Llyswen Public Hall operating under the name of Llyswen & Boughrood Community Hall
Charity No: 214393
Trustees’ Annual Report & Statement of Financial Activity for the period 1 April 2024 to 31 March 2025
Trustees
Carol Brown Mary Little Julie Martin Monica Williams
June 2025
Contents
| Contents | Contents | |
|---|---|---|
| 1. | Introducton..................................................................................................3 | |
| 1.1 | Charitable Objects............................................................................................3 | |
| 1.2 | Overview (Executve Summary).......................................................................3 | |
| 2. | Actvites & Achievements............................................................................3 | |
| 2.1 | Outputs & Outcomes........................................................................................3 | |
| 2.2 2.3 |
The Roles & Contributons of Volunteers.........................................................4 How the Public Have Benefted.......................................................................4 |
|
| 2.4 | Looking Ahead..................................................................................................4 | |
| 3. | Financial Review...........................................................................................4 | |
| 3.1 3.2 |
Financial Positon..............................................................................................4 Details of Any Funds Materially in Defcit.........................................................4 |
|
| 3.3 | Policy on Reserves............................................................................................4 | |
| 3.4 | Going Concern..................................................................................................5 | |
| 3.5 | Principal Sources of Funding.............................................................................5 | |
| 3.6 | Descripton of the Principal Risks Facing the Charity........................................5 | |
| 3.7 | Remuneraton of Trustees................................................................................5 | |
| 4. | Reference and Administraton Details...........................................................6 | |
| 4.1 | Charity Name & Registraton............................................................................6 | |
| 4.2 | Charity’s Principal Address...............................................................................6 | |
| 4.3 | Names of the Trustees Who Manage the Charity.............................................6 | |
| 4.4 | Independent Examiner.....................................................................................6 | |
| 5. | Structure, Governance & Management.........................................................6 | |
| 5.1 | Type of Governing Document...........................................................................6 | |
| 5.2 5.3 |
Statutory Declaraton.......................................................................................6 Trustee Selecton Methods...............................................................................6 |
|
| 5.4 | Trustee Development.......................................................................................6 |
Llyswen & Boughrood Community Hall: Trustees’ Annual Report & Financial Statements
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1. Introduction
1.1 Charitable Objects
The Objects of the charity shall be to provide and promote, for the benefit of the inhabitants of the villages of Llyswen and Boughrood, and the area within the radius of five miles of the Hall, the area of benefit, a facility to be used as a non – sectarian, non - political place of recreation, education and social well-being.
1.2 Overview (Executive Summary)
During the last 12 months the hall has continued to go from strength to strength, building upon the previous year’s success, in refurbishing the hall exterior and cladding.
The hall, although relatively new in terms of village halls was starting to show signs of age and wear and tear. With the fire doors beginning to warp and becoming mouldy. The flooring was also beginning to lift in the toilet areas and the oak floor was stained, scratched and very tired.
There was also a large amount of equipment left in the hall which had been used by previous hall groups and this was clogging up kitchen cupboards and storage spaces.
The Trustees have gained funding for several maintenance projects this year
-
Windows and Fire doors replaced
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Entryway flooring replaced
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Main hall oak flooring renovated
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Urinals repaired
-
Installation of wifi
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Setup of a Community Office
-
Hand Dryer replacement
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Installation of kitchen roll dispenser
These works are hoped to secure the future of the hall until a time when the next generation of Trustees will need to carry out further works.
Sadly The Trustees have faced a few difficulties this year – the biggest of which was that the electricity bills have been exceedingly high. The hall has been in a contract which meant the cost of electricity had been very low for a few years but that contract ended and we were then brought back to the reality of a world of expensive electricity with bills at times over £250 a month.
The hall costs approximately £6000 to run each year and it is a testament to the Trustees that funds continue to remain in a strong position unlike that of many local village halls.
