## **Trustees' Annual Report for the period**
Period start date Period end date 01[st] October 2020 30[th] September 2021 **To**
**From**
## Section A Reference and administration details
**Charity name** Birkdale Community Hub and Library The Station Masters’ House **Other names charity is known by** also formerly The Friends of Birkdale Library **Registered charity number (if any)** 1153611 **Charity's principal address** 2 Liverpool Road Birkdale Southport **Postcode PR8 4AR**
**Names of the charity trustees who manage the charity**
|1
2
3
4
5
6
7
8
9
0
1
2
3
4
5
6
7
8
9
0|**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|1/10/2020 to 18/03/2021||
||John Pugh||||
||SallyMoss|Treasurer|||
||Sylvia Thompson||||
||Roger Fieldhouse|Finance|||
||Philip Margham|Project Manager|Also Chair from
19/03/2021||
||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;
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).
The two volunteer co-managers oversee the day to day running of the Station Master’s House. They have organised and trained volunteer teams, each with a team leader, to staff the Station Master’s House (SMH) in shifts, when open to the public. The library team continue to be responsible for book stock.
Policies are in place for GDPR, Finance, Health and Safety, Safeguarding, Equal opportunities and running the Library Service.
The managers report to the trustees at the regular trustee board meetings.
- trustees’ consideration of major risks and the system and procedures to manage them.
## **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
Having received the certificate of occupation for the building at the end of the previous financial year, work continued to put the final physical touches to the building. This included snagging work by the builder, repairing the original Victorian walls around the back yard and flagging both the front garden and rear out door space. Two gates were added at the front garden, a small front gate in line with the front door to replace the original and a wide side gate to allow wheelchair access. Various cabinets, safety equipment and signage and lighting were installed to improve the facilities in the building. The main supplies of water and electricity were also upgraded to cope with the buildings public role.
While this was happening the computer network was set up and the cloud based library system was commissioned. The library team started sorting through the many donated books, selecting and cataloguing those suitable for the library and where possible selling the surplus books in various ways to raise funds for the library. The sale of surplus books raised over £1600 during the year.
**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)**
With Covid-19 again restricting face-to-face contact in December, Christmas story readings were published on line on our website and an online story competition was held which attracted much interest. In February funding of £34,600 was received from the Access for All Fund. This was re-imbursement for all the work enabling disabled access to the house. This money meant that the Stannah midilift to give disabled access to the upper floor could be purchased and fitted into the already build lift shaft. The cost of the lift was subsequently reimbursed too.
Two teachers hired the meeting room upstairs to provide tuition in the evening for school children, following the covid-19 guidelines for schools. When schools were closed they went to on-line learning but returned to face to face tuition in the spring.
In April a room was hired and renovated in the local Methodist Church hall to provide extra space for book storage and preparation. As covid-19 restrictions eased book preparation and volunteer training went ahead and the library service could start on a click and collect basis from May 2021. Where possible readers were asked to register on line and select books from the on-line catalogue. Finally in July 2021 the Station Master’s House was fully open to the public all day Tuesday and Thursday and Saturday mornings. During the summer a small group used the computer facilities to carry out local and family history research.
In September there were two open mornings on the Saturday to raise awareness in the village that the Station Master’s House and its facilities were fully open. By the end of September there were approximately 400 registered readers. During September the local U3A started hiring some of the rooms for several of their groups to meet.
The trustees have had due regard to the guidance on public benefit published by the charity commission when planning the various activities.
**TAR**
March **2012**
3
## **Additional details of objectives and activities (Optional information)**
The trustees, the two managers, volunteers running the 200plus Club, Friends of the SMH and the library team, have now been joined by many other regular volunteers organised into teams to staff the Station Masters House when it is open to the public. In addition other supporters have helped with maintain the outside spaces and help at open days.
You **may choose** to include further statements, where relevant, about:
- policy on grantmaking;
- policy programme related investment;
- contribution made by volunteers.
