## Llanddewi Brefi Villa e Hall and Recreation Ground g Registered Charity: 523862 Registered address: c/o Brynderwen, Llanddewi Brefi, Tregaron. SY25 6UU. Contact: Emmanuel Kincaid Tel: 01974 298 728 e-mail: neuaddhall@llanddewibrefi.org website: https://www.llanddewibrefi.org/amenities/village-hall/ ## Trustees’ Annual Report 01/04/2020 - 31/03/2021 This report is prepared in accordance with the requirements of Section 40 of the Charities (Accounts and Reports) Regulations 2008, and provides information on how the Charity aims to meet the public benefit test in line with Section 4 of the Charities Act 2006. ## **Objectives and Activities** The object of the charity is in the interests of social welfare to improve the condition of life of the inhabitants of the area of benefit without distinction of political, religious or other opinions by the provision of facilities for recreation and other leisure time occupation. The land of the charity must be retained by the committee for the purposes of a village hall and recreation ground or playing field for the use of the inhabitants. The Hall and Recreation ground comprises the main hall, meeting room, kitchen, snooker room, changing rooms, toilets, car park and adjoining land, playing fields, football pitch, skate park and playground. These facilities are normally used for a variety of weekly meetings and activities by local groups, Women’s Institute, Young Farmer’s Club, Ladis Pinc fitness group, the annual Horticultural Show and for other community events. They also provide a home ground and changing facilities for Sêr Dewi football club. The Hall is the local Polling Station for national and local elections, and the venue for Community Council meetings. It is also available for hire for private functions including children's parties, wedding receptions, village social functions and occasional fund-raising events. Telephone and broadband facilities are funded by the Community Council. In July 2020 the Council took over the contract for these services and broadband provision has been upgraded to BT’s Superfast fibre service with free guest access now available to all hall users. As a result of the Coronavirus pandemic, and consequent restrictions with regard to public meeting places and outdoor activities, the village hall and recreation grounds have not been available for use during the period of this report. ## **Volunteer Contribution** The Hall relies extensively on the voluntary work of the Management Committee and other residents. This contribution includes many hours spent on routine tasks such as cleaning, repairs and renewals, painting and refurbishment, weed killing, bookings, accounting, correspondence, fund-raising and hirer enquiries. Trustee’s Annual Report Llanddewi Brefi Village Hall and Recreation Ground 2020-2021 Planning applications and risk assessments are carried out by members of the committee, to the extent that they have the requisite specialist knowledge. Professional services are employed where otherwise necessary. This benefits the Charity, and furthers its ability to achieve its objectives, by reducing the costs that would otherwise be incurred by the use of professional services. The Trustees acknowledge the support they receive from residents and committee members in these efforts. ## **Public Benefit** The community hall and meeting rooms, and outdoor facilities, provide a valuable educational and recreational resource to all in our local community. A wide variety of activities are organised and take place from our community centre. The hall, kitchen and meeting rooms/ changing rooms are available for use by local groups and organisations. When the facilities are not required for use by local community groups or residents they are available for other users to hire at commercial rates. The Trustees consider the main activities carried out to be consistent with the charity’s objectives and Charity Commission guidance on providing for the public benefit. New activities are always considered in the context of the charity’s objectives, and their potential for community benefit. ## **Structure, Governance and Management** ## _Governance_ Llanddewi Brefi Village Hall and Recreation Ground (523862) was established by a scheme of the Charity Commissioners on 10/10/2000, to govern the charities previously known as Llanddewi Brefi Village Hall (523862) and Llanddewi Brefi Recreation Ground (523861). Following the AGM on 17/08/2020, in view of the difficulty in recruiting new members, and existing members wishing to retire, the former Trustees decided to ask the Community Council