Glangrwyney Village Hall [Serving the communities of Llangenny and Glangrwyney.]
Annual Report [for the calendar year] 2022 Delivered to the Annual General Meeting
Welcome to everyone here today, and it’s good to be back having a ‘live’ Annual Genera Meeting [AGM].
As you will recall, large public meetings were not possible during the COVID lockdown periods, and the Trustees took a decision to postpone face-toface meetings, not only until it was safe to do so, but also until we had this facility back up and running in an operational state. The Trustees did operate via Zoom meetings for a while, but are now back meeting together in the new facilities.
The last formal AGM was however, held in November 2019 when perhaps none of us knew what was around the corner in terms of the COVID pandemic, which hit the country hard and caused a lot of suffering for many individuals.
The Trustees carried on fulfilling their statutory responsibilities and annual reports and accounts were published for this period, on the Charity Commission website. With Village and Community Halls compelled to close for periods it was quite a difficult time.
The Trustees ploughed on with their business though, and concentrated on preparing their grant application. In the Annual Report for the calendar year 2021 the Trustees were able to announce that the grant application to the Welsh Government Community Facilities programme was in fact successful. There was however, still a lot of work to do in terms of fulfilling the conditions of the grant to gain planning permission and completing a ‘tender’ report. Having fulfilled the conditions, work on developing the hall started in November 2021.
The Trustees anticipated that the Hall would be back up an running by April/ May 2022, but unfortunately there were considerable delays for the gas service to be repositioned and reconnected which also held up a lot of other jobs, so it wasn’t until September 2022 that users were back running events and activities in the Hall, after such a long break.
Hall usage for 2022 [for the period September to December: 52 bookings involving 1103 people generating £2,779.53 [Note: includes Parking/donations given as cash.]
The trustees are now very proud that after all their hard work, the community now has a newly extended and refurbished facility which can support many activities. As many of you will know though, after Covid, building supplies and costs rose quite rapidly, so even though we were fortunate to obtain a large grant [of £250K the maximum the Community Facilities Programme can
award] this did not cover the full works that had been planned and submitted for planning permission, so whilst the new hall looks great, we’ve had to sacrifice some aspects of the original scheme, to stay within budget. [For example the extension to the rear, for storage, had to be omitted along with a few other aspects.] Also, the trustees - a registered charity - were still required to pay full VAT rates for the majority of the work. So whilst the ‘government’ were giving a considerable amount on the one hand, they were clawing back a large chunk on the other. [This is a point we have made to PAVO and suggested that perhaps such anomalies could be looked at by central government.]
However, the Trustees worked hard to draw in several other grants that have enabled the Hall to benefit. In addition to the main grant, the Trustees were also able to benefit from:
Over £4k from the Arwain Foundation and Powys C.C., [provided by the Welsh Government Rural Communities Development Programme] for the new media system - largely down to Sarah Pitt’s hard work which was a terrific bonus as we couldn’t have provided this from the main grant. £2k from the Brecon Beacon National Park Sustainability Fund this went on providing a new ceiling in the main hall but importantly in addition, providing an improved specification for insulation above; and Just under £40k from the Land Fill Disposable Tax Communities Scheme [administered by the WcVA] which has allowed the trustees to tidy up the end piece of land outside the CHaT room, and to provide a community garden and a children’s play area. [Children’s play area equipment due to be installed in May and the Community garden areas are now ready for planting.]
The finances of the Board of Trustees [presented separately] for the calendar year 2022 must be considered along side the accounts for the previous year [2021] and indeed with the finances for the first part of 2023. [As there are still payments to be made in conjunction with the main grant, and indeed further grant monies to be paid to the Trustees in relation to the Community Garden and Children’s Play Area.]
