Trustees' Annual Report for the period
Period start date Period end date Day Month Year Day Month Year From 01 07 23 To 30 06 24
Section A Reference and administration details
Cilybebyll Community Growers Charity name ~~oo~~ 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 (ifany) |
|---|---|---|---|
| 1 Susan Reed | Secretary | Charitymembers | |
| 2 Angela Whitehouse | Chairperson | Charitymembers | |
| 3 Carol Jarvis | Treasurer | Charitymembers | |
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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 |
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| 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. |
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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. |
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Additional governance issues (Optional information)
You may choose to include additional information, where relevant, about:
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policies and procedures adopted for the induction and training of trustees;
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the charity’s organisational structure and any wider network with which the charity works;
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relationship with any related parties;
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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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| 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. |
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Additional details of objectives and activities (Optional information)
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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:
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policy on grant making;
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policy programme related investment;
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contribution made by volunteers.
No applications for grants were made by Cilybebyll Community Growers for monetary 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 financial years.
Community activities have regularly involved in excess of fourteen 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.
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Section D Achievements and performance
| Summary of the main achievements of the charity during the year |
The main achievements of the charity for the reporting period from 1stJuly 2023 to 30thJune 2024 has been slightly more ambitious than was the case in the accounting period (2022-2023). The committee and member via the AGM felt that the site though maintained and functioning well, needed dedicated but generalised work parties to 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. The committee has decided that due to the Community Council lacking in the presentation of a demand for payment year on year (invoice), that the nominal rent will now remain in the bank until such time that the council seek future payment. Volunteers within Cilybebyll Community Growers have continued to form work parties on an ad hoc and organised 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. Walkways, shed maintenance, water butts and communal areas have been an area of focus by the work parties during this financial year. Waste management has been a particular issue this year with members and the public fly tipping. A further issue has been excess amounts of rain due to adverse weather conditions. During this financial period a Christmas event was held by members during November 2023 gaining an income of £344.10 with the funds withheld within the Cilybebyll Community Growers finances. A Potato Challenge was held again this year as a fun activity for members. |
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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:
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the charity’s principal sources of funds (including any fundraising);
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how expenditure has supported the key objectives of the charity;
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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. The charity’s principal source of funding has been achieved via plot and membership fees (£575). It is noted that two members had overpaid during the previous financial year making bank transfers, with one member paying £5 extra and another £30. This resulted in both parties receiving a discounted rate this financial year to adjust for this. This is represented in the lower than usual income generated from membership/rent.
Fundraising activities such as the yearly Christmas Fair resumed this financial year. This activity generated £344.10 income; however, this was lower than expected due to a clash of dates with Alltwen holding a similar event on the same day. A personal donation was received from one plot holder who could not make the event of £20. A final event held by members was the potato challenge, however this was held for members enjoyment and not fund raising. The total income generated this period was £939.10.
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 £454.24 and covered insurance (£239.60), maintenance (£121.17), equipment (shed paint, painting trays, brushes, lock-£42.98), potato challenge (buckets and nominal prizes), bunting/signage/poster printing and general purchases to support work parties and events (milk, coffee, tea, water). Despite several attempts to forward rent payments of £50 to the local council for a number of financial period, the committee have taken the decision to hold money within the CCG bank account awaiting invoices for demand for payments via the Community Council, this sum was not presented to the council 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.
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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) 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 10/09/24
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| Charity Name | No (if any) | No (if any) | |||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|
| Cilybebyll Community Growers | 1167462 | ||||||||||
| Receipts and payments accounts Period start date Period end date To For the period from 1st July2023 30th June 2024 ~~ee~~ ~~ee ee~~ |
CC16a | ||||||||||
| Section A Receipts and payments | |||||||||||
| Unrestricted funds |
Restricted funds |
Endowment funds |
Total funds | Last year | |||||||
| to the nearest £ | to the nearest £ | to the nearest £ | to the nearest £ | to the nearest £ | to the nearest £ | ||||||
| A1 Receipts | |||||||||||
| Donations | 20 | - | - | 20 | 20 | - | |||||
| Grants | - | ||||||||||
| FundraisingEvents - Christmas Fair | 344 | - | - | 344 | 344 | - | |||||
| Membership,Rent,Other | 575 | - | - | 575 | 575 | - | |||||
| MembershipActivities | - | - | - | - | - | ||||||
| Other | - | - | - | - | - | ||||||
| - | - | - | - | - | |||||||
| - | - | - | - | - | - | ||||||
| Sub total(Gross income for AR) |
(Gross income for AR)939 |
- | - | 939 | 939 | - | |||||
| A2 Asset and investment sales, (see table). - - - - - - - - - Sub total - - - - - Total receipts 939 - - 939 - ~~—————~~ |
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| A3 Payments | |||||||||||
| Cost of FundraisingEvents | 50 | - | - | 50 | 50 | - | |||||
| Room Hire | - | - | - | - | - | ||||||
| Repairs & Maintenance | 121 | - | - | 121 | 121 | - | |||||
| Equipment | 43 | - | - | 43 | 43 | - | |||||
| Insurance | 240 | - | - | 240 | 240 | - | |||||
| Rent | - | - | - | - | - | ||||||
| Fixture & Fittings | - | - | - | - | - | ||||||
| Miscellaneous (Adjustment - books last | |||||||||||
| year) | 4 | - | - | 4 | 4 | - | |||||
| - | - | - | - | - | |||||||
| **Sub total ** | 458 | - | - | 458 | 458 | - | |||||
| A4 Asset and investment purchases, (see table) - - - - - - Sub total - - - - - Total payments 458 - - 458 - ~~——————~~ |
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| Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end |
481 - - 481 - - - - - - 3,301 - - 3,301 - 3,786 - - 3,786 - ~~SSSSS=~~ |
CCXX R1 accounts (SS)
27/02/2025
1
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 B5 Liabilities B3 Investment assets B2 Other monetary assets B4 Assets retained for the charity’s own use B1 Cash funds CCXX R2 accounts (SS) |
Details Details Total cash funds (agree balances with receipts and payments account(s)) Bank deposit account Petty Cash Details Details Shed Benches Details Signature CarolJarvis 2 |
Unrestricted funds Restricted funds to nearest £ to nearest £ 3,462 - 324 - - - 3,786 - 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) Print Name Carol Jarvis |
Endowment funds to nearest £ |
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| - | |||
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| OK | |||
| Endowment funds to nearest £ |
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| Current value (optional) |
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| Current value (optional) |
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| When due (optional) |
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| Date of approval |
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| 10/09/2024 | |||
| 27/02/2025 |
Signed by one or two trustees on behalf of all the trustees
CCXX R2 accounts (SS)