**Annual Report for period ended 30th October 2021 To accompany Financial Report for 2020 – 2021** ## **Registered Charity No: 1158661** **Stannington Story Festival 18 September 2021** ## **Reference and administrative information** **Charity Name** : Stannington & District Library Group **Other names the charity is known by:** STAND **Registered Charity Number** : 1158661 **Principal address** : Stannington Library Uppergate Road Stannington Sheffield S6 6BX **Registered Office** : 400 Wood Lane Stannington Sheffield S6 6AQ ## **Trustees for 2020-2021** ||**Trustee name**|**Office**|**Dates acted if not**
**for whole year**|**Name of person**
**(or body) entitled**
**to appoint(if any)**| |---|---|---|---|---| |1|Jenny van Tinteren|Chair||STAND trustees,
or STAND
members at AGM| |2|Patricia Chapman|Treasurer||As above| |3|Melanie Smart|Secretary and Volunteer
Co-ordinator||As above| |4|Patricia Hague|Finance Assistant||As above| |5|Christine Paul|Assistant Treasurer||As above| |6|Carole Allen|Finance Assistant||As above| |7|Dorothy Russell|Library Manager||As above| |8|Bob Mynors|Communications and
publicity||As above| |9|Shelagh Whiteley|IT Co-ordinator||As above| |10|John Russell|Building Manager||As above| |11|Phil Warhurst|Deputy Chair and
Schools Co-ordinator||As above| ## **Committee Members** : Scott Marshall Book Sales As above 1 ## **Bank** : ## **Independent Examiner** : ## **Solicitors** : HSBC Bank plc 49-63 Fargate Sheffield S1 2HD Trevor Hutchins Accountant Hutchins and Co, 371 Wood Lane Stannington Sheffield South Yorkshire S6 5LR Kerry Maddison Taylor Bracewell Solicitors 17-23 Thorne Road Doncaster DN1 2RP 2 ## **Trustees’ Annual Report 1[st] November 2020 to 30th October 2021** This report has been prepared in accordance with section 162 of the Charities Act 2011 and guidance issued by the Charity Commission about reporting requirements for Charitable Incorporated Organisations (CIOs). It should be read alongside STAND’s Financial Report and Statement of Accounts for the 2020/21 financial year. The Financial Report and Statement of Accounts was prepared in accordance with the charity’s constitution, the Charities Act 1993, Section 145(5) (b) of the Charities Act 2011, and the Statement of Recommended Practice: Accounting and Reporting by Charities 2005. ## **Statement from the Trustees** Over the past year, although we have seen the continued impacts of Covid-19 pandemic restrictions on our operations, we have been able to open up the library to the public, and safely re-introduce some of our services and events. Our grant funding from the Council has so far continued, and although our income is down and we have had to dip in to our reserves to cover some of our costs, on the plus side we have received many donations from supporters, and increased our income from the sale of second-hand books. We have also received generous grants from Bradfield Parish Council, the Tenants and Residents Association (TARA) and Christ Church Stannington. We started the year in good financial shape, and this has remained the case, as over the past 12 months our finances have been stable and we remain in a strong position. Our first objective has been to keep volunteers and the public safe. Although there have been difficulties to overcome in dealing with pandemic safety precautions and restrictions, we have continued to open for 21 hours per week, delivered an order and collect service, opened for book browsing, restarted the Tuesday Club (albeit in different premises), opened a computer pod for public use, and run some lively and popular events. Our book lending figures show a great improvement, and we receive good feedback from the public. These achievements are to the credit of our dedicated volunteers, and the generosity and loyalty of our community, and we thank them all. ## **Information about STAND** Stannington & District Library Group (“STAND”) was originally established as an unincorporated community association in November 2013, in response to Sheffield City Council’s plans to close 16 public libraries (including Stannington) unless community volunteers stepped forward to keep the services running. STAND is a registered charity (number 1158661) and is constituted as a Charitable Incorporated Organisation or CIO. Its governing document is its Constitution, and both this and our charity status were approved by the Charity Commission and registered on 24[th] September 2014. 