The Trustees are now managing a new facility which has only been back up and running since last September [2022]. There is a new energy system in place and improved levels of insulation as well as new doors and windows throughout, which offer better levels of heat retention and draft exclusion. However, the Trustees do need to monitor the situation and seek to establish a clear view of income from user hire and other fund raising activities, set against costs, and in particular for energy consumption which we are still learning about. [For example if a group is booked to come in early in the morning, the heating needs to warm up the facility first and that is taking a bit of ‘trial and error’ and feedback from groups themselves.] The Trustees
are fairly lucky to be in a ‘fixed for business’ long term contract for both gas and electricity services [from different providers] but only have 7 months of user statistics which may or may not be ‘typical’ for the year as a whole with different demands and consumption in summer compared to winter. The Trustees also need to be aware that they have made a commitment to reach certain targets [as part of the grant(s) acceptance] and they, as well as the financial accounts, can be subject to audit from the grant providers.
The Hall though is now in a pretty good state and in a pretty good place in terms of moving forward. The Trustees have introduced a new on-line booking system, with the added advantage of being able to raise invoices, and produce reports for monitoring purposes. The Trustees therefore are not handling so much cash and cheques as most payments are made by bank transfer. The Trustees also outsource the bookkeeping tasks, so accounts are prepared professionally. The Trustees also pay for professional cleaning once a week and we have bins in the toilets emptied by the firm PHS. The Hall also benefits from broadband access. So when users groups are in the hall they can expect a clean and pleasant environment with all the ‘mod cons’.
The Trustees want to thank everyone who has offered support during the several years of grant application and development and in particular the Community Council [who have a custodial role anyway] but have also provided some financial donation over a 3 year period, with a further £500 to follow in the coming financial year. [2023/2024]
As Chairman of the Trustees I want to offer my personal thanks to the current group of six Trustees: Sarah Pitt -Secretary; Rose Jones - Treasurer; Jeff Greenidge ; and more recent recruits Sue Bowker and Lynette Christy. Sarah in particular has done a lot of hard work and like myself, were ‘close and available’ during the days when we needed to have meetings on site etc., but she was instrumental also in doing all the spade work for the new media set up which is a huge bonus. Everyone has though ‘done their bit’ as best they can with the time available and some of course on top of their day job and whilst juggling other commitments. I would also like to mention Matthew Timmons who was on the committee, and lived in the village opposite, but moved away during the process but was still prepared to stay on the committee to allow us to operate and ensure the committee remained quorate.
The support and efforts of Ben Bowker cannot be underestimated in the achievements of the Trustees in delivering these new facilities from conception to construction. He offered support in the early days as we were defining what was required and when it came to producing the plans, getting planning permission and then complying with the requirements of the grant
providers, in particular to produce a ‘tender’ report, his help, advice and guidance were invaluable. The Trustees remain indebted to him and indeed there was no better person to do the job he did, as an ex-resident of the area.
The Board of Trustees [also referred to as the GVHMB - Glangrwyney Village Hall Management Board] are all volunteers giving up (mostly) their time for the benefit of a registered charity, but we are now entering a new and exciting phase to see this new hall flourish in new and different ways, as we move into the future. We are always looking for new people to come onto the committee - the hard work has been done, so being a Trustee isn’t as demanding as it sounds but we would love to have a larger and more representative group to come on board. The Hall been set up and designed so that it isn’t just a place to hire if you have a party or event, or a place that other groups come and use. It does now have the facility to be opened up for people to come and drop in and have a drink and a chat and when the play equipment goes in, a place for parents to pop in with their kids. This can only happen though if we have a larger pool of volunteers prepared to offer some time to help out.
