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2021-03-31-accounts

BOOK-CYCLE rhe Trustees’ , A Report 2020-2021 4. ‘9

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Book-Cycle Charitable Trust: 1127078 7 West Street, Exeter, Devon, United Kingdom SRom Ree Co gook and Buck Angle.

www.book-cycle.org

Book-cycle Annual Trustees, Report 2020-21 Contents: Introduction........... Vision Chairman's Report. Personal Story Overseas Progress.. UK Progress Future Plans 14 18 .20 Thanks 22 Figures Examiner's Report.. SOFA 23 24 25 Legal Info .28 Trustees: Anthony Mellin& Sakeenah Feghir, Jim Atherton. Patron: Benjamin Zephaniah

Welcome

1

Introducti

Book-Cycle is a UK based volunteer run charity. We seek to empower children worldwide through the provision of free books and educational resources.

We also help reforest Britain by offering trees and information on sustainability. Book-Cycle works in communities throughout the UK, establishing projects to encourage self-reliance through home food growing, community gardening and promoting wildlife through the planting of trees. We also provide seed banks and host a variety of workshops.

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Book-Cycle Annual Trustees’ Report 2020-21

2 Vision, Aims & Objectives

Vision:

Our vision is a world where everyone has the necessary tools for self-determination. Book-Cycle believes education should be a right and not a privilege. Likewise, education needs to be broadened to include our place in nature and how best we might learn from that.

The Advancement of Education:

To improve literacy and the love of learning by providing free access to books and information.

The Planting of Trees:

To take responsibility for the books we read and give something back to our surrounding flora and fauna.

The Promotion of Permaculture:

To complete the circle of education and tree planting we aim to increase the awareness of our place within nature and how best we might use her wonderful designs.

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Overview Chairman's Report 2020 was a year of irnmense change, both globally and individually. The pandemic brought with it many hardships, but it also brought to light the formidable nature of the human spirit. It emphasised that our similarities far outweigh our differences and that humanity as a collective can muster significant resources towards a common goal should the need arise.The concern for our fellow man has never been more apparent and nowhere has this been more evident than in the work of volunteers. Even in such a time of restriction many of our own volunteers sought ways to help their communities, from assisting with food distribution for the vulnerably housed to sorting, sanitising and packing tens of thousands of free books to include in those parcels. Likewise our sister charity in Rome continued their efforts to bring much needed reading material to communities and organisations across Italy. Books by their very nature are a lifeline not just for the isolated but all of us in need of some respite or inspiration. The year was also particularly difficult for students both at horne and abroad who had far less access to learning materials. As a response, Book-cycle continued to ship books to some of our partner charities around the world albeit at a much reduced rate due to volunteer capacity. Although our shops were closed for most of the year, our outdoor bookshelves remained stacked with good quality reading material for would-be passers by. One of the lessons we might all take from the past year is the advice of Heraclitus and to try to expect the unexpected. A year of lockdowns has certainly emphasised the importance of a strong online presence and as the charity's main revenue is through donations at our brick and mortar shops, it is evermore essential for us to keep our income stream as diverse as possible. To this end we are venturing into the online book world with earnest and hope to make our growing collection of antiquarian and collectible books more accessible to the public.

Overview Accessibility to learning is one of our core values, the importance of which cannot be overstated. Indeed it is the impulse that started the charity on this journey. Knowledge and information are Eundamental to the human condition and although nearly 600 years have passed since Gutenberg fashioned his printing press most of the world still has very little access to books and literature. What amounts to a very simple redistribution of an overabundant resource in the UK creates an archive of wealth in those communities we send books to. The advent of the phone and tablet in these areas certainly helps to level the playing field but the humble tome remains the quintessential store of learning and wisdom, unfettered by the need for charging and replacement. In the words of Stephen Fry, "Books are no more threatened by Kindle than stairs by elevators." Each branch of Book-cycle continues to contribute in no small way to helping enrich the lives of people across the world, due to the transformative power OE books. As literacy rates grow in proximity to books, so to do the life opportunities afforded to those who develop a love for reading. Our incredible collective of volunteers continue to help us grow as an organisation in new and innovative ways and their endeavours are greatly appreciated for the long-lasting and far-reaching benefits they bestow. Anthony Melling Chairman and Founder

Book-Cycle Annual Trustees’ Report 2020-2021

5

4

Personal Story

Volunteers

As a good proportion of our volunteers are of the older generation we sought fit as an organisation to close our doors some weeks before the start of lockdown.

