## **Trustees' Annual Report for the period** Period start date Period end date **From** 1 March 2020 **To** 28 February 2021 ## Section A Reference and administration details **Charity name** Beech Hill Memorial Hall **Other names charity is known by Registered charity number (if any)** 300116 **Charity's principal address** Beech Hill Memorial Hall Wood Lane Beech Hill, BERKS **Postcode RG7 2BE** ## **Names of the charity trustees who manage the charity** |1
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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 (if any)**| |---|---|---|---|---| ||Charlie Carter|Chair||| ||Graham Bell|Vice Chair, Bookings
Secretary||| ||Fleur Howles|Hon Treasurer||| ||Sarah Potter|Hon Secretary||| ||Carole Woodason|Communications, events||| ||Louisa Bryan|Committee Member||| ||Andrew Hinder|Committee Member||| ||Anton Roberts|Committee Member||| ||Will Stancer|Committee Member||| ||Gillian Graham|Committee Member||| ||Sam Eykyn|Committee Member||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| ## **Names of the trustees for the charity, if any, (for example, any custodian trustees)** |**Name**|**Dates acted if not for whole year**| |---|---| |NA|| ||| ||| March **2012** **TAR** 1 |**Names and addresses of advisers (Optional information)**
**Type of adviser**
**Name**
**Address**|**Names and addresses of advisers (Optional information)**
**Type of adviser**
**Name**
**Address**|**Names and addresses of advisers (Optional information)**
**Type of adviser**
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**Address**| |---|---|---| |**NA**||| |||| |||| |||| ## **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 - (eg. trust deed, constitution) > [Trust Deed ] How the charity is constituted - (eg. trust, association, company) > [Trust ] Trustee selection methods - (eg. appointed by, elected by)[Elected by AGM (held annually in summer) ] ## **Additional governance issues (Optional information)** You **may choose** to include The major risk for Trustees to manage during 2020-21 was from covid-19. additional information, where relevant, about: Every effort was made to keep the hall open for permitted use while • policies and procedures ensuring the risk to users of catching covid was reduced as far as adopted for the induction and possible. In this the hall followed government guidance, with excellent support from the Community Buildings Advice Service of Berkshire, part of training of trustees; ACRE. - the charity’s organisational structure and any wider A detailed risk assessment was carried out for the hall and network with which the charity recommendations to minimise covid risks implemented, such as the works; introduction of a one way system, hand sanitiser stations, and 2 metre - • relationship with any related distancing. Additionally risk assessments were conducted with all permitted users to ensure government guidance and regulations were - parties; followed. - trustees’ consideration of major risks and the system As far as we are aware there were no cases of covid attributable to events and procedures to manage held at the hall during this period. them. ## **Section C Objectives and activities** To maintain the Memorial Hall for the benefit of the local community; **Summary of the objects of the charity set out in its** To promote community activity in and around the Memorial Hall; **governing document** To secure the future of a Memorial Hall in the village . March **2012** **TAR** 2 ## **How our activities deliver public benefit** The charity regularly reviews both the physical infrastructure of the Hall and its financial health. These activities contribute to ensuring the Memorial Hall remains well-maintained and has a secure financial future. This year (2020-21), hall activities were severely impacted by covid closures and lockdowns, and the hall was only open, with Covid Regulations in place, to the public for around half of the year. The Trustees chose to use this period of time to complete the building of