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2020-09-30-accounts

Charity registration number: 1168220

Company registration number: 9210780

Penparcau Community Forum Ltd

(a company limited by guarantee)

Report of the Trustees and

Unaudited Financial Statements for the year ending 30 September 2020

Penparcau Community Forum Ltd (a company limited by guarantee)

Contents

Page
Legal and administrative information
2
Trustees’ report 3 – 11
Independent examiner’s report 12
Statement of financial activities 13
Balance sheet 14 – 15
Notes to the financial statements 16 - 25

1

Penparcau Community Forum Ltd (a company limited by guarantee)

Legal and administrative information

Charity registration number 1168220
Company registration number 9210780
Registered office and principal address Penparcau Community Centre
Penparcau Road
Penparcau
Aberystwyth
Ceredigion
SY23 1RU
Website www.facebook.com/PenparcauCommunityForum
Trustees Dylan Jones
Eva De Visscher
George Barratt (to 14 January 2020)
Alan Chamberlain (to 28 July 2020)
Susan Thomas
Samantha Hearne
Kelvin Jones
Rhian Jones
Nicola Rees (to 20 February 2021)
Patricia Griffiths (from 12 November 2020)
Jennifer Jenkins (from 12 November 2020)
Key staff: Forum Manager Karen Rees Roberts
Finance Officer Kate Williams to 31/12/20
Volunteer & Events Co-ordinator Julie Thomas to 31st July 2020
Local Conversations Officer
Andra Jones to 16/1/20
Clare Jackson from 1/1/20
Lee Coulson from 28/9/20
Cafe Manager Lisa Holmes
Geetha Owen from 28/9/20 (maternity cover)
Caretaker Jonathan Evans
Armed Forces Peer Support Mentor Colin Jones MBE
Independent examiner Mark Baker FCCA
Davies Lewis Baker
31 Bridge Street
Aberystwyth
Ceredigion
SY23 1QB
Bankers Natwest plc
Aberystwyth Branch
PO Box 5
Owain Glyndwr Square
Aberystwyth
Ceredigion
SY23 2NB

2

Penparcau Community Forum Ltd (a company limited by guarantee)

Penparcau Community Centre, Penparcau, Aberystwyth, Ceredigion SY23 1RU Company No: 09210780 Charity No: 1168220

Trustees’ Report

1 October 2019 – 30 September 2020

The Trustees are pleased to present their annual trustees’ report together with the financial statements of the charity for the year ending 30[th] September 2020, which are also prepared to meet the requirements for a directors’ report and accounts for Companies Act purposes.

Mission Statement

Penparcau Community Forum Ltd are a community-based charity who actively engage with the community of Penparcau to develop sustainable and inclusive community activities and facilities for the benefit of all.

Our Charitable Objects:

Our Vision

To be a catalyst for connecting the community with other groups and sectors who determine and influence our future through enabling our community’s needs to be heard and in turn be empowered to deliver a better Penparcau for all.

3

Penparcau Community Forum Ltd (a company limited by guarantee)

Trustees’ Report continued

Organisational Background

The community of Penparcau is a large housing estate on the outskirts of Aberystwyth, Ceredigion. The whole area consists of over 1,200 homes with approximately 3,100 people within the wards of Penparcau 1 and Penparcau 2 (both LSOAs fall within the top 30% deprived wards identified in the overall score - WIMD August 2014). In addition, 40% of our 800 children and young people live in poverty (End Child Poverty Report).

Penparcau Community Forum Ltd is a Company Limited by Guarantee and registered charity that aims to enable residents and organisations to take full advantage of funding and resources available to the area, together with co-ordinating and organising community events and being a voice for the longterm needs of Penparcau. The Forum acts as a conduit for much needed funding for the area and works closely with statutory and voluntary agencies to make this happen.

The Forum would like to thank the People’s Health Trust as they were instrumental in helping us to develop our ‘Area Plan’ through funding our ‘Local Conversations’ programme that ascertained what the community wanted to make Penparcau a better place for all. The resulting area plan and subsequent revisions (which continue to be funded by the People’s Health Trust) is based on five identified community priorities. These included; 1. building and managing a new Community Centre, 2. developing the Youth Forum, 3. developing Community Transport links including use of the community Minibus, 4. developing the Environment group and 5. developing Education and Skills opportunities.

The Forum would also like to thank the National Lottery Community Fund following their successful grant application. This funding (£498,894 to November 2023) has enabled the Forum to employ extra staff and continue to develop the community centre and café for the use by the local community.

In addition, we have over 70 volunteers registered with the Forum and have upskilled many of them in food hygiene, minibus driving, First Aid, child protection and in the use of a defibrillator.

Penparcau Community Forum Ltd and Charity consists of the following experienced local individuals:

Dylan Jones (Trustee) is a retired Police officer, independent trainer and Estyn schools lay inspector with extensive knowledge of the area, education and legal systems.

Dr Eva De Visscher (Trustee) is a Penparcau resident. Originally from Belgium, she has lived in the UK for over 20 years and works at Aberystwyth University as a Development Officer and grants bid writer. She volunteers as one of the University’s equality champions and has an interest in university/community partnerships, history, archaeology and heritage. Her two young children attend the Penparcau Cubs and Beavers.

George Barratt (Trustee) is a British Army veteran. He is a retired painter and decorator who has worked all over the UK and overseas. He is currently the Chairman of the Ceredigion Sea Angling Coaching Project working with vulnerable young people. He has extensive knowledge of local businesses, tradespeople and fundraising.

