Trustees’ Annual Report for the period
From April 2023 Period start date To March 2024 Period end date Charity name: Village Hall
Charity registration number: 524346
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The aim of the charity shall be to provide and maintain a valuable community asset, the village hall, that supports the local community and offers others from further afield the opportunity to use a facility within a beautiful landscape. |
| 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 further this aim the committee shall have power to: (a) Obtain, collect and receive money or funds by way of contributions, donations, grants and any other lawful method towards the aim of the Group. (b) Associate local authorities, voluntary organisations and the residents of Bryngwyn, Clytha & Llanarth in a common effort to carry out the aim of the Group. (c) Do all such lawful things as will further the aim of the Group. The village hall committee has made available the hall for events that the local community can engage with, such as quiz nights. There have been many regular bookings from diverse groups such as yoga and pilates classes, sports massage services, dog training and many more, all to the advantage of the local community and wider afield. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | The trustees have paid due regard to the guidance for public benefit in all decisions made by the trustees and the management committee on their behalf. They have ensured that the public benefit of our charity is to offer a village hall facility for the benefit of its community as described above. |
Additional information (optional) You may choose to include further statements where relevant about:
| SORP reference | ||
|---|---|---|
| Policy on grant making | Para 1.38 | The village hall is not in a position to act as a grantor |
| Policy on social investment including program related investment |
Para 1.38 | We are very aware of social investment needs in a community; however, our prime focus is to maintain and offer our village hall to those wishing to make use of it. We offer concessions to certain groups whose activities relate to supporting under- represented or those with limited finances. |
| Contribution made by volunteers |
Para 1.38 | In kind contributions valued at £13.70/hour have been made by the Management Committee all of whom are volunteers, which have amounted to circa 200 combined hours or £2700 in kind. The activities of the volunteers are mainly in organising the maintenance and enhancing the fabric of the building and its offerings. Such activities were the installation of a CCTV system and remote heating controllers, overseeing the installation of new flooring, new curtains and decorating the toilet facilities. We have been fortunate that the Llanarth Estate trust has been able to help with many more complex tasks that have required special tools and skills |
| 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 | During the financial year 2023/24 the committee were successful with applying for and receiving grant aid which has enabled the following improvements to be made to the hall facilities. A £4500 grant contribution to upgrade the flooring in a number of thoroughfare areas The main hall has been hired for £15,500, approximately 1300 hours. This was in a difficult period when the hall, as others were recovering from the effects of the Covid restrictions. This would amount to an excellent occupancy rate of circa 40% over a 10 hour day 7 days a week |
| Additional information (optional) You may choose to include further statements |
Additional information (optional) You may choose to include further statements |
where relevant about: |
|---|---|---|
| Achievements against objectives set |
Para 1.41 | No formal targets were set; however, a general understanding was to at least match revenue and outgoings to maintain a good bank balance. |
| Performance of fundraising activities against objectives set |
Para 1.41 | No formal fundraising objectives were set, but to maximise on grant support that was available |
| Investment performance against objectives |
Para 1.41 | No formal investment objectives were set |
| Other |
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | Total income from hall hire: £15,546, other income from grants, donations and insurance claim £4660, giving a total income of £26838. The Charitable expenditure totalled £26,394, which includes grant aid investments and direct costs. Management and admin costs were £1800 giving a total expenditure of £28,194. The book balance for the year stood at -£13556. Taking into account the previous year’s funds brought forward of £13145 gives a carried forward sum of £11789 which reconciles with the bank statement., |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | The maintenance and upkeep of such a large facility requires a good reserve of funds. We realise that to meet our zero carbon targets by 2030 will require a number of energy saving interventions for which are considering. These interventions will be significantly in excess of any reserves currently held. |
| Amount of reserves held | Para 1.22 | £11790 |
| Reasons for holding zero reserves |
Para 1.22 | |
| Details of fund materially in deficit |
Para 1.24 | There are no deficits for the financial year being reported on. |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | There are no uncertainties with the charity going forward as a going concern |
Additional information (optional) You may choose to include further statements where relevant about:
| The charity’s principal sources of funds (including any fundraising) |
Para 1.47 | Principal source of funding is venue hire income |
|---|---|---|
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | |
| A description of the principal risks facing the charity |
Para 1.46 | As with many village halls, the risks are: 1.Not maintaining an active committee 2.Not ensuring venue bookings are of sufficient number. 3.That all necessary maintenance interventions required are NOT tackled promptly. 4.A further pandemic without financial aidfromgovernment. |