3 ## **Appointment of Trustees** Under the terms of STAND’s constitution, new Trustees may be appointed by the existing Trustees, or by STAND members at the Annual General Meeting (AGM), subject to completion of the appropriate nomination form and provided the nominated person fulfils the eligibility conditions and agrees to abide by the Charity Commission’s code of conduct. The current constitution states that one third of the trustees must retire at subsequent AGMs, although they may stand for re-election. A charity trustee who has served five consecutive terms may not be appointed for a sixth consecutive term, but may be reappointed after an interval of at least 1 year. ## **Governance** STAND is managed by a committee, currently consisting of 11 Trustees and 1 Committee member, although this can change from year to year. There is no maximum number, but there must be at least 3 Trustees to fill the honorary officer posts (Chair, Treasurer, and Secretary). The Trustees and Committee have responsibility for oversight of STAND and the running of the Library. Day to day management decisions about library operations are made by the Library manager. A minimum of 2 Trustees is required to form a quorum of the committee. The Committee normally meets every fortnight and receives reports from all officers, including a financial report. Throughout the year, these meetings have been held via Zoom. STAND’s CIO constitution sets out all major governance procedures such as duties of Trustees, elections, general meetings and AGMs, voting rights and eligibility for membership of STAND. The STAND Trustees and Committee work on a volunteer basis, and for the period covered by this report did not receive any remuneration, apart from being reimbursed expenses incurred on behalf of STAND (for example printing ink, paper, or cleaning materials). These reimbursements must be agreed with the Treasurer in advance. ## **Charitable Objects** The Charitable Objects of STAND, as set out in its constitution, are: - (a) the advancement of education for the benefit of the public in the district of Stannington in the City of Sheffield and the surrounding area by the provision of a community lending library and associated services. - (b) to promote for the benefit of the public in the district of Stannington in the City of Sheffield and the surrounding area without distinction of age, disability, sex, sexual orientation, gender reassignment, marital or civil partnership status, race, or of political religious or other opinion, by associating together the said residents and local authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interest of social welfare for recreation and leisure time occupation with the objective of improving the conditions of life for the residents. 4 ## **Our Mission** In support of these charitable objects, our mission is to provide a sustainable library service and community hub for the people of Stannington and the surrounding district, encouraging participation by everyone and innovative use of the building as well as promoting lifelong learning, social and digital inclusion, and the celebration of reading. ## **Public benefit Statement** The Trustees confirm that they have referred to the guidance published by the Charity Commission on public benefit, when reviewing and agreeing STAND’s mission, aims and our service delivery principles. We have also borne this guidance in mind when setting our objectives, to ensure that we correctly identify the intended beneficiaries of our work, make a real difference and comply with our charitable objects at all times. ## **Service delivery principles** Our Service Delivery Principles have been developed with the needs of our socially diverse community in mind. In spite of another difficult year, our library has continued to be: - Welcoming, available and accessible to everyone; - Free to use within normal opening hours for borrowing books - Publicised and promoted as free and available to all sections of the community, using a wide range of publicly available media; - Publishing and maintaining clear and accessible information about any fees and charges, which are applied in a fair way to all service users; - Providing high quality services to all, regardless of political or religious affiliation; - Supportive of the local community, encouraging participation and increasing community capability; - Providing a safe environment that meets the diverse needs of a wide-spread community including many children, elderly and disabled people. ## **Policies** The STAND committee has adopted the following framework of management policies governing important aspects of running the library, including legislative compliance: - Book Donations - Safeguarding and Protection of Individuals - Financial Reserves - Volunteer Management & Problem-Solving procedure - Equal Opportunities - Suggestions and Complaints - Financial Management - Health & Safety 5 - Data Protection and Data Security - Covid-19 Policies and Risk assessments - Food Hygiene - Using the Library Space and Facilities - Stock Policy - Fire Safety Policy and Procedures. These policies are kept under review and are available in the library. We are currently developing a new policy on marketing and use of social media. ## **Relationships with other organisations** Stannington Library is one of 11 Associate libraries in Sheffield, that are run by volunteers with support from Sheffield