## Section D Achievements and performance
**Summary of the main** During this year BCHL completed the fund raising to upgrade the Station **achievements of the charity** Master’s House into a community hub and library and established some **during the year** contingency reserves.
The physical upgrading and conversion of the building and its outdoor areas to its new use, including the installation of a lift, was completed.
While the Covid-19 restrictions caused some delay in opening to the public, it also gave time to train volunteers and prepare the book stock.
Taking a room at the local Methodist church hall has provided extra space and opportunities for further community presence in another part of Birkdale.
The Station Master’s House has now opened to the public for the library service and computer network. Room hire and community activity have also commenced. All staffed entirely by volunteers.
BCHL has created a warm, bright, safe, social space for local people to use and enjoy in the heart of Birkdale Village and provided many volunteering opportunities.
**TAR**
March **2012**
4
## **Section E Financial review**
Reserves are kept as cash at the bank. **Brief statement of the** Funds designated as long term reserves are in a separate savings **charity’s policy on reserves** account.
**Details of any funds materially in deficit**
N/A
## **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.
The charitys’ principal sources of funding this year have been the balance of funds raised by grants last year carried forward, funding for disabled access £34600 and the installation of the lift, £21,800. Other funding sources are donations from individuals and groups, subscriptions from the Friends of the SMH and the 200 plus Club and books sales. Additional funds have been raised at the open days and by online sales of goods. Income from room hire has also been received this year and it is anticipated that this will increase
The major expenditure this year has been the physical completion of the building. Also there have been many opening expenses such as signage and small items of equipment. Tables and chairs have been purchased for the meeting rooms and the computer room. All to make the Station Master’s House ready for use by the public.
Ongoing expenditure will include electricity, insurance, maintenance contracts, software annual costs, purchase of new books and covers for both purchased and donated books.
## **Section F Other optional information**
## Future Plans
The opening hours for The Station Master’s House are to be increased as the number of volunteers and footfall increases. Further open days are planned to encourage local people and businesses to use the buildings facilities particularly hire of the rooms to increase revenue. We also plan to start our own community groups to give opportunities for people to meet.
The constitution will be revised and updated. This will widen the current objectives to emphasise social activities and also allow Trustees to be elected by active supporters of Birkdale Community Hub and Library in the future. BCHL is planning to hold an Annual General Meeting around March each year.
We are looking forward to the Station Masters’ House becoming busier over the next year and being a resource and social centre for Birkdale Village and the surrounding area.
## **Section G Declaration**
**TAR**
March **2012**
5
**The trustees declare that they have approved the trustees’ report above.**
**Signed on behalf of the charity’s trustees**
|**Signature(s)**
