## **Trustees' Annual Report for the period**
Period start date 01 ~~[st]~~ October 2019
Period end date 30 ~~[th]~~ September 2020 **To**
**From**
## Section A Reference and administration details
**Charity name** Birkdale Community Hub and Library The Stationmasters’ House **Other names charity is known by** also formerly The Friends of Birkdale Library **Registered charity number (if any)** 1153611
**Charity's principal address** 8 Windermere Crescent Ainsdale Southport **Postcode PR8 3QS**
**Names of the charity trustees who manage the charity**
|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or body) entitled**
**to appoint trustee(if any)**|
|---|---|---|---|
|TerryDurrance|Chair|||
|John Pugh||||
|SallyMoss|Treasurer|||
|Sylvia Thompson|Secretary|||
|Roger Fieldhouse|Finance|||
|PhilipMargham|Project Manager|||
|Andrew Webb|I T|||
|||||
|||||
|||||
|||||
|||||
|||||
|||||
|||||
|||||
|||||
|||||
|||||
|||||
**Names of the trustees for the charity, if any, (for example, any custodian trustees)**
**Name Dates acted if not for whole year**
**TAR**
March **2012**
1
## **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**|||
|**Property Solicitor**|Martyn McDonald|Hill Dickinson LLP|
|||No. 1St. Paul’s Square,Liverpool,L3 9SJ|
|**Architect**|David Head|Andrew Cunningham Building Design
28 Union St, Southport PR9 0QE|
|**Independent Examiner**|Daniel Styles|Lifestyles Accountancy Limited
39KirkleesRoad, Southport,PR84RB|
||||
## **Name of chief executive or names of senior staff members (Optional information)**
## **Section B Structure, governance and management**
## **Description of the charity’s trusts**
Type of governing document
Constitution adopted on 3[rd] September 2013
- (eg. trust deed, constitution)
Charitable Incorporated Organisation How the charity is constituted
- (eg. trust, association, company)
Trustee selection methods
By existing trustees
- (eg. appointed by, elected by)
## **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 the trustees give their time voluntarily and receive no remuneration or other benefits. All bring their previous experience to benefit Birkdale Community Hub and Library (BCHL)
Other volunteers who administer particular aspects of the charity’s fundraising undertakings, have been joined by two volunteer managers who will oversee the daily running of the library and manage the volunteers who will staff the Station Master’s House (SMH) and a team of retired librarians. The managers and head of the library team will report to the trustees.
The trustees, who meet monthly, have adopted policies on GDPR, Finance, Health and Safety, safeguarding and equal opportunities as part of the preparation for opening the building in 2020. The librarian team are currently working on policy documents with regard to running the library service.
## **Section C Objectives and activities**
**Summary of the objects of the charity set out in its governing document**
To advance the wellbeing and education of the public by opening a community hub and community library, in the building known as The Station Masters House, in Birkdale for the benefit of the residents of Birkdale and Southport and the surrounding area within the borough of Sefton.
**TAR**
March **2012**
2
**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)**
The trustees completed the negotiations with Merseyrail and Network Rail and the lease for the Station Masters House was signed on the 8[th] November 2019. The builder William Scott started work on the property on the 18[th] of November. This involved opening up the two ground floor rooms and the hall to create the library space and enabled the front door to be widened for wheelchair access. The rear chimney breast was removed to make room for a lift shaft and the rear kitchen has been converted to a disabled toilet and kitchenette with access to the steps into the rear yard. The whole ground floor is wheelchair accessible. Upstairs part of the former bathroom has been used for the lift shaft but a single toilet has been installed and the original bedrooms have now become large and small meeting rooms and a computer suite. All three rooms have internet access and smart televisions and the computer suite is nearly ready for operation. Wi Fi will be available throughout the building. As the build cost was more than anticipated we did not have enough funds left to install a lift, but the lift shaft is all prepared for our selected model when there is sufficient funding.
