Trustees. Annual Report for the period Period start date Period end date 35s1 Fo121cb. From .202 To Section A Reference and administration details Charity name YSTRADOWEN COMMUNITY & SPORTS ASSOCIATION Other names charity is known by YCSA Registerod charity number (if any) 515414 Charity's principal address Ystradowen Village Hall Cowbridge Road, (Behind White Lion Public House) Ystradowen, Cowbridge. Postcode CF717SY Names of the charity trustees who manage the charity Tru$tee name Office (if any) Dates acted rf not for whole Trustee Name of person {or body) entitled oint trustee if?D The General Committee of YCSA. Mr. John Phillips CBE Mr. David Thursfield Mrs Felicity Quance Mr Roderick Howells Trustee & Hon. Treasurer Trustee & General Committee Member. Chairman The General Committee of YCSA. The General Committee of YCSA. Mrs Helen Drane Mrs Corinne Roberts Mrs Keris Howard Hon. Secretary Joint Booking Secretary Joint Booking Secretary General Committee Member General Committee Member (co-opted fund raiser). General Commrttee Member General Committee Member General Committee Metnber Mr Alan Jackson Mr Christopher Howard 10 Mrs Moira Howells Mrs Hilary Hill 12 Mrs. Jane Jonès Mrs Sian Jenkins Hon Treasurer Designate and General Committee Member November 2023 13 18 19 TAR March 2012
20 Names of the trustees for the charity. if any, (for example, any custodian trustees) Name Dates acted if not for whole ear As stated above. As stated above Names and addresses of advisers (Optional inforniation) e of adviser Name Address Legal advisers and Hugh James Solicitors. 2 Central Square, (NB New Advisers) Cardtff, CF10 1FS Name of chief executive or names of senior staff members (Optional infomiation) No paid staff. Section B Structure, overnance and management Description of the charity's trusts Constitution Type of governing document How the charity is constituted lea IrLiSt. aSsCl&tion Gompar,: Association Trustee selection methods The vote ofthe General Committee. Additional governance issues (Optional infomiation) You may choose to include The Trustees have all been made aware of their responsibilities as set out additional information. where on Ihe Charity Commission Website. relevanl, about: No specific training has been undertaken by the Trustees. policies and procedures adopted for the induction and training of trustees", the charty's organisational structure and any wider network with which the charity works; relationship with any related parties., trustees, consideration of major risks and the system and procedures to manage them. YCSA continues to have an Insuran policy in place to cover Ihe potential liabilities of the Trustees. The current insurance policy covers all risks until th 30 June 2024 and will be renewed from1st July 2024. The Constitution of YCSA was brought up to date at the 2023 AGM on 24th May 2023. The re-amended Constitution has been notified to the Charity Commission. YCSA is a member of the Glamorgan Voluntary servi charity. We use this to identify potential sources of grant funding and to generally keep up to date with legislation. We also maintain excellent working relationships with the Vale of Glamorgan Council and Penllyn Communrty Council. The major concern of YCSA is to ensure that the Hall is properly managed and maintained at all times, so as to ensure the avoidance of accidents and to avoid insurance claims. TAR March 2012
The largest material risk is to ensure that our flat roofed building remains watertight and in excellent condition. These risks are avoided by having a protocol in place for regular inspections by suitably qualified and experienced persons, and by maintaining sufficient financial reserves to deal with any repairs and renewals that might be ne$sary. We also have policies in place to ensure that we comply with the law and recognised good practise. Section C Ob"ectives and activities 1. To promote the benefit of the inhabitants of Ystradowen and District by associating with Local Authorities, voluntary organisations, and inhabitants in a common effort to advance the education and to provide facilities in the interests of social welfare for recreation and leisure time occupation with the objective of improving life for the said inhabitants. Summary of the objects of th6 charity set out in its governing document 2. To establish or to secure the establishment of a Community Centre (Village Hall) and to maintain and manage or co-operate with any local authority in the maintenance and management of such a centre for activities promoted by the Association and its, constituent bodies in furtherance of the above ob"ectives. TAR March 2012
