## **Trustees' Annual Report for the period** ||Period start date|Period start date|||Period end date|Period end date|| |---|---|---|---|---|---|---|---| ||Day|Month|Year||Day|Month|Year| |**From**|01|04|2020|**To**|31|03|2021| ## **Section A Reference and administration details** **Charity name** Hood Memorial Hall **Other names charity is known by** Devauden Village Hall **Registered charity number (if any)** 524336 **Charity's principal address** Devauden Chepstow Monmouthshire **Postcode** NP16 6NX ## **Names of the charity trustees who manage the charity** |1
2
3
4
5
6
7
8
9
10
11
12
13
14
15|**Trustee name**|**Office (if any)**|**Dates acted if not for whole year**|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||John Rowlands|Chair||| ||Kevin McElroy|Vice Chair||Devauden CommunityCouncil| ||Debbie Walker|Secretary|Until 17 September 2020|| ||Jo Cann|Secretary|From 5 June 2020|| ||Gareth Jones|Treasurer||| ||Martin Chainey|||| ||Rich Francis||1-30 September 2020|| ||Peter Gardiner||From 5 June 2020|| ||Alison Jones|||Devauden Green Women’s Institute| ||Peter Kenington|||St James The Great of Devauden
Parochial Church Council| ||Julie Layzell||Until 3 June 2020|| ||Tessa Legg|||| ||Richard May||From 17 November 2020|| ||Sarah Trim|||| ||Tim Walker||From 19 February2021|| **Names of the trustees for the charity, if any, (for example, any custodian trustees)** **Name Dates acted if not for whole year** N/A ## **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**||| |Bank|National Westminster
Bank plc|16 The Plain, Thornbury, Bristol BS35 2BF| ## **Name of chief executive or names of senior staff members (Optional information)** N/A **TAR** 1 **Section B Structure, governance and management** ## **Description of the charity’s trusts** Type of governing document Trust Deed - (eg. trust deed, constitution) How the charity is constituted Trust - (eg. trust, association, company) Trustee selection methods - (eg. appointed by, elected by) There are up to 12 trustees of the charity. Trustees are appointed or reappointed by election at the Annual General Meeting, apart from three who are nominated by the local bodies set out in the trust deed (namely one trustee is nominated by each of the Devauden Community Council, the Devauden Green Women’s Institute and the St James the Great of Devauden Parochial Church Council). At the AGM, one third of the elected trustees retire (specifically, those who were elected or re-elected the longest time ago). Trustees may also be co-opted by the committee between AGMs, and any such trustees must retire and, if wishing to continue in the role, seek election at the next AGM. A retiring member is eligible for re-election at the AGM. ## **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. All trustees are provided with a copy of the charity’s Trust Deed, a document outlining their responsibilities and a short history of the hall, and the charity’s Financial Policies and Procedures and Committee of Management Rules documents (both of which were ratified on 4 June 2020). The charity’s committee of management comprises all trustees. It elects the chair, vice chair, treasurer and secretary at its first meeting after the AGM. The committee takes all major decisions relating to the management of the charity. Sub-committees may be formed with express authorisation to take certain decisions. Generally, sub-committees are formed to organise major events. During this year a sub-committee was in operation to organise the Devauden Festival planned for May 2020, which was cancelled due to the covid-19 pandemic. Working groups may also be formed, but do not have any decisionmaking authority, and must present recommendations to the committee. During this year the Finance working group was in operation. The charity is not part of any wider network and raises its own funds, primarily through fund-raising events held throughout the year and income from rental of the hall. It liaises with Devauden Community Council and Monmouthshire County Council (e.g. to give notice of major events), other local community organisations (including the Devauden Green WI, the St James the Great of Devauden Parochial Church Council and local Scouting groups, all of which use the hall), and local businesses (e.g. to request sponsorship and to place orders for goods and services). The charity relies on numerous local volunteers (including trustees) to help run events. Maintaining the enthusiasm and commitment of volunteers is of huge importance