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Book-Cycle Charitable Trust: 1127078 7 West Street, Exeter, Devon, United Kingdom §Rom tree Co Book and si ae www.book-cycle.org
Book-cycle Annual Trustee Report 2021-2022 Contents: Introduction Vision.................... Chairman's Report. Personal Story Overseas Progress.. UK Progress Future Plans......... .14 .17 .21 Thanks 22 Figures Examiner's Report.. 23 24 SOFA .25 Legal Info 28 Trustees: Anthony Melling, Sakeenah Feghir, Jim Atherton. Patron. Benjamin Zephaniah
Welcome
I
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 England 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 Trustee Report 2021-22
2 Vision, Aims & Objectives
Vision:
Our vision is a world where everyone has the necessary tools for self-determination. Book-Cycle believes education is a right and should not be 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:
It seems only reasonable to balance our use of paper through the planting of trees.
The Promotion of Permaculture:
To complete the circle of education and tree planting we hope 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 "The more that you read, the more thinss you will know. The more that you learn, the more places you'll go." Dr. Seuss Another year of Book-cycle draws to a close and one of my tasks as chairman is to help write and summarise the previous yearfs activitie5. As such I am often in the position of retelling the conunon threads that are part of the Book-cycle story; in particular the incredible efforts of our volunteers and the overwhelming generosity of the public coupled with the profound sense of gratitude and humility that such actions bring. What is also forefront in my mind is the "why" of our project and although our aims and objectives remain the same, we are only a small part of a much larger tale. It is the evulutiL)n of an idea that first pushed Mankind towards the written word. From the literal images of the Australian Aburigines to the symbolic references of the Egyptians and Sumerians, the desire to represent ideas and transmit them across time has fornied the bedrock of our civilisatiun. What emerged frum the Sinai desert as hieroglyphic shorthand for l()cal Canaanite miners eventually transformed into all of the alphabets we know ti)day. Such small .step,s ()f the imaginati()n have meant giant leaps for mankind. The acquisition of the secrets of paperniaking from the Chinese at Samarkand meant the flourishing of art, literature and mathematics for the Islamic world, hundreds of years before cheaply available paper made a similar impact further west in Eurupe. Each iteratiun of writing technology democratises and therefore accelerates
Book-cycle Annual Trustee Report 2021-2022 the exchange of ideas and knowledge across cultures. As Gutenberg's press made the written word ever more accessible, so the explosion of science and culture that followed has led us all the way to the edge of yet another catalyst of the imagination, namely the internet and the advent of artificial intelligence. The written word has also played a symbiotic and self-fulfilling role in our evolution. The brain, for instance, grows in accordance to its use. reading in particular has been shown to grow neural pathways across the temporal cortex and stimulate the central sulcus or motor sensory area as we experience sensations of events within a book. Both attention and working memory are also heightened as several brain functions have to operate simultaneously including visual and auditory processes, phonemic awareness, fluency, comprehension and more. It is not surprising then that literacy and the habit of reading confers such far reaching benefits. Studies by UNESCO, The World Bank and UNICEF confirm the obvious. that there is a clear and positive relationship between readin& education and life opportunities. Literacy, for women in particular, has a profound impact on individuals, families and their communities. It plays a crucial role in improving health, economic opportunities, social and political participation, and education for children in both the West and the developing world. In the same vein as those early pioneers of writing, one of Book-cycle's main activities is to spread this essential and life changing technology to as many people as possible.
Overview As such we are now besinning to partner with larger organisatic)ns like World (if Bc)oks in order t() distribute a much greater volume of literature than was previously possible.This year we alsc) ventured into new countries such as Sierra Lecine and strengthened sc)me of ciur existing ties with voluntary organisations in Nigeria. We are alsc) on the rc)ad ti) c)pening mc)re c)utlets natic)n- wide thereby increasing the access to affordable literature across England; where according to government 5tatlStics a staggering 16.7°/o or 7.1 milli(In pei)ple are still described a5 having "very poor literacy skills". Our books have also reached some of those affected by war and displacement who seek asylum and refuge in the UK, namely our dona- tions to refugee centres such as Napier barracks in Kent. This year also saw the relocation of two of the Book-cycle warehouses and one of the shops. Much like the proverbial English buses, all of this had to happen at once. An incredible effort was therefore necessary to move the vast collections and rehouse them at the new premises in Leigh, Greater Manchester. It is true to say that the c()mbined effc)rt ()f all ()f ()ur v()lunteers is nothing short c)f mo)numental. That such immense undertakings occur each and every year is testament to the sheer determinatic)n, tenacity and gener()sity of all involved. Anthony Melling Chairman and Founder
Book-Cycle Annual Trustee Report 2021-2022
The Book-Cycle Warehouse
Soon after Book-Cycle celebrated the first anniversary of our flagship shop in Exeter, we were offered a large space on the edge of a local industrial estate.
