Trustees' Annual Report for the period Period start date Period end date 01 04 2020 31 03 2021
From
To
Section A Reference and administration details
Charity name Tavistock Memory Cafe Other names charity is known by Registered charity number (if any) 1165389 Charity's principal address Abbey Surgery, 28 Plymouth Road Tavistock Devon Postcode PL19 8BU
Names of the charity trustees who manage the charity
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Name of person (or body)
Dates acted if not for
Trustee name Office (if any) entitled to appoint trustee
whole year
(if any)
1 Graham Coiley Chair Board of Trustees
2 Alan Payne Vice-chair “
3 Heather Rayne Secretary “
4 Jenny Smith “
5 Stephen Pearson “
6 John Bull CIO members
7 Catherine Bailey “
8 Fran Rees “
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10
11
12
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14
15
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18
19
20
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Names of the trustees for the charity, if any, (for example, any custodian trustees)
Name Dates acted if not for whole year
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Names and addresses of advisers (Optional information)
Type of adviser Name Address
Name of chief executive or names of senior staff members (Optional information)
Section B Structure, governance and management
Description of the charity’s trusts
Type of governing document
Constitution
- (eg. trust deed, constitution)
Charitable Incorporated Organisation How the charity is constituted
- (eg. trust, association, company)
Trustee selection methods
- (eg. appointed by, elected by)
Elected at Annual General Meeting for a 3 year term with option to be re-elected. Or appointed by Board of Trustees.
Additional governance issues (Optional information)
You may choose to include additional information, where relevant, about:
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policies and procedures adopted for the induction and training of trustees;
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the charity’s organisational structure and any wider network with which the charity works;
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relationship with any related parties;
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trustees’ consideration of major risks and the system and procedures to manage them.
During the Covid-19 pandemic it became increasingly important to work cooperatively with other health and care organisations, both statutory and voluntary, including our local Admiral Nurse, Social Service, and the Tavistock Dementia Alliance. The Memory Cafe is a major contributor in making Tavistock a Dementia Friendly Town. In 2020-21 we have contributed to initiatives including the Tovertafel (Magic Table), and the Cycling Without Age trishaw initiative.
The trustees continued to meet as planned but remotely, and governance was achieved through remote means. Significant work has been put into preparing risk assessments in readiness for re-opening our face-to-face sessions.
The charity recognises that the majority of its funding is through bequests and donations – this is monitored closely as it is seen as a risk area. Other funding is sought through grants and awards. The charity is in a strong financial position at the end of the 2020-21 year.
All policies are due for review and update where required in Summer 2021.
Section C Objectives and activities
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Summary of the objects of the charity set out in its governing document
To relieve the needs of persons living with dementia together with their carers by providing education, training, information and advice, social events and outings at fortnightly sessions, and to have a resource of activities which provide stimulation for those living with dementia to help improve quality of life for them and their carers.
Tavistock Memory Café (TMC) contributes to the health and wellbeing of vulnerable people living with dementia and the carers of those people in Tavistock and the surrounding areas.
In 2020/21, due to Covid-19 Tavistock Memory Café had to suspend it’s usual face-to-face sessions and establish alternative ways of providing support to those living with dementia. This was achieved by providing various support services including:
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)
Outdoor ‘Memory Picnic’ gatherings Weekly telephone calls Monthly newsletters Remote video meetings including virtual cognitive stimulation therapy
- Doorstep visits
The TMC Board of Trustees meet at a minimum of 4 times per year, at which the charity’s activities are reviewed. The finances are reviewed alongside planned spending and anticipated income.
Additional details of objectives and activities (Optional information)
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The work of TMC is supported through the commitment and hard work of a group of dedicated volunteers and trustees, in the Covid-19 period all involved have had to seek innovative ways of providing services.
You may choose to include further statements, where relevant, about:
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policy on grantmaking;
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policy programme related investment;
There continues to be the required induction of our volunteers, as well as introducing relevant training for their role including dementia awareness, food hygiene, first aid, and health and safety. This training has been switched to remote.
We are delighted to welcome volunteers from local schools, and senior students report that they gain a great amount from the volunteering they undertake with TMC, as well as them working towards awards such as the Duke of Edinburgh award.
- contribution made by volunteers.
Section D Achievements and performance
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Section D Achievements and performance
Summary of the main achievements of the charity during the year
In the disrupted 2020-21 Covid-19 period the Tavistock Memory Café has had to create innovative ways of providing support and keeping in contact with our members living with dementia, their families and carers.
We believe we have managed to provide vital support through:
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Outdoor ‘Memory Picnic’ gatherings o Some 25 members have benefitted.