Glangrwyney Village Hall
Glangrwyney, Crickhowell, NP8 1EF
Income and Expenditure - 2022
| Glangrwyney Village Hall Glangrwyney, Crickhowell, NP8 1EF Income and Expenditure - 2022 |
Glangrwyney Village Hall Glangrwyney, Crickhowell, NP8 1EF Income and Expenditure - 2022 |
Glangrwyney Village Hall Glangrwyney, Crickhowell, NP8 1EF Income and Expenditure - 2022 |
Glangrwyney Village Hall Glangrwyney, Crickhowell, NP8 1EF Income and Expenditure - 2022 |
Glangrwyney Village Hall Glangrwyney, Crickhowell, NP8 1EF Income and Expenditure - 2022 |
|---|---|---|---|---|
| Account | Unrestricted Funds |
Restricted Funds | TOTAL | Previous Year |
| INCOME | ||||
| Regular Bookings | £995.00 | £0.00 | £995.00 | £3,490.00 |
| Car Parking | £117.00 | £0.00 | £117.00 | £40.50 |
| Hall Bookings - Irregular | £1,667.53 | £0.00 | £1,667.53 | £860.00 |
| Hall Activity Revenue | £2,779.53 | £0.00 | £2,779.53 | £4,390.50 |
| Grants - Restricted Funds | £0.00 | £186,949.00 | £186,949.00 | £100,000.00 |
| Donations | £1,500.00 | £0.00 | £1,500.00 | £1,195.93 |
| Grants - Not Restricted Funds | £1,500.00 | £0.00 | £1,500.00 | £10,000.00 |
| Total - Other Income | £3,000.00 | £186,949.00 | £189,949.00 | £111,195.93 |
| Interest income | £79.50 | £0.00 | £79.50 | £4.06 |
| Total - Finance Income | £79.50 | £0.00 | £79.50 | £4.06 |
| TOTAL INCOME | £5,859.03 | £186,949.00 | £192,808.03 | £115,590.49 |
| EXPENDITURE | ||||
| Event Supplies | -£350.69 | £0.00 | -£350.69 | £0.00 |
| TOTAL - Cost of Sales | -£350.69 | £0.00 | -£350.69 | £0.00 |
| Insurance | -£1,119.92 | £0.00 | -£1,119.92 | -£1,724.91 |
| Gas | -£297.27 | £0.00 | -£297.27 | -£820.00 |
| Electricity | -£380.49 | £0.00 | -£380.49 | -£236.00 |
| TOTAL - Utilities and Insurance | -£1,797.68 | £0.00 | -£1,797.68 | -£2,780.91 |
| Telephone & Internet | -£381.48 | £0.00 | -£381.48 | -£284.76 |
| TOTAL - COMMUNICATIONS | -£381.48 | £0.00 | -£381.48 | -£284.76 |
| Printingand stationery | -£53.99 | £0.00 | -£53.99 | £0.00 |
| Cleaning | -£224.44 | £0.00 | -£224.44 | -£314.36 |
| Maintenance | -£426.60 | £0.00 | -£426.60 | -£313.48 |
| Maintenance Supplies | £0.00 | £0.00 | £0.00 | -£107.24 |
| IT and Website | -£371.90 | £0.00 | -£371.90 | -£356.24 |
| ConsultancyFees | £0.00 | £0.00 | £0.00 | -£1,074.00 |
| TOTAL - General Administration | -£1,076.93 | £0.00 | -£1,076.93 | -£2,165.32 |
| Bookkeeping | -£400.00 | £0.00 | -£400.00 | -£356.25 |
| TOTAL - Professional Fees | -£400.00 | £0.00 | -£400.00 | -£356.25 |
| TV license | -£159.00 | £0.00 | -£159.00 | -£157.50 |
| Lotteries license | -£10.00 | £0.00 | -£10.00 | £0.00 |
| Entertainment licences | -£132.00 | £0.00 | -£132.00 | -£45.36 |
| TOTAL - Licences and Subscriptions | -£301.00 | £0.00 | -£301.00 | -£202.86 |
| BuildingWorks | £0.00 | -£237,085.74 | -£237,085.74 | -£40,290.51 |
| PlanningFees | -£115.00 | £0.00 | -£115.00 | -£460.00 |
| Inspection Fees and Licences | £0.00 | -£414.00 | -£414.00 | £0.00 |
| Architect Fees | -£3,003.00 | -£3,608.14 | -£6,611.14 | £0.00 |
| AV Equipment | £0.00 | -£4,236.25 | -£4,236.25 | £0.00 |
| Buildingwork on retention | £0.00 | -£5,231.08 | -£5,231.08 | £0.00 |
| Legal Fees | £0.00 | £0.00 | £0.00 | -£100.00 |
| TOTAL - Community Facilities Programme | -£3,118.00 | -£250,575.21 | -£253,693.21 | -£40,850.51 |
| Total Expenditure | -£7,425.78 | -£250,575.21 | -£258,000.99 | -£46,640.61 |
| Net of Income/Expenditure | -£1,566.75 | -£63,626.21 | -£65,192.96 | £68,949.88 |
| Notes Grants Received |
|
| Awarding Body | Amount |
| Welsh Government | £150,000 |
| BBNP | £2,000 |
| Powys CountyCouncil | £3,389 |
| WCVA | £31,560 |
| Oakdale Trust | £1,500 |
Glangrwyney Village Hall [Serving the communities of Llangenny and Glangrwyney.]