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At approximately 28,000 sqft, this lofty and almost surreal former foundry building became known as the Book-Cycle warehouse and subsequently housed hundreds of thousands of books.
Although somewhat dilapidated, the space was acquired on favourable terms from the Imbert development company
Personal Story
based in the South West. The warehouse not only served as 7 a space to collect, sort and store the ever increasing amount of donated books but also as a vital overflow space for the Book-Cycle shop. Many local partnerships were forged during this time with numerous donations received from primary and secondary schools, Exeter University and charities such as Book Relief UK. Recycling centres R.I.O. in Ottery St Mary and Proper Job in Chagford also regular-
ly
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donated their unwanted books. Throughout our 14 year occupancy more than a million books passed through the doors, many of which were loaded onto container or pallet shipments destined to populate libraries in schools and community centres worldwide.
Such a dramatic space naturally lent itself well to creative and collaborative endeavours, ranging from theatre and shows to art exhibitions and graffiti workshops along with
Book-Cycle Annual Trustee Report 2021-2022
3) space for various projects such as music videos, photography and capoeira classes. These activities, much like the books, ebbed and flowed at the warehouse. What became known as "The Art Space’ was soon a renowned wall of fame for many of the South West's graffiti writers.
Lye ay. "4 | ¢ “aoe uw = loan Amidst their activity and hopping from one giant platform to another, Andrei Burton, one of the world’s top trials bike riders built an indoor assault course for his arduous training regime. Other areas acted as a base for a number of volunteer projects such as communal raised beds, guerrilla gardening, tree growing, mechanics, construction and of course the wonderful Bertie Bus, which for many years toured the UK’s festival scene offering a bijou and beautiful Book-Cycle alongside tea and coffee.
Personal Story
9
Some of the more notable and thought provoking exhibitions to grace the warehouse included a month-long collaboration between Surface Arts, fine art students from The Royal College of Art, London and local urban artists. The “DIY” exhibition utilised materials found solely at the warehouse that previous occupants had left behind. “Polytek”, curated by Team Mert, saw another incredible battle between some of the South West's finest graffiti writers and MA artists from Central Saint Martins College of Fine Art.
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The warehouse also hosted performances by The AKZE Daggy of ‘Miss Julie’ written by August Strindberg, and ‘The Adventures of Don Quixote by Bicycle’ performed by Burn The Curtain Theatre celebrating art, bikes and books.
Book-Cycle Annual Trustee Report 2021-2022
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1 0) Over the years, the numerous escapades and adventures breathed life and creativity into a very industrial space. This provided a much needed platform for local and aspiring artists to share ideas and allow for greater freedom of expression. Equally our giant book hub enabled us to upscale the donations received and volume of books distributed overseas, though over time as the books piled ever higher, so too did the roof get steadily worse making the space less suitable for book storage. Temporary measures such as growing trees and plants under the leaks were trialled but ultimately it was decided to relocate from our much loved Exeter base.
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Managing such a large property imparted many valuable lessons, foremost being that flow plays a crucial role in not only the sustainability of a project, but also its overall energy and thus evolution.
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Personal Story 13 *A
Book-Cycle Annual Trustee Report 2021-2022
During the year we managed to find several ways to send book shipments to some of our partner charities despite some post-pandemic restrictions still being in place. Courtesy of a local friend, 20 pallets of books were transported with his usual engine cargo to Lagos. These books mainly found their way to schools and communities in the Mokoko district. Mokoko is something like a proto-Venice comprised of thousands of makeshift buildings propped up on stilts in the lagoon below the city.
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With the help of CYSD and African Rural Volunteers, books have found their way to many of the disadvantaged schools in the region. We have been working with both organisations since 2012 but only this year have we started to make significant gains in the volume of books available.
1 5
Overseas Progress
Next year we hope to build on this momentum with World of Books who will start filling containers to be shipped directly from their depots in Swansea.
A major hurdle in so-called “developing” countries is the massive disconnect from national governments and their respective customs department, often applying disproportionate levies even to humanitarian shipments like our own which ought to be exempt. This year saw new relationships established in Sierra Leone where we are working closely with their education minister in order to mitigate these charges. We hope that this will set the precedent for our future book donations to other countries around the world.
