Trustees Annual Report for the period :
From: 25 September 2020 To 31 March 2021
Charity Registration number : 1191469
Objectives and Activities
The Llangynog Village Hall, Carmarthenshire, received CIO (Charitable Incorporated Organisation) registration on 25 September 2020, so this initial Trustees report covers a period of just 6 months up to 31 March 2021.
The charity exists to provide and maintain a village hall for the use of the inhabitants of Llangynog and the surrounding area. This includes providing a venue for meetings, lectures and classes, as well as other forms of recreation and leisure-time occupation in the interests of social welfare. The primary objective is to improve the conditions and quality of life for the inhabitants. (SORP reference para 1.17).
During this reporting period the normal activities of the Llangynog Village Hall have been seriously curtailed due to the Coronavirus (Covid-19) pandemic. Government restrictions on social interactivity during the period were particularly stringent, meaning that the charitable objectives could not be fulfilled. However, the Village Hall Committee is drawn from the local community and were sensitive to the needs of those who particularly benefited from the charity and mitigated as required.
Notwithstanding that, the Village Hall Committee showed commendable commitment in using this period to carry out significant upgrades and repairs to the fabric of the Village Hall, many of which had been outstanding for some time. Carmarthenshire County Council remitted a total of £13,000 in Covid Grants to the Village Hall. This allowed for essential roof repairs, a complete kitchen refurbishment, new flooring and a programme of painting and decoration to be completed during the reporting period. There are also plans in place for further works to be carried out, all designed to enhance the charitable objectives (SORP paras 1.17 and 1.19).
The Trustees have had regard to the guidance issued by the Charity Commission on public benefit. Along with the Chair of Trustees, they are drawn from the local community and are sensitive to the needs of the population who benefit from the charity. (SORP para 1.18).
Additional Information
The costs of the work carried out as outlined above have been significantly reduced through the contributions in time and commitment by several volunteers, drawn from the Committee and wider. Their efforts are a testament to the spirit within this rural community to look after and enhance the quality of life of the inhabitants. (SORP 1.38).
Achievements and Performance
As outlined above, the Covid pandemic has prevented the charity from engaging in a normal level of community activities, but the time has been judicially spent in making building repairs and improvements to amenities, all aimed at improving support to the local community. The Village Hall Committee is well established and the charity is in ‘safe hands’ through their commitment and industry, with the correct checks and balances in place to discharge income to best effect. (SORP 1.20).
Financial Review
The charity has a nominated Treasurer, who is part of the Village Hall Committee, with long experience in managing such funds. The opening balance at the start of the reporting period stood at £19,258.54p. Total income during the period was £13,911.05p with an expenditure of £8778.82p, leaving a closing balance of £24,390.77p. The expenditure was to cover the costs of the Village Hall repairs and improvements listed above. There are future plans in place to upgrade/repair windows and install a modern sound and lighting system, with enhancements to the stage and new stage curtains. Plays and concerts are very popular amongst the community and these improvements will greatly improve that amenity. (SORP para 1.21).
The aim of the charity is to maintain a reasonable reserve as a contingency, but to sensibly balance that with discharging funds to the benefit of the community rather than amassing a large credit balance. The Village Hall Committee diligently scrutinises that process. The closing balance in excess of £24k will cover the cost of the new sound and lighting system referred to above. This will be installed during the next reporting period. (SORP para 1.22).
Additional Information
The charity’s principle sources of funds have been regular coffee mornings, drama/musical events, seasonal fayres and income from hiring the hall for meetings, lectures and classes. The COVID pandemic has curtailed all of this for the reporting period, although the COVID grants have covered this loss. (SORP para 1.47).
Structure, Governance and Management
The routine operation of the charity is managed through regular meetings of the Village Hall Committee. The Hall itself is held on lease from the Diocese of St David’s, and the provisions within the lease document are complied with through the Committee. The charity was formed on 25 September 2020 and is constituted as a Charitable Incorporated Organisation (CIO). Calls for volunteers to undertake the duty of Trustees was made by the Village Hall Committee. Volunteers were then selected (one Chair, two Trustees) to undertake that role. (SORP 1.25).
