## **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**|