the **Summary of the main** new hall porch, planning and fundraising for which began in 2018. **activities undertaken for the public benefit in relation to** In all the hall was closed from mid-March 2020 to late August, and again **these objects (include within** from end December 2020 to May 2021. The hall benefited from **this section the statutory** generous government grants to cover lost revenue during this period. **declaration that trustees have had regard to the guidance** Several of the Trustees took the initiative and formed a covid support **issued by the Charity** group to help vulnerable villagers during lockdown, particularly those who **Commission on public** were shielding and those without access to internet banking or online **benefit)** shopping. The system stayed in place for the whole year and is still able to be resurrected if needed. The Remembrance silence was observed by 3 Trustees outdoors on behalf of all the village and the names of the Fallen read out. The Trustees ensured the outside areas were maintained and flower borders planted, if any villagers wanted to sit quietly in the gardens. ## **Additional details of objectives and activities (Optional information)** You **may choose** to include further statements, where relevant, about: - policy on grantmaking; - policy programme related investment; - contribution made by volunteers. March **2012** **TAR** 3 Section D Achievements and performance ## **Summary of the main achievements of the charity during the year** - 1) No community events took place as a result of covid social distancing requirements and lockdowns. - 2) The Trustees held meetings via the Zoom service so that the running of the hall could be maintained. - 3) The Trustees increased the cleaning of the hall to ensure the few users could feel safer inside. - 4) Clubs / regular users of the Hall continued to offer options for the community to get together, when possible, notably Village Teas. - 5) The new porch to make access to the hall easier for wheelchairs, improve weather-proofing, improve energy efficiency and provide additional storage was commenced in early 2020 and completed in late summer 2020. Funds of £35K were raised to cover building costs of £50K, the remainder coming from hall reserves. - 6) Several of the Trustees formed a covid support group to help vulnerable villagers during lockdown, particularly those who were shielding and those without access to internet banking or online shopping. This group set up a network of ‘buddies’ to cover the entire parish, providing personal contacts and an email helpline for anyone needing support, and organising a weekly food box scheme along with the pub to ensure regular supplies of fresh meat, cheese and veg. - 7) The Trustees were able to add £14.5K to reserves to rectify the withdrawal of £14K in 2019-20 to cover the porch build, mainly thanks to requesting and receiving covid support grants. Actual income was reduced from around £13K in 2019 to £3K as a result of closures and cancellations. - 8) The Trustees stayed in regular contact with users and gave regular updates on government guidance and regulations. Particular attention was paid to helping users for the short time it was permitted to reuse the hall, and individual risk assessments were carried out over zoom with users to ensure safe use of the hall. March **2012** **TAR** 4 ## **Section E Financial review** **Brief statement of the** Build a reserve fund from surplus income every year, with a reserve fund **charity’s policy on reserves** target of £40,000 for capital projects and local good causes. **Details of any funds materially** NA **in deficit Further financial review details (Optional information)** - You **may choose** to include Income is generated primarily through hire of the hall by a variety of - additional information, where relevant about: groups, ranging from one-off party bookings to regular activities valued • the charity’s principal by villagers and local businesses, such as