Reference and Administrative Details
Charity Name : Llangynog Village Hall, Carmarthenshire. Other Name the charity uses: None. Registered charity number: 1191469 Charity’s principal address: Nant y grove Llangynog Carmarthenshire SA33 5DE
Names of the charity trustees who manage the charity
Lieutenant Colonel J S Skipper (Chair) Ms Irene Gunston Mrs Davina Roberts
Declarations
The Trustees declare that they have approved the Trustee’s report above.
Signed on behalf of the charity’s Trustees
Signature: ....(original signed).......................................... Full Name: John Stanley Skipper Position: Chair
Date: 23 January 2021
Llangynog Vill
Statement of Account
(Previously Llangyno
Current Account Income Coffee Mornings Functions Donations / Grants Hall Hire Miscellaneous Cumulative Total Income Expenditure Function costs Insurance Electricity Maintenance Regulatory Costs Miscellaneous Cumulative Total Expenditure
Bank Reconciliation
Balance in Bank 25 September 2020 + Receipts - Payments (excluding o/s cheques) Balance in Bank 31 March 2021 Unpresented cheques Balance in hand 31 March 2021
The above statement represents fairly the fi Management Committee as at 31st March 2 since 25 September 2020
Llangynog Village Hall, Carmarthen
(Previously Llangynog Village Hall M Income and Expenditure 1st April 2020-
Date Chq. / Ref NoIncome Sep 25, 20
Payment From Llangynog Villa
----- Start of picture text -----
Nov 24, 20 136 £13.95
Nov 24, 20 137 £25.00
Nov 24, 20 138 £100.80
Dec 1, 20 BGC £3,000.00
Dec 7, 20 d/d £819.61
Jan 6, 21 139 £911.05
Jan 12, 21 140 £239.79
Jan 26, 21 BGC £3,000.00
Feb 10, 21 BGC -£984.55
Feb 15, 21 141 £1,750.00
Feb 16, 21 BGC £3,000.00
Mar 5, 21 500080 £911.05
Mar 8, 21 142 £445.28
Mar 15, 21 143 £1,983.98
Mar 15, 21 d/d £80.12
Mar 19, 21 BGC £4,000.00
Mar 23, 21 148 £454.80
Mar 25, 21 144 £2,040.00
Mar 29, 21 147 £504.00
o/s -7/4/21 145 £150.00
o/s 6/7/21 146 £75.00
o/s 16/4/21 149 £120.00
o/s 6/4/21 150 £49.99
TOTAL £13,911.05 £8,778.82
----- End of picture text -----
rmc A335H5 21/,/2Z
age Hall , Carmarthenshire
ts 25 September 2020 to 31 March 2021
og Village Hall Management Committee)
£0.00 £0.00 £13,911.05 £0.00 £0.00 £13,911.05 £0.00 £911.05 -£84.82 £5,413.01 £0.00 £2,539.58 £8,778.82
£19,258.54 £13,911.05 £8,778.82 £24,785.76 £394.99 £24,390.77
nancial position of Llangynog Village Hall
2021 and reflects its income and expenditure
----- Start of picture text -----
nshire
Management Committee)
- 31st March 2021
Details Balance
ge Hall management Committee - Balance b/f £19,258.54
----- End of picture text -----
----- Start of picture text -----
C.Rose for roof repair spray £19,244.59
A. Turnbull - Window cleaner £19,219.59
Gorlech Fire Protection £19,118.79
County Council Covid Grant £22,118.79
SWALEC £21,299.18
Allied Westminster Insurance £20,388.13
Irene Gunston - Painting materials £20,148.34
County Council Covid Grant £23,148.34
SWALEC - Refund £24,132.89
K.Pask carpenter £22,382.89
County Council Covid Grant £25,382.89
Community Council for Insurance 2020 £26,293.94
Western Power (in lieu JMS) £25,848.66
Appliance Doctor £23,864.68
SWALEC £23,784.56
County Council Covid Grant £27,784.56
L. Weaver in lieu of kitchen sink £27,329.76
A. Dean Flooring £25,289.76
Irene Gunston - Painting and decorating £24,785.76
Sadie McNeice - Cleaning outside hall £24,635.76
Steve Coombes - Roof repair £24,560.76
K.Pask carpenter £24,440.76
Screwfix - Taps (in lieu SW) £24,390.77
£24,390.77
----- End of picture text -----
yw•nd•d 3191 2021.