2025-03-31-accounts - Llanarth Village Hall, Monmouthshire

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Trustees’ Annual Report for the period

From Period start date 1[st] April 2024 To Period end date 31[st] March 2025

Charity name: Llanarth Village Hall Monmouthshire

Charity registration number: 52436

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 underrepresented 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 250 combined hours or £3000 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 2024/25 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 £12392 grant contribution to renovate the main hall hard wood floor, subscriptions for a new booking system and smart lock integration in a number of thoroughfare areas. The facility has been hired for £15,600, approximately 1350 hours. The management committee agreed to invest in a social media campaign to help increase the occupancy rate for the facility. Many various activities have been supported including dog training, yoga, pilates, rehearsal space for a full orchestra and all of the young farmers clubs in the county.

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	Para 1.41	No formal targets were set; however, a general understanding was to at least match revenue and outgoings to maintain a good

objectives set		bank balance.
Performance of fundraising activities against objectives set	Para 1.41	There have been no formal fundraising objectives set; however a very successful quiz night was supported and various other events such as screening the Kings Coronation, and screening the six nations rugby tournament
Investment performance against objectives	Para 1.41	No formal investment objectives had been 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 was £15,634, other income from grants and fundraising £14690, giving a total income of £30326. The Charitable expenditure totalled £27,735, which includes grant aid investments and direct costs. Management and admin costs were £1,322 giving a total expenditure of £29,067. Taking into account the previous year’s funds brought forward of £11,791 gives a carried forward sum of £12,910 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	£12,910
Reasons for holding zero reserves	Para 1.22
Details of fund materially in deficit	Para 1.24	There are no reserves in deficit
Explanation of any uncertainties about the charity continuing as a going concern	Para 1.23	There are no concerns 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	Room hire and grant funding
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 aid from government.
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 four trustees are in office.

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	Llanarth Village Hall Monmouthshire
Other name the charity uses	none
Registered charity number	524346
Charity’s principal address	The Tump, The Pitt, Llanarth, Raglan, Monmouthshire NP15 2BA

Names of the charity trustees who manage the charity

Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee(if any)
Benjamin Herbert	Chair	Whole Year	Management Committee
Michael Arthur Powell	Vice-Chair	Whole Year	Management Committee
Patricia Jane Griffiths		6thJanuary 2025	Management Committee
Albert Keith Gladwyn Spencer	Vice-Chair	6thJanuary 2025	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) Position (eg Secretary, Chair, etc) Date
	Michael Powell
	Vice-Chair and Trustee
	3rdJuly 2025
	3rdJuly 2025

Financial Reportyearto 318t March 2025 Llanarth Vlllage Hall, Monmouthshire Trustee ResponsiblLltles The Management Committge has prepared the accounts on an accruals basis which Comprise the income and expenditure account and balance sheet. The Trustees acknowledge responsibility for providing all the information and explanations necessary fortheir completion. The accounts were approved bythe Trustèes end signed by its order. Trustee and Chair: Benjamin Herbert. o)-LDI4 Independent Examlners Rèport Whi18t I have not Carrled out an audit, I can conf irm that I have independently examined the records used to compile the income and expenditure account and balance sheet for the period endlng3181 March 2025. Durlng my examination, no matter has come to my attentlon: IA) Which gives me reasonable cause to believe that in 8ny material respect, the Trustees h8ve not met the requirements to ensure that: Proper accounting records are kept; and b. Accounts are prepared which agree with the accounting records or {Bl To which in my oplnlon, attention should be drawn in orderto enable a proper understanding otthe accounts to be reached. Virginia Hallet, Independent evaluator Signed: Dated".

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