2023 - 2024 has been a busy. producttve and successful year for YCSA, Hall Hire The Hall hire continues to be the mainstay of our operations and income for the year 2023 124 has again reached the highest level ever with a hire income of £18.990. As can be seen from the financial report, the hire income for 2022- 23 was £17.811. New customers continue to be attracted to our hall and we have retained all our established customers during the year. We now have 46 regular Hall users. The two new grant funded activrties that were established last year have been a disappointment to date: Coworker- We have equipped one of our rooms as an Offi for people operating a small business or working from home. Coworker have not been able to provide any such clients during the year,. so we are trying to find new customers ourselves, but with minimal success to date. Warm Space The objective was to open the Warm Space room for people to enjoy warm comfort. coffee and company. Unfortunately, the take up was minimal. However the room has been used to enable spouses wrth disabilities, a warm and safe room whilst their partners attend the various activities at the Hall. We regard this as a very worthwhile outcome. as otheise people would be "stranded" at home. Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit) As in previous years. our special thanks are due to Corinne Roberts and Keris Howard. and now Helen Drane, who expertly jointly manage all the Hall Hire activities. Events Community Cinema Our Community Cinema has resumed normal services with monthly showings and has enjoyed another very successful year generating an income of £2,679 by comparison with £3.239 last year. More importantEy, the Cinema has continued to attract large audiences and it has become an excellent gathering for socialising and making new friends. We thank Tony and Stella Cheeseman and their brilliant team for organising and operating the Community Cinema. Other successful events have been held, including the following: The Kings Coronation Celebrations. This was supported by a grant of £2,500 that was obtained during the last financial year from the National Lottery Fund. The events were organised by a special sub-committee. The celebrations included games, outdoor fun and a children's paty, together wrth an evening meal and disco and dance, The event was a great success and photographs can be viewed stradowenvilla e com . This event generated an income (including the balance of the grant carried over from last year of £2335) of £5,380. Costs were £2848 so the event created a surplus (including grants) of £2538 in this financial year. Fireworks Night Another very successful and well attended fireworks display was held on th 4 November 2023. This event yielded an income of £2,090 (2022 23 £2,211). This event was professionally and safely managed by Chris Kipling and his established team of helpers. Quiz night This was organised by Alan and Moira Jackson was held on 161h Se tember 2023. We were challen edb our excellent local Quizmaster March 2012 TAR
-Richard Green. This event was very enjoyable, well attended and it prodUd a surplus of £50 on an income of £373. Childrens Christmas Party A very successful Childrens, Christmas Party was arranged by a ladies sub-committee. This was well attended and very successful. The children enjoyed a puppet show, Father-christmas, and a party meal. The event generated an income of £186 and a deficit of £216, (which was reduced by a donation of £100 from the Penllyn Community Council. Petanque Club The Pétanque court was built in 2018 as part of our RCDF funded Annex and Parc Owain project. The Ystradowen Pétanque Club PC} keep separate accounts to YCSA and the YPC accounts are not included in the YCSA accounts. The Club continues to be very popular and successful. Chris Howard is the Chairman of the Pétanque Club. Additional details of objectives and activities (Optional infomjation) 1. YCSA have continued to maintain the Ystradowen Village Hall to a high standard. The major works and improvements undertaken during the year 2023 - 24 were: The purchase and installation of a commercial dishwasher - £2255 The installation of a WWI and 11 memorial bench - £1,931 The installation of an Paxton 10 automated Hall entry and securrty system £6.438 (partially funded by a £3,000 "Stronger Communities" grant from the Vale of Glamorgan Council, with the balance paid out of resenies) All the routine rna1ntenan activf(ies have continued to high slandards with the mainstay activities being hall Cleaning ( £3,505) (2022123 cost was £2.715 (£2534 of which was included in "Grant Payments")),and gardening by Nick Phillips (£2,347). (2022123 cost was £1.946) The Maintenan of all electrical, gas, plumbing, fire equipment and security alarms etc have continued to be managed by Chris Kipling. We installed remote a¢sS heating controls last during 2022123. These have shown benefrts in economy and comfort in that we are using less energy, and it is better controlled to ensure that we provide the appropriate temperature at the righl time for our customers. You may choose to include further statements, where relevant, about.. policy on grantmaking" policy programme related investment. contribution made by volunteers. TAR March 2012
