charity’s main source of income during this financial period has been You may choose to include accessed from plots holders annual rent and membership payments. The additional information, where relevant about: charity’s principal source of funding has been achieved via plot and • the charity’s principal sources membership fees (£630). Fundraising activities such as the yearly Christmas Fair has not resumed this financial year but will be considered of funds (including any fundraising); in the future. Three activities held during this financial year have been a MacMillan Coffee Morning creating an income of £113.70, a Christmas Get • how expenditure has Together (£14.50) and an Easter Event (£66.55). Total income generated supported the key objectives of for the period was £884.75.

how expenditure has supported the key objectives of the charity;

• investment policy and The funds generated via the Coffee Morning was forwarded to the objectives including any ethical Macmillan cancer charity in the form of a cheque following the event as investment policy adopted. agreed by all members. Despite several attempts to forward rent payments of £50 to the local council for 21/22 this sum was not presented to the bank and has therefore been absorbed into cash in bank for this financial year. Cilybebyll Community Growers were able to maintain gardening/recreational activities within the area whilst promoting environmental awareness and sustainable practices.

Expenditure made by Cilybebyll Community Growers this financial year was funded either via sums held within the bank account or via petty cash for smaller items. Payments made by the charity totalled £512.78 and covered Community Centre room hire for meetings x3 (£15) running costs such as insurance £239.60, maintenance which included path membrane, and oil for strimmer.

Section F Other optional information

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July 2019

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) Susan Reed Position (Secretary, Chair, etc) Secretary Date Signature(s) Full name(s) Angela Whithouse Position (eg Secretary, Chair, Chairperson etc) Date Signature(s) Carol Jarvis Full name(s) Carol Jarvis Position (eg Secretary, Chair, Treasurer etc) Date 16/09/23

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July 2019

	Cilybebyll Community Growers Charity Name	Cilybebyll Community Growers Charity Name	Cilybebyll Community Growers Charity Name	1167462 No (if any)	CC16a
	For the period from	1st July2022 Period start date	To	30th June 2023 Period end date

Section A Receipts and payments
A1 Receipts	Unrestricted funds to the nearest £ - 114 630 81 60 - - 885 - - - 885 99 15 39 240 6 114 513 - 513 372 - 2,933 3,305	Restricted funds to the nearest £ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -	Endowment funds to the nearest £ - - - - - - - - - - - - - - - - - - - - - - - - - - - - - -	Total funds to the nearest £ - 114 630 81 60 - - 885 - - - 885 99 15 39 - 240 - - 6 114 513 - - - 513 372	Last year to the nearest £
Donations	-				-
Grants					-
FundraisingEvents - Coffee Morning	114				-
Membership,Rent,Other	630				-
MembershipActivities(Xmas & Easter)	81				-
Other(Bank Compensation)	60				-
	-				-
	-				-
*Sub total*(Gross income for AR)	885				-

A2 Asset and investment sales, (see table).
	-
	-				-
*Sub total*	-				-
*Total receipts* A3 Payments
					-

Cost of FundraisingEvents	99				-
Room Hire	15				-
Repairs & Maintenance	39				-
Equipment					-
Insurance	240				-
Rent					-
Fixture & Fittings					-
Miscellaneous	6				-
McMillan Donation	114				-
**Sub total **	513				-

A4 Asset and investment purchases (see table)
,

**Sub total **	-				-
*Total payments* *Net of receipts/(payments)* A5 Transfers between funds A6 Cash funds last year end *Cash funds this year end*
					-

	372	-	-	372	-
	-	-	-	-	-
	2,933	-	-	2,933	-
	3,305	-	-	3,305	-

CCXX R1 accounts (SS)

27/02/2025

Section B Statement of assets and liabilities at the end of the period

Categories Signed by one or two trustees on behalf of all the trustees B1 Cash funds B2 Other monetary assets B4 Assets retained for the charity’s own use B5 Liabilities B3 Investment assets CCXX R2 accounts (SS)	Signature CarolJarvis Rent Details Details Shed Benches Bank deposit account Petty Cash Details Details *Total cash funds* (agree balances with receipts and payments account(s)) Details 2	Unrestricted funds Restricted funds to nearest £ to nearest £ 3,112 - 193 - - - 3,305 - OK OK Unrestricted funds Restricted funds to nearest £ to nearest £ - - - - - - - - - - - - Fund to which asset belongs Cost (optional) - - - - - Fund to which asset belongs Cost (optional) - - - - - - Fund to which liability relates Amount due (optional) 50 Print Name Carol Jarvis	Endowment funds to nearest £
			-
			-
			-
			-
			OK
			Endowment funds to nearest £
			-
			-
			-
			-
			-
			-
			Current value (optional)
			-
			-
			-
			-
			-
			Current value (optional)
			-
			-
			-
			-
			-
			-
			-
			-
			-
			When due (optional)
			1st Nov 2022






			Date of approval
			16/09/2023

			27/02/2025

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

CCXX R2 accounts (SS)

27/02/2025