Dr Alan Chamberlain FRSA (Trustee) is a Penparcau resident and has worked in academia for over a decade, where he is currently a Senior Fellow at Nottingham University. His research is based on technology, community, rurality and participation. He has published widely and presented internationally. He has played a key role in writing successful high value grants, managing projects and liaising with policy makers. He is a Welsh learner.

4

Penparcau Community Forum Ltd (a company limited by guarantee)

Trustees’ Report continued

Sue Thomas (Trustee) is a local resident and former Vice-Chair of Penparcau Football Club with over 20 years’ experience of volunteering and organising local fundraising events within the community. She is a founder member of the original previous community forum in Penparcau.

Sam Hearne (Trustee) is an Administration Officer for Lifestyle Services and Business Support with Ceredigion County Council. She is a member and Treasurer for the Royal British Legion Aberystwyth Branch. An elected councillor for Aberystwyth Town Council from 2008-2012, she was Deputy Mayor in 2009, Mayor 2010 and Deputy Mayor again in 2011. Married with two grown up children, she attended Penparcau primary school.

Kelvin Jones (Trustee): after a twelve year career in the Royal Navy, he returned to Aberystwyth and worked for MANWEB / Scottish Power as a Logistic Team Leader for Aberystwyth and Oswestry District. He was later recruited by an IT company as an implementation consultant and worked throughout the UK and Ireland. At a local level, he joined Aberystwyth Sea Cadets in 1982 as an Instructor and worked up to the Commanding Officer role. He also worked for the Forum’s predecessor Communities First in Penparcau and was a member of the Aberystwyth Youth Forum. Along with others, he set up the previous Forum in Penparcau that introduced various events to the community. In addition, he is a Community Governor in Penglais School, a position he has held for over 6 years.

Rhian Jones (Trustee) has lived in Penparcau with her husband and two children since 1994 and is a first-language Welsh speaker. Her working life has been shared between the fashion industry, child minding and running her own small retail business for several years in Carmarthen. She shares her working life between child minding and sewing. In 2000, she set up and still helps to run a local child minders group.

Nicola Rees – is an Aberystwyth resident who rose through the ranks of Penparcau Youth Forum and whose main interests are to promote the needs of the youth of Penparcau.

Goronwy Edwards MBE (Honorary President)

Affectionally know as Groxy, he has over 40 years’ experience of representing Penparcau as a Town and County Councillor. Now retired, he is still hugely respected within the community of Penparcau and beyond.

Appointment of trustees

At every Annual General Meeting, one-third of the Trustees shall retire and may offer themselves for re-election. The trustees to retire shall be those trustees longest in office since their last election. Trustees will be elected annually by the members at the Annual General Meeting of the Charity. Retiring trustees shall be eligible for re-election without further nomination. If there is a choice between retiring trustees of equal service it shall be made by drawing lots.

Invitations for nominations for the position of trustee will be sent to all Members with the notice of the Annual General Meeting. Completed nominations will be accepted up to seven days before the date of the meeting. All nominations require the signature of the nominated person and the signature of a proposer and seconder all of which shall be Members of the Charity.

Unless otherwise determined by the Charity in General Meeting, the number of trustees shall be not less than four.

5

Penparcau Community Forum Ltd (a company limited by guarantee)

Trustees’ Report continued

The trustees may at any time co-opt any person to the Board of Trustees, whether or not they are a member of the charity, provided that the maximum number prescribed in these Articles is not exceeded and that no more than three such co-options shall be made between one Annual General Meeting and the next. All persons so co-opted shall retire at the Annual General Meeting following their co-option but shall be eligible to be re-appointed thereafter.

As set out in the Articles of Association, the Chair of the trustees is nominated by trustees at the AGM.

The day to day running of the organisation is implemented through the following staffing structure:

Forum Manager – Karen Rees Roberts (full time)

Finance Officer – Kate Williams (part time)

Local Conversations Officers (part time)

Armed Forces Peer Support Mentor

Café Manager – Lisa Holmes (full time)

Caretaker – Jonathan Evans (part time)

In addition, the Forum runs a Facebook page and has a Twitter account. These social media outlets greatly assist the charity in their day to day work and informs the community of developments on a daily basis. The website is also a great tool for archiving and informing the community of Penparcau.

Financial Review

The community centre and café (Hub), through a combination of community use and the hiring of facilities, continues to maintain the Forum’s capacity for income generation and in turn is making a difference to the long-term financial sustainability of the organisation and assisting the charity in meeting its objects.

This is enhanced by a successful grant application to the National Lottery Community Fund that has enabled a staffing team to be put in place to take the Forum forward.

6

Penparcau Community Forum Ltd (a company limited by guarantee)

Trustees’ Report continued

In addition, the support from our funders continues to be essential to maintaining our programme of activities as not all our activities are self-supported and our community development work relies on a mixed economy of funding to ensure a vibrant and wide programme of events and projects.

The Forum made a small surplus on unrestricted funds in the year. This was a result of Lockdown due to the Covid-19 pandemic from 23rd March 2020 restricting revenue from café sales and room hire plus the Board’s strategic decision to use unrestricted funds to contribute to the refurbishment of the Main Hall in the Community Centre. The Forum received unrestricted grants that supported the loss of income due to the closure of the Centre. The Board of Trustees have confidence that the Covid-19 pandemic has not unduly altered the viability of the Forum.

Reserves policy and going concern

Penparcau Community Forum is a registered Charity providing community based activities for the residents of Penparcau in order to improve their well-being.

The majority of the income is from grants and earned income is mainly from the hire of the facilities at the community centre.