The biggest maintenance and renewals concern continues to be the waterproofing to the original part of the ftat roof to the Hall. This continues to be carefully monitored. It was checked by experts this year who advised that renewal will be needed during the next year. We have considered the matter very carefully and decided that the preferred way forward is to integrate additional roof insulation (to conserve energy) with the waterproofing and to try to obtain grants to include the roof project within an integrated overall green energy project which will include the installation of solar panels, storage batteries and a heat pump. This is a major project, and a current estimate of the total cost is approximately £124,000. Grant applications have been made to Welsh Government and the National Lottery Fund and we await the outcome. YCSA are prepared to contribute £25,000 towards the total cost from reserves. If we can gain grant funding for this Green Energy Project, then our energy costs will reduce to net zero and the carbon emissions from the hall will be eliminated. Pathway 21, led by Rose Ives and Mavis Burnham continue do a fantastic job of looking after the beautifvl community gardens that Ihey have created within Ystradowen YCSA continue to seek and secure grant funding for special projects. The funding secured this year was a total of £6,284 (the 2022- 23 total was £16,347 Funder Amount Glamorgan £864.50 Voluntary Services National Grid How the fundin Energy Bills was S ent £2420 Energy Efficiency Survey and su ortin eneral ex enditure Partial fijnding of the Paxton 10 Automated Hall entry and securty stem total cost £6,438 Vale of Glamorgan Council TOTAL £3,000 £6,284 Once again YCSA are grateful to our Grants Offir- Chris Howard who has secured all the grant funding, and to the generous funding bodies. Grant Making Policy YCSA does not provide grants to other organisations. but provides facilities at a very affordable cost where the residents of Ystradowen and district can enjoy a wide range of events and activities. YCSA actively seeks grants to support its, operations and to fund specific projects. The Role of Volunteers YCSA has no paid staff and relies exclusively on unpaKI volunteers to manage its, activities TAR March 2012
Section D Achievements and performance TAR March 2012
Section D Summary of the main achievements of the charity during the year Achievements and performance The main achievements of YCSA are as stated above in Section C Once again, thanks are due to everyone on the YCSA Committee and all the volunteers. for everything that has been achieved in Ystradowen since 1985, when YCSA was established. Ystradowen has become a wonderful place to live and to bring up a family, and the facilities provided by the Ystradowen Community and Sports Association are a major factor in that achievement. It should be realised that everything described above is carried out on a voluntary basis, and that our funding is a combination of self-generated funding., and grant funding which is secured by the skill and hard work of our Grants Offir Chris Howard. That is a major factor in what creates the sense of value, responsibilty pride and well-being for all the residents of Ystradowen. TAR March 2012
Section E Financial review Brief statement of the charity's policy on reserves YCSA policy is, to successfully generate and maintain sufficient financial reserves to enable the maintenance and running costs of the Village Hall and related faciltties. YCSA also aim to use our reserves (above the minimum levels defined by our Constitution), together with any grant funding, to enhance existing facilities and to continue to develop new facilities. All spending is deployed entirely for the benefrt of the residents of Ystradowen and District. A total income of £34,826 (£45,545 in 2022123) as can be seen from the accounts, was generated during the year. producing a surplus for the year of £3338 (by comparison with 7,955.48 in 2022 - 23). Against the above surplus, we have revenue liabilities of £759 {£420 