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 | 2021 | To | 31 | 03 | 2022 |
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 |
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 | Until 22 November 2021 | ||
| Kevin McElroy | Vice Chair and Chair | |||
| Tim Walker | Vice Chair | |||
| Jo Cann | Secretary | |||
| Gareth Jones | Treasurer | |||
| Martin Chainey | ||||
| Peter Gardiner | Until 3 February2022 | |||
| JeremyHorton | From 6 January2022 | |||
| Alison Jones | Until 6 January2022 | Devauden Green Women’s Institute | ||
| Peter Kenington | St James The Great of Devauden | |||
| Tessa Legg | Until 22 November 2021 | |||
| Richard May | ||||
| Sarah Trim |
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
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Section B Structure, governance and management
Description of the charity’s trusts
Type of governing document (eg. trust deed, constitution) ) How the charity is constituted
- (eg. trust deed, constitution) )
Trust Deed
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 those 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). Any adult from Devauden or the neighbouring area is eligible to vote at the AGM, where 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 resign 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:
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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.
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 sub-committees were in operation to organise the annual fete on 9 September 2021, the annual fireworks event on 5 November 2021 and the annual Devauden Festival planned for 20/21 May 2022. Working groups may also be formed, but do not have any decision-making 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. 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.
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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.
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Donations to selected charities and non-profit organisations, typically with some connection to the beneficiaries of the charity.
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Provision of the hall grounds and Cae Ni, a large field adjoining the hall grounds, for the day-to-day use of the community. The hall’s car park is used by the mobile Post Office van and the Friday night fish & chip van. Cae Ni houses a wireless transceiver operated by Ogi that provides wireless broadband connections to residents of the Cot.
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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 charity also buys and erects the village green Christmas tree.
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:
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policy on grantmaking;
-
policy programme related investment;
-
contribution made by volunteers.
The charity normally makes a significant donation to the Severn Area Rescue Association (SARA), which provides first aid facilities at major events run by the charity, and donates half the profits from the annual fete to St James the Great of Devauden church. 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 of the charity, day to day maintenance of the charity’s property and running of events 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 operation of the fete and fireworks event and maintenance of the hall and its grounds.
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Section D Achievements and performance
The operation of the charity was affected by the covid-19 pandemic and the restrictions Summary of the main on public meetings that were in place at various times during the year. The committee achievements of the charity undertook and maintained a covid-19 risk assessment for use of the hall and ensured during the year groups that wished to use it also undertook their own risk assessments and put in place appropriate procedures and controls. This year saw the return of the fete, on 4 September 2021, followed by the fireworks event on 5 November 2021, both of which were very well attended and raised additional funds for the charity. Half of the profits from the fete were donated to St James the Great of Devauden church – a donation of just over £1,200. 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. We also held an outside Santa & Songs evening on 18 December 2021. However, other events around Christmas and New Year could not go ahead due to covid-19 restrictions. It was also not possible to hold the normally annual Devauden Festival or Devauden Races. The relaxation of restrictions in the new year allowed rugby screenings to take place in February 2022 and a well-attended bingo and auction evening on 5 March 2022 which raised £2,100 for SARA. The bingo and auction evening also saw the unveiling of the census quilt in the hall, which features the signatures of many local inhabitants. The quilt was made by Debbie Heap and donations by the signatories raised funds for Tom’s Fund at Cancer Research Wales. The hall also made a donation of £200 to Tom’s Fund for the quilt. 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 ongoing covidrelated restrictions and lockdowns that were in place. The storage building was externally redecorated during the summer of 2021. Finally, the charity launched its own website on 18 October 2021, at www.devaudenhall.org. There are plans to further develop the website and the charity’s online presence. Prior to the launch of its own website, the hall relied on the Devauden village website (www.devauden.wales) and we thank its maintainer, John Davis, for all his efforts and support over several years.
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Section E Financial review
Brief statement of the
charity’s policy on reserves
The charity has a reserves policy which was approved on 4 June 2020. A reserve is maintained in order to ensure the stability of the ongoing operations of the charity by 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 during 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 in deficit
None
Further financial review details (Optional information)
You may choose to include additional information, where relevant about:
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the charity’s principal sources of funds (including any fundraising);
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how expenditure has supported the key objectives of the charity;
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investment policy and objectives including any ethical investment policy adopted.
In regular years the charity’s principal sources of funds are:
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rental income
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a small society lottery that raises restricted funds to be used for maintenance of the hall and its grounds
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donations
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income from electricity generation by the rooftop solar panels
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income, including sponsorship, from events. This is usually the largest source of funds.
In this financial year, rental income was nearly £5,000, the Top 60 Club income was around £2,900, donations around £1,200, electricity generation income £1,100 and event income just under £20,000, with total income around £30,700. Outgoings were around £26,800, of which the biggest category was events expenses at £12,500 and then maintenance at £5,900. Therefore, in line with the reserves policy, it appears the charity required slightly more than £14,000 to keep operating before event costs.
At the end of the year the charity had £63,041 in its bank accounts, compared to £59,189 at the start of the year. 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.
An analysis of the 2019-20 finances revealed that the income from renting the hall, the lottery and all events except the Devauden Festival (in May 2019) was less than the costs of operating and maintaining the hall and its grounds. In other words, some of the profit generated by the Devauden Festival was essential for the charity to cover its costs in that year. We then had 2020-21 which was unusual because of the covid pandemic, and during which we were unable to run events and rental income was minimal. Costs in that year were covered by donations from Monmouthshire County Council. In the 2021-22 financial year (covered by this annual return), we ran the fete and fireworks event, but not the festival, and generated a surplus of £3,852. Note however that this calculation does not include a donation of £2,100 to SARA, being the funds raised from the auction and bingo night on 5 March 2022 which were donated after the end of the financial year, so the effective surplus was £1,752. Therefore in effect the charity generated a small surplus without the festival in this financial year. This implies that the surplus generated by the festival in future years could be used for capital expenditure on the hall and/or invested. The trustees intend to undertake a significant programme of consultation with the beneficiaries in the 2022-23 financial year to explore how the surplus funds owned by the charity should be used.