Penparcau Community Forum Board discussed the following factors in arriving at their reserves policy:

Policy: Penparcau Community Forum aims to keep approximately two to three months’ running costs in reserves plus an amount to cover repairs and maintenance costs and wages (maximum of £25,000). To achieve this we aim to put £3,000 per year into reserves from earned income until that level is achieved. At 30 September 2020, the level of reserves held was £6,000, with £4,000 put into reserves at Year End as per the Forum’s reserves policy. As such, the reserves carried forward to 2020-2021 stand at £10,000.

Objectives and Activities

In shaping our objectives for the year and planning our activities, the trustees have considered the Charity Commission’s guidance on public benefit, including the guidance ‘public benefit: running a charity (PB2)’.

Our five community priorities are:

  1. sustaining the new Community Centre

  2. developing the Youth Forum

  3. developing community transport links

  4. developing the Environment group

  5. develop Education and Skills opportunities

The Forum is a registered charity, number 1168220, and is constituted as a not for profit company limited by guarantee, number 09210780. The trustees are local people who are dedicated to making Penparcau a better place for all. New trustees are appointed by the existing trustees and serve for three years after which they may put themselves forward for re-appointment, with no more than three trustees due for re-appointment in any one year.

7

Penparcau Community Forum Ltd (a company limited by guarantee)

Trustees’ Report continued

At the trustees’ meetings’, the trustees agree the broad strategy and areas of activity for the Forum. The day-to-day administration of the forum is delegated to the Forum Manager and part-time staff who report back to the trustees on progress towards our stated priorities above which is primarily at our monthly trustees meetings.

Our community based activities during 2019/20 can be summarised as:

Due to the Covid-19 pandemic, a Penparcau Action Team (PAT) was set up to help distribute and deliver surplus foods and medication to residents. We have worked in tandem with local health surgeries and supermarkets to achieve this and have received numerous expressions of gratitude from vulnerable people within the community.

We work with Aber Food Surplus in distributing surplus foods from our local Marks & Spencer, Tesco, Lidl and Morrison’s stores.

Many of our regular community events have had to be placed on hold due to the pandemic and Government guidelines.

Local Conversation Officers continued to keep in touch with residents whenever possible. A gardening project in the community has proven to be very popular with the residents of Penparcau who have helped where possible. This has helped transform the Hub grounds into an area that residents are proud of. A Steering Group has been in place so that locals can inform the Board of things that they would benefit from.

We have made a point of nurturing good relationships with the local press and have published numerous articles that portray a positive image for our village.

The Hub continues to make a big difference to many people with opportunities to volunteer being taken by our committed residents. Unfortunately, the café and Youth Forum have been closed since March 2020 due to Covid-19 and no rooms have been hired out. We are grateful that the boxing club continued with their rental during the period of lockdown.

Over the year we secured various grants and donations including from the People’s Health Trust, National Lottery Community Fund, Blakemore Foundation, Barclays Bank Charities Trust, Banister Charitable Trust, Thriplow Charitable Trust, D’Oyly Carte Company, NINEVEH, Tesco, Charities Aid Foundation, Community Resilience Fund, CAVO, Community Foundation Wales, West Wales Housing Association, Tai Ceredigion, South Wales & Aberystwyth Rotary, Aberystwyth Fire Station, Welsh

8

Penparcau Community Forum Ltd (a company limited by guarantee)

Trustees’ Report continued

Water, Aberystwyth Business Club, Mid & West Wales Reaching Wider Partnership. and the CFAP Grant from Welsh Assembly Government.

The Forum secured funding for the Veterans Hub from Carmarthenshire County Council and The Armed Forces Covenant Fund.

The total grants raised for the year were £450,074 per the accounts

The minibus and grant-funded ride-on mower have been utilised throughout the year and volunteers continue to be trained to MIDAS level which allows them to drive the minibus.

Penparcau Youth Forum is presently for 11-18 year-olds. Most of their activities were suspended due to the pandemic.

We continue to fundraise for additional defibrillators ( Heart start machines) for Penparcau and as at 1[st] September 2020 there are 6 within the village.

The ‘Nature of our Village’ project (funded by the Nineveh Trust, the Banister Charitable Trust, the Thriplow Charitable Trust and D’Oyly Carte Company) set out to significantly increase how much we know about wildlife in Penparcau by involving local people in learning how to recognise and look after the nature of our area. It began in November 2015 as a partnership between the Penparcau Community Forum, the West Wales Biodiversity Information Centre and the Wildlife Trust for South and West Wales. It is a 5-year project and is run by Chloe Griffiths, an Ecologist living in Penparcau.

Chloe Griffiths co-ordinated and led a programme of community-based activities with volunteers and people of all ages up until the first Covid-19 lockdown in March 2020. This work included surveys on birds, reptiles, amphibians and dragonflies to name but a few. The group were involved in recording as much as possible of our local wildlife and also took part in some restoration work to enable wildlife to thrive on some local farmhouse ruins on Pen Dinas. The project lead presented regularly at meetings of the Wildlife Trust to share updates from the project and recruit new members, as well as advertising upcoming sessions to a wider audience. During the pandemic months, some activities were able to continue but mostly by individuals following social distancing guidelines and working alone or in family groups.

Colin Jones MBE continued in his role as the Armed Forces Veterans co-ordinator, working out of the Hub. He adjusted his role to allow for the pandemic and remained in touch with his ever expanding group of veterans.