| Other |
Structure, Governance and Management
| Description of charity’s trusts: |
||
|---|---|---|
| Type of governing document (trust deed, royal charter) |
Para 1.25 | Trust deed |
| How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | Unincorporated charity |
| 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 | There are no identified methods of electing or removing trustees within the original Trust Deed. This is an action required during next financial year. Currently 2 trustees are in office, with an expectation to extend to 4 in the next financial year |
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 | |
| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | |
| Relationship with any related parties |
Para 1.51 | |
| Other |
Reference and Administrative details
| Charity name | VILLAGE HALL (Changing January 2025 to Llanarth Village Hall, Monmouthshire) |
|---|---|
| Other name the charity uses | Llanarth Village Hall |
| Registered charitynumber | 524346 |
| Charity’s principal address | The Old Post Office Llanarth Raglan USK NP15 2AU, but changing January 2025 |
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) |
|---|---|---|---|---|
| Benjamin Cadoc Herbert |
Chair | Whole Year | Management Committee | |
| Michael Arthur Powell |
Vice-Chair | Whole Year | Management Committee | |
– 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 held in this capacity
Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for 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) Michael Arthur Powell Position (eg Vice-Chair and Trustee Secretary, Chair, etc)
Date 8th January 2025
Llonorth Vll Holl Comm Yearto 31" Morch 2024 The committee have prepared the accounts on a receipts and payments basis which comprise the income and expenditure account and balance sheet. The trustees acknowledge responsibility for provldln8 all the Informatlon and explanatFons necessary for thelr completlon. The accounts were approve y the commlttee of trustees and slgned by Its order. Dated....?.-l o -...2024. ..... Trustee. Inde ndent Examlners Stutemen Whllst we have not carried out an audit, we confirm that we have independently examined the records used to Compile the income and expenditure account and balance sheet for the period ending 31. March 2024. During our examination, no matter has me to our 8llenlion- (A) which glves us re8son8ble cause to believe th8t In, any malerial SpeCt, the trustees have not met the requ1MentS lo ensure thai- . Proper accounting records are kept.. and ' Accounts are prep8red which 8gree with the 8ccounting records or (B) to which, in my opinion. attention shoukj be drawn in order to enable a proper understandlng oflhe accounts to be reached. Catherlne A Williams Limited - Chartered Accountant .
LLANARTH VILLAGE HALL COMMIThEE 2023124 YrD 5,5(X) 14,546 2.132 2022123 YrD 12.650 15.146 Incorning resources Grants l Donations Hire of hall Hire of social dub Fundraising Insurance Claim (Repairs and renewals) Other income 2,103 280 Total incoming resources Direct Charltable Expendlturn: Caretaking wages Water rates Cleaning Advertising Insurance Electrlcty Business Rates Repairs and renewals (Inc Insuranc8 daim) 993 71 1.008 2,415 2,195 1.657 2.299 492 3.777 1.890 12,790 1,184 Legal Grant expenditure Sundrie8 11,661 Fundraising Management and administralion: Audit & Accountancy Administralion wages 240 1.560 Total R880urces Expended Net incoming resources for the year 3.467 Funds balan brought forward Funds balance carried forward
BALANCE SHEET 314aar-27 CURRENT ASSETS Reserve Account Bank current account 31 11.759 31 13,010 CURRENT LIABILITIES Bank Overdraft Creditors NET CURRENT ASSETS ACCUMULATED FUND EARMARKED RESERVES (sound Systsm) GENERAL RESERVES 11,789 Bank Re¢onclllatlon Current AJC 01510312- Sort Code 5141-02 Balance 31103124 £11,759.36 Unpresent8d Cheques £0.00 Unpresented Receipts £0.00 True Balance £11759.36 Reserve Alc £31.37 £11790.73
Trustees’ Annual Report for the period
From April 2023 Period start date To March 2024 Period end date Charity name: Village Hall
Charity registration number: 524346
Objectives and Activities
| SORP reference | ||
|---|---|---|
| Summary of the purposes of the charity as set out in its governing document |
Para 1.17 | The aim of the charity shall be to provide and maintain a valuable community asset, the village hall, that supports the local community and offers others from further afield the opportunity to use a facility within a beautiful landscape. |
| 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 further this aim the committee shall have power to: (a) Obtain, collect and receive money or funds by way of contributions, donations, grants and any other lawful method towards the aim of the Group. (b) Associate local authorities, voluntary organisations and the residents of Bryngwyn, Clytha & Llanarth in a common effort to carry out the aim of the Group. (c) Do all such lawful things as will further the aim of the Group. The village hall committee has made available the hall for events that the local community can engage with, such as quiz nights. There have been many regular bookings from diverse groups such as yoga and pilates classes, sports massage services, dog training and many more, all to the advantage of the local community and wider afield. |
| Statement confirming whether the trustees have had regard to the guidance issued by the Charity Commission on public benefit |
Para 1.18 | The trustees have paid due regard to the guidance for public benefit in all decisions made by the trustees and the management committee on their behalf. They have ensured that the public benefit of our charity is to offer a village hall facility for the benefit of its community as described above. |
Additional information (optional) You may choose to include further statements where relevant about:
| SORP reference | ||
|---|---|---|
| Policy on grant making | Para 1.38 | The village hall is not in a position to act as a grantor |
| Policy on social investment including program related investment |