Annual Report [for the calendar year] 2022 Delivered to the Annual General Meeting
Welcome to everyone here today, and it’s good to be back having a ‘live’ Annual Genera Meeting [AGM].
As you will recall, large public meetings were not possible during the COVID lockdown periods, and the Trustees took a decision to postpone face-toface meetings, not only until it was safe to do so, but also until we had this facility back up and running in an operational state. The Trustees did operate via Zoom meetings for a while, but are now back meeting together in the new facilities.
The last formal AGM was however, held in November 2019 when perhaps none of us knew what was around the corner in terms of the COVID pandemic, which hit the country hard and caused a lot of suffering for many individuals.
The Trustees carried on fulfilling their statutory responsibilities and annual reports and accounts were published for this period, on the Charity Commission website. With Village and Community Halls compelled to close for periods it was quite a difficult time.
The Trustees ploughed on with their business though, and concentrated on preparing their grant application. In the Annual Report for the calendar year 2021 the Trustees were able to announce that the grant application to the Welsh Government Community Facilities programme was in fact successful. There was however, still a lot of work to do in terms of fulfilling the conditions of the grant to gain planning permission and completing a ‘tender’ report. Having fulfilled the conditions, work on developing the hall started in November 2021.
The Trustees anticipated that the Hall would be back up an running by April/ May 2022, but unfortunately there were considerable delays for the gas service to be repositioned and reconnected which also held up a lot of other jobs, so it wasn’t until September 2022 that users were back running events and activities in the Hall, after such a long break.
Hall usage for 2022 [for the period September to December: 52 bookings involving 1103 people generating £2,779.53 [Note: includes Parking/donations given as cash.]
The trustees are now very proud that after all their hard work, the community now has a newly extended and refurbished facility which can support many activities. As many of you will know though, after Covid, building supplies and costs rose quite rapidly, so even though we were fortunate to obtain a large grant [of £250K the maximum the Community Facilities Programme can
award] this did not cover the full works that had been planned and submitted for planning permission, so whilst the new hall looks great, we’ve had to sacrifice some aspects of the original scheme, to stay within budget. [For example the extension to the rear, for storage, had to be omitted along with a few other aspects.] Also, the trustees - a registered charity - were still required to pay full VAT rates for the majority of the work. So whilst the ‘government’ were giving a considerable amount on the one hand, they were clawing back a large chunk on the other. [This is a point we have made to PAVO and suggested that perhaps such anomalies could be looked at by central government.]
However, the Trustees worked hard to draw in several other grants that have enabled the Hall to benefit. In addition to the main grant, the Trustees were also able to benefit from:
Over £4k from the Arwain Foundation and Powys C.C., [provided by the Welsh Government Rural Communities Development Programme] for the new media system - largely down to Sarah Pitt’s hard work which was a terrific bonus as we couldn’t have provided this from the main grant. £2k from the Brecon Beacon National Park Sustainability Fund this went on providing a new ceiling in the main hall but importantly in addition, providing an improved specification for insulation above; and Just under £40k from the Land Fill Disposable Tax Communities Scheme [administered by the WcVA] which has allowed the trustees to tidy up the end piece of land outside the CHaT room, and to provide a community garden and a children’s play area. [Children’s play area equipment due to be installed in May and the Community garden areas are now ready for planting.]