**Full name(s)**
**Position (eg Secretary, Chair,**
**etc)**
**Date**|||
|---|---|---|
||James Philip Margham|Sylvia Margareta Thompson|
||
Chair|Trustee|
||27thJanuary 2022||
||27thJanuary 2022||
**TAR**
March **2012**
6
**Birkdale Community Hub and Library**
**CC16a**
**1153611**
## **Receipts and payments accounts**
**For the period To from** 1st October 2020 30th September 2021
## **Section A Receipts and payments**
|**A1 Receipts**|**Unrestricted**
**funds**
**to the nearest £**
**1,108**
**187**
**-**
**468**
**502**
**5,082**
**588**
**835**
**1,814**
**331**
**10,915**
**10,915**
**-**
**1,580**
**1,600**
**-**
**-**
**300**
**-**
**1,494**
**-**
**53**
**1,233**
**-**
**-**
**-**
**-**
**-**
**51**
**-**
**20**
**1**
**197**
**-**
**-**
**-**
**6,529**
**-**
**-**
**-**
**-**
**6,529**
**4,386**
**-**|**Restricted**
**funds**
**to the nearest £**
**-**
**-**
**63,669**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**63,669**
**63,669**
**-**
**-**
**-**
**-**
**-**
**843**
**40,361**
**-**
**3,612**
**2,178**
**-**
**1,172**
**257**
**279**
**1,034**
**199**
**-**
**1,134**
**-**
**-**
**66**
**-**
**112**
**147**
**51,394**
**1,164**
**4,509**
**3,278**
**8,951**
**60,345**
**3,324**
**-**
1|**Endowment**
**funds**
**to the nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**|**Total funds**
**to the nearest £**
**1,108**
**187**
**63,669**
**468**
**502**
**5,082**
**588**
**835**
**1,814**
**331**
**74,584**
**74,584**
**-**
**1,580**
**1,600**
**-**
**-**
**1,143**
**40,361**
**1,494**
**3,612**
**2,231**
**1,233**
**1,172**
**257**
**279**
**1,034**
**199**
**51**
**1,134**
**20**
**1**
**263**
**-**
**112**
**147**
**57,923**
**1,164**
**4,509**
**3,278**
**8,951**
**66,874**
**7,710**|**Total funds**
**to the nearest £**
**1,108**
**187**
**63,669**
**468**
**502**
**5,082**
**588**
**835**
**1,814**
**331**
**74,584**
**74,584**
**-**
**1,580**
**1,600**
**-**
**-**
**1,143**
**40,361**
**1,494**
**3,612**
**2,231**
**1,233**
**1,172**
**257**
**279**
**1,034**
**199**
**51**
**1,134**
**20**
**1**
**263**
**-**
**112**
**147**
**57,923**
**1,164**
**4,509**
**3,278**
**8,951**
**66,874**
**7,710**|**Last year**
**to the**
**nearest £**
**6,861 **
**1,736**
**175,571**
**480**
**195**
**4,588**
**-**
**-**
**-**
**-**
**189,431**
**189,431**
**310**
**1,380**
**-**
**910**
**259**
**4,350**
**145,951**
**-**
**2,232**
**353**
**1,780**
**-**
**-**
**-**
**-**
**278**
**179**
**198**
**20**
**19**
**49**
**588**
**-**
**-**
**158,856**
**7,386**
**426**
**711**
**8,523**
**167,379**
**22,052**
**-**
27/01/2022|
|---|---|---|---|---|---|---|
|Donations|**1,108**||||||
|Fund RaisingEvents[1]|**187**||||||
|Grants and restricted funds[8]|**-**||||||
|Friends subscriptions|**468**||||||
|Gift Aid|**502**||||||
|200+ Club|**5,082**||||||
|Council tax refund[2]|**588**||||||
|Room Hire|**835**||||||
|Book sales[1]|**1,814**||||||
|On line sales[1]|**331**||||||
|**_Sub total_**_(Gross income for_
_AR)_|**10,915**||||||
|**_Total receipts_ **
**A3 Payments**|||||||
|Fund Raising Expenses|**-**||||||
|200+ club prizes|**1,580**||||||
|Accountancy fees|**1,600**||||||
|Solicitors fees re lease|**-**||||||
|Planning fees|**-**||||||
|Professional & Survey fees [3]|**300**||||||
|Leasehold Improvements [4]|**-**||||||
|Library room costs [5]|**1,494**||||||
|Library section costs [6]|**-**||||||
|Sundry opening costs [7]|**53**||||||
|Insurance [8]|**1,233**||||||