to the charity. The committee is responsible for management of the controls and risks around the charity’s finances, in line with the documented financial policies and procedures. Notably during this year the committee agreed the charity’s first formal reserves policy. The covid-19 pandemic meant the charity could not rely on funds from the many fund-raising events that would normally take place or from hall rental income. The charity had sufficient reserves to cover its ongoing costs and also received significant donations from Monmouthshire County Council. The sub-committees responsible for major events also assess risks related to those events and put in place and execute detailed event management plans that are shared in advance with the Event Safety Advisory Group at Monmouthshire County Council. All trustees and members of the management committee give their time voluntarily and receive no remuneration or other benefit. **TAR** 2 **Section C Objectives and activities** **Summary of the objects of the charity set out in its governing document** Management and maintenance of the Hood Memorial Hall and its grounds for the use of the inhabitants of Devauden and the neighbourhood without discrimination in accordance with the charity’s equal opportunities policy, and in particular, for use for meetings, and other forms of recreation and leisure-time occupation, including the provision of sports, arts, leisure and educational activities with the object of improving the conditions of life for the said inhabitants. The main activities that the charity undertakes are: - Rental of the main hall, the Ferard meeting room and the hall grounds to community groups and private groups. In effect the charity subsidises the rental cost because the rental income is less than the cost of operating and maintaining the hall and its grounds. Meetings open to the public attract a lower rental cost than private meetings. **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)** - Operation of sport, arts, leisure and educational events aimed at the beneficiaries of the charity. Often these also raise funds for the charity via raffles, entrance fees, sales of food and drink and so on. Notably, the annual Devauden Festival typically generates a large surplus that has enabled the hall to invest in its physical assets. - Donations to selected charities and non-profit organisations, typically with some connection to the beneficiaries of the charity. - Provision of the hall grounds and Cae Ni, a large field adjoining the hall grounds, for the day-to-day use of the community. - Maintenance of public amenities including the children’s playground located in the hall grounds, the defibrillator in the former BT telephone box, and the statue of John Wesley on the village green. The trustees keep in mind the Charity Commission’s guidance on public benefit when planning activities for the year, and aim to cater for all members of the community of Devauden and its neighbourhood. ## **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. In normal operating years the charity makes a significant donation to the Severn Area Rescue Association, which often helps at major events run by the charity. The charity also occasionally runs events in aid of specific charities (often instigated by volunteers who wish to raise funds for a specific charity). The operation and maintenance of the charity relies entirely on volunteers – notably the trustees that form the committee of management of the hall plus many other volunteers who help with maintenance of the hall and its grounds and who run and help with events. We continued to rely on volunteers during this year, particularly for maintenance of the hall and its grounds which continued despite the low usage of the hall. **TAR** 3 ## **Section D Achievements and performance** **Summary of the main achievements of the charity during the year** The operation of the charity was significantly affected by the covid-19 pandemic and the restrictions on public meetings that were in place at various times during the year. The committee undertook and maintained a covid-19 risk assessment for use of the hall and ensured groups that wished to use it also undertook their own risk assessments and put in place appropriate procedures and controls. Despite the pandemic, the hall was used during the year when permitted by various groups including the bowling club, scouting groups, St James The Great Church, the sewing club, a yoga group, Devauden Green