2. Activities & Achievements
2.1 Outputs & Outcomes
Funding accessed by the Trustees allowed the hall to have new double glazed windows and doors installed which have added to the ambience, appearance and the overall energy efficiency of the building. Furthermore, we have had the flooring replaced in the entrance foyer, toilets and kitchen and the oak flooring in the main hall renovated, as well as the urinals in the gents being repaired. The Trustees have also been able to install wifi and create a community office in a store room with a laptop and printer, that was previously filled with old and broken toys from a previous playgroup.
In addition the hand dryers have been replaced in all toilets and blue roll dispenser installed in the kitchen.
Llyswen & Boughrood Community Hall: Trustees’ Annual Report & Financial Statements
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The Trustees and volunteers have worked tirelessly to fundraise throughout the year, running monthly coffee morning which have raised £2900. As well as this they have also run a Chinese Auction, Christmas afternoon tea, plant sale and toy sale.
A Deep Clean was also completed this year and it was decided to make this an Annual Event.
When an issue with electricity costs was identified, various groups were approached to help and we are very grateful to Llyswen & Boughrood Show and Boughrood Church for making an additional contribution for their events towards electricity this year.
2.2 The Roles & Contributions of Volunteers
The Trustees have been able to access funding for several maintenance projects this year, gaining a grant of £20,359.60 from the Shared Prosperity Fund which was administered by PAVO. We also had some monies left from The Welsh Church Fund £1500 and secured grants from Bronllys £1000 and Glasbury Parish council £500 and the Welsh Government for Wifi.
The Trustees would like to thank Martin Johnson, Sullivan Flooring, Border Flooring, Brecon Fire & Electrical and Philip Martin for the high standard of works carried out.
The Trustees with assistance from a small number of volunteers, run all our own fundraising events on a voluntary basis, on most occasions providing all the cakes, biscuits and sausage rolls at their own expense. Whilst also giving a lot of their time to act as caretakers and cleaners of the hall.
2.3 How the Public Have Benefitted
The Coffee mornings and other events, whilst continuing to raise funds for the upkeep of the hall also contribute to a reduction in social isolation by welcoming members of the community into a warm, safe and sociable space. At the coffee morning, people can join a group table and freely move between tables to catch up with friends, neighbours and meet new people. At other events, again there are opportunities to socialise, sharing news and checking up on those not in attendance.
2.4 Looking Ahead
The hall is an exceptional and vital asset to all villages it serves and could be so much more if only more of the local population would get involved. We have excellent facilities, lighting, staging, chairs and tables and great kitchen facilities. The Trustees hope that the hall gets more support in the future and continues to provide a much needed social space for groups to meet, classes to be held, drinks to be drunk and cakes to be eaten. In rural communities it is vital for people to have somewhere to have social contact and be part of the community, the hall can and is the place that can provide that.
3. Financial Review
3.1 Financial Position
The Charity currently operates 2 bank accounts:
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A Co-op Community account which has a balance of £18626.12 at 31.03.25 and
-
A Barclays Account which has a balance of £5.15 as at 31.03.2025.
The Barclays account is being closed and all transactions will use the Co-op Community account going forward.
3.2 Details of Any Funds Materially in Deficit
The Charity has no funds which are materially in deficit.
Llyswen & Boughrood Community Hall: Trustees’ Annual Report & Financial Statements
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3.3 Policy on Reserves
This policy sets reserves at a level which ensures that Llyswen and Boughrood Community Hall’s core activity could continue during a period of unforeseen difficulty.
The policy will restrict reserves of two years expenditure, currently about £6,000 per annum. This sum of money is set aside to cover the further loss of any large user groups and closure due unforeseen circumstances, for example the COVID pandemic returning.
Furthermore, an amount of £6,000.00 will be restricted to cover projects for repairs and ensure the future of the hall is sustainable
3.4 Going Concern
The considerable rise and fluctuation of electricity prices over the last year, combined with a rise in users and a previous decision not to include electricity in the cost of hiring the hall, which was to benefit our users, this has put a strain on hall finances. The current electricity contract is due to end shortly and a new contract can then be negotiated which will hopefully stabilise electricity costs for the next few years although this is still a very volatile market.