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Section F Other optional information
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. Since then, most of the groups that used to use the hall returned and there were a successful fete and fireworks event held in September and November 2021 respectively, and some smaller events. At the start of 2022, planning and organisation of the next Devauden Festival started, which will be the first festival since 2019.
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, 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 also saw Peter Gardiner, Alison Jones and Tessa Legg stand down as trustees, and would also like to thank them for their work for the charity. Last, but not least, we would also like to thank all the volunteers, donors and sponsors who keep the charity operating and run events.
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) Tim Walker Jeremy Horton Position Acting Chair Acting Vice Chair Date Insert Submission Date
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Hood Memorial Hall 5224336 Receipts and payments accounts For the period Period start date Period end date To from 01/04/2021 31/03/2022
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| Section A Receipts and payments | Section A Receipts and payments | |||||||
|---|---|---|---|---|---|---|---|---|
| A1 Receipts | Unrestricted funds to the nearest £ |
Restricted funds to the nearest £ |
Endowment funds to the nearest £ |
Total funds | 2020-21 to the nearest £ |
2019-20 to the nearest £ |
2018-19 to the nearest £ |
|
| to the nearest £ | ||||||||
| Interest | - | - | - | - | - | 7413 1031 56236 2610 4525 |
- | |
| Hall Hire | 4,777 | - | - | 4,777 | 1,165 | 8,296 | ||
| Donations | 1,159 | 35 | - | 1,194 | 24,130 | 875 | ||
| Events | 19,875 | - | - | 19,875 | 3,057 | 61,402 | ||
| Other fundraising | 2,876 | - | 2,876 | 3,431 | 2,968 | |||
| Sponsorship | - | - | - | 313 | 4,400 | |||
| Other | 1988.34 27,799 |
- | 1,988 | 300 | 455 | |||
| Sub total(Gross income for AR) |
2,911 | - | 30,710 | 32,396 | 71,815 | 78,396 | ||
| A2 Asset and investment sales, (see table). |
||||||||
| - | - | - | - | - | ||||
| - |
- | - | - | - | ||||
| Sub total | - | - | - | - | ||||
| Total receipts A3 Payments |
||||||||
| 27,799 | 2,911 | - | 30,710 | 32,396 | 71,815 | 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 |
- | - | - | - | 181 | 177 | ||
| 159 | 29 | - | 188 | 226 | 464 | 351 | ||
| 1,174 | - | 1,174 | 840 | 835 | 766 | |||
| 651 | - | 651 | 409 | 491 | 602 | |||
| 763 | 20 | - | 783 | 888 | 1,598 | 1,085 | ||
| - | - | - | 673 | 509 | ||||
| 1,528 | 1,528 | 1,066 | 1,698 | 1,949 | ||||
| 4,418 | 1,512 | 5,930 | 2,984 | 3,893 | 3,600 | |||
| - | - | 575 | 722 | |||||
| 12,535 | 12,535 | 836 | 37,861 | 49,530 | ||||
| - | - | - | 272 | |||||
| 1,532 | 1,532 | 1,437 | 4,782 | 2,286 | ||||
| - | - | 143 | ||||||
| 332 | 90 | 422 | 1,467 | 2,065 | 1,391 | |||
| - | - | - | 12,120 | |||||
| 798 | 1,316 | - | 2,114 | 1,093 | 1,869 | |||
| 23,891 | - | - | - | 3,639 | - | - | ||
| **Sub total ** | 2,967 | - | 26,858 | 13,792 | 56,209 | 77,372 | ||
| - - - 26,858 |
||||||||
| 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 |
||||||||
| 23,891 | 2,967 | - | 26,858 | 13,792 | 56,209 | 77,372 | ||
| 3,908 | - 56 | - | 3,852 | 18,604 | **£15,606 ** | 1,024 | ||
| - | - | **£24,984 ** | 10,232 | |||||
| 53,745 | 5,443 | - | 59,189 | 40,587 | 13,663 | |||
| 57,653 | 5,387 | - | 63,041 | 59,191 | **£40,588 ** | 24,919 |
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| Section B Statement of assets and liabilities at the end of | Section B Statement of assets and liabilities at the end of | 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 B1 Cash funds B2 Other monetary assets B3 Investment assets B4 Assets retained for the charity’s own use B5 Liabilities |
(agree balances with receipts and payments account(s)) Details Total cash funds Details Cash Reserves Details Details Details Hood Memorial Hall Gardiner Storage Building Hall Grounds Cae Ni field. T J WALKER |
Unrestricted funds to nearest £ |
Endowment funds to nearest £ |
|
| 57,653 | 5,387 | - | ||
| - | - | - | ||
| - | - | - | ||
| 57,653 | 5,387 | - | ||
| OK | OK | |||
| Unrestricted funds to nearest £ |
Endowment funds to nearest £ |
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| - | - | |||
| - | - | - | ||
| - | - | - | ||
| - | - | - | ||
| - | - | - | ||
| - | - | - | ||
| Fund to which asset belongs |
Current value (optional) |
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| - | - | |||
| - | - | |||
| - | - | |||
| Fund to which asset belongs |
Current value (optional) |
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| - | - | |||
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| - | - | |||
| Fund to which liability relates |
When due (optional) |
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| - | ||||
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| - | ||||
| - | ||||
| 26/08/2022 |
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