Trustees’ Annual Report for the period
From 26/07/2023 Period start date To 05/04/2024 Period end date Charity name: Saint Madoc of Ferns Community Group Charity registration number: 1204104
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The preservation for the public benefit of St Madoc of Ferns Church (St Madoc’s), a medieval church and site of local and historic interest, thereby helping to ensure the continued use of the church as a place of worship, and to educate thepublic in its historyand heritage. |
| 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 |
To enable public access to the church for the Havens community and visitors. Educate and inform people about the history of St Madoc, the church and about the area. Promote visits to, and the use of the building, for historical education, recitals, art, or other related purposes. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | All the trustees were involved in the process to draft and agree the Group’s constitution and application for charitable status. The Charity Commission guidance was regarded in the creation of these documents and the continued management of the Charity. |
Additional information (optional)
You may choose to include further statements where relevant about:
SORP reference |
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|---|---|---|
| Policy on grant making | Para 1.38 | n/a |
| Policy on social investment including program related investment |
Para 1.38 | n/a |
| Contribution made by volunteers |
Para 1.38 | The charity is managed and operated by volunteers. In addition to the trustees, we have around 42 active volunteers who have helped with fund-raising, events, and publicity. Several of our members have agreed to act as sponsors. We expect to increase the number of volunteers and their active participation once we re-open the building. |
| Other |
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 | The charity requires a lease for St Madoc’s from the Church in Wales to achieve its objectives, which is taking considerable time to negotiate. In preparation we focussed on upskilling ourselves and engaging with the community: Coached by the Plunkett Foundation in business plans, community engagement, grant funding, and project planning. Held fund-raising events and engaged with local community groups and individuals. As part of feasibility planning, we commissioned building surveys to establish the extent of work required and costs. Launched our membership scheme and prepared for our first AGM. Briefly re-opened the church as part of Cadw Open Doors, where we could tell the history of St Madoc and the church. |
Additional information (optional) You may choose to include further statements where relevant about:
Achievements against objectives set |
Para 1.41 |
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|---|---|---|
| Performance of fundraising activities against objectives set |
Para 1.41 | |
| Investment performance against objectives |
Para 1.41 | |
| Other |
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | The charity is in a reasonably strong financial position at this time. A feasibility / set-up grant has met the cost of professional advice and delays to the lease have deferred operating costs and allowed time for additional fund-raising. |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | There was no reserves policy during the initial financial period. All funds for the charity are held within the charity’s bank account. |
| Amount of reserves held | Para 1.22 | No reserves were held duringtheperiod. |
| Reasons for holding zero reserves |
Para 1.22 | Funds during the set-up period of the charity were relatively low. There were no operating costs or potential liabilities sufficient to justify holding a separate reserve. A reserves policy has since been agreed and will be enacted once a lease has been signed. |
| Details of fund materially in deficit |
Para 1.24 | The charity has sufficient funds. |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | The charity is a going concern. Risks are identified and managed (see below for main risks). |
| Details of fund materially in deficit Para 1.24 The charity has sufficient funds. Explanation of any uncertainties about the charity continuing as a going concern Para 1.23 The charity is a going concern. Risks are identified and managed (see below for main risks). |
Details of fund materially in deficit Para 1.24 The charity has sufficient funds. Explanation of any uncertainties about the charity continuing as a going concern Para 1.23 The charity is a going concern. Risks are identified and managed (see below for main risks). |
Details of fund materially in deficit Para 1.24 The charity has sufficient funds. Explanation of any uncertainties about the charity continuing as a going concern Para 1.23 The charity is a going concern. Risks are identified and managed (see below for main risks). |
|---|---|---|
| Additional information (optional) You may choose to include further statements where relevant about: |
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| The charity’s principal sources of funds (including any fundraising) |
Para 1.47 | The operating costs (mainly insurance and electricity) will be covered by fund-raising and member contributions. Capital improvements will require grant-funding. |
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | Not applicable. |
| A description of the principal risks facing the charity |
Para 1.46 | The risk register is reviewed quarterly, but the main risks are: Failure to obtain capital funding for repairs and improvements. Whether fund raising will generate enough income to cover increasing operating costs. Succession planning - converting supporters into members and members into trustees. |
| Other |
Structure, Governance and Management
| Description of charity’s trusts: |
||
|---|---|---|
| Type of governing document (trust deed,royal charter) |
Para 1.25 | Charity Constitution StMFCG The Constitution AssocModel v2 00 |
| How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | CIO - ASSOCIATION Registered 26 Jul 2023 |
| Trustee selection methods including details of any constitutional provisions e.g. election to post or name of any person or body entitled to appoint one or more trustees |
