Trustees’ Annual Report for the period
From 01 April 2022 To 31 March 2023
Charity name: PENYFAI VILLAGE COMMUNITY ASSOCIATION
Charity registration number: 1189786
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The objective of the charity as set out in the governing document is ‘To promote for the benefit of the inhabitants of Penyfai, Court Colman and the surrounding area the provision of facilities for recreation or other leisure time occupation of individuals 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 and with the object of improving the condition of life of the said inhabitants’ |
| Summary of the main activities in relation to those purposes for the public benefit, in particular, the activities, projects or services identified in the accounts. |
Para 1.17 and 1.19 |
PVCA provides a hub ethos where social connections can be made in a safe and friendly environment. Following the pandemic restrictions on social interaction during our first 2 years of operation, we were finally able to arrange activities for the community benefit. A small group of volunteers, the Community Litter pick group, set up in August 2021 in collaboration with Keep Wales Tidy, met monthly to undertake community litter picks. Through grant funding our small committee of 7 trustees and 8 volunteers were able to arrange a variety of activities and social events for the community. These have helped strengthen our community by bringing people together, reducing isolation and fostering intergenerational relationships. PVCA works closely alongside NHCC to promote community wellbeing. We support the CAT negotiations between NHCC and BCBC for the recreational area between Angelton Green and Cavendish Park, however this is pending repair work to the park and grounds to make it viable. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | The trustees took account of Charity Commission guidance on public benefit when considering activities. |
Achievements and Performance
| SORP reference | ||
|---|---|---|
| Summary of the main achievements of the charity, identifying the difference the charity’s work has made to the circumstances of its beneficiaries and any wider benefits to society as a whole. |
Para 1.20 | Our events and activities have been available to everyone in the community, but we have actively engaged with children & young people and those residents who feel isolated, lonely, and unable to reach out for support. Many of those attending our various activities told us how they felt they had missed out on social interaction during the ‘Covid years’ and that the PVCA activities were a good way to get out of the house and meet new, like-minded people in a relaxed, friendly and welcoming environment. The Suncredit Grant funded a Jubitea picnic, celebrating the Queens Jubilee (unfortunately this was rained off and so it was moved to Penyfai church for an alternative indoor event); a Summer Fayre, held on the Pheasant field; and a Christmas Fayre in the school hall. All three events were popular, well-attended, and we received really positive feedback from community members. Additionally, the Suncredit Grant funding provided a platform which enabled us to gain match-funding from Newcastle Higher Community Council (NHCC) for additional activities and to enhance the Suncredit Grant activities, for example purchasing Jubilee souvenir coins for all children in the community. We also received a Social Isolation grant from the local authority to set up a Warm Welcome/Croeso Cynnes coffee morning and Croeso Babis baby & toddler sessions. Direct Beneficiaries: We estimate that an overall number of 450 residents participated in our activities. These include approximately: - 12 regular litter-picking volunteers - 150 children and adults attended the Jubitea event, - a total of 278 children received a souvenir coin: 247 children attending Penyfai CIW (coins distributed via the school), all pre- school children in the area and all the |
children from Penyfai who attend other primary schools. - 247 children at Penyfai CIW school were invited to take part in our Jubilee design a poster competition - 250 attended the Summer Fete on the Pheasant field, - 200 attended the Christmas Fayre held at the school. - 30 people joined us for an evening of community Christmas carol singing arranged in partnership with the local church. - a regular group of 8-15 pensioners attended our Warm Welcome/Croeso Cynnes coffee mornings during the winter months - Babis Bach Babies bilingual sessions have all been at full capacity (15 children and their parents/grandparents) providing bilingual story-telling, live music, dress-up and song and rhyme sessions. Indirect beneficiaries - Our project has benefitted the whole community of 2,447 (population according to the 2011 census) through improved well-being and sense of belonging, through the environmental impact of the PVCA Litter Pick hub and by helping keep the Pheasant field as a community leisure amenity. Priorities for the next year To recruit and appoint additional trustees. To continue to develop and facilitate activities that are engaging and relevant to our community.