|Annual Maintenance charges|**-**||||||
|Repairs and renewals|**-**||||||
|Digital cost|**-**||||||
|Electricity|**-**||||||
|Cleaning and PPE|**-**||||||
|Advertising (and website 2020)|**51**||||||
|TV Telephone and Broadband|**-**||||||
|Lottery Licence|**20**||||||
|Bank Charges|**1**||||||
|Miscellaneous|**197**||||||
|Council Tax [2]|**-**||||||
|Postage and Stationary|**-**||||||
|Packaging for book sales [1]|**-**||||||
|**_Sub total_ **|**6,529**||||||
||||||||
|**A4 Asset and investment**
**purchases, (see table)**|||||||
|**Digital Equipment**|**-**||||||
|**Other Equipment**|**-**||||||
|**Furniture**|**-**||||||
|**_Sub total_ **|**-**||||||
|**_Total payments_ **
**_Net of receipts/(payments)_ **
**A5 Transfers between funds**
CCXX R1 accounts (SS)|||||||
||**4,386**|**3,324**|**-**|**7,710**||**22,052**|
||**-**|**-**
1|**-**|**-**||**-**
2|
|**A6 Cash funds last year end**
**_Cash funds this year end_**|**26,090**||**22,534**||**-**||**48,624**||**26,572**|
|---|---|---|---|---|---|---|---|---|---|
||**30,476**||**25,858**||**-**||**56,334**||**48,624**|
CCXX R2 accounts (SS)
27/01/2022
2
## **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**
**B4 Assets retained for the**
**charity’s own use**
**B5 Liabilities**
**B3 Investment assets**|Signature
**Details**
**Details**
Cash at Bank [9]
Cash in Hand
**Details**
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
**Details**|**Unrestricted**
**funds**
**Restricted**
**funds [9]**
**to nearest £**
**to nearest £**
**30,415**
**25,858**
**61**
**-**
**-**
**-**
**30,476**
**25,858**
OK
OK
**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
-
**-**
-
**-**
-
**-**
-
**-**
-
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
-
**-**
-
**-**
-
**-**
-
**-**
-
**-**
-
**-**
**Fund to which**
**liability relates**
**Amount due**
**(optional)**
-
**-**
-
**-**
-
**-**
-
**-**
Print Name
Sally Moss
Roger Fieldhouse FCA FCMA|**Endowment**
**funds**
**to nearest £**|
|---|---|---|---|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||OK|
||||**Endowment**
**funds**
**to nearest £**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**Current value**
**(optional)**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**Current value**
**(optional)**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**When due**
**(optional)**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||Date of
approval|
|||Sally Moss|27/01/2022|
|||Roger Fieldhouse FCA FCMA|27/01/2022|
CCXX R3 accounts (SS)
27/01/2022
3
## **Notes to the Acounts**
## **[1] Details of Fund Raising**
|**[1] Details of Fund Raising**||||||
|---|---|---|---|---|---|
|Open days at SMH
Sale of surplus books
On-line sales
**_TOTAL_**
**[2] Council Tax**
First instalment refunded
**[3] Professional fees and surv**
Architects Services
Survey fees - Site safety
Structural engineer
**_TOTAL_**
**[4] Leasehold Improvements**
Work on building
Exterior work on yards
Aerial
Lift less deposit paid last year
**_TOTAL_**
**[5] Library room costs**
Carpet
Shelving
DIY & sundries
**_TOTAL_**
**[6] Library section costs**
Library management software
Scanners, stool & sundry equipm
Book coverings
Children's books
consumables
**_TOTAL_**
**[7] Sundry opening costs**
Signage
Small equipment, DIY & sundries
Lanyards for volunteers
**_TOTAL_**
**[8] Insurance**
Commercial combined package
Trustee liability
**_TOTAL_**
**[9] Cash at Bank**|**Income**||**Expenses**|||
||187||-||187|
||1,814||146||1,668|
||331||1||330|