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Book-Cycle Annual Trustee Report 2021-2022
1 6 Book-Cycle Italia continues to flourish and grow with many beautiful offshoots including a book club in Torpigna. Several hundred kilos of books were also distributed to schools in Sicily, Morocco and Ivory Coast throughout the year.
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UK Progress UK Progress 17 Although tectonic plates move incredibly slowly, eventually the mounting pressure is released through momentous change and upheaval. In a similar manner Book-cycle experienced several seismic shifts during the year. As well as the relocation of our long standing warehouse in Exeter, we also had to cope with Wigan Council's decision to demolish a large part of the town centre that housed not only our Hope St shop but also the newly sited northern warehouse, namely the Galleries Shopping Centre. The general move away from bricks and mortar for retail only hastened during the pandemic and thus town centres naturally have had to adapt. IUM
Book-cycle Annual Trustee Report 2021-2022 What was once Wigan's busiest Book-cycle had to find a. new home and until a more central premises could be found we decided to relocate to a unit within Wigan Market. It now serves to keep some of the regular customers and volunteers on board albeit from a smaller premises. Book-cycle's activities and workshops continued apace at other Wigan outlets, with wonderful and inspiring community events peppering the year including papercraft flower making workshops, Spring & Summer fayres and 'Knit & Natter,. Other events saw a pirate themed fancy dress party, with the final event of the year being our Eco Vegan Fair in partnership with Give it a Grow Wigan. rs.
UK Progress The annual Respect Festival in Exetei returned with a show-stopper of an event with many thousands of overjoyed people flocking to Belmont Park after Covid restrictions were lifted. Our large travelling book marquee was packed to the nines with a host of beaiitiful reading material and offered comfy sofas to take a break from dancing and curl up with a good book. Various book stalls were also hosted as part L)f the munthly Fure Street Flea event and continued to serve a variety of books to customers whilst promoting Book-cycle's aims and obiectives. 19 The enthusiasm of people across the country following travel bans was almost palpable, and nowhere was this more keenly felt than at our Book-cycle outlets.
The need for people to reconnect with friends and neighbours has never been more apparent. Social engagement is vital in order to support individuals within a community, especially those of the older generation who may have limited face-to-face interactions and feel isolated.
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Alone amongst retail, bookshops have always been a place where one can go and spend time without necessarily spending money. Nowhere is this more true at a Book-Cycle where for the past 15 years, our open door policy and fair access to books has always provided a warm welcome to all who venture in, and where space permits, act as community hubs..
Future Plans
Future Plans
1
As for most people and organisations, the pandemic not only altered current plans but served as a time for reflection and re-evaluation. Some activities thus went on the backburner whilst others came to the fore. For Book-Cycle, this meant the centralisation of our warehouses and adapting to a new environment. Therefore, the newly acquired premises at Leigh will serve as a bookshop, online outlet, community hub and warehouse. All of which has previously been outlined in earlier reports but fate decided they would come together under one roof.
Though a new website has not yet materialised we shall continue in our search for the right illustrator and web designer to come on board. Likewise, our previous plans to incorporate a geotag app with each tree planted will in the next few months be back on the agenda in time for next year's growing season.
With all of the logistics and shop builds that this year brought, ideas such as dual language publishing and merchandise have been put on hold. The past year also highlighted the pressing need for new trustees and coordinators that will bring additional knowledge and skill sets to bear on the growing responsibilities and tasks at hand.
Book-Cycle Annual Trustee Report 2021-2022
22 Thanks
Immeasurable thanks is offered to our volunteers who are the very cornerstone of Book-Cycle and the driving force behind all of our projects. Countless hours are invested throughout the year not only to establish and run our bookshops and overseas work, but also to hone the many tasks and projects behind the scenes. Since our inception in 2007, Book-Cycle has maintained an entirely volunteer run approach and although not without its challenges, we feel that such a stance creates a greater sense of comradery and conviction. It further strengthens our goal of like-minded people coming together for a common good. We hope that as the charity evolves, we are able to build upon this and create inspiring and captivating avenues to encourage new volunteers to become involved in the Book-Cycle story
After all these years it is still a great pleasure to witness the delight that Book-Cycle’s ethos brings to individuals and organisations alike. Whether it’s wide-eyed customers enchanted at the discovery of one of our bookshops or UK teachers gladdened at the prospect of their ex-curriculum books being given a new lease of life - Book-Cycle
Figures
23
Figures
As part of the data for the financial year ending March 2022, income for this period is calculated at £69,694. Book-Cycle received £16,001 in Government grants. These grants were part of the obligatory Covid Restart scheme. Consequently, the figures highlight Book-Cycle has still not quite returned to a normal trading year with regard to generated income.