Work has taken much longer to complete because of the Covid-19 pandemic but an important milestone was reached when the building was given its certificate of occupation on the 29[th] September 2020. Earlier in September BCHL welcomed two volunteer managers who will jointly manage the volunteers and the day to day running of the SMH.
## **Additional details of objectives and activities (Optional information)**
You **may choose** to include further statements, where relevant, about:
In addition to the trustees and the various committee members who have been with BCHL for some time, we have been joined recently by two volunteer managers and 7 retired librarians. The two managers have a list of other recent volunteers who they will co-ordinate into teams with team leaders to staff The Stationmaster’s House when it is open. They have also been liaising with the first users of the SMH, two teachers who will be providing tuition in Maths and English to small groups from mid-October in the upstairs meeting rooms. The librarian team are busy cataloguing the books into the computerised library system and writing policies with regard to the library area.
- policy on grantmaking;
- policy programme related investment;
- contribution made by volunteers.
**TAR**
March **2012**
3
Section D Achievements and performance
|**Summary of the main**
**achievements of the charity**
**during the year**|Alongside the lease negotiations and then the actual building work,
trustees and committee members were working hard to add to the funds
to pay for the cost of the building renovations.
BCHL held two well attended fundraising events in the autumn but the
rest of our social fundraising programme had to be curtailed due to
Covid-19. However we have been able to obtain grant funding of
£154,271 and other donations totalling £6397. Major contributors this
year have been Rail Heritage Trust, £70,000, Sefton council £25,053,
Anonymous £20,000, P H Holt £19,752, and Bernard Sunley foundation
£10,000. Additionally Merseyrail provided £20,800 towards the cost of
landlord’s repairs, and we received £6466 from the crowd-funding
campaign for the computers. A big thank you to all the organisations and
individuals, both this year and earlier, who between them, have given
BCHL enough funding to complete the work on the Station Masters
House and also donated books, flooring and furniture. Further help was
received from Hill Dickenson solicitors and Andrew Cunningham Building
Design whose bills were far less than would be expected normally for the
amount of work undertaken, in particular David Head of ACBD has given
invaluable help and advice. Our builder William Scott, bore with us
through the many delays over the lease and Merseyrail regulations,
coped with the difficulties of the pandemic and provided a number of
items free of charge. Our trustee Phil Margham has worked tirelessly as
project manager to bring the project to fruition assisted by our IT trustee
Andy Webb who has masterminded the set up and installation of the
computer network and library management system within the SMH.
Through all this the 200+ club has continued to thrive and provide a
steady income stream for the charity. The Friends membership rose to
48 during the year and the newsletter continues to be published for these
two groups.
We are now looking forward to welcoming the public of all ages, as much
as the pandemic restrictions allow, into the Station Master’s House in the
near future to borrow books, make use of the computers and attend
classes, meetings and leisure activities.|
|---|---|
**Section E Financial review** Reserves are kept as cash at the bank **Brief statement of the charity’s policy on reserves** BCHL is still awaiting the final invoice for the renovations to the Station **Details of any funds materially** Master’s house however there are sufficient funds in the bank to cover **in deficit** this.
**TAR**
March **2012**
4
## **Further financial review details (Optional information)**
You **may choose** to include additional information, where relevant about:
- the charity’s principal sources of funds (including any fundraising);
- how expenditure has supported the key objectives of the charity;
- investment policy and objectives including any ethical investment policy adopted.
During the period preparing to get the Station Master’s House ready to open to the public, BCHL’s principle sources of funding have been grant applications, social activities and subscriptions for the Friends of the Stationmaster’s House and the 200+ Club.
This funding has been sufficient to pay for the actual building renovations costing £146,000, with a further invoice still to be paid to the builder. The funding has also covered associated professional fees, digital equipment and software and general furnishings. BCHL is hoping to receive further funding to have the lift installed during 2021.
It is hoped that income from room hire, together with social activities, the 200+Club and Friends subscriptions, will be sufficient to meet the daily running costs of the building. The aim is to only apply for grants for specific additional projects.