Up until the pandemic lockdowns, our community office continued to be a ‘one-stop-shop’ for all kinds of information and support and some of our elected officials have popped in to see us including our local MP Ben Lake and AMs Elin Jones, Eluned Morgan and Joyce Watson, together with Baroness Kay Andrews, an ex-deputy-Speaker to the Lords.

Local organisations around us continued to utilise the Hub prior to the lockdowns to run many and varied courses during the year for our community. These included Flying Start, Coleg Ceredigion, Aberystwyth University, Hywel Dda Health Board. They brought in much needed funding through hire fees.

Social Media: Through our Facebook and Twitter accounts, we encourage anyone who lives or works in Penparcau, or who has roots in the village to let us know what they want and to get involved. These are powerful tools for community engagement and are very successful in informing and encouraging volunteers to be involved.

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Penparcau Community Forum Ltd (a company limited by guarantee)

Trustees’ Report continued

It is worth noting that all the above could not have been achieved without our fantastic volunteers and we thank them for all their hard work and dedication. Moreover, we would encourage anyone who has either a good idea or the time to lend a hand as a volunteer (or both) to visit or ring us. They’ll get a great deal out of it and will be helping many others in our community.

The challenges we face :

The future will largely be determined by the Nation’s response to the Covid-19 pandemic. Re-opening the Hub is a main objective along with continuing with the very effective Penparcau Action Team (PAT) as an outreach tool.

A further annex is nearing completion and will provide accommodation for art and heritage in the main.

Finally

We would like to recognise the invaluable financial assistance and support received from the National Lottery Community Fund, the People’s Health Trust in London, Blakemore Foundation, Barclays Bank Charities Trust, Banister Charitable Trust, Thriplow Charitable Trust, D’Oyly Carte Company and NINEVEH, and all the local businesses and individuals who continue to support us, as without their funding and support the Forum would struggle to survive within this current financial climate and pandemic.

The Forum would also like to give a special thanks to our community who support the work we do here in Penparcau and are the reason why we exist.

Trustees’ responsibilities in relation to the financial statements

The charity trustees (who are also the directors of Penparcau Community Forum Ltd for the purposes of company law) are responsible for preparing a trustees’ annual report (which also contains a directors’ report) and financial statements in accordance with applicable law and United Kingdom Accounting Standards including Financial Reporting Standard 102: The Financial Reporting Standard Applicable in the UK and Republic of Ireland (United Kingdom Generally Accepted Accounting Practice).

Company law requires the charity trustees to prepare financial statements for each year which give a true and fair view of the state of affairs of the charitable company and of the income and expenditure of the charitable company for that period. In preparing these financial statements, the trustees are required to:

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Penparcau Community Forum Ltd (a company limited by guarantee)

Trustees’ Report continued

The trustees are responsible for keeping adequate accounting records that disclose with reasonable accuracy at any time the financial position of the charitable company and to enable them to ensure that the financial statements comply with the Companies Act 2006. They are also responsible for safeguarding the assets of the charity and hence for taking reasonable steps for the prevention and detection of fraud and other irregularities.

The trustees are responsible for the maintenance and integrity of the corporate and financial information included on the charitable company’s website. Legislation in the United Kingdom governing the preparation and dissemination of financial statements may differ from legislation in other jurisdictions.

Small company provisions

This report has been prepared in accordance with the special provisions for small companies under Part 15 of the Companies Act 2006.

Approved by the Board of Trustees

Dylan Jones (Chair)

Date: 8[th] June 2021

11

Penparcau Community Forum Ltd (a company limited by guarantee)

Independent examiner’s report to the trustees on the unaudited financial statements of Penparcau Community Forum Ltd

I report to the charity trustees on my examination of the accounts of Penparcau Community Forum Ltd for the year ended 30 September 2020, which are set out on pages 13 to 25.

Responsibilities and basis of report

As the charity’s trustees of the company (and also its directors for the purposes of company law) you are responsible for the preparation of the accounts in accordance with the requirements of the Companies Act 2006 (‘the 2006 Act).

Having satisfied myself that the accounts of the company are not required to be audited under Part 16 of the 2006 Act and are eligible for independent examination, I report in respect of my examination of your charity’s accounts as carried out under section 145 of the Charities Act 2011) the ‘2011 Act’). In carrying out my examination I have followed the Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act.

Independent examiner’s report

Since the company’s gross income exceeded £250,000 your examiner must be a member of a body listed in section 145 of the 201 Act. I confirm that I am qualified to undertake the examination because I am a member of the Association of Chartered Certified Accountants, which is one of the listed bodies.

I have completed my examination. I confirm that no matters have come to my attention In connection with the examination giving me cause to believe:

I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.

Mark Baker

Fellow of the Association of Chartered Certified Accountants Independent Examiner

Davies Lewis Baker, 31 Bridge Street, Aberystwyth, Ceredigion, SY23 1QB Date: 11 June 2021

12

Penparcau Community Forum Ltd (a company limited by guarantee)

Statement of Financial Activities (including income and expenditure account) for the year ending 30 September 2020