Para 1.38 | We are very aware of social investment needs in a community; however, our prime focus is to maintain and offer our village hall to those wishing to make use of it. We offer concessions to certain groups whose activities relate to supporting under- represented or those with limited finances. |
| Contribution made by volunteers |
Para 1.38 | In kind contributions valued at £13.70/hour have been made by the Management Committee all of whom are volunteers, which have amounted to circa 200 combined hours or £2700 in kind. The activities of the volunteers are mainly in organising the maintenance and enhancing the fabric of the building and its offerings. Such activities were the installation of a CCTV system and remote heating controllers, overseeing the installation of new flooring, new curtains and decorating the toilet facilities. We have been fortunate that the Llanarth Estate trust has been able to help with many more complex tasks that have required special tools and skills |
| 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 | During the financial year 2023/24 the committee were successful with applying for and receiving grant aid which has enabled the following improvements to be made to the hall facilities. A £4500 grant contribution to upgrade the flooring in a number of thoroughfare areas The main hall has been hired for £15,500, approximately 1300 hours. This was in a difficult period when the hall, as others were recovering from the effects of the Covid restrictions. This would amount to an excellent occupancy rate of circa 40% over a 10 hour day 7 days a week |
| Additional information (optional) You may choose to include further statements |
Additional information (optional) You may choose to include further statements |
where relevant about: |
|---|---|---|
| Achievements against objectives set |
Para 1.41 | No formal targets were set; however, a general understanding was to at least match revenue and outgoings to maintain a good bank balance. |
| Performance of fundraising activities against objectives set |
Para 1.41 | No formal fundraising objectives were set, but to maximise on grant support that was available |
| Investment performance against objectives |
Para 1.41 | No formal investment objectives were set |
| Other |
Financial Review
| Financial Review | ||
|---|---|---|
| Review of the charity’s financial position at the end of the period |
Para 1.21 | Total income from hall hire: £15,546, other income from grants, donations and insurance claim £4660, giving a total income of £26838. The Charitable expenditure totalled £26,394, which includes grant aid investments and direct costs. Management and admin costs were £1800 giving a total expenditure of £28,194. The book balance for the year stood at -£13556. Taking into account the previous year’s funds brought forward of £13145 gives a carried forward sum of £11789 which reconciles with the bank statement., |
| Statement explaining the policy for holding reserves stating why they are held |
Para 1.22 | The maintenance and upkeep of such a large facility requires a good reserve of funds. We realise that to meet our zero carbon targets by 2030 will require a number of energy saving interventions for which are considering. These interventions will be significantly in excess of any reserves currently held. |
| Amount of reserves held | Para 1.22 | £11790 |
| Reasons for holding zero reserves |
Para 1.22 | |
| Details of fund materially in deficit |
Para 1.24 | There are no deficits for the financial year being reported on. |
| Explanation of any uncertainties about the charity continuing as a going concern |
Para 1.23 | There are no uncertainties with the charity going forward as a going concern |
Additional information (optional) You may choose to include further statements where relevant about:
| The charity’s principal sources of funds (including any fundraising) |
Para 1.47 | Principal source of funding is venue hire income |
|---|---|---|
| Investment policy and objectives including any social investment policy adopted |
Para 1.46 | |
| A description of the principal risks facing the charity |
Para 1.46 | As with many village halls, the risks are: 1.Not maintaining an active committee 2.Not ensuring venue bookings are of sufficient number. 3.That all necessary maintenance interventions required are NOT tackled promptly. 4.A further pandemic without financial aidfromgovernment. |
| Other |
Structure, Governance and Management
| Description of charity’s trusts: |
||
|---|---|---|
| Type of governing document (trust deed, royal charter) |
Para 1.25 | Trust deed |
| How is the charity constituted? (e.g unincorporated association, CIO) |
Para 1.25 | Unincorporated charity |
| 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 | There are no identified methods of electing or removing trustees within the original Trust Deed. This is an action required during next financial year. Currently 2 trustees are in office, with an expectation to extend to 4 in the next financial year |
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 | |
| The charity’s organisational structure and any wider network with which the charity works |
Para 1.51 | |
| Relationship with any related parties |
Para 1.51 | |
| Other |
Reference and Administrative details
| Charity name | VILLAGE HALL (Changing January 2025 to Llanarth Village Hall, Monmouthshire) |
|---|---|
| Other name the charity uses | Llanarth Village Hall |
| Registered charitynumber | 524346 |
| Charity’s principal address | The Old Post Office Llanarth Raglan USK NP15 2AU, but changing January 2025 |
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) |
|---|---|---|---|---|
| Benjamin Cadoc Herbert |
Chair | Whole Year | Management Committee | |
| Michael Arthur Powell |
Vice-Chair | Whole Year | Management Committee | |
– 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 held in this capacity
Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for 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) Michael Arthur Powell Position (eg Vice-Chair and Trustee Secretary, Chair, etc)
Date 8th January 2025