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Weekly telephone calls by our volunteers
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Monthly newsletters
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Remote video meetings including virtual cognitive stimulation therapy
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Doorstep visits
All of the above were risk assessed and made ‘Covid safe’.
TMC also participated in a Devon-wide virtual Cognitive Stimulation Therapy research project, and we were able to offer beneficiaries two courses of 12 weeks of this important type of support. Feedback was very positive in providing connections, cognitive benefits, and fun.
TMC has maintained contact and motivation from our team of volunteers which number approx. 20.
One of our trustees has successfully completed a Diploma in Charity Fundraising.
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Section D Achievements and performance
Section E Financial review
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Brief statement of the charity’s policy on reserves
Tavistock Memory Café Board of Trustees have agreed to set aside a reserve sufficient for 2 years of running costs. This reserve is between £6000 and £9000.
Details of any funds materially in deficit
None
Further financial review details (Optional information)
Summary of Tavistock Memory Café Accounts 2020/21 You may choose to include additional information, Receipts for 2020/21 were £2213 where relevant about:
Receipts for 2020/21 were £2213 Payments for 2020/21 were £1386 Surplus for the year £827
- the charity’s principal sources of funds (including any fundraising);
The principal source of funds was donations (£1713). Contributions from membership fees were nil due to Covid-19 suspending our normal activity. Grants making up the balance of income.
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how expenditure has supported the key objectives of the charity;
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Expenditure was significantly reduced through the Covid-19 period due to the suspension of our normal activities.
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investment policy and objectives including any ethical investment policy adopted.
Section F Other optional information
Section G Declaration
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
Signature(s) Graham Coiley Full name(s) Graham Malcolm Coiley Position (eg Secretary, Chair Chair, etc) Date 9th August 2021
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Tavistock Memory Cafe
1
Receipts and payments acco
04/01/2020
For the period from
To
Section A Receipts and payments
Unrestricted Restricted Endowment funds funds funds
to the nearest £
to the nearest £ to the nearest £
A1 Receipts
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Membership Fees - - -
Donations 1,713 - -
Grants 500 - -
Miscellaneous - - -
- - -
- - -
- - -
- - -
2,213 - -
Sub total (Gross income for AR)
A2 Asset and investment sales,
(see table).
- - -
- - -
Sub total - - -
Total receipts 2,213 - -
A3 Payments
Administration and Office 361 - -
Refreshments - - -
Social Activities 775 - -
Rent - - -
Publicity - - -
Insurance 201 - -
Sundries 49 - -
Bank Charges - - -
Equipment - - -
Sub total 1,386 - -
A4 Asset and investment
purchases, (see table)
- - -
- - -
Sub total - - -
Total payments 1,386 - -
Net of receipts/(payments) 827 - -
A5 Transfers between funds - - -
A6 Cash funds last year end 11,113 - -
Cash funds this year end 11,940 - -
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Section B Statement of assets and liabilities at the end of
| Unrestricted | |||
|---|---|---|---|
| Categories | Details | funds | |
| B1 Cash funds | Bank Petty Cash |
Total cash funds | to nearest £ 11,872 68 - 11,940 |
| (agree balances | with receipts and payments account(s)) |
OK | |
| Unrestricted | |||
| funds | |||
| B2 Other monetary assets | Details | to nearest £ - - - - - - |
|
| Fund to which | |||
| B3 Investment assets | Details | asset belongs Fund to which |
|
| B4 Assets retained for the | Details IT Equipment |
asset belongs | |
| charity’s own use | Fund to which | ||
| B5 Liabilities | Details | liability relates |
Signed by one or two trustees on behalf of all the trustees
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|---|---|
|Signature|Print N|
|Graham|
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165389
ounts
CC16a
03/31/2021
Total funds
Last year
to the nearest £
to the nearest £
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- 786
1,713 3,398
500 300
- 31
- -
- -
- -
- -
2,213 4,515
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- -
- -
- -
2,213 4,515
361 437
- 384
775 4,979
- 1,027
- 220
201 201
49 204
- -
- 500
1,386 7,952
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-
-
- -
1,386 7,952
827 - 3,437
- -
11,113 14,550
11,940 11,113
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the period
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Restricted Endowment
funds funds
to nearest £ to nearest £
- -
- -
- -
- -
OK OK
Restricted Endowment
funds funds
to nearest £ to nearest £
- -
- -
- -
- -
- -
- -
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Current value
Cost (optional)
(optional)
- -
- -
- -
- -
- -
Current value
Cost (optional)
(optional)
- 50
- -
- -
- -
- -
- -
- -
- -
- -
Amount due When due
(optional) (optional)
-
-
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-
-
-
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Date of
Name
approval
Coiley 08/09/2021
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