This year has also seena slight increase in overall expenditure which is attributed to shop relocations and fitting. Book-Cycle’s greatest outlay is still the cost of premises which have remained similar year-on-year. A revision of ongoing costs and utility contracts has been earmarked for attention in the coming year.
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Income: £69,694 <a.
EAN? fy Book-Cycle NX £7,550
ae Expenditure 2] - '22 een
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ee WEE Equipment 5.9% Premises 604% — FEMER eogg
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WA, WB Volunteers 0% © BY Admin2.2% = alma £0,832
BN, (GE Other 13% Ko
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97p in every pound is spent on our charitable activities
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Independent examiner's report to the trustees of the BOOKCYCLE
I report on the accounts of the Trust for the year ended 31" March 2022, which are set out on pages 1
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 20114 (the 2011 Act) and that an independent examination is needed.
liis my responsibility to:
-
examine the accounts undes section 145 of the 2011 Act:
-
e fo follow the procedures laid down in the general Directions given by the Charity Commission under section 145(5)(b) of the 2011 Act; and
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« {o state whether particular matiers have come to my attention.
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
te 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 Pe a Relevant professional qualification or body: Accountant
Address: 36 Gillibrand Street, Chorley, Lancs, PR? 2BZ Date: yofoilag
Book-Cycle
Receipts & Payments Account Year Ending 31 March 2022
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|||||||||
|---|---|---|---|---|---|---|---|
|£|£|
|Donations|40,371|
|Other|29,322|
|Gross|Receipts|69,694|
|Less|Expenses|
|Transport|6,882|
|Publicity|498|
|Equipment|12,017|
|Premises|45,807|
|Fundraising|4,375|
|Overseas|1,550|
|Trees|609|
|Add.|UK|Projects|1,349|
|Volunteers|-|
|Admin|1,703|
|Other|960|
|75,749|
|Net|receipts|for|the|year|-|6,055|
|Cash|&|Bank|balances|1|April|2021|235,552|
|Transfer|Loans|other|Branches|-|
|Cash &|Bank|balances|31|March|2022|229,497|
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Statement of Assets & Liabilities Year Ending 31 March 2022
| £ | £ | ||
|---|---|---|---|
| Current Assets | |||
| Cash and bank balances 31 March 2022 | 229,497 | ||
| 229,497 | |||
| Net Assets | 229,497 | ||
| Capital Account | |||
| Balance at start of period | 235,552 | ||
| Transfer loans to other branches | - | ||
| Net receipts | - | 6,055 | |
| 229,497 |
Notes to the Accounts
| Receipts | |
|---|---|
| Donations | Receiptsfrom Book-Cycle outlets, 'shelf-cycles', events& private donations |
| idan iresreee | Bank interest, book recycling, online booksales, refunds, storage feesandfundinggrants, Covid support / restart grants |
| Payments | |
| — | Vehicle purchase, tax, insurance, fuel, maintenance,parking / fines and volunteer travel, haulage transport logisitics |
| Publicity | Website, printing (posters / leaflets etc), online ads, signage, BC clothing |
| —— er |
Shopsundries, stationery, cleaningsupplies, DIYequipment (tools, paint, hardware etc), IT&Comms. equipment andvolunteermeetings, commercial shelving |
| a | Rent& insurances, business rates&service charges, utilities, broadband&telephone, maintenance, Giffgaff, TRASH, fire safetychecks& certificates |
| _. Fundraising |
Event fees& equipment, signs, printing and online adsfor events, provisions forfood sales, tent purchase,eventtables |
| Overseas | Shipping costs, courier costs and packaging |
| Trees | Saplings & planting equipment |
| BadionslUk Projects |
Craft group equipment, book pallet shipmentstoKent group equip ’ p p |
| Volunteers | Courses, training and certificates |
| Admin | Trustee meetings, public & employer's liabiity insurances & fees, postage |
| Other | Waste / recycling charges, bank charges |
| Restricted Funda |
Greate if rai rants /specific project money |
| Unrestricted Funds |
Restart /Covid grants |
Legal Information
Charity Name: Book-Cycle Registered Charity Number: 1127078 Registered Address of Charity: 7 West St, Exeter, Devon. EX1 1BB Named Trustees:
Mr. Anthony Melling
Ms. Sakeenah Feghir
Mr. James Atherton
Governance and Structure.
Constitution: Trust Deed dated 17tn 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.