## **Trustees' Annual Report for the period**
Period start date Period end date 01 April 2021 31 March 2022 **To**
**From**
## Section A Reference and administration details
The Harry Sunley Memorial Project
**Charity name Other names charity is known by Registered charity number (if any)** 1166561 **Charity's principal address** Tree Tops
HSMP
Tree Tops 21 Manor Road Kenilworth **Postcode CV8 2GJ**
**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)**|
|---|---|---|---|---|
||Joanna Illingworth|Chair||Kenilworth Abbey Advisory
Committee|
||Mervyn Kimberley|Vice Chair||Kenilworth Abbey Advisory
Committee|
||Marilyn Bates|Hon. Treasurer /
Secretary||Kenilworth Abbey Advisory
Committee|
||Margaret Kane|||Kenilworth Abbey Advisory
Committee|
||John Oakley|||Kenilworth Abbey Advisory
Committee|
||Richard Gillard||From 16thJuly 2021|Kenilworth Abbey Advisory
Committee|
||Philip Stock||Up to 15thJuly 2021|Kenilworth Abbey Advisory
Committee|
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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**
**Names and addresses of advisers (Optional information)**
**Type of adviser**
**Name**
**Address**|**Name**|**Name**|**Name**|**Dates acted if not for whole year**|
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|**Independent examiner**
**of accounts**||Joe Carter||38 Station Road, Kenilworth, Warwickshire CV8 1JD|
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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**
Type of governing document
(eg. trust deed, constitution)
Constitution
How the charity is constituted
(eg. trust, association, company)
Charitable incorporated organisation
Trustee selection methods
(eg. appointed by, elected by)
Trustees are appointed for a term of three years by Kenilworth Abbey
Advisory Committee (KAAC). Currently they are all unpaid volunteers from
the local community who are also members of the KAAC, a body which
advises Warwick District Council on the maintenance and preservation of
the scheduled monument.|||||
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Constitution||
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Charitable incorporated organisation||
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Trustees are appointed for a term of three years by Kenilworth Abbey
Advisory Committee (KAAC). Currently they are all unpaid volunteers from
the local community who are also members of the KAAC, a body which
advises Warwick District Council on the maintenance and preservation of
the scheduled monument.||
## **Additional governance issues (Optional information)**
The trustees met 5 times during the year 2020/2021 to conduct the general business of the charity, to receive reports and to supervise the activities of the HSMP’s Fund Raising Committee.
All trustees give their time and expertise freely and do not receive any remuneration from the Charity. They are aware of the need to declare potential conflicts of interest, to date none have arisen.
The Charity was set up by Kenilworth Abbey Advisory Committee to enable it to carry out more effectively its role of promoting the improvement and use of the Abbey’s Tantara Gatehouse. The trustees work closely with the full committee and also with Warwick District Council who are the owners of the scheduled monument of Kenilworth Abbey. All trustees give their time and expertise freely and do not receive any remuneration from the Charity. They are aware of the need to declare any potential conflicts of interest. To date none have arisen.
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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.
## **Section C Objectives and activities**
The objects of the CIO are the advancement and education for the public benefit by:
**Summary of the objects of the charity set out in its governing document**
- The preservation, enhancement and improved access to the existing buildings and the ruins which form part of the historic ‘Tantara’ Gatehouse of the Abbey of St. Mary the Virgin, Kenilworth.
- The preservation and display of artefacts of the Kenilworth Abbey site.
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In accordance with the charitable objectives of the HSMP the Trustees have taken the following steps towards getting the Tantara Gatehouse into a condition which permits public access:
- Octagonal Table for display built in 2018
- Mezzanine and shelving for displays built in 2020
- Use of Monk’s Hole approved by the Diocesan Faculty and St. Nicholas’ PCC in 2019.
- Major assessments of stones carried out.
- All required Bat surveys undertaken with AMPA resulting in the necessity for a mitigation scheme. Bat Licence not required.
- All necessary approvals received from Historic England.
**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)**
- Heras fencing erected outside the gatehouse whilst work was going on in 2020/2021, now removed.
- Gatehouse south chamber cleared ready for the octagon table
- Octagon table base constructed in the south chamber and covered for protection.
- Further assessment of stones carried out and catalogued for future reference.
- New oak door requested to replace the current one which does not do justice to either the age or the importance of the building.
- Funds raised by:
- creating and selling Christmas Cards in 2020;
- requesting and receiving donations from local groups and councils.
- Presenting to various local groups resulting in private donations
.
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## **Additional details of objectives and activities (Optional information)**
All Trustees give their services for free.
You **may choose** to include further statements, where relevant, about:
- policy on grantmaking;
Trustee John Oakley has made a significant contribution this year in assessing and cataloguing the stones stored within the gatehouse, a copy of which has been sent to all the Trustees and to Historic England via both CD and USB sticks.
This task was necessary in order to assess which stones are needed for display and which to be buried,
- policy programme related investment;
- contribution made by volunteers.
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## Section D Achievements and performance
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Section D Achievements and erformance p
**Summary of the main achievements of the charity** The trustees held 5 meetings during the year 2021/2022, via both on-line **during the year** video conferencing and face-to-face, to conduct the general business of the charity, to receive reports and to supervise the activities of the HSMP’s Fund Raising Committee. One of the original Trustees, Philip Stock, resigned, mainly due to his increasing inability to hear. He was our representative from KHAS and gave a valuable contribution over the years. The Trustees thanked him for his welcome contribution. KHAS recommended Richard Gillard to replace Philip and, agreed by the Trustees, he was appointed on July 16[th] and has proved a keen and knowledgeable replacement. The south chamber has been cleared and the base of the new Octagon table erected in place. A waterproof cover was purchased to keep the table dry. Most of the stones for discarding have been moved out of the gatehouse and stored in Abbey Fields pavilion, owned by WDC. The remains of the coffin found whilst assessing the stones has had no offers of help to rebuild it. The remains have also been moved to the pavilion. The head of Archaeology, Warwickshire, Stewart Palmer, has been helping with possible ways of moving the stones to the Monk’s Hole as the quote from our usual builder was out of our range. This is still being explored. The invoice for the work completed in 2019/2020 was finally invoiced by WDC and has been paid. Heritage builders have been approached for a quote for a new oak door to replace the current mesh and metal bars one. Significant funds were once again raised from our annual Christmas Card sale and funding was donated from talks to local groups and our local online newspaper. No fund raising events were held this year. We are still pursuing Gift Aid owed by HMRC.
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## **Section E Financial review**
It is the Charity’s policy to maintain a general reserve of £1000.
## **Brief statement of the**
**charity’s policy on reserves**
**Details of any funds materially in deficit**
## **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;
- 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) Full name(s)** Joanna Mary Illingworth **Position (eg Secretary, Chair,** Chair **etc)**
**Date** 28th October 2028
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