## **Section F Other optional information**
Future Plans
The building is nearly ready for use. From mid-October one of the rooms is being hired several hours a week for tuition. We have a number of other serious enquiries, but some may have to wait for the Covid-19 restrictions to ease.
When the volunteer teams are set up and trained and the books are all catalogued it is our aim to open the library with an on-line catalogue and a click and collect book-lending service before Christmas. We also aim to have some of the computers, allowing for social distancing, available for public use about the same time.
We are hopeful that the lift will be installed during 2021 to make the upstairs rooms fully accessible and that the yard at the rear of the building will be renovated to become an outdoor social space.
One day we will be able to have the opening event to celebrate everyone’s hard work and The Station Master’s House will become the vibrant community space we have envisaged for so long.
## **Section G Declaration**
**The trustees declare that they have approved the trustees’ report above.**
**Signed on behalf of the charity’s trustees**
**Signature(s) Full name(s)** Terry John Durrance Sylvia Margareta Thompson **Position (eg Secretary, Chair, etc)** Chair Secretary **Date** 19/11/2020
**TAR**
March **2012**
5
|**Birkdale Community Hub and Library**||**1153611**|||
|---|---|---|---|---|
|**Receipts andpayments accounts**||||**CC16a**|
|1st October 2019
**For the period**
**from**|**To**|30th September 2020|||
## **Section A Receipts and payments**
|**A1 Receipts**|**Unrestricted**
**funds**
**to the nearest**
**£**|**Unrestricted**
**funds**
**to the nearest**
**£**|**Restricted**
**funds**
**to the nearest £**|**Restricted**
**funds**
**to the nearest £**|**Endowment**
**funds**
**to the nearest £**|**Endowment**
**funds**
**to the nearest £**|**Total funds**
**to the nearest £**|**Total funds**
**to the nearest £**|**Last year**
**to the**
**nearest £**
**2,110**
**2,661 **
**-**
**408**
**3,780**
**51 **
**-**
**9,010**
**9,010**
**784**
**1,530**
**-**
**-**
**186**
**6,892**
**-**
**127**
**-**
**20**
**1**
**48**
**-**
**9,588**
**-**
**9,588**
**- 578**
**-**
**27,150**
**26,572**
21/11/2020|
|---|---|---|---|---|---|---|---|---|---|
|Donations|**6,861**||**-**||**-**||**6,861**||**2,110**|
|Fund Raising [1]|**1,736**||**-**||**-**||**1,736**||**2,661 **|
|Grants and restricted funds[2]|||**175,571**||**-**||**175,571**||**-**|
|Friends subscriptions|**480**||**-**||**-**||**480**||**408**|
|200+ Club|**4,588**||**-**||**-**||**4,588**||**3,780**|
|Gift Aid|**195**||**-**||**-**||**195**||**51 **|
||**-**||**-**||**-**||**-**||**-**|
|**_Sub total_**_(Gross income for_
_AR)_|**13,860**||**175,571**||**-**||**189,431**||**9,010**|
|**_Total receipts_**
**A3 Payments**||||||||||
|Fund Raising Expenses|**310**|||||||||
|200+ club prizes|**1,380**|||||||||
|||||||||||
|Solicitors fees re lease|**-**|||||||||
|Planning fees|**259**|||||||||
|Professional & Survey fees [3]|**4,210**|||||||||
|Leasehold Improvements [4]|**-**|||||||||
|Library section opening cost [5]|**-**|||||||||
|Sundry opening costs|**-**|||||||||
|Insurance [6]|**1,780**|||||||||
|Cleaning and PPE||||||||||
|Advertising and website|**-**|||||||||
|Telephone and Broadband|**-**|||||||||
|Lottery Licence|**20**|||||||||
|Bank Charges|**19**|||||||||
|Miscellaneous|**49**|||||||||
|Council Tax [7]|**588**|||||||||
|Postage and Stationary|**-**|||||||||
|**_Sub total_ **|**8,615**|||||||||
|||||||||||
|**A4 Asset and investment**
**purchases, (see table)**||||||||||
|**Digital Equipment**|**-**|||||||||
|**Other Equipment**|**-**|||||||||
|**Furniture**|**-**|||||||||