Note
Income
Donations and grants
3
Community centre hire
Café and catering income
Community events and activities
Boxing club rent
Food cooperative sales
Total income
Expenditure
Cost of community events and activities
5
Café and catering costs
Donations and grants to others
6
Food cooperative purchases
Staff costs
7
Property and equipment costs
8
Cost of new buildings and improvements
9
Administration expenses
10
Total expenditure
Net income / (expenditure)
11
Transfers between funds
17
Net movement in funds
Total funds brought forward
Total funds carried forward		 Unrestricted
funds
Restricted
funds
Total funds
Unrestricted
funds
Restricted
funds
Total funds
£
£
£
£
£
£
28,827
425,473
454,300
12,526
142,258
154,784
7,018
-
7,018
14,986
-
14,986
12,933
-
12,933
18,417
-
18,417
1,220
590
1,810
6,760
3,382
10,142
400
-
400
400
-
400
-
-
-
72
-
72
Year ended 30 September 2020
Year ended 30 September 2019
50,398
426,063
476,461
53,161
145,640
198,801
(3,416)
(26,154)
(29,570)
(7,810)
(27,524)
(35,334)
(8,439)
-
(8,439)
(9,509)
-
(9,509)
-
(320)
(320)
(200)
(3,000)
(3,200)
-
-
-
(72)
-
(72)
(2,697)
(122,178)
(124,875)
(3,651)
(67,623)
(71,274)
(23,184)
(47,017)
(70,201)
(9,186)
(19,694)
(28,880)
-
(102,767)
(102,767)
-
-
-
(12,070)
(10,827)
(22,897)
(9,758)
(11,298)
(21,056)
(49,806)
(309,263)
(359,069)
(40,186)
(129,139)
(169,325)
592
116,800
117,392
12,975
16,501
29,476
11,325
(11,325)
-
1,700
(1,700)
-
11,917
105,475
117,392
14,675
14,801
29,476
82,828
59,452
142,280
68,153
44,651
112,804
94,745
164,927
259,672
82,828
59,452
142,280

Notes 1 to 23 form an integral part of these accounts.

13

Penparcau Community Forum Ltd (a company limited by guarantee)

Balance Sheet as at 30 September 2020

Note
Fixed assets:
Tangible assets
13
Current assets:
Stock
Debtors
14
Cash at bank and in hand
Total current assets
Liabilities:
Creditors falling due within 1 year
15
Net current assets
Total assets less current liabilities
Accruals and deferred income
16
Net assets
The funds of the charity:
Restricted income funds
17
Unrestricted income funds
18
Total charity funds		 Unrestricted
funds
Restricted
funds
Total
funds
Unrestricted
funds
Restricted
funds
Total
funds
£
£
£
£
£
£
54,017
13,850
67,867
43,032
16,620
59,652
30 September 2020
30 September 2019		 Unrestricted
funds
Restricted
funds
Total
funds
Unrestricted
funds
Restricted
funds
Total
funds
£
£
£
£
£
£
54,017
13,850
67,867
43,032
16,620
59,652
30 September 2020
30 September 2019
50
-
50
695
-
695
40
-
40
826
-
826
41,934
159,837
201,771
40,579
80,016
120,595
42,024
159,837
201,861
42,100
80,016
122,116
(96)
(4,060)
(4,156)
(1,104)
(2,803)
(3,907)
41,928
155,777
197,705
40,996
77,213
118,209
95,945
169,627
265,572
84,028
93,833
177,861
(1,200)
(4,700)
(5,900)
(1,200)
(34,381)
(35,581)
94,745
164,927		 259,672
82,828
59,452
142,280
164,927
59,452
94,745
82,828
259,672
142,280

Notes 1 to 23 form an integral part of these accounts

14

Penparcau Community Forum Ltd (a company limited by guarantee)

Balance Sheet as at 30 September 2020 continued

For the year ended 30[th] September 2020 the charitable company was entitled to exemption from audit under section 477 of the Companies Act 2006 relating to small companies.

Trustees’ responsibilities:

The members have not required the company to obtain an audit of its accounts for the year in question in accordance with section 476.

The trustees acknowledge their responsibilities for complying with the requirements of the Companies Act 2006 with respect to accounting records and the preparation of accounts.

These accounts have been prepared in accordance with the provisions applicable to companies subject to the small companies’ regime.

These financial statements were approved by the trustees on 8[th] June 2021 and signed on their behalf by:

D Jones

Trustee

Company registered number 9210780

Notes 1 to 23 form an integral part of these accounts

15

Penparcau Community Forum Ltd (a company limited by guarantee)

Notes to the accounts for the year ending 30 September 2020

1 Accounting policies

a) Basis of preparation

The financial statements have been prepared under the historical cost convention, and in accordance with applicable UK accounting standards, the Statement of Recommended Practice: Accounting and Reporting by Charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) (effective 1 January 2015) – (Charities SORP (FRS 102)), the Financial Reporting Standard applicable in the UK and Republic of Ireland (FRS 102) and the Companies Act 2006.

The charity constitutes a public benefit entity as defined by FRS 102.

The trustees consider that there are no material uncertainties about the Trust’s ability to continue as a going concern.

b) Income

Income is recognised when the charity has entitlement to the funds, any performance conditions attached to the item of income have been met, it is probable that the income will be received and the amount can be measured reliably.

Income from government and other grants, whether ‘capital’ grants or ‘revenue’ grants, is recognised when the charity has entitlement to the funds, any performance conditions attached to the grants have been met, it is probable that the income will be received and the amount can be measured reliably and is not deferred.

c) Donated services and facilities and gifts in kind

Gifts in kind and donated facilities are recognised as income when the charity has control over the item, any conditions associated with the donated item have been met, the receipt of economic benefit from the use by the charity of the item is probable and that economic benefit can be measured reliably. In accordance with the Charities SORP (FRS 102) time donated by volunteers is not recognised. Refer to the trustees’ annual report for more information about the contribution of volunteers.