if it would be willing to take over management of the charity. After seeking advice from the Charity Commission, the Governing Document was amended by resolution of the Trustees and Management Committee to formally appoint Llanddewi Brefi Community Council as Sole Trustee at an Extraordinary General Meeting on 30/11/2020, using the statutory power of s280 of the Charities Act 2011. The first meeting of the Council as Sole Trustee was held on 11/01/2021. The Hall and land are held in trust by the Community Council, and a separate committee of the Council is responsible for the management of the Hall, its finances, and for keeping the buildings and facilities in a good state of repair. ## _Appointment of Trustees_ Since 30th November 2020, the Committee of Management consists of Llanddewi Brefi Community Council and its members for the time being and from time to time, together with such persons as the Council resolves to co-opt or elect. ## _Meetings of the Committee_ Meetings are chaired by the chairman of the Council. The members present at a meeting must elect one of their number to chair the meeting if the chairman is not present. Page 2 of 8 Trustee’s Annual Report Llanddewi Brefi Village Hall and Recreation Ground 2020-2021 Decisions of the Council as sole trustee of the Charity are recorded in a minute book and books of account are kept by the Clerk to the Council. ## _Hiring Agreement_ Use of the Hall is subject to a hiring agreement which must be signed by the hirer when booking. This agreement is to be reviewed and supplementary conditions are to be added in 2021 to ensure public safety during the COVID-19 pandemic. ## _Risk Management_ A comprehensive review of the Fire risk assessment was carried out during March, to be presented at the committee meeting in April 2021. Fire fighting equipment is inspected and maintained under annual contract. The playground equipment is subject to an annual RoSPA inspection and report. ## _Licences_ The Hall has a Premises Licence under the Licensing Act 2003, issued by Ceredigion County Council, authorising regulated entertainment from Mon-Sun: 0900-2400 hrs for plays, films, indoor sporting events, live and recorded music, performances of dance, and anything of similar description, but the hall is not licensed to supply alcohol. A Temporary Event Notice (TEN) must be obtained from Ceredigion County Council by the hirer if alcohol is to be served. Alternatively, a bar may be run by arrangement with a local licensee at the discretion of the Trustee. ## **Financial Review** The charity’s principal source of income is from hire charges and the feed in tariff payments from the solar PV array installed in 2011. Various fundraising events are also normally held throughout the year in addition to a Christmas Fayre, and the hall runs a 100 Club lottery for residents within the parish. In addition to normal operational expenses of £3,707 (including 100 club prizes), £5,126 was due in relation to improvements to shower and sanitary facilities and the hot water system carried out prior to April 2020, bringing total expenditure to £8,833. During the period of this report, hire income was limited to receipts of £525 relating to the period between January and March 2020, due to closure under the Coronavirus regulations. However, several grants were received through the local authority, under the non-domestic rates business support scheme, together with feed in tariff payments, resulting in a total of £25,525 income. Including funds of £8,789 from the previous year, cash funds of £25,481 were held at the end of March 2021. The grant income for 2021, less an allowance for operational reserves, will allow the committee to apply for match funding towards improvements prioritised in the fire safety review, and to complete the replacement of all windows and external doors, begun in 2014. A copy of the independent examiner’s report and Receipts and Payments accounts is appended to this report. Page 3 of 8 ## |Trustee name|Ofric® (if any)| |---|---| |Caryl HafJones|Chairman| |Rhodri Evans|Vice Chairman| |Dafydd Lloyd Jones|Treasurer| |John Lloyd Griffiths|| |David Evans|| |Arvyn Benjamin|| |Byron Davies|| |Caitlin Biddulph|| |Eirven James|| ## Trustee’s Annual Report Llanddewi Brefi Village Hall and Recreation Ground 2020-2021 Page 5 of 8 Trustee’s Annual Report Llanddewi Brefi Village Hall and Recreation Ground 2020-2021 Page 6 of 8 Trustee’s Annual Report Llanddewi Brefi Village Hall and Recreation Ground 2020-2021 ## Page 7 of 8 Trustee’s Annual Report Llanddewi Brefi Village Hall and Recreation Ground 2020-2021 Page 8 of 8