Pilates, yoga, art, sewing, - sources of funds (including zumba, cancer care and training programmes for business . - any fundraising); - • how expenditure has supported the key objectives Funds are raised chiefly through village events centred on the hall, such of the charity; as the village summer event and bonfire night. - • investment policy and objectives including any ethical investment policy Any additional funds, for example to cover the porch project, would adopted. normally be raised via application for grant funding from local bodies such as the Greenham Trust, the Parish Plan grants or West Berks Members . ## **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)**
**Position (eg Secretary, Chair,**
**etc)**
**Date**||_GCBell_| |---|---|---| ||Fleur Ann Howles|Graham Charles Bell| ||
Hon Treasurer|Vice Chair| ||December 2021|| ||December 2021|| March **2012** **TAR** 5 TAR March 2012 ## **BEECH HILL MEMORIAL HALL CHARITY** ## **UNAUDITED ACCOUNTS** **FOR THE YEAR ENDED 28TH FEBRUARY 2021** BEECH HILL MEMORIAL HALL CHARITY DEfAILED INCOME AND EXPENDITURE ACCOUNT FOR THE YEAR ENDED 28TH FEBRUARY2021 Balance broutht forward 42,731 Tyrnover Lettings irbcome Donations Grants Miscellaneous income Porch funding Covid grants Bank interest 3.132 18,145 20 26,627 157 49.121 Inlstrd Utilities Website General expenses aeanin8 Improvements Miscellaneous expenses Covid expenses Fundrasing platform fee 2,026 1,084 I,iio 1.715 53 3,273 1.227 10.567 Porth exynditUTV 36.882 Balance c•rrled forward 44.403 Beech Hill Memorial Hall Chanty accounts for the ypar ended 28th February 2021 have been presented to the kK>3rd on their meeting on Date: Chalr CHARITY (OMMISSION Independent Examiner's Report on the Accounts Section A Independent Examiner's Repoit Repowt to the Itustee5/membefs of écc4 MILI fnthoLIAL HALL On accounts loi the yèaf ended (hatily no (rf any} Set oul on pages Respective iesponslbllttit3 of tnJs¢t*S nd examiAei the Ihatity's Ifv5tee5 ￿e le5p￿s11￿e ihe wep￿￿tiOn ol the accrA>nts. The thwiiy's tA￿lee5 conspjer ihat an aL4Jit is ieouKed this year under se(Ilon 144 of the Charilies AO 2011 (the charit￿5 A(1) an¢J thai an exammiatton is r￿eded. It 15 ffly resp￿S￿)I$llY tTr. examine Ihe ac¢wThts under sertkni 745 ol the (harttles ACI to Idlow the ptocelfjures lapj down in (he geneJal thre11￿AS given by the charity Comm￿sN)n (under S￿1￿)￿ 14515){b) ol the (hètriiE5 Attl. and to slale wheihw partKulaF matier5 have come lo my aitenilon. lasis of IhdependeAt examifvtrfs siattmeftt My examinatKm was iariiEd Ip KCOFIar￿ wilh gewal Dire{t￿S gp4en by the Chè¢*ly Comffl155MM). kn examth31K)n Includes a ieview ol ihÈ acitsunting ietOFds kew by the thèiity 3fft1 è compaitson ol the accouftis ￿e￿nted with those ie(oids. It also iTrcILKies consid￿all0￿ ol any unusual stem5 01 dtst105uie5 Ill the atiOu￿[S. aTrd seekin9 e￿lanatIOnS l¥om the tiustees ionceittriTrg any suih matte15. the Pl￿ed￿re$ ndwi3ken fftot piovth all evidenie thal would be required in an audiL and I￿SeqUe￿IlY m opIn￿n is gibEn as io whelheF Ihe a(foJJnts present a'liue aftd latr, view and the retM)rt is limiled lo Ihose ffl&tws sel wi in ihe siaiemeni bdow. 1•depefftde￿ exami•er's ct)ine(i￿ wilh rrry examinalk￿ no ha5 coffle to my aiienilon {olher ihafi that d￿ClOsed below?. 11) whKh 9i4*s me i*a5Mable <•Jse to bdlwe th* w), any matwkl re5Wt, the iequliemenis.. 10 keep accounting re((¥ts In accordèrKe with 5¢(1K￿ 730 ￿ the (h￿rtIeS Art.. 10 prepare atCDmiS whKh ￿ffd wilh the ￿[ou[￿l￿g te((xds arhd c¢Mmply ihe allo￿lI￿j ieiyMiemÈnts d the (h3rrtiEs Art have nol beeTr tnet,. 01 (2) io whKh. in tny ry)iTh￿. atien11￿ should be diawn UL oidei to enablè a piopei UrKk[s￿￿jlr￿g d the accounis lo be Eeathed. "pleose d*le ihe Mvds in Ihe I)￿￿et5 il they do noi Op￿y. Swjned Da /S//2 /2aZ4 f TOAI Relevam piolesS￿oI qualificailoft(s> ow body {¢f any} Adthess IER 2012 Section B Disclosuie Only compleip il Ihe pxaminpF npeds io highlight maleiial pioblems Give here brlel details ol any iiems Ihat the examineF wishes lo disc105e IER March 2012