for repairing a gatepost, and £339 for prepaid hall hire) A detailed commentary on the financial outcome of the various activities undertaken by YCSA during 2023 - 24 is provided in Section C of this report. During the year 2023 24 YCSA added £10,625 worth of assets that further enhance the facilities available to the residents of Ystradowen and generally add to value of the YCSA. (Assets purchased in 2022123 was £14.742} YCSA'S cash reserves at 31. March 2024 were £61,339 (excluding liabilities). This is an increase in nett reserves of £3,338, by cornparison with the financial year 2022 - 2023 reserves of £58,000. This level of resepies provides a reasonably secure basis to deal with the future replacement of assets, and the rna1ntenan of our buildin sand ui ment. None. Details of any funds materially in deficit Further financial review details (Optional information) You may choose to include YCSA'S funding streams continue to primarily be the revenue raised from additional information, where hiring out the Village Hall to residents, voluntary organisations, and relevant about- commercial hirers. We also seek to raise income from fund raising the charity's principal events. sources of funds (including The revenue is used to maintain and renew our facilities as neSsary, any fundraising)-, and to consolidate our financial reserves wilh any residual surplus. how expenditure has In addition to the above funding, YCSA are continually seeking supported the key objectives appropriate grant funding for specific projects and, to augment our of the charity,. revenue streams. investment policy and The grant funding obtained during 2023- 2024 is explained in detail objectives including any within section D of this report. ethical investment policy adopted. Section F Other optional information Declaration Section G TAR March 2012
The trustees declare that they have approved the trustees, report above. Signed on behalf of the charity's trustees Signaturels) Full name(s) Position (eg Secretary. Chair, etc) DAVID THURSFIELD TRUSTEE FE ICITY QUANCE TRUSTEE Date TAR 10 March 2012
CHARIJY COMMISSION FOR ENGLAND AND W Ystradow¢n Cornm& 8MrtG ssoci&tkJll No. 515414 Recei tsand ments accounts CC16a Forlh• frorn OYm4r2023 To Section A Receipts and payments Unrestricted fuds RÈ5trict8d EtTrdawmèntfunds tpth•n•oi4•t£ Totaifunds 5t year iothw nMr•st£ A1 Roc•Ipts 13.gJO.73 S.T37. 2,87BA evEnts InrnE COMMUNttYCinema Intoffle FAMILYtinema IrOrn GrdntincDmÈ 6V5Winter Pressure5Grant VOGSCFfpr Paxton 10 Nat GrldComrnvDtyFund L1 GfvingfcrPetsnq[rrYrrredtQyPC29ts2 141 IB.990.73 &737.93 2.678.1 I71.00 10.07UD 2,%IpD.OD s.D90 1.5TJia 1.B25.00 4WO.00 3.LW.W 2A20AO 3.L41D. 2.420.Q Otherlncome Incl. donsons& Pathway 21 IDtEre5t Earned lo00 2M.OD om 114AO 52MO 61450 ross InGofFJe 2).4¢&55 A2Assotand InveBrnoTht rotAlr8¢elpts EvFnlF LxisL8 SA31.76 3.5.16 3A12B7 276AO 1.e49A7 1.436.eo SA31.76 3,50&16
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Detsils FunrttoWh aSSpt B4Asspts r8lalnèd forthg charV8 own u50 Land Ft 167 Details FundtowhlthlWty B5 Llabllllles VEnw*hlFe LACEG 3$9 Ito 01Au ust2q24 Sgmd bYtheortrKssWOn hrO1011trU$ Signature Prfnt Natne Data ol apkyoval DavldThw•fi¢ld ncE
Independent Examinerfs report to the Trustees of The Ystradowen Community and Sports Association Charity No. 515414 I report to the Trustees on my examination of the Receipts and Payments Accounts {the Accounts) of the Ystradowen Community and Sports A550ciation for the year ended 31S1 March 2024, as prepared for the Charity Commission. Responsibilitles and basls of the reporL As the charity Trustees, you are responsible for the preparation of the Accounts, in accordance with the Charity Act 2011 ("the Act"). I report in respect of my examination of the CharlS Accounts, carried out under Section 145 of the Act. In carrying out my examination, I have followed the applicable directions given by the Charity Commission under section 145151{b) of the Art. Independent Examlnerfs Statement. I have completed my examination of the Accounts of the Charity as provided by the Trustees. During the course of this examination of these Accounts, no material matters have arisen which would suggest that in any material respett: l. The Accounts were not kept as required by section 130 of the Act: or 2. The Accounts do not accord with the accounting records, I have no concerns and have come across no other matters in connertion with the examination to which your attention should be drawn, to enable a proper understanding of the Accounts to be reached. Duncan Addlson MBA (Retlred Finance Dlrertor and Company Secretory) Unton House Llandough Cowbrldge CF717LX /6 2024