**Chalfont St Peter Community Library AGM** ## **Monday 18[th] March 2024 – 7.30pm** ## **Chair & Treasurers Report** ## **Chair’s report – Frank Warren** To lead in, 2023/2024 has been an interesting period. During this last year the following has been achieved;- The update and refurbishment of the children’s library has been completed and has received nothing but admiration from those that have been into the library. We should also mention the very welcome financial contribution that was received from the Chalfont St. Peter Tennis Club. Our website, which had looked outdated, has now been addressed. Whilst there are items that still need fine tuning, Anne Bodman is continuing, with the assistance of Andy Watts, a local computer developer, to ensure that it is a user friendly, informative addition for our image. The parking problem has been addressed, successfully it seems, by installing bollards on a heavy metal base. With the demise of the Co-op, this has become a much needed intervention. Movie “Night” has been moved from the evening session and is now Movie Day. The format remains the same however the move was necessary to ensure there was adequate volunteer cover for each screening. The impact on the number of movie attendees arising from this change has not been negative. During the year we purchased and had installed a defibrillator, which Sarah Green MP launched for us. Arising from this Anne Bell arranged, with the Medical Response Team, first aid training sessions in CPR and the use of the defibrillator. The two sessions were very well attended. Anne is reviewing whether there are enough volunteers who wish to attend further sessions in the coming year. If this is of interest to you, please let Anne know. We became a “Warm Space” for local residents during the year. We were able to offer scones and a warm drink on Wednesday 31[st] January for those who came in to the library, courtesy of our Master Baker, Heather Trowbridge. The display screen, by the reception desk, has been replaced with a newer version, supplied, free of charge, with the courtesy of Sevenoaks Electrical. We are aiming to recognise this generous gift with a small name plate above the screen. No longer required, used children’s books have been supplied to more needed countries abroad. We continue to support local initiatives and are displaying, on the new screen, pictures entered in the Childrens Art Competition. The prizes will be presented in the library on 14[th] March (relevant when this was being prepared). On Remembrance Sunday we presented a poppy wreath at the local church, as part of the village Memorial service. This year we have joined, on a 12-month trial basis, our local Chamber of Commerce, to establish that we, as the community library, continue our wish to be aware of matters affecting the whole community. This coming year we have major challenges ahead of us. Bucks Council have proposed an eye watering reduction in our funding. Additionally, our utility costs, as for the rest of the nation, have increased significantly over previous years. Peter Brayshaw, our Treasurer, will explain in more detail the financial trials and tribulations we expect over the coming years. Suffice to say that, whilst we have a “fighting fund” this could be dramatically reduced over the coming years, threatening the survival of our library. All methods of generating future income will need to be addressed in the coming months. On a positive note, our library is blessed with a complete group of volunteers who love the library and gain pleasure from their involvement in the library development, the camaraderie of fellow volunteers, the respect of our members and the involvement within the community. ## **Treasurer’s Report – Peter Brayshaw** The activities of Chalfont St Peter library in 2023 resulted in overall net expenditure of £15,057 (2022 net expenditure £28,343) with a combination of utility escalation and continued investment in library facilities driving the spend. ## **Income** Overall income increased in 2023 by £3,719 to £25,806. One off donations increased to £1,678 and our thanks in particular go to Chalfont St Peter tennis club who kindly donated £1,145. Income from library activities increased to £7,042 (£4,771 in 2022) with Film night and other Events activity generating £2,203 (£1,611 in 2022). This year also benefitted from a renegotiation of our interest rate for cash on deposit, increasing interest received to £1,215 (£35 in 2022). Grant income from Buckinghamshire Council in 2023 was maintained at £16,074. ## **Expenditure** Costs reduced year on year to £40,863 (£50,429 in 2022) Our programme of investment continued this year with £8,742 invested in furniture and equipment including: - Children’s Library (furniture and storage units) - New coloured trollies - Defibrillator - Vacuum cleaner We indicated at last year’s AGM our concerns about the impact of increased electricity bills and, although the monthly costs started to reduce towards the end of the year, overall, the costs increased by 63% from 2022 and an incredible 246% on 2021. Event costs were lower this year with 2022 