## **Trustees' Annual Report for the period**
Period start date Period end date 01 04 2021 31 03 2022
**From To**
## Section A Reference and administration details
**Charity name Other names charity is known by Registered charity number (if any)** 1165389
Tavistock Memory Cafe
**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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20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**|
|---|---|---|---|---|
||Graham Coiley|Chair||Board of Trustees|
||Alan Payne|Vice-chair||“|
||Heather Rayne|Secretary||“|
||JennySmith|||“|
||Stephen Pearson|||“|
||John Bull|||“|
||Catherine Bailey|||“|
||Fran Rees|||“|
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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**
**TAR**
March **2012**
1
## **Names and addresses of advisers (Optional information)**
|**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**|**Names and addresses of advisers (Optional information)**|
|---|---|---|
|**Type of adviser**
**Name**
**Address**|||
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|**Name of chief executive or names of senior staff members (Optional information)**|||
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## **Section B Structure, governance and management**
## **Description of the charity’s trusts**
Constitution
Type of governing document (eg. trust deed, constitution) Charitable Incorporated Organisation How the charity is constituted (eg. trust, association, company) Elected at Annual General Meeting for a 3 year term with option to be reTrustee selection methods elected. Or appointed by Board of Trustees. (eg. appointed by, elected by)
- (eg. trust, association, company)
## **Additional governance issues (Optional information)**
You **may choose** to include additional information, where relevant, about:
- policies and procedures adopted for the induction and training of trustees;
- the charity’s organisational structure and any wider network with which the charity works;
- relationship with any related parties;
- trustees’ consideration of major risks and the system and procedures to manage them.
In this year our activities continued to be significantly influenced by the Covid-19 pandemic. We managed risks by following Government guidance and undertaking strict procedures to minimise the risk of infection.
It continued to be increasingly important to work cooperatively with other health and care organisations, both statutory and voluntary, including our local Admiral Nurse, Social Services, and the Tavistock Dementia Alliance. The Memory Cafe contributed to the re-opening of face-to-face Cognitive Stimulation Therapy sessions. We worked closely with the town library where we now host a once a month ‘reminiscence’ session.
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 continues to recognise 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 2021-22 year.
Policies are due for review and update where required in Summer 2022.
## **Section C Objectives and activities**
**Summary of the objects of the charity set out in its governing document**
To relieve the need of persons living with dementia, together with their family and carers, by providing a range of services and activities in cooperation with voluntary and statutory organisations in West Devon, including raising awareness of dementia, providing social activities, information and advice, therapeutic interventions, and education and training.
**TAR**
March **2012**
2
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.
For part of the 2021-22, 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:
- Outdoor ‘Memory Picnic’ gatherings
- Weekly telephone calls
**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)**
- Monthly newsletters
- Remote video meetings including virtual cognitive stimulation therapy
- Doorstep visits
In the second part of 2021-22 the Memory Café began to restart our faceto-face sessions – following strict Covid-19 safety guidance. Procedures were regularly monitored by the trustees and changes made as necessary.
Membership numbers attending the Memory Café grew rapidly as we came out of the Covid period and by the Summer of 2022, we had around 50 members registered, many attending our sessions regularly. This resulted in us continuing to run two parallel sessions on our fortnightly Café sessions. This is in addition to:
- Weekly Cognitive Stimulation sessions
- Monthly reminiscence session
- Monthly ex-carers support meeting.
The TMC Board of Trustees meet at a minimum of 5 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)**
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:
- policy on grantmaking;
- 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.
**TAR**
March **2012**
3
Section D Achievements and performance
## **Summary of the main achievements of the charity during the year**
In the disrupted 2021-22 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.
During the first half of the year, we managed to provide vital support through:
- Outdoor ‘Memory Picnic’ gatherings
- Some 25 members have benefitted.
- Weekly telephone calls by our volunteers
- Monthly newsletters
- Remote video meetings including virtual cognitive stimulation therapy
- Doorstep visits
All of the above were risk assessed and made ‘Covid safe’.
Feedback from this support has been positive, both anecdotally and through a survey that we ran in early 2022.
In the second part of 2021-22, our face-to-face sessions recommenced as set out above. With the growing numbers of members (around 60 at the time of writing), and a clear increasing need for dementia support, we continue to explore ways to expand our provision and to identify the most beneficial activities to provide.
TMC has maintained contact and motivation from our team of volunteers which number approx. 20.
**TAR**
March **2012**
4
Section D Achievements and erformance p
**TAR**
March **2012**
5
## **Section E Financial review**
**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)**
You **may choose** to include additional information, where relevant about:
- the charity’s principal sources of funds (including any fundraising);
- how expenditure has supported the key objectives of the charity;
Summary of Tavistock Memory Café Accounts 2021-22
Receipts for 2020-21 were £6283 Payments for 2020-21 were £3278 Surplus for the year £3005
The principal source of funds was donations (£4461). Contributions from membership fees were £473. However, trustees agreed to suspend membership fees for 2022 as the charity funds allowed this. Grants and Gift Aid made up the balance of income.