The finances of the Board of Trustees [presented separately] for the calendar year 2022 must be considered along side the accounts for the previous year [2021] and indeed with the finances for the first part of 2023. [As there are still payments to be made in conjunction with the main grant, and indeed further grant monies to be paid to the Trustees in relation to the Community Garden and Children’s Play Area.]
The Trustees are now managing a new facility which has only been back up and running since last September [2022]. There is a new energy system in place and improved levels of insulation as well as new doors and windows throughout, which offer better levels of heat retention and draft exclusion. However, the Trustees do need to monitor the situation and seek to establish a clear view of income from user hire and other fund raising activities, set against costs, and in particular for energy consumption which we are still learning about. [For example if a group is booked to come in early in the morning, the heating needs to warm up the facility first and that is taking a bit of ‘trial and error’ and feedback from groups themselves.] The Trustees
are fairly lucky to be in a ‘fixed for business’ long term contract for both gas and electricity services [from different providers] but only have 7 months of user statistics which may or may not be ‘typical’ for the year as a whole with different demands and consumption in summer compared to winter. The Trustees also need to be aware that they have made a commitment to reach certain targets [as part of the grant(s) acceptance] and they, as well as the financial accounts, can be subject to audit from the grant providers.
The Hall though is now in a pretty good state and in a pretty good place in terms of moving forward. The Trustees have introduced a new on-line booking system, with the added advantage of being able to raise invoices, and produce reports for monitoring purposes. The Trustees therefore are not handling so much cash and cheques as most payments are made by bank transfer. The Trustees also outsource the bookkeeping tasks, so accounts are prepared professionally. The Trustees also pay for professional cleaning once a week and we have bins in the toilets emptied by the firm PHS. The Hall also benefits from broadband access. So when users groups are in the hall they can expect a clean and pleasant environment with all the ‘mod cons’.
The Trustees want to thank everyone who has offered support during the several years of grant application and development and in particular the Community Council [who have a custodial role anyway] but have also provided some financial donation over a 3 year period, with a further £500 to follow in the coming financial year. [2023/2024]
As Chairman of the Trustees I want to offer my personal thanks to the current group of six Trustees: Sarah Pitt -Secretary; Rose Jones - Treasurer; Jeff Greenidge ; and more recent recruits Sue Bowker and Lynette Christy. Sarah in particular has done a lot of hard work and like myself, were ‘close and available’ during the days when we needed to have meetings on site etc., but she was instrumental also in doing all the spade work for the new media set up which is a huge bonus. Everyone has though ‘done their bit’ as best they can with the time available and some of course on top of their day job and whilst juggling other commitments. I would also like to mention Matthew Timmons who was on the committee, and lived in the village opposite, but moved away during the process but was still prepared to stay on the committee to allow us to operate and ensure the committee remained quorate.
The support and efforts of Ben Bowker cannot be underestimated in the achievements of the Trustees in delivering these new facilities from conception to construction. He offered support in the early days as we were defining what was required and when it came to producing the plans, getting planning permission and then complying with the requirements of the grant
providers, in particular to produce a ‘tender’ report, his help, advice and guidance were invaluable. The Trustees remain indebted to him and indeed there was no better person to do the job he did, as an ex-resident of the area.
The Board of Trustees [also referred to as the GVHMB - Glangrwyney Village Hall Management Board] are all volunteers giving up (mostly) their time for the benefit of a registered charity, but we are now entering a new and exciting phase to see this new hall flourish in new and different ways, as we move into the future. We are always looking for new people to come onto the committee - the hard work has been done, so being a Trustee isn’t as demanding as it sounds but we would love to have a larger and more representative group to come on board. The Hall been set up and designed so that it isn’t just a place to hire if you have a party or event, or a place that other groups come and use. It does now have the facility to be opened up for people to come and drop in and have a drink and a chat and when the play equipment goes in, a place for parents to pop in with their kids. This can only happen though if we have a larger pool of volunteers prepared to offer some time to help out.