including the costs associated with a series of events through the Summer celebrating the 10th anniversary of the volunteer library operation. Book buying was £2,546 in the year (£2,833 in 2022). ## **Cash Balances & Accruals** The library cash resources have reduced again this year but remain strong with a bank and cash balance of £130,607 (£136,080 last year). The increase in accruals this year (£19,504) largely represent a provision for utility cost recharges for 2023 from Buckinghamshire Council. ## **Outlook** Although not formally agreed, Buckinghamshire Council have advised the library that Grants will significantly reduce from April 2024. The new annual maintenance grant currently being proposed is £6,000 p/a (currently £16,074). This is currently being challenged by the Committee with Frank leading the ongoing negotiations, but a significant reduction is still anticipated. This change, plus the likelihood of a continuation of inflated utility costs present a challenge for the library in the medium term. To illustrate, if we exclude the furniture and equipment investment from this year’s accounts and apply the £6,000 grant proposal, we would be left with a shortfall in funding of £16,389. Our cash reserves protect is from any immediate difficulty, and indeed, our current reserves would sustain us for 7 years at this level of loss. However, to mitigate this risk, the Committee and volunteers are working hard to identify fund raising opportunities to bridge the gap. Accounts for The Chalfont St. Peter Community Library to 31 st December 2023 Prlor Income Granls BCC FriendslBenefactors Don8tsons One off Subscripllons Gift Aid DVD Income Other Operational Income Actual 16,074 420 1.678 568 42 7.024 Budget 16,076 240 60Q 200 Year 16.074 320 807 49 RBu¥slerèd Charity Ilo 66 4,771 1144104 4.465 Total Income £25,806 £21,581 £22,087 Prlor Year Expenditure Insurance School Donations Cleaning Furniture & Equiprnenl Maintenance Aciual Budget 843 843 175 2,850 8,742 1,071 21,490 2,546 1,230 2.940 18,650 2.400 2,163 25,370 2.112 13,206 2,833 Books DVD Costs Prfntlng & Stalionery NewspaperslPerlodicals EvontslMcclingslPubllcity Secu￿ty]H&s Miscellanetsus 4,200 233 604 803 981 525 600 600 640 600 564 175 523 2.255 341 222 Total Expandlture £40,863 £47,2B7 £50.429 Net Expendltur• 15,057 25,706 28,343 Balance Sheet at at 31st Oecember 2023 as at 31st December 2022 Fixed Assets Current Assels D8POSit Account Prepayments Cash al Bank Potty Cash Till Float 128,831 1,478 1.676 50 50 127,616 503 8,364 50 50 132,085 136,584 Currgnt Liabilities Accruals Unreslricled Creditors -19.504 -68 -9,014 4.014 £112.513 £127,570 Represented by Net Incomo over Expanditure Balancè brought forward Movement In Year 127,570 -15,057 155,913 -28.343 £112.513 £127,570 Accounts approved he Trustèès at a meetlng held on Frank Warren Chalr P6ter Brayshaw Treasurer CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to tho trustees Charity N3me Chalfonl St Pat8r Community Library On account8 for the yoar ended 31 December 2023 Charlty no (If any) 1144104 Set out on pages Iremember to include Ilic pagc ol dddilloi)sl thep.lsl I report to the trustees on my examlnation of the accounts of the above oharlty {°Ihe Trust.) for the year ended 3111212023. Responslbllitles and - basis of report As the charitls trustees, you ar8 responsible for the preparation of the accounts in accordance with the requlrèments of the Charitles Act 2011 {"the Act-}. I report in resp8cI of my examination of tha Trust's accounts carried out under section 145 of the 2011 Act and in carrylng oul my examination, I have followed all the applicable Directions given by the Charity Commisslon under section 14S(5)(b) of the Act. Independent examlnerfs statement I have compl6t6d my examinalion. I confirm that no material matters have come to my attention in connection wlth the examination which gives me cause to believe that in, any material respect.. the accounting records were nol kept in accordance wlth $8Ction 130 of the Charlti8s Act., or Ihe accounts did not accord wlth the accounting records. or the accounts did not comply with Ihe applicable requirements concerning the forni and content of accounls set out in the Charlti&s (Accounts and Reports) Regulations 2008 other than any requlrement that the accounts give a 'true and falr, view which is not a matter consldered as part of an Independent examlnatlon. I have no concerns and have come across no other matters in conn8ction with Ihe examination to which attention should be drawn In thls report in order to ènable a proper understanding of the accounts to be reached. Please dele18 th8 words in the brackets if Ihey do not apply. Slgned: Dat8: Name: Karen Little Relevant professlonal quallfication(s) or body (if any): ACCA Affillate Address: 33a Lansdown Road. Chalfont st P8ler. Buckinghamshire, SL9 gSP IER Oct 2018 Section B Disclosure Only complete if the examiner needs to highlight material rnatlers of con￿rn (see CC32. Independent examination of charlty accounts: directions and guidance for examin6rs}. Givo here brief details of any items that the examlner wishes to disclose. IER Oct 2018