Financial Review
| Review of the charity’s financial position at the end of the period |
Para 1.21 | The opening balance on the PVCA account was £2487.73 and there has been increased movement on the account due to several activities during the year. Money from the Suncredit grant had been carried forward from the previous financial year (due to restrictions during Covid period) and was used to fund the Jubilee celebration, the Summer Fayre and the Christmas Fayre. In addition, we made a successful application for a Social Isolation grant, which gave us £950 to fund Warm Welcome activity. The closing balance on the account was £2883.64, which consisted of £ £2,506.51 restricted funding and £377.13 unrestricted funds. |
|---|---|---|
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | The trustees have reviewed the reserves of the charity and the policy is to maintain if possible a balance of unrestricted funds to meet six months’ operating costs in the event that income sources are not available (e.g. during Covid lockdown) or other emergency situations that may arise. |
|---|---|---|
| Amount of reserves held | Para 1.22 | After reviewing the operating costs of the charity during the first year of operation, the trustees had agreed a reserve of £150 which was equal to approx. 6 months operating expenses. Taking account of the increased activities and income levels during 22/23 the trustees will need to review and consider increasing the level of reserves set during 23/24. |
| Reasons for holding zero reserves |
Para 1.22 | NA |
| Details of fund materially in deficit |
Para 1.24 | NA |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | NA |
Structure, Governance and Management
| Description of charity’s trusts: |
||
|---|---|---|
| Type of governing document (constitution, trust deed, royal charter) |
Para 1.25 | Constitution |
| How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | Penyfai Village Community Association (PVCA) is a Charitable Incorporated Organisation (“CIO”) set up under the Charities Act and the General Regulations 2012 |
| Trustee selection methods including details of any constitutional provisions e.g. election to post |
Para 1.25 | There must be at least 5 charity trustees. If the number falls below this minimum, the remaining trustee or trustees may act only to call a meeting of the charity trustees, or appoint a new charity trustee. The maximum number of charity trustees is 9. In selecting individuals for appointment as charity trustees, the charity trustees must have regard to the skills, knowledge and experience needed for the effective administration of the CIO. |
Reference and Administrative details
| Charity name | Penyfai Village Community Association |
|---|---|
| Other name the charity uses | PVCA |
| Registered charity number | 1189786 |
Charity’s principal address
3 Hillside Green Pen-y-Fai BRIDGEND CF31 4BE
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 9 10 11 |
Trustee name | Office (if any) | Dates acted if not for whole **year ** |
Name of person (or body) entitled to appoint trustee (ifany) |
|---|---|---|---|---|
| Heidi Bennett | ||||
| Robin Gibbs | Secretary | |||
| Marged Griffiths | Chair | |||
| Kevin Pascoe | ||||
| Kim Reffell | Treasurer | |||
| Jacqueline Roberts | ||||
| Jennifer Ann Thomas |
||||
– Corporate trustees names of the directors at the date the report was approved
Director name
Name of trustees holding title to property belonging to the charity
Trustee name Dates acted if not for whole year
Funds held as custodian trustees on behalf of others
| Description of the assets held in this capacity |
NA |
|---|---|
| Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects |
NA |
Details of arrangements for NA safe custody and segregation of such assets from the charity’s own assets
Exemptions from disclosure
Reason for non-disclosure of key personnel details
NA
Other optional information
Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
| Signature(s) Full name(s) Position (eg Secretary, Chair, etc) Date |
M. Griffiths | R. Gibbs |
|---|---|---|
| Marged Griffiths | Robin Gibbs | |
Chair |
Secretary | |
| 05/12/2023 | ||
| 05/12/2023 |
ANNUAL GENERAL MEETING OF THE PEN-Y-FAI VILLAGE COMMUNITY ASSOCIATION FOR THE YEAR ENDING 31.03.23. Tuesday 5[th] December 2023
FINANCIAL REPORT
The opening balance on the PVCA account was £2487.73 and there has been increased movement on the account due to a number of activities during the year, as outlined in the Trustees’ Annual Report. Money from the Solar Farm grant was carried forward and used to fund the Jubilee celebration, the Summer Fayre and the Christmas Fayre. In addition we made a successful application for a Social Isolation grant, which gave us £950 to fund a Warm Welcome activity. Transactions on the account are shown in Appendix A.
Bank charges
April – July 2022, CAF bank charged £8 p.c.m.; August 2022 – March 2023, the monthly charge was reduced to £5. Bank charges for the year were therefore £72.
Bank interest
Bank interest for the year, paid quarterly, came to a total of £3.80.
Bank account
Following the rejection by NatWest of our application for an account, we agreed to apply to Lloyds Bank. This application remains ongoing, and we have agreed that if this is not successful we will approach the Co-op Bank which offers a similar provision for charities.
The closing balance on the account was £2883.64.
Kim Reffell Treasurer 26.11.23.
Appendix A
Pen-y-fai Village Community Association Financial Accounts to 31.03.23.
| Date | To/From | Item | Debit | Credit |
|---|---|---|---|---|
| 05.04.22. | Openingbalance | 2487.73 | ||
| 19.04.22. | CAF Bank | Monthlyaccount fee | 8.00 | |
| 16.05.22. | CAF Bank | Monthlyaccount fee | 8.00 | |
| 07.06.22. | K ReffellppCoed Pen-y-fai Trust | Reimbursement sweets | 7.92 | |
| 15.06.22. | CAF Bank | Monthlyaccount fee | 8.00 | |
| 16.06.22. | K Green | Reimbursement forprizes | 53.55 | |
| L Smith | Reimbursement for facepaints | 30.26 | ||
| 27.06.22. | CAF Bank | Quarterlyinterest | 0.21 | |
| 15.07.22. | CAF Bank | Monthlyaccount fee | 8.00 | |
| K Reffell | Cash donation conversion | 50.00 | ||
| 25.07.22. | R Thomas | Coin sales | 2.50 | |
| C Williams | Coin sales | 2.50 | ||
| 29.07.22. | K Green | Coin sales | 12.50 | |
| 15.08.22. | CAF Bank | Monthlyaccount fee | 5.00 | |
| 15.09.22. | CAF Bank | Monthlyaccount fee | 5.00 | |
| 26.09.22. | CAF Bank | Quarterlyinterest | 0.80 | |
| 17.10.22. | CAF Bank | Monthlyaccount fee | 5.00 | |
| 27.10.22. | F Thomas | Coin sales | 2.50 | |
| 31.10.22. | A Owen | Coin sales | 7.50 | |
| 02.11.22 | L James-Pratt | Coin sales | 7.50 | |
| 15.11.22. | CAF Bank | Monthlyaccount fee | 5.00 | |
| 15.12.22. | CAF Bank | Monthlyaccount fee | 5.00 | |
| 28.12.22. | CAF Bank | Quarterlyinterest | 1.21 | |
| 12.01.23. | BAVO | Warm Welcomegrant | 950.00 | |
| 16.01.23. | CAF Bank | Monthlyaccount fee | 5.00 | |
| 15.02.23. | CAF Bank | Monthlyaccount fee | 5.00 | |
| 15.03.23. | CAF Bank | Monthlyaccount fee | 5.00 | |
| 23.03.23. | Morris & Ayling | Babis Bach sessions | 495.00 | |
| 27.03.23. | CAF Bank | Quarterlyinterest | 1.58 | |
| Totals | 650.81 | 3534.45 | ||
| Closing balance | 2883.64 |