|**_Sub total_ **|**-**|||||||||
|**_Total payments_ **
**_Net of receipts/(payments)_**
**A5 Transfers between funds**
**A6 Cash funds last year end**
**_Cash funds this year end_**
CCXX R1 accounts (SS)||||||||||
## **Section B Statement of assets and liabilities at the end of the period**
## **Categories**
**B1 Cash funds**
## **B2 Other monetary assets**
## **B3 Investment assets**
|Cash at Bank [7]
Cash in Hand
**Details**
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
**Details**|**Unrestricted**
**funds**
**to nearest £**
**26,029**
**61**
**-**
**26,090**
OK
**Unrestricted**
**funds**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**|**Restricted**
**funds [9]**
**to nearest £**
**22,534**
**-**
**-**
**22,534**
OK
**Restricted**
**funds**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**|**Endowment**
**funds**
**to nearest £**|
|---|---|---|---|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||OK|
||||**Endowment**
**funds**
**to nearest £**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**Current value**
**(optional)**|
|||**-**|**-**|
|||**-**|**-**|
|||**-**|**-**|
|||**-**|**-**|
|||**-**|**-**|
## **B4 Assets retained for the charity’s own use**
## **B5 Liabilities**
## **Details**
## **Details**
Bookcases Bookcases VAT
|**Fund to which**
**asset belongs**
**Fund to which**
**liability relates**
Bernard Sunley
Unrestricted|**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**-**
**Amount due**
**(optional)**
**3,710**
**742**
**-**
**-**
**-**|**Current value**
**(optional)**|
|---|---|---|
|||**-**|
|||**-**|
|||**-**|
|||**-**|
|||**-**|
|||**-**|
|||**When due**
**(optional)**|
|Bernard Sunley|**3,710**||
|Unrestricted|**742**||
||**-**||
||**-**||
||**-**||
Signed by one or two trustees on behalf of all the trustees
Signature
|Print Name
SallyMoss
Roger Fieldhouse FCA FCMA|Date of
approval|
|---|---|
|SallyMoss|19/11/2020|
|Roger Fieldhouse FCA FCMA|19/11/2020|
CCXX R2 accounts (SS)
21/11/2020
2
## **Notes to the Acounts**
## **[1] Details of Fund Raising Events**
|Talk (Oct)
Quiz Night (Nov)
Sale of donated tickets (-bank ch
Sale of donated toys
Sale of doors from SMH
Photographic Competion
Give as you live
_TOTAL_|**Income**
410
552
400
68
195
50
61
1,736|**Expenses**
30
230
19
-
-
50
329|**Funds Raised**|
|---|---|---|---|
||410|30|380|
||552|230|322|
||400|19|381|
||68|-|68|
||195|-|195|
||50|50|-|
||61||61|
||1,736|329|1,346|
## **[2]Restricted funds received-detail**
## GRANTS
|Sefton Community Transition Fu
Sefton Crowd-funding
Crowdfunding other
Rail Heritage fund
Anonymous Donor re lift
Community link Foundation
Sefton Duke's ward
Sefton Birkdale ward
P H Holt Foundation
Bernard Sunley Foundation
Hemby Trust
Sefton Borough of Culture
_SUB-TOTAL_
LANDLORD'S REPAIRS
FOR LIBRARY MATERIALS
_TOTAL_
**[3] Professional fees and Surv**
Architects Services
Survey fees - Site safety
_TOTAL_
**[4] Leasehold Improvements**
Preparatory electrical work
Building Work- W Scott
Lift Deposit
Upgrade Electrical supply
Alarm system
Temporary water supply
Flooring
Sundry items
_TOTAL_
**[5] Library section costs**
Library management software
Scanners, barcodes,cards
consumables
**[6] Insurance**
To cover building work(1 year)
Refund on completion of
building work
Commercial combined package
Trustee liability|
20,000|
|---|---|
||2,810|
||3,656|
||70,000|
||20,000|
||1,500|
||2,000|
||1,750|
||19,752|
||10,000|
||1,500|
||1,303|
||154,271|
||20,800|
||500|
||175,571|
||1,084|
||267
-|
|||
||768|
||195|
||1,780|
The trustees have charged all leasehold improvements as the cost was incurred to match the funding received. Items such as bookcases which could be removed from the building have been included in fixed assets.