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TIME TO CURL UP WITH A GOOD BOOK. WE'LLi REOPEN SOON! To keep our customers and volunteers safe we have decided to close our Book-Cycle outlets. Book donations cannot bea at this time. eee for any inconvenience. We'll keepa posted with our future plans for reopening. Stay safe. Big love, The Book-Cycle Team xx

Although we were closed to the public and remained so for much of the year, the volunteers kept busy where it was safe to do so. In cooperation with Wigan Council and

Personal Story

7, Hindley Hub we managed to include a free book in thousands of food parcels destined for those who were unable to leave their homes, and from the feedback we received, in many cases serendipity managed to match the right book with the right person.

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The Book-Cycle story is woven together through the efforts of kind-hearted individuals giving their time and energy for the benefit of others. Now in our thirteenth year we have seen hundreds of events and projects erow and flourish as a direct result of our supporters and volunteers. A year of relative quiet has allowed us time to reflect on the many achievements we have accomplished since the charity began back in 2007, moments that serve as inspiration and a renewed motivation for the coming year. What follows is a montage of many of these escapades from the Book-Cycle journey:

Book-cycle Annual Trustees, Report 2020-21

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Overseas Projects 2020-21

14 Overseas Progress

In May of this year, Book-Cycle Italia celebrated the first anniversary of its bookshop in Torpignattara, Rome. Since opening the doors in 2019, La Casa dei Libri Senza Prezzo “House of Free Books” has received much praise both locally and nationwide with collaborations from municipal libraries, hospitals and other charitable organisations. Il Sicomoro (The Sycamore Tree) is a social cooperative that works with minors, immigrants, the elderly and disabled individuals to provide them with access to various facilities they cannot receive through mainstream channels in Sicily.

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Book-Cycle Annual Trustees’ Report 2020-21

Despite being closed for over 2 months, volunteers were active in their pursuits to distribute books far and wide. Over the course of the year, more than 3,000 books were distributed by Book-Cycle to other organisations such as Pollo e Spari, Storia Viva, Centro Villa Maria, Sprar & RSA and Sala Consilina. Along with this, bookshelves were created in cafes and communal spaces such as Bar Deco and Bar Gasparella in Seregno.

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A continued partnership with Libri e Letture Vagabonde (Vagabond Books & Readings) allowed the not-for-profit organisation based in Rugusa to continue providing free access to books for readers young and old.

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Overseas Projects 2020-21

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Although the bookshop in Rome has only just reached its first year milestone, Book-Cycle Italia as a project has been ongoing since 2011 - when our sister organisation was very much the determined dream of a handful of people to set up Italy’s first free bookshop. In the words of one of their volunteers; “the association didn’t have an office open to the public and went around markets

Book-Cycle Annual Trustees’ Report 2020-21

{i 7

with lots of books on offer. So many things have changed since then. Volunteers are getting more and more numerous, the associations and organisations that have given us a hand have mushroomed, and we have even realised our biggest dream”.

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UK Progress 2020-21 18 K Progress Our Northern book warehouse, siknated in the former Wigan Council Housing Office, was for the past five years home to thousands of books destined for schools across the world as well as a distribution hub to our nearby Book-cycle outlets. Due to expiry of the lease, the task was once again upon us to move lock, stock & barrel. After a monumentous amount of sorting, packing and shifting, we were able to locate new premises in the Galleries Shopping Centre. The former Scows clothing unit was shopfitted with shelves, storage and processing areas to form part of the new online antiquarian bookshop and warehouse facility. As well as the warehouse relocation, we were able to ship an additional 40,000 books to overseas schools in partnership with Thrive Africa. The shipment also included several manual sewing machines donated to Enliven Mama Africa to support their programme aimed at empowering women. The project allows the women to learn the textile trade and pass forward those skills to ensure greater financial stability.