Costs of maintenance relies on grants being accessed and operational costs are covered by our own fundraising. In the event of other issues, similar to the electricity one seen this year, other funding streams need to be identified to enable the hall to continue to be viable. It is clear that without the grants the Trustees have managed to secure the maintenance of the hall would be difficult to achieve. Once the Reserves have been taken into account, this does not leave a lot to continue to operate if any other major issues are identified.
It has been and continues to be a very small amount of village residents that maintain the momentum and dedication required to keep the hall going. This was evidenced by the lack of support received when the hall had its annual deep clean and only 2 people turned up to help with this task. Furthermore, despite continued advertising for new committee members, only one person has joined the committee in the past 12 months.
3.5 Principal Sources of Funding
The Charity offers for hire a Community Hall for recreation, education and social wellbeing to other local charities, local organisations, private individuals and businesses. In addition the Charity will seek funding from relevant organisations for improvements and ongoing operational expenses. From time to time, the Charity will organise its own events.
3.6 Description of the Principal Risks Facing the Charity
The principal risks facing the Charity at this time are:
-
May not be able to attract sufficient hirers to use the facility; mitigation is to advertise facilities available widely
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May not be able to receive grants to cover improvements needed; mitigation is to research and apply for grants whenever possible
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May not continue to receive grants from local Community Councils; mitigation is to lobby local Community Councillors to continue to support the Chairty
-
May not attract sufficient interest in our own events to make a profit; mitigation is to advertise events widely
-
May not recruit enough new Trustees to manage the hall; mitigation is to advertise and existing members to canvas support
3.7 Remuneration of Trustees
All Trustees act in a voluntary capacity and receive no remuneration or other material benefits from their services to the Charity.
Llyswen & Boughrood Community Hall: Trustees’ Annual Report & Financial Statements
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Out-of-pocket expenses necessarily and reasonably incurred by Trustees in promoting the purposes of the Charity are reimbursed at cost.
4. Reference and Administration Details
4.1 Charity Name & Registration
Name of the Charity: Llyswen Public Hall operating as Llyswen & Boughrood Community Hall
Charity No: 214393
Registered with HM Revenue & Customs ~~Yes /~~ No
4.2 Charity’s Principal Address
Llyswen & Boughrood Community Hall
Riverside Llyswen Brecon Powys LD3 0LJ
Email : LlyswenandBoughroodHall@gmail.com
4.3 Names of the Trustees Who Manage the Charity
| Name | Office | Appointed | Resigned | Appointed by |
|---|---|---|---|---|
| Julie Martn | Chair | 17 June 2025 | ||
| Anne Sweetng | Treasurer | |||
| Eric Doughty | Chair | 17 June 2025 |
4.4 Independent Examiner
Jill Sinclair, Leysters, Boughrood, Brecon, LD3 0YG
5. Structure, Governance & Management
5.1 Type of Governing Document
Constitution / Governing Document
5.2 Statutory Declaration
The Trustees confirm that they have paid due regard to the guidance issued by the Charity Commission on public benefit in deciding what activities the charity should undertake.
5.3 Trustee Selection Methods
There must be at least three charity trustees. The maximum number of trustees is 10.
In accordance with the Constitution, Trustees are appointed or re-appointed for a term of one year by a resolution passed at a properly convened meeting of the charity trustees.
In appointing Trustees due consideration is given to ensuring that the Trustees have, between them, the skills and experience necessary to manage the charity effectively and in accordance with charity law.
Llyswen & Boughrood Community Hall: Trustees’ Annual Report & Financial Statements
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5.4 Trustee Development
First Aid training has taken place for a few Trustees but little other than this has been achieved in the past year.
Enquiries have been made for future training opportunities with PAVO (Powys Association of Volunteers Organisations) for the development of Trustees, especially those who have taken on new roles.
Approved by the Trustees and signed on their behalf.
31 October 2025
E Doughty
C E Brown
Eric Doughty (Trustee - Chair) Carol Brown(Trustee – Booking Clerk)
Llyswen & Boughrood Community Hall: Trustees’ Annual Report & Financial Statements
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Give here brief details of any items that the examiner wish8s to disclose. IER October 2018