- investment policy and Gift Aid arrangements were put in place for the first time in 2021-22. objectives including any ethical investment policy Expenditure was significantly reduced through the Covid-19 period due to adopted. the suspension of our normal activities. Although, later in the year our activities recommenced and so an increasing expenditure was seen.
## **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** 27th November 2022
**TAR**
March **2012**
6
|**Charity Name**|**No (if any)**|||
|---|---|---|---|
|**Tavistock Memory Café**|**1165389**|||
|**Receipts andpayments accounts**|||**CC16a**|
|Period start date
**For the period**
**from**
01/04/2021|Period end date
**To**
31/03/2022|||
|**Section A Receipts and payments**|**Section A Receipts and payments**||||||
|---|---|---|---|---|---|---|
|**A1 Receipts**|**Unrestricted**
**funds**
**to the nearest £**
**473**
**4,461**
**637**
**712**
**-**
**-**
**-**
**-**
**6,283**
**-**
**-**
**-**
**6,283**
**698**
**113**
**1,152**
**580**
**-**
**207**
**528**
**-**
**-**
**3,278**
**-**
**-**
**-**
**3,278**
**3,005**
**-**
**-**
**3,005**|**Restricted**
**funds**
**to the nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**|**Endowment**
**funds**
**to the nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**|**Total funds**
**to the nearest £**
**473**
**4,461**
**637**
**712**
**-**
**-**
**-**
**-**
**6,283**
**-**
**-**
**-**
**6,283**
**698**
**113**
**1,152**
**580**
**-**
**207**
**528**
**-**
**-**
**3,278**
**-**
**-**
**-**
**3,278**
**3,005**||**Last year**
**to the nearest £**|
|MembershipFees|**473**|||||**-**|
|Donations - General|**4,461**|||||**1,713**|
|Donations - Gift Aid|**637**|||||**-**|
|Grants|**712**|||||**500**|
|Miscellaneous|**-**|||||**-**|
||**-**|||||**-**|
||**-**|||||**-**|
||**-**|||||**-**|
|**_Sub total_**_(Gross income for_
_AR)_|
**6,283**|||||**2,213**|
||||||||
|**A2 Asset and investment sales,**
**(see table).**|||||||
||**-**||||||
||**-**|||||**-**|
|**_Sub total_**|**-**|||||**-**|
|**_Total receipts_ **
**A3 Payments**|||||||
|||||||**2,213**|
||||||||
|Administration and Office|**698**|||||**361**|
|Refreshments|**113**|||||**-**|
|Social Activities|**1,152**|||||**775**|
|Rent|**580**|||||**-**|
|Publicity|**-**|||||**-**|
|Insurance|**207**|||||**201**|
|Sundries(incl. volunteer training)|**528**|||||**49**|
|Bank Charges|**-**|||||**-**|
|Equipment|**-**|||||**-**|
|**_Sub total_ **|**3,278**|||||**1,386**|
||||||||
|**A4 Asset and investment**
**purchases, (see table)**|||||||
||**-**||||||
||**-**||||||
|**_Sub total_ **|**-**|||||**-**|
|**_Total payments_ **
**_Net of receipts/(payments)_**
**A5 Transfers between funds**
**A6 Cash funds last year end**
**_Cash funds this year end_**|||||||
|||||||**1,386**|
||||||||
||**3,005**|**-**|**-**|**3,005**||**827**|
||**-**|**-**|**-**|**-**||**-**|
||**-**|**-**|**-**|**-**||**-**|
||**3,005**|**-**|**-**|**3,005**||**827**|
CCXX R1 accounts (SS)
27/11/2022
1
|**Section B Statement of assets and liabilities at**|**Section B Statement of assets and liabilities at**|**the end of the period**||
|---|---|---|---|
|**Categories**
Signed by one or two trustees on
behalf of all the trustees
**B5 Liabilities**
**B3 Investment assets**
**B2 Other monetary assets**
**B4 Assets retained for the**
**charity’s own use**
**B1 Cash funds**|**Details**
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
Funds at 31st March 2022
**Details**
**Details**
**Details**
Signature
Graham Coiley|**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**14,945**
**-**
**-**
**-**
**-**
**-**
**14,945**
**-**
Agreement Error
OK
**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**liability relates**
**Amount due**
**(optional)**
**-**
**-**
**-**
**-**
**-**
Print Name
GRAHAM M COILEY|**Endowment**
**funds**
**to nearest £**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||OK|
||||**Endowment**
**funds**
**to nearest £**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**Current value**
**(optional)**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**Current value**
**(optional)**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**When due**
**(optional)**|
|||||
|||||
|||||
|||||
|||||
|||||
||||Date of
approval|
||Graham Coiley|GRAHAM M COILEY|27/11/2022|
|||||
CCXX R2 accounts (SS)
27/11/2022
2