Book-cycle Annual Trustees, Report 2020-21 Despite the uncertainty faced throughout the year, our followers continued to contribute in many ways, furthering the charitys activities where possible. The devoted effort of our volunteers coupled with the sustained support from the general public provided us with much encoura8ement during this time. 19 When restrictions were eventually ]ifted, many individuals and organisations affiliated with Book-cycle were keen to pick up where they left off. Our facilities became community hubs once more, seeing groups reigniting their passions and sharing skills. The reopening of our shops also provided much comfort for those who had no social contact with others for prolonged periods due to distancing and nationwide lockdowns. This only serves to emphasise the importance of public and community spaces provided by Book-cycle and similar or8anisations.

Future Plans 2020-21

90 Future Plans

Assessment of the past few years highlights the large expenditure that is allocated to the maintenance and running of our shops and storage facilities. Not only is the expense a good portion of the income received, more often than not the locations provided for storage are offered with a short-term lease which inevitably means relocation further down the line. As can be seen earlier in this report, moving such a large volume of books requires a tremendous amount of physical effort and time. It is prudent to consider how best to tackle the expenditure, location and volume of books involved with collection and storage, whether for our UK shops or overseas partners. As such, considering innovative partnerships with other book organisations, shipping companies and publishers may help us to address some of these concerns and create a more cost effective use of time, resources and finances whilst allowing for a better flow of books.

An element that will help further the point above, would be an established bookshop dedicated to online sales centred around antiquarian and collectible books. A team focused specifically on this project would provide many benefits including additional finances and greater awareness of Book-Cycle’s activities and projects, as well as circulating many publications now considered ‘objects of art’ whilst also reducing the stockpile of books we have been keeping to initiate the project.

Furthermore, we are looking to develop the website to include many new features such as interactive maps for our partner charity listings and directed donations to specific activities. Good progress was being made with the rebranding of the website but due to one of the

Book-Cycle Annual Trustees’ Report 2020-21

creative collaborators stepping back from the project, we have been eagerly searching for new illustrators to be involved in crafting the new appearance, small animated features and functionality of the website.

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As an expansion to one of our core objectives, we are looking to increase the range and ease of access for tree planting and self-sustainability. We are looking to partner with Falling Fruit, a non-profit organisation based in America that allows communities to interact with, log and harvest publicly accessible fruit trees. This would involve assisting with the development of their current app to be able to enhance already existing features as part of an upcoming nationwide tree planting project.

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Thanks 2020-21

92 Thanks

The continued support we receive throughout the year only serves as a reminder of the inherent goodwill and dedication we experience from many individuals, organisations and companies that champion the ethos of Book-Cycle in an effort to provide access to literature, whether overseas or closer to home. The past year has provided us with many opportunities to sit back and reflect on the accomplishments of the charity since its humble beginning in 2007. In this time we have been in awe of how people can unite with a common goal for the greater good, and the resilience and innovation demonstrated in the face of adversity.

Immense gratitude is offered to those who tirelessly advocate on behalf of Book-Cycle and the communities they represent and aim to serve. Our thanks are offered to those who have travelled this path with us so far, and look to be part of our journey in the future. Looking to the coming year, we are filled with renewed optimism knowing that our projects are supported by a growing collective of dedicated individuals.

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Book-Cycle Annual Trustees’ Report 2020-21

Although closed for much of the year our income has grown significantly, this is due for the most part to Government grants. As part of retail support during covid lockdowns, central government allocated an unrestricted stimulus for retail as a whole and thus our shops were allocated funds on a business rate basis, this is reflected in the increased income for the year. Similarly our costs were cut due to premises being closed though many repairs and improvements were carried out during this period.