WI and the BMW Club – Western Section. However, it was not possible to hold the annual Devauden Festival, fete, Devauden Races or the fireworks event. Throughout the year the charity continued to maintain the hall, its grounds, the children’s playground, Cae Ni, the statue of John Wesley and the Devauden defibrillator. Cae Ni was used by local residents extensively during the year, given the various covidrelated restrictions and lockdowns that were in place. The main hall building was externally redecorated during the summer of 2020 and the playground equipment and fence were treated with wood preserver in September 2020, both by groups of volunteers. A cycle repair station was installed on the external wall of the hall by Monmouthshire County Council in the autumn of 2020. A bench in memory of Michael Layzell, a former trustee, was installed in Cae Ni. A grant of £500 received for the Devauden Races event, which was cancelled, was donated to the Severn Area Rescue Association (SARA, registered charity 505504). A silent auction with bids submitted by email and by phone for donated lots was held in November 2020, raising £887 in aid of SARA. An online quiz night was held in December 2020, in aid of the Chepstow and District Parkinson’s group (affiliated with Parkinson’s UK). **TAR** 4 **Section E Financial review** The charity has a reserves policy which was approved on 4 June 2020. A reserve is **Brief statement of the** maintained in order to ensure the stability of the ongoing operations of the charity by **charity’s policy on reserves** providing an internal source of funds for situations such as a sudden increase in expenses due to one-off, unplanned issues (e.g. urgent and uninsured building works) and for an unanticipated reduction in funding (e.g. poor attendance at a major event). The target minimum reserve fund is equal to the average annual operating cost calculated at the end of each financial year. The simplification of the charity’s finances doe to the covid-19 pandemic enabled us to identify the typical minimum annual costs to operate the charity (primarily maintenance and running costs of the hall and its grounds), and a reserve fund of £15,000 is being maintained as a designated fund. **Details of any funds materially** None **Details of any funds materially in deficit** ## **Further financial review details (Optional information)** In regular years the charity’s principal sources of funds are: You **may choose** to include additional information, where 1. rental income 2. a small society lottery that raises restricted funds to be used for maintenance of relevant about: the hall and its grounds • the charity’s principal 3. income from events, including sponsorship of major events. sources of funds (including An analysis of the 2019-20 finances revealed that the income from renting the hall, the any fundraising); lottery and all events except the Devauden Festival (in May 2019) was less than the • how expenditure has costs of operating and maintaining the hall and its grounds. In other words, some of the supported the key objectives profit generated by the Devauden Festival is essential for the charity to cover its costs. of the charity; In this financial year the charity did not run any physical events and rental income was a • investment policy and fraction of the normal income. The lottery ran as normal. Some of the charity’s reserves objectives including any would have been required to cover the resulting deficit. However, Monmouthshire ethical investment policy County Council made significant donations to the charity during the year that meant the adopted. charity’s reserves were not used. The charity’s expenditure during the year was virtually entirely on keeping the hall building and its grounds in good order in preparation for use once the covid-19 pandemic allowed, in line with the objects of the charity. The charity therefore remains in good financial health. Cash is held in its bank accounts and the charity does not use any other form of investment. **TAR** 5 ## **Section F Other optional information** Right at the end of the 2020-21 financial year, there was much uncertainty around when the charity would be able to operate as normal, because of the ongoing covid-19 pandemic. However, the charity’s finances were (and still are) in good shape and it can survive for several years without new revenue. Since then, most of the groups that used to use the hall have returned and there were a successful fete and bonfire night