||**2,332**||**147**||**2,185**|
||**588**
**eys**
300
630
213
**1,143**
16,608
6,929
125
16,699
**40,361**
720
444
330
**1,494**
1,160
289
1,514
508
141
**3,612**
837
1,038
356
**2,231**
1,045
188
**1,233**|||||
|Current Account
200+ Club Account
Sales Account
Paypal Account
Reserve Account
**_Total Cash at Bank_**|**Unrestricted**
**funds**
8,261
5,980
1,988
44
14,142
**30,415**||**Restricted**
**Funds**|||
||8,261||-|||
||5,980||-|||
||1,988||-|||
||44||-|||
||14,142||25,858|||
||**30,415**||**25,858**|||
|**[9] Cash at Bank**||||
|---|---|---|---|
||**Unrestricted**||**Restricted**|
||**funds**||**Funds**|
|Current Account|8,261||-|
|200+ Club Account|5,980||-|
|Sales Account|1,988||-|
|Paypal Account|44||-|
|Reserve Account|14,142||25,858|
|**_Total Cash at Bank_**|**30,415**||**25,858**|
CCXX R4 accounts (SS)
27/01/2022
4
## **[10] Restricted Funds**
## **Cr**
|**Bfw 2020**
Sefton
18,530
P H Holt Foundation
183
Bernard Sunley Foundation
3,710
For Library
111
_SUB-TOTAL_
**Restricted Funds Received-summary**
GRANTS
Dukes ward Sefton
5,000
Monkey Puzzle nursery
500
AfA- For disabled access
36,345
AfA - For Lift
21,824|Dr
**Cr**
22,534
**Restricted Funds Used**
Sefton
18,530
P H Holt Foundation
183
Bernard Sunley Foundation
3,710
For Library
111
Dukes ward Sefton
5,000
Monkey Puzzle nursery
500
AfA- For disabled access
10,487
AfA - For Lift
21,824
63,669
**Restricted Funds Cfw**
AfA- For disabled access
25,858
86,203|60,345
25,858|
|---|---|---|
|||86,203|
## **Fixed Asset Table**
|**Item**
**Purchased**
3 Smart screen Televisions
22/08/2020
8 Computers,screens,software
26/08/2020
Laptop
06/04/2021
Hard drive back up
19/04/2021
Printer
19/05/2021
Card Reader
28/07/2021
Vacuum cleaner
07/09/2020
Fire extinguishers
08/09/2020
Ladder
29/09/2020
29 Lampshades
07/10/2020
2 Magnetic whiteboards
15/10/2020
Children's book box
30/11/2020
2 Perspex screens
01/12/2020
cabinet for toilet
04/01/2021
Telephones
19/01/2021
baby change station
25/03/2021
Clock
29/03/2021
Library trolley
08/04/2021
Evac sling
21/06/2021
Fans
23/07/2021
Blinds for windows & bookcases
25/03/2021
Bookcases
07/09/2020
Adjustable desk & top
01/03/2021
10 Tables and 30 chairs
17/06/2021
8 desk chairs
23/08/2021
TOTAL|**Cost**
1,860
5,526
582
68
335
179
115
264
47
290
120
239
432
117
63
114
54
311
146
161
2,462
5,173
235
2,548
496
18,658|**Depreciation**
**620**
**1,840**
**194**
**23**
**112**
**60**
**29**
**66**
**12**
**73**
**30**
**60**
**108**
**29**
**16**
**29**
**14**
**78**
**37**
**40**
**616**
**1,293**
**59**
**637**
**124**
5,375|**Current Value**|
|---|---|---|---|
||||1,240|
||||3,686|
|||||
||||388|
||||45|
||||223|
||||119|
|||||
||||86|
||||198|
||||35|
|||||
||||218|
||||90|
||||179|
||||324|
||||88|
||||47|
||||86|
||||41|
||||233|
||||110|
||||121|
||||1,847|
|||||
||||3,880|
|||||
||||176|
||||1,911|
||||372|
|||||
||||13,283|
Depreciation rates for computer equipment 33.3% straightline Depreciation rates for equipment and furniture 25% straightline
CCXX R5 accounts (SS)
27/01/2022
5
**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 2021 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 2021** .
- **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:** 13 January 2021 **Name:** Daniel Styles **Relevant professional** Chartered Accountant - ICAEW **qualification(s) or body (if any):**
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Address: 39 Kirklees Road
Southport
PR8 4RB
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