CCXX R3 accounts (SS)
21/11/2020
3
588
## **[7} Council Tax**
First instalment paid
Property subsequently valued for business rates, with nil to pay under small business rate relief scheme. This payment to be refunded by Sefton in the next period.
## **[8] Cash at Bank**
|**[8] Cash at Bank**||||
|---|---|---|---|
|Current Account
200+ Club Account
Total Cash at Bank|**Unrestricted**
**funds**
**Restricted**
**Funds**|||
||18,689||22534|
||7,340|||
||26,029||22534|
## **[9] Restricted Funds**
Dr
## **Cr**
|**Bfw 2019**
Pre-Feasibility
1,227
Crowd-Funding costs
270
Sefton - Birkdale Ward
4,500
_SUB-TOTAL_
5,997
**Restricted Funds Used**
Pre-Feasibility
**Restricted Funds Received-summary**
Crowd-Funding costs
RHT
70000
RHT
Lift Donor
20000
Lift Donor
Crowd-fund
6466
Crowd-fund
Sefton
25053
Sefton
Merseyrail
20800
Merseyrail
P H Holt Foundation
19752
P H Holt Foundation
Bernard Sunley Foundation
10000
Bernard Sunley Foundation
Community Fund
1500
Community Fund
Hemsby Trust
1500
Hemsby Trust
For Library
500
For Library
175,571
**Transfer to unrestricted funds**
Crowd-Funding costs
**Restricted Funds Cfw**
Sefton
P H Holt Foundation
Bernard Sunley Foundation
For Library|1227
0
70,000
20,000
6466
11023
20800
19569
6290
1500
1500
389
158764
270
18530
183
3710
111
22534|
|---|---|
181,568 181,568
## **Fixed Asset Table**
|**Item**
**Purchased**
3 Smart screen Televisions
22/08/2020
8 Computers,screens,software
26/08/2020
Vacuum cleaner
07/09/2020
Fire extinguishers
08/09/2020
Ladder
29/09/2020
Bookcases
07/09/2020
TOTAL|**Cost**
1860
5526
115
264
47
5173
12985|**Depreciation**
**-**
**-**
**-**
**-**
**-**
**-**
0|**Current Value**|
|---|---|---|---|
||||1,860|
||||5,526|
|||||
||||115|
||||264|
||||47|
|||||
||||5,173|
|||||
||||12985|
Bookcases includes £4452 for bookcases installed but not yet paid for, see liability CCXX R4 accounts (SS) 4
21/11/2020
**Independent examiner's report on the accounts**
## **Section A Independent Examiner’s Report**
**Report to the trustees/** Charity Name **members of** Birkdale Community Hub and Library **On accounts for the year Charity no** 30 September 2020 1153611 **ended (if any)** I report to the trustees on my examination of the accounts of the above charity (“the CIO”) for the year ended **30 September 2020** . **Responsibilities and** As the charity trustees of the CIO, you are responsible for the preparation of **basis of report** the accounts in accordance with the requirements of the Charities Act 2011 (“the Act”).
I report in respect of my examination of the CIO’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
**Independent** I have completed my examination. I confirm that no material matters have **examiner's statement** come to my attention in connection with the examination which gives me cause to believe that in, any material respect:
- accounting records were not kept in accordance with section 130 of the Act or
- the accounts do not accord with the accounting records
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached.
**Signed: Date:** 16 November 2020 **Name:** Daniel Styles **Relevant professional** Chartered Accountant - ICAEW **qualification(s) or body (if any):**
**----- Start of picture text -----**
Address: 39 Kirklees Road
Southport
PR8 4RB
**----- End of picture text -----**