held in September and November 2021 respectively, and some smaller events. Future restrictions on public events and gatherings remain significant risks, as seen with the Omicron variant of covid-19 at the end of 2021. Plans to extend the hall received planning approval in April 2020 but have been put on hold pending consultation with the local community to determine what significant investments should be made by the charity. The long-term consequences of the covid19 pandemic also need to be factored into such a decision. There were several changes in trustees during this financial year and further changes after the end of the financial year, including the resignation of John Rowlands as chair and trustee in November 2021. We would like to thank John for his dedication and hard work over a decade, which has seen the charity placed on a strong financial footing, major improvements in the facilities in the hall and the acquisition of Cae Ni. We would also like to thank all the volunteers, donors and sponsors who have kept the charity operating. ## **Section G Declaration** ## **The trustees declare that they have approved the trustees’ report above.** **Signed on behalf of the charity’s trustees** **Signature Full name(s) Kevin McElroy Tim Walker Position Chair Vice Chair Date 31 January 2022** **TAR** 6 ||**Hood Memorial Hall**
|**Hood Memorial Hall**
|**Hood Memorial Hall**
|**5224336**||**CC16a**| |---|---|---|---|---|---|---| ||**Receipts andpayments accounts**|||||| ||**For the period**
**from**|Period start date
01/04/20|**To**
|Period end date
31/03/21||| |||||||| |**Section A Receipts and payments**||||||| |**A1 Receipts**
**Unrestricted**
**funds**
**to the nearest**
**£**||**to the nearest £**
**Restricted**
**funds**|**to the nearest £**
**Endowment**
**funds**|**Total funds**
**to the nearest £**
**-**
**1,165**
**24,130**
**3,057**
**3,431**
**313**
**300**
**32,396**
**-**
**-**
**-**
**32,396**
**-**
**226**
**840**
**409**
**888**
**-**
**1,066**
**2,984**
**-**
**836**
**-**
**1,437**
**-**
**1,467**
**-**
**3,639**
**-**
**13,792**|**2019-20**
**to the nearest £**
7413
1031
56236
2610
4525
71,815|**2018-19**
**to the nearest £**| |Interest|**-**
**1,165**
**24,130**
**3,057**
**1,165**
**313**
300
**30,130**
|**-**|**-**|||**-**| |Hall Hire||**-**|**-**|||**8,296**| |Donations|||**-**|||**875**| |Events||**-**|**-**|||**61,402**| |Other fundraising||**2,266**|**-**|||**2,968**| |Sponsorship|||**-**|||**4,400**| |Other|||**-**|||**455**| |**_Sub total_**_(Gross income for AR)_||**2,266**|**-**|||**78,396**| ||||||**71,815**|| |**A2 Asset and investment sales,**
**(see table).**|**-**
**-**
|||||| |||**-**|**-**|||**-**| |||**-**|**-**|||**-**| |**_Sub total_**||**-**|**-**|||**-**| |**_Total receipts_**
**A3 Payments**||||||| ||**30,130**|**2,266**|**-**|||**78,396**| |||||||| |
Council tax
Water
Electricity
Oil
Cleaning
Kitchen and toilet disposables
Insurance
Maintenance
Equipment
Events Expenses
Building/fixtures
Grants and donations
Postage &Stationery
Professional fees& Licences
Loans repayment
Other|**-**
**226**
**840**
**409**
**888**
**1,066**
**1,850**
**836**
**1,437**
**1,467**
**2,509**
**11,528**||**-**||**181**
**464**
**835**
**491**
**1,598**
**673**
**1,698**
**3,893**
**575**
**37,861**
**-**
**4,782**
**-**
**2,065**
**-**
**1,093**
**-**
**56,209**|**177**| ||||**-**|||**351**| ||||**-**|||**766**| ||||**-**|||**602**| ||||**-**|||**1,085**| ||||**-**|||**509**| |||||||**1,949**| |||**1,134**||||**3,600**| |||||||**722**| |||||||**49,530**| |||||||**272**| |||||||**2,286**| |||||||**143**| |||||||**1,391**| ||||**-**|||**12,120**| |||**1,130**|**-**|||**1,869**| |||**-**|**-**|||**-**| |**_Sub total_**||**2,264**|**-**|||**77,372**| ||||||**56,209**|| |**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_**||||||| ||**11,528**|**2,264**|**-**|**13,792**||**77,372**| ||||||**£15,606**
**£24,984**
**£40,588**|| ||**18,602**|**2**|**-**|**18,604**
**-**
**40,587**
**59,191**||**1,024**| ||||**-**|||**10,232**| ||**35,146**
**53,748**|**5,441**|**-**|||**13,663**| |||**5,443**|**-**|||**24,919**| ## **Section B Statement of assets and liabilities at the end of the period** |**Categories**
**B1 Cash funds**
**B2 Other monetary assets**
**B3 Investment assets**
**B5 Liabilities**
**B4 Assets retained for the**
**charity’s own use**
Signed by one or two trustees on
behalf of all the trustees|**Details**
**Details**
**Details**
**Details**
Hood Memorial Hall
Gardiner Storage Building
Hall Grounds
Cae Ni field.