Income: £165,403 Expenditure: £67,844

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97p in every pound is spent on our charitable activities

www.book-cycle.org

Independent examiner's report to the trustees of the BOOKCYCLE

| report on the accounts of the Trust for the year ended 31" March 2021, which are set out on pages 1 to 3.

The charity's trustees are responsible for the preparation of the accounts. The charity's trustees consider that an audit is not required for this year under section 144(2) of the Charities Act 2011 (the 2011 Act) and that an independent examination is needed.

It is my responsibility to:

My examination was carried out in accordance with the general Directions given by the Charity Commission. An examination includes a review of the accounting records kept by the charity and a comparison of the accounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you as trustees concerning any such matters. The procedures undertaken do not provide all the evidence that would be required in an audit and consequently no opinion is given as to whether the accounts present a ‘true and fair view' and the report is limited to those matters set out in the statement below.

In connection with my examination, no matter has come to my attention:

(1) which gives me reasonable cause to believe that in any material respect the requirements:

to keep accounting records in accordance with section 130 of the 2011 Act; and

to prepare accounts which accord with the accounting records and comply with the accounting requirements of the 2011 Act have not been met; or

(2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached.

Name: Alan G Kehoe fee ae Relevant professional qualification or body: Accountant

Address: 36 Gillibrand Street, Chorley, Lancs, PR7 2BZ Date: 28" January 2022

Book-Cycle

Receipts & Payments Account Year Ending 31 March 2021

£ £
Donations 15,471
Other 149,932
Gross Receipts 165,403
Less Expenses
Transport 7,391
Publicity 456
Equipment 7,132
Premises 46,988
Fundraising 769
Overseas 4,085
Trees 234
Add. UK Projects -
Volunteers -
Admin 789
Other
67,844
Net receipts for the year 97,559
Cash & Bank balances 1 April 2020 137,993
Transfer Loans other Branches -
Cash&Bankbalances31March2021 235,552

Statement of Assets & Liabilities Year Ending 31 March 2021

£ £ Current Assets Cash and bank balances 31 March 2021 235,552 235,552 Net Assets 235,552

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Capital Account
Balance at start of period 137,993
Transfer loans to other branches -
Net receipts 97,559
235,552
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Other Income: Bank interest, book recycling, online book sales, refunds, storage fees and fundinding grants, LRSG/Covid support

Transport: Vehicle purchase, tax, insurance, fuel, maintenance, parking/ fines and volunteer travel

Publicity: Website, printing (posters/ leaflets etc), online ads, signage, BC clothing

Equipment: Shop sundries, stationary, cleaning supplies, DIY equipment (tools, paint, hardware etc), IT & Comms equipment and volunteer meetings, shelving units, container purchase

Premises: Rent & insurances, business rates & service charges, utilities, broadband & telephone, maintenance, Giffgaff, TRASH, fire safety checks & certificates

Fundraising: Event fees & equipment, signs, printing and online ads for events, provisions for food sales, FRSB

Overseas: Shipping costs, Ghana project costs, courier costs and packaging

Trees: Saplings and planting

Additional UK Projects:

Volunteers: Courses, training and certificates

Admin: Trustee meetings, public & employer's liabiity insurances & fees, postage

Other: Waste / recycling charges, bank charges

Restricted Funds: Grants/ specific project money

Unrestricted Funds: LRSG/ Covdi Support Grants

Legal Information

Charity Name: Registered Charity Number: Registered Address of Charity: Named Trustees:

Book-Cycle 1127078 7 West St, Exeter, Devon. EX1 1BB

Mr. Anthony Melling

Ms. Sakeenah Feghir

Mr. James Atherton

Governance and Structure.

Constitution: Trust Deed dated 17th day of September 2008

Appointment of Trustees:

(1) There shall be at least three Trustees. Every future trustee shall be appointed by a resolution of the trustees passed at a special meeting called under clause K.