On receipt, donated facilities are recognised on the basis of the value of the gift to the charity which is the amount the charity would have been willing to pay to obtain services or facilities of equivalent economic benefit on the open market; a corresponding amount is then recognised in expenditure in the period of receipt.

d) Fund accounting

Unrestricted funds are available to spend on activities that further any of the purposes of the charity. Designated funds are unrestricted funds of the charity which the trustees have decided at their discretion to set aside to use for a specific purpose. Restricted funds are donations which the donor has specified are to be solely used for particular areas of the Trust’s work or for specific projects being undertaken by the charity.

e) Expenditure and irrecoverable VAT

Expenditure is recognised once there is a legal or constructive obligation to make a payment to a third party, it is probable that settlement will be required and the amount of the obligation can be measured reliably. Expenditure is classified according to the type of expenditure.

Irrecoverable VAT is charged as an additional cost of the related expenditure.

f) Operating leases Penparcau Community Forum Ltd lease the boxing club premises owned by the county council to operate as a community centre, for a period of 21 years to 24 February 2036. Rent of £250 per annum is paid to the council

16

Penparcau Community Forum Ltd (a company limited by guarantee)

Notes to the accounts for the year ending 30 September 2020

and charged on a straight line basis over the term of the lease. Any improvements to the premises are charged in the income and expenditure account when incurred.

g) Tangible fixed assets

Individual fixed assets costing £1,000 or more are capitalised at cost and are depreciated over their estimated useful economic lives on a straight line basis as follows:

Equipment, fixtures and fittings 10% - 25% per year Motor vehicles 10% per year

Improvements to leasehold property are not capitalised as the lease restriction on the use of the building to sports and community use render its recoverable amount likely to be NIL.

Defibrillators supplied to Penparcau village and maintained by Penparcau Community Forum Ltd are not capitalised.

h) Stock

Stock is measured at the lower of cost and selling price less cost to complete and sell.

i) Impairment

A review for indicators of impairment is carried out at each reporting date, with the recoverable amount being estimated where such indicators exist. Where the carrying value exceeds the recoverable amount, the asset is impaired accordingly. Prior impairments are also reviewed for possible reversal at each reporting date.

j) Creditors and provisions Creditors and provisions are recognised where the charity has a present obligation resulting from a past event that will probably result in the transfer of funds to a third party and the amount due to settle the obligation can be measured or estimated reliably. Creditors and provisions are normally recognised at their settlement amount after allowing for any trade discounts due.

k) Financial instruments

The trust only has financial assets and financial liabilities of a kind that qualify as basic financial instruments. Basic financial instruments are initially recognised at transaction value and subsequently measured at their settlement value.

l) Pensions

The charity is a member of the National Employment Savings Trust (NEST) defined contribution pension scheme. Employees of the charity are enrolled in the scheme unless they exercise their right to opt out of scheme membership. At the beginning of the year contributions to NEST were made by the employer only, at a rate of 5% of salary. During the year, employees started to make contributions themselves of 3% of salary. The charity has no liability beyond making its contributions. The contributions made for the year are included in staff costs and disclosed in notes 7 and 11 to the accounts. Pension contributions are charged as an expense of the same fund as that charged with the salary of the relevant employee.

2 Legal status of the charity

The charity is a company limited by guarantee and has no share capital. Every member of the company promises to pay £1 towards the costs of dissolution and the liabilities incurred by the company whilst they were a member, in the event of the charity being wound up while they were a member or within one year after they cease to be a member. The company is registered in England & Wales and its registered office is situated in Wales, at Penparcau Community Centre, Penparcau Road, Penparcau, Aberystwyth, Ceredigion, SY23 1RU.

17

Penparcau Community Forum Ltd (a company limited by guarantee)

Notes to the accounts for the year ending 30 September 2020

3 Income from donations and grants

Donations
Ceredigion CC Families First
Grants from trusts:
People's Health Trust
The Big Lottery
The National Lottery
Other trusts
Gifts in kind
Carmarthenshire CC
Welsh Government Community
Facility Programme		 Unrestricted
Restricted
Total
Unrestricted Restricted
Total
2020
2020
2020
2019
2019
2019
£
£
£
£
£
£
3,998
228
4,226
12,176
4,013
16,189
-
24,000
24,000
-
12,500
12,500
-
250
250
-
-
-
-
201,750
201,750
-
-
-
-
53,359
53,359
-
79,242
79,242
-
-
-
8,703
8,703
-
123,583
123,583
-
22,669
22,669
24,829
22,303
47,132
250
15,131
15,381
-
-
-
100
-
100
28,827
425,473
454,300
12,526
142,258
154,784

Grants received include £23,229 related to the Covid-19 pandemic, supporting the charity and the community it serves.

The community centre is rented from Ceredigion County Council at less than market rent, at £250 pa, but is responsible for the maintenance of the building. No value has been calculated for the donation of facilities associated with this arrangement, as its value to the charity cannot be reliably measured.

Gifts of goods and services supplied by local tradespeople and residents during the year have not been valued as their value cannot be reliably measured.

Gifts of surplus food for distribution received from Tesco, Marks & Spencer and Lidl are not valued as these cannot be reliably measured.

The charity benefits greatly from the involvement and enthusiastic support of its many volunteers. In accordance with FRS 102 and the Charities SORP (FRS 102), the economic contribution of general volunteers is not recognised in the accounts.

Grant income comprises:

Balance of deferred income at 1 October 2019
Grants received during the year
Balance of deferred income at 30 September 2020
Grants receivable for the year ended 30 September 2020		 £
31,418
422,156
(3,500)
450,074

4 Turnover

Turnover arises from the provision of goods and services, and comprises sales of merchandise and food as disclosed in the Statement of Financial Activities. Amounts are stated including VAT.