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))|**to nearest £**
**Unrestricted**
**funds**|**to nearest £**
**Unrestricted**
**funds**| |---|---|---|---| |||**53,748**|**5,443**| |||**-**|**-**| |||**-**|**-**| |||**53,748**|**5,443**| |||OK|| |||**to nearest £**
**Unrestricted**
**funds**|| |||**-**|**-**| |||**-**|**-**| |||**-**|**-**| |||**-**|**-**| |||**-**|**-**| |||**-**|**-**| |||**Fund to which**
**asset belongs**|| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| |||**Fund to which**
**asset belongs**|| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| |||**Fund to which**
**liability relates**|| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ||||**-**| ## ||P/eas-edel|ete the wards|inthebracketsiftheydo|notapply.| |---|---|---|---|---| |Signed:||||o\|za@| |Name:|v\l|Sc1|Sc-s1f|| |Relevantprofessional
qualification(s) or body|Acrerv\Anr|||| |r*€-rtHAt(llY(0MMl55l0N
U&/
FoR ENGTANDANDwALEsl|r*€-rtHAt(llY(0MMl55l0N
U&/
FoR ENGTANDANDwALEsl|||I||I| |---|---|---|---|---|---|---| ||Unrestricted|RestrictedEndowment||||| ||funds||funds|funds||| ||tothenearest|tothenearestg||to thenearestt||| ||e|||||| |A||||||| |lnterest||||||| |Hall Hire|1,165|||||| |Donations|24,130|||||| |Events
Other fundraising|3,057
t,{65|l------------rl
I
z.zeeI||||| |Sponsorship|3'13|||||| |Other
AR)|300
30,130|llI',,''l||||| |A2Asset and investment sales,||||||| |(seetable).||r---=||r---=||| |Totatreceipr"Gl||ffi
l-;dl||ffit-]||| |A3Payments||||||| |Councillax||||||| |Water|226|||||| |Electricity|840|||||| |oit|409|||||| |Cleaning|888|||||| |Kitchenandtoiletdisposables||||||| |lnsurance|1,066|||||| |Maintenance|1,850||1,134|||| |Equipment||||||| |EventsErpenses|836|||||| |Building/fixtures||||||| |Grantsand donations|1,437|||||| |Postage&Stationery||||||| |Professionalfees&Licences|1,467|||||| |l-oansrepayment||||||| |Other|2,509||1,130|||| |Subtotal|1'1.528||2,264|||| |rotatpaymerrr|E::::@|l-;7.rG1I-1|||f-13-.zuI|| |Netofreceipts/(payments)
A5Transfers betweenfunds|f--s^60r-l|l----.7l||I-]
I|f-li3ill|| |Cashfundsthis year end|l__EgIl{|I|s.++sl||I|sg.rsrI| |BStatementofassets andliabilitiesat the end oftheperiod|BStatementofassets andliabilitiesat the end oftheperiod|BStatementofassets andliabilitiesat the end oftheperiod|BStatementofassets andliabilitiesat the end oftheperiod|| |---|---|---|---|---| |||Unrestricted|Restricted|Endowment| |ilef{}S*r!e$|Detail*|funds
tonearestI|funds
tonearestt|funds
tonearestI| |81Cashfunds||||| ||Total cashfunds|||| ||(agree balances with receipts and payrnents|||| |||account(s))||| |||Unrestricted|Restricted|Endowment| |||funds|funds|funds| |||tonearest€|tonearest €|tonearestE| |82Othermonetaryassets||||| ||||Cost(optional)|| |83 lnvestment assets||||| |||Fundto which|Cost(optional)|Currentvalue| |84 Assetsretainedfor the|HoodMemorialHall|||| |charity's ownuse|Gardiner Storage Building|||| ||Hall Grounds|||| ||CaeNifleld.|||| |85 Liabilities|||Amountdue
(ootional)
r--l|When due| |Signedby one or twotrusteeson
behalf ofall thetrustees|Signature|PrintName||Dateof
|