(2) In selecting persons to be appointed as trustees, the trustees shall take into account the benefits of appointing a person who is able by virtue of his or her personal or professional qualifications to make a contribution to the pursuit of the objects or the management of the Charity.

(3) When any new trustee is appointed the trustees shall ensure that any land belonging to the Charity which is not vested or about to be vested in the Official Custodial for Charities or in a custodian trustee and all other property of the Charity which is not vested or about to be vested in the Official Custodian of Charities, a custodian trustee or a nominee is effectively vested in the persons who are the trustees following such appointment.

(4) If for any reason trustees cannot be appointed in accordance with the forgoing positions the statutory power of appointing new or additional trustees shall be exercisable.

Eligibility for Trustee:

(1) No person shall be appointed as trustee;

(a) unless he or she has attained the age of 18 years; or

(b) in circumstances such that, had he or she already been a trustee, he or she would have been disqualified from office under the provisions of the following clause.

(2) No person shall be entitled to act as a trustee whether on a first or on any

subsequent entry into office until after signing in the minute book of the trustees a declaration of acceptance and willingness to act in the trusts of the Charity

Determination of Trusteeship:

A trustee shall cease to hold office if he or she;

(1) is disqualified from acting as a trustee by virtue of section 45 of the Charities Act 1992 (or any statutory re-enactment or modification of that provision);

(2) becomes incapable by reason of mental disorder, illness or injury of managing and administering his or her own affairs;

(3) is absent without the permission of the trustees from all their meetings held within a period of six months and the trustees resolve that his or her office be vacated;

(4) notifies to the trustees a wish to resign (but only if at least two trustees will remain in office when the notice of resignation is to take effect).

Vacancies:

If a vacancy occurs the trustees shall note the fact in their minute book at their next meeting. Any eligible trustee may be re-appointed. So long as there shall be fewer than two trustees none of the powers or discretions hereby or by law vested in the trustees shall be exercisable except for the purpose of appointing a new trustee or trustees.

Powers & Restrictions of Trustees.

Powers:

In furtherance of the objects but not otherwise the trustees may exercise any of the following powers:

(i) to raise funds and invite and receive contributions.

(ii) to buy, take on lease or in exchange, hire or otherwise acquire any property necessary for the achievement of the objects and to maintain and equip it for use;

(iii) subject to any consents required by law to sell, lease or otherwise dispose of all or any part of the property comprised in the trust fund;

(iv) to co-operate with other charities, voluntary bodies and statutory authorities operating in furtherance of the objects of similar charitable purposes and to exchange information and advice with them;

(v) to establish or support any charitable trusts, associations or institutions formed for the objects or any of them;

(vi) to appoint and constitute such advisory committees as the trustees may think fit;

(viii) to employ such staff (who shall not be trustees) as are necessary for the proper pursuit of the objects and to make all reasonable and necessary provision for the payment of pensions and superannuation to staff and their dependants;

(ix) to set aside income as a reserve against future expenditure, but only in accordance with the written policy about reserves.

(x) to delegate to any one or more of the trustees the transaction of any business or the performance of any act required to be transacted or performed in the execution of the trusts of the Charity and which is within the professional or business competence of such trustee or trustees; Provided that the trustees shall exercise reasonable supervision over any trustee or trustees acting on their behalf under this provision and shall ensure that all their acts and proceeding are fully and promptly reported to them;

(xi) to do all such other lawful things as are necessary for the achievement of the objects.

The Trustees May Not:

Buy goods or services from the charity.

Sell goods or services or any interest in land or property to the charity.

Charge the whole or any part of the assets belonging to the Charity as security for repayment of money borrowed on behalf of the Charity.

Borrow money on behalf of the Charity.

Be employed by or receive any remuneration from the Charity except for reasonable expenses incurred when acting on behalf of the Charity.

Lend money to the Charity.