18

Penparcau Community Forum Ltd (a company limited by guarantee)

Notes to the accounts for the year ending 30 September 2020

5 Cost of community events and activities

Cost of community events and activities

Events
Minibus running costs
Ecology project costs
Defibrillator upkeep
Materials and other costs of
activities and trips		 Unrestricted
Restricted
Total
Unrestricted Restricted
Total
2020
2020
2020
2019
2019
2019
£
£
£
£
£
£
1,070
5,683
6,753
6,132
7,037
13,169
151
6,777
6,928
1,149
4,680
5,829
2,195
2,540
4,735
529
2,241
2,770
-
10,751
10,751
-
13,566
13,566
-
403
403
-
-
-
3,416
26,154
29,570
7,810
27,524
35,334

6 Donations and grants to others

Grants to local associations
7
Staff costs
Community centre staff wages
Social security costs
Employer pension costs
Training, travel and other staff and volunteer costs		 2020
2019
£
£
320
3,200
320
3,200
2020
2019
£
£
107,301
58,165
2,199
396
3,332
2,600
112,832
61,161
12,043
10,113
124,875
71,274

Of this expenditure £2,697 was unrestricted (2019: £3,651) and £122,178 was restricted (2019: £67,623).

No employees had employee benefits in excess of £60,000 (2019: £NIL).

The key management personnel are the trustees, the forum manager, the finance officer, the local conversations officer and the café manager. The total employee benefits of the key management personnel of the charity were £87,398 (2019: £57,376).

The average monthly number of employees during the year was 7 (2019: 6).

19

Penparcau Community Forum Ltd (a company limited by guarantee)

Notes to the accounts for the year ending 30 September 2020

8 Property costs and equipment

Refurbishment of main hall
Equipment
Other community centre rent,
utilities, and maintenance		 Unrestricted
Restricted
Total
Unrestricted Restricted
Total
2020
2020
2020
2019
2019
2019
£
£
£
£
£
£
14,858
31,957
46,815
-
-
-
5,396
10,986
16,382
5,132
11,735
16,867
2,930
4,074
7,004
4,054
7,959
12,013
23,184
47,017
70,201
9,186
19,694
28,880

9 Cost of new buildings and improvements

Community centre extension
All of this expenditure was restricted.		 2020
2019
£
£
102,767
-

10 Administration expenses

Unrestricted Restricted Total Unrestricted Restricted Total
2020 2020 2020 2019 2019 2019
£ £ £ £ £ £
Insurance 404 1,893 2,297 310 3,385 3,695
Office supplies 1,153 1,103 2,256 739 1,211 1,950
Telephone and internet - 2,173 2,173 - 1,459 1,459
Publicity - 60 60 153 201 354
Accountancy, legal and professional 888 2,610 3,498 (8) 2,272 2,264
Independent examination 1,200 - 1,200 1,200 - 1,200
Sundry 228 218 446 104 - 104
Depreciation 8,197 2,770 10,967 7,260 2,770 10,030
12,070 10,827 22,897 9,758 11,298 21,056

11 Net income/(expenditure) for the year

2020 2019
£ £
This is stated after charging:
Operating leases - property rental 250 250
Depreciation 10,967 10,030
Independent examiner's fees:
Independent examination 1,200 1,200
Payroll services 445 395
Accountancy & other 1,950 894
Contributions to a defined contribution pension scheme 3,332 2,600

20

Penparcau Community Forum Ltd (a company limited by guarantee)

Notes to the accounts for the year ending 30 September 2020

12 Corporation Tax

The charity is exempt from tax on income and gains falling within section 505 of the Taxes Act 1988 or section 252 of the Taxation of Chargeable Gains Act 1992 to the extent that these are applied to its charitable objects.

13 Tangible Fixed Assets

Cost
At 1 October 2019
Additions
At 30 September 2020
Accumulated depreciation
At 1 October 2019
Charge for the year
At 30 September 2019
Net book value
At 30 September 2019
At 30 September 2020		 Fixtures,
fittings &
equipment
Minibus
Total
£
£
£
69,593
27,700

97,293
19,182
-

19,182
88,775
27,700

116,475
26,561
11,080
37,641
8,197
2,770
10,967
34,758
13,850
48,608
43,032
16,620
59,652
54,017
13,850
67,867

The minibus is restricted to community use according to its original grant conditions. Assets of net book value £54,017 (2019: £43,032) are unrestricted.

14 Debtors

Trade debtors
15
Creditors falling due within 1 year
Trade creditors
Taxation & social security costs
Other creditors		 2020
2019
£
£
40
826
2020
2019
£
£
900
2,609
1,336
1,298
1,920
-
4,156
3,907

21

Penparcau Community Forum Ltd (a company limited by guarantee)

Notes to the accounts for the year ending 30 September 2020

16 Accruals and deferred income

Deferred income (note 3)
Accruals		 2020
2019
£
£
3,500
31,418
2,400
4,163
5,900
35,581

Deferred income comprises grants received in advance of the grant budget period.