Para 1.25 | For this financial period the charity was governed by the initial trustees. From the first AGM (held in May 2024), up to 12 trustees can be elected by members of the Community Group. There is an ex-officio trustee position for The Rural Dean of Roose LMA of the Church in Wales, but this has not been taken up yet (potential conflict of interest until lease agreed). A majority of trustees can appoint a member as an interim trustee until the next AGM. |
| Additional information (optional) You may choose to include further statements where relevant about: |
Additional information (optional) You may choose to include further statements where relevant about: |
Additional information (optional) You may choose to include further statements where relevant about: |
|---|---|---|
| Policies and procedures adopted for the induction and training of trustees |
Para 1.51 | We have not yet formalised the induction and training process, although a SharePoint site for trustees contains the constitution, procedures, business plan and accounts, minutes of meetings and details of previous events. |
| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | The charity has a simple structure of trustees and (voting) members with additional supporters who have not yet become members. We have received advice and funding from the Plunkett Foundation / Benefact Trust and help from the Pembrokeshire Association of Voluntary Services. Our community impact assessment identified many local organisations who we can work with (e.g. VC Gallery) or where we choose not to compete (e.g. village halls). |
| Relationship with any related parties |
Para 1.51 | We have no formal relationships with related parties. We have an association with the Havens History Group and work closely with the Church in Wales (prospective landlord) and the Local Ministry Area (responsible for the graveyard and occasional use of building). |
| Other |
Reference and Administrative details
| Charity name | Saint Madoc of Ferns Community Group |
|---|---|
| Other name the charity uses | |
| Registered charity number | 1204104 |
| Charity’s principal address | The Willows, Hafan Lydan, Hwlffordd, SA62 3JP |
Names of the charity trustees who manage the charity
| 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 |
Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (ifany) |
|---|---|---|---|---|
| Gareth Morgan | Chair | |||
| Nicola Morton | Treasurer | |||
| Alison Gibby | Secretary | |||
| Christine Link | ||||
| Iain Tweedale | ||||
| SallyMorgan | ||||
| Richard Baker | 26/07/23 – 05/04/24 | |||
– 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 n/a held in this capacity Name and objects of the n/a charity on whose behalf the assets are held and how this falls within the custodian charity’s objects
Details of arrangements for n/a safe custody and segregation of such assets from the charity’s own assets
Additional information (optional)
Names and addresses of advisers (Optional information)
Type of Name Address adviser
Name of chief executive or names of senior staff members (Optional information)
Exemptions from disclosure
Reason for non-disclosure of key personnel details
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 |
||
|---|---|---|
| Gareth David Morgan | Nicola Morton | |
| Chair | Treasurer | |
| 26/01/2025 | ||
| 26/01/2025 |
Charity Name
No (if any) 1204104
St Madoc of Ferns Community Group
Receipts and payments accounts
CC16a
For the period Period start date Period end date To from 7/26/2023 4/5/2023
Section A Receipts and payments
| Section A Receipts and payments | ||||
|---|---|---|---|---|
| A1 Receipts Donations & Sponsorship 4,928 Fundraisingevents 1,522 Members subscriptions 36 Merchandise sales 69 Grant from Benefact Trust(resricted) - - - - 6,555 - - Sub total - Total receipts 6,555 A3 Payments Costof fundraising events 361 Hall hire 110 Surveys - Maintenance 20 Printingforcommunity engagement - - - - - Sub total 491 - - Sub total - Total payments 491 Net of receipts/(payments) 6,064 A5 Transfers between funds - A6 Cash funds last year end - Cash funds this year end 6,064 Unrestricted funds to the nearest £ Sub total(Gross income for AR) A2 Asset and investment sales, (see table). A4 Asset and investment purchases, (see table) |
to the nearest £ - - - - - - - - - - - - - - - 940 - 170 - - - - 1,110 - - - 1,110 - 1,110 - - - 1,110 Restricted funds |
to the nearest £ Endowment funds |
Total funds to the nearest £ 4,928 1,522 36 69 - - - - 6,555 - - - 6,555 361 110 940 20 170 - - - - 1,601 - - - 1,601 4,954 - - 4,954 |
to the nearest £ Prior to charity registration |
| - - - - - - - - - |
4,928 | 164 | ||
| 1,522 | 1,343 | |||
| 36 | - | |||
| 69 | 8 | |||
| - | 5,000 | |||
| - | - | |||
| - | - | |||
| - | - | |||
| 6,555 | 6,515 | |||
| - - - |
- | |||
| - | - | |||
| - | - | |||
| - | 6,555 | 6,515 | ||
| - - - - - - - - - - |
361 | - | ||
| 110 | - | |||
| 940 | 144 | |||
| 20 | - | |||
| 170 | - | |||
| - | - | |||
| - | - | |||
| - | - | |||
| - | - | |||
| 1,601 | 144 | |||
| - - - |
- | |||
| - | ||||
| - | - | |||
| - | 1,601 | 144 | ||
| - 1,110 | - - - - |
4,954 | 6,371 | |
| - | - | - | ||
| - | - | - | ||
| - 1,110 | 4,954 | 6,371 |
Section B Statement of assets and liabilities at the end of the period
| Categories B1 Cash funds B2 Other monetary assets B3 Investment assets B5 Liabilities B4 Assets retained for the charity’s own use |
Details Opening balance Closing balance This Period Details Details Details Details Total cash fundsfor period (agree balances with receipts and payments account(s)) |
to nearest £ 1,515 7,579 6,064 6,064 OK to nearest £ - - - - - - Unrestricted funds Unrestricted funds Fund to which asset belongs Fund to which asset belongs Fund to which liability relates |
to nearest £ 4,856 3,746 - 1,110 - 1,110 OK to nearest £ - - - - - - Cost (optional) - - - - - Cost (optional) - - - - - - - - - - - - - - Restricted funds Restricted funds Amount due (optional) |
to nearest £ TOTAL FUNDS |
|---|---|---|---|---|
| 6,371 | ||||
| 11,325 | ||||
| 4,954 | ||||
| 4,954 | ||||
| OK | ||||
| to nearest £ Endowment funds |
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| When due (optional) |
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Signed by one or two trustees on behalf of all the trustees
Signature
Print Name
Date of approval