17 Movement in restricted funds

People's Health Trust Local
Conversations Grant
The National Lottery Community Fund
Armed Forces Veterans Hub:
- Carmarthenshire CC
- Armed Forces Covenant
Welsh Government Community Facility
Programme
Reaching Wider: North and Mid Wales
Partnership
Nature in the Village
Youth forum
History group
Other funds
Fixed assets		 Balance
1 Oct
2019
Income
Expenditure
Transfers
out
Balance
30 Sept
2020
£
£
£
£
£
12,530
53,385
(52,970)
-
12,945
9,840
123,583
(122,878)
-
10,545
6,594
24,000
(8,706)
(9,825)
12,063
-
3,500
(3,246)
-
254
-
201,750
(102,767)
-
98,983
-
6,553
(2,016)
-
4,537
584
11,750
(10,754)
-
1,580
7,446
719
(677)
(1,500)
5,988
1,006
-
-
-
1,006
4,832
823
(2,479)
3,176
16,620
-
(2,770)
-
13,850
59,452
426,063
(309,263)
(11,325)
164,927

The transfer of £9,825 from the Carmarthenshire CC grant for the armed forces veterans hub to the general fund in unrestricted funds represents internal charges for the use by the project of the charity’s own facilities.

The transfer of £1,500 from the youth forum to the unrestricted fixed assets fund represents the use of restricted funds on purchase of a fixed asset.

22

Penparcau Community Forum Ltd (a company limited by guarantee)

Notes to the accounts for the year ending 30 September 2020

17 Movement in restricted funds (continued)

Name of restricted fund Description, nature and purposes of the fund
People's Health Trust Local Conversations Grant To enable the Forum to identify the community’s needs and
implement the subsequent ‘Area Plan’
The Big Lottery Fund: People and Places 2: To deliver a range of recreational and educational activities
Penparcau Youth Project for young people
National Lottery Community Fund To delivery a range of activities and events from the Penparcau
Hub, to break down barriers to isolation and inclusion, improve
health and wellbeing, learn new skills and develop citizenship
by taking responsibility for their own community
Armed Forces Veterans Hub To coordinate and facilitate activities for Veterans at the
Penparcau Hub to reduce social isolation, provide mentoring
support and signposting to specialist support where necessary
and provide training opportunities for Veterans and their
families in Ceredigion
Welsh Government Community Facility To construct an annexe to the Community Centre and refurbish
Programme the existing building in order to extend the available
community space and develop an exhibition area
Reaching Wider: North and Mid Wales To enable Penparcau Community Forum to deliver a pilot
Partnership programme of activities with Penparcau Football club plus
online delivery of short science courses for juniors from
Penparcau
Nature in the village project To support a wildlife research project conducted by the ecology
group
Youth forum To support the activities of the youth forum
History group To support the activities of the history group

18 Movement in unrestricted funds

Designated funds:
Minibus
Unrestricted funds:
Fixed assets
General fund		 Balance
1 Oct
2019
Income
Expenditure
Transfers
in
Balance
30 Sept
2020
£
£
£
£
£
5,538
910
(1,503)
-
4,945
43,032
-
(8,197)
19,182
54,017
34,258
49,488
(40,106)
(7,857)
35,783
82,828
50,398
(49,806)
11,325
94,745

The purpose of the minibus designated fund is to finance the future maintenance and replacement costs of the minibus.

Transfers to the unrestricted fixed assets fund are of £1,500 from restricted funds and £17,682 from the general fund, on the purchase of additions to the fixed assets.

23

Penparcau Community Forum Ltd (a company limited by guarantee)

Notes to the accounts for the year ending 30 September 2020

19 Analysis of net assets between funds

Analysis of net assets between funds at 30 September 2020

Tangible fixed assets
Cash at bank and in hand
Other net current assets/(liabilities)
Accruals and deferred income		 Unrestricted
funds
Restricted
funds
Total
£
£
£
54,017
13,850
67,867
41,934
159,837
201,771
(6)
(4,060)
(4,066)
(1,200)
(4,700)
(5,900)
94,745
164,927
259,672

Analysis of net assets between funds - previous year

Tangible fixed assets
Cash at bank and in hand
Other net current assets/(liabilities)
Accruals and deferred income		 Unrestricted
funds
Restricted
funds
Total
£
£
£
43,032
16,620
59,652
40,579
80,016
120,595
417
(2,803)
(2,386)
(1,200)
(34,381)
(35,581)
82,828
59,452
142,280

20 Operating leases – as lessee

At 30 September 2020 the charity had total future minimum lease payments under non-cancellable operating leases as follows:

not later than one year
later than one year and not later than five years
later than five years		 2020
2019
£
£
250
250
1,000
1,000
2,500
2,750
3,750
4,000

Lease payments charged to income and expenditure during the year were £250 (2019: £250).

24

Penparcau Community Forum Ltd (a company limited by guarantee)

Notes to the accounts for the year ending 30 September 2020

21 Operating leases – as lessor

The terms of the head-lease of the community centre occupied by the charity include a sub-lease of part of the community centre to be used exclusively as a boxing club. The rent of the sub-lease is £250 per year and £150 a year electricity rent, recognised on a straight line basis over the term of the lease. At 30 September 2020 the total future minimum lease payments for this lease were:

not later than one year
later than one year and not later than five years
later than five years		 2020
2019
£
£
400
400
1,600
1,600
4,000
4,400
6,000
6,400

22 Capital commitments

At 30[th] September 2020 the charity had entered into contracts to build an extension to the community centre, of which £98,983 works had yet to be completed (2019: NIL).

23 Related party transactions and trustees’ expenses and remuneration

The charity trustees were not paid or received any other benefits from employment with the Trust or its subsidiary in the year (2019: £NIL), other than those received on the same basis as other participants in Penparcau Community Forum Ltd activities. No expenses were reimbursed to any trustees during the year (2019: £NIL).

The charity made contributions of £3,332 to the pension plan operated by NEST on behalf of the employees (2019: £2,600). For more information about the pension contributions refer to note 1 (l).

25