City Council. STAND, which was set up by local residents to operate the library, is an independent charity with its own charitable objects, and with the freedom to deliver other services with the aim of operating as a sustainable community hub, provided we abide by the terms of our lease. Associate libraries in Sheffield are free to apply for funding from a range of grant bodies. They are not subsidiary organisations of the Council and do not run library services on the Council’s behalf, or under any form of contract. STAND’s relationship with the Council is covered by: - (i) A Grant Agreement setting out the arrangements for paying the grant and how library performance and expenditure using the grant will be monitored (this is reviewed by the Council every 3 years); - (ii) A Memorandum of Understanding, dealing with the use of the LMS book stock, and the library management computer system; - (iii) A 5-year Lease (previously we occupied the building under a Tenancy at Will). The lease includes an option to renew for 25 years, which must be exercised before the 5- year term expires. Sheffield City Council support: From 1 April 2017 to 31[st] March 2022, we have benefited from a support package as follows: - 5-year or 25-year leases at peppercorn rent, - A grant equal to the 2013 building running costs (£9,500 pa for Stannington) was paid for 1 year (2017/18). This was reduced to 80% or £7,600 in year 2 (2018/19) and it was reduced further, to 70% or **£6,650** in year 3 (2019/20). The grant has remained at this level since April 2020, but is currently under review again by the Council. - Use of the Council’s library management computer system, with the current Stannington Library book stock; - Provision of a small number of new books; - A small grant for marketing; - Participation in the central library van service delivering customer title requests or books being returned by other libraries; 6 - The offer of retention of the computers and RFID machines (self-service kiosks) and links to the People’s network (council’s internet access); - LMS training for volunteers, and - Services of a Volunteer Co-ordinator (Darrel Porter). This support package ends at the end of March 2022. During 2021, there has been a review by the Council to decide whether to renew it, end it, or continue it on different terms. A 5-year lease was finalised in late 2018, together with an Options Agreement for a 25-year lease, should this be required. The 5-year lease was signed by us in September 2019 and by the Council in November the same year. We intend to activate the 25-year option before the end of the 5-year lease (i.e. before October 2024) to enable us to apply for funding to build an extension to accommodate an expanded children’s section and computer suite. This year, we have also benefited from a further £10,000 SCC grant towards the legal and professional costs of embarking on such a project. We have done some preparatory work and intend to make a formal start on it during 2022. Elected Representatives: STAND has good relationships with local councillors, who have continued to be very supportive. Stannington Ward councillors have a small fund (the ward pot) available to them to support local not for profit organisations, and they have been very generous to us in providing grants in the past, particularly to help with our building improvements. We thank them for their generosity. Other Volunteer Libraries: STAND continues to support Volunteer Libraries in Sheffield (or VLiS) the coordinating group for Associate and Co-delivered Libraries. Bradfield Parish Council: STAND is supported by our **Parish Council** , which features on our Hall of Fame noticeboard in the library and on our website. They have been very helpful to us from the beginning, and we are extremely grateful to them. - The Co op Local Community Fund: Every year the Co-op runs a programme raising grants to support projects run by local non-profit organisations, funded through donations made by Coop customers every time they shop. We successful in applying for this support in 2021 and received a grant to buy more new audio books, which has greatly improved our collection in this important category. Local community organisations: We have a good working relationship with **Stannington TARA** , which has supported the Library with donations, notably for books and for our Story Festival. We sincerely thank them for their generosity. The Library has continued to offer support to **SCOFF** , the Stannington carnival committee, by providing free Zoom access, and also 4 volunteers to serve on the committee. Once again, because of Covid pandemic restrictions the carnival could not be held this year – however, we have contributed to the production of a commemorative book, which will be sold to raise money for local good causes. We have links to **local infant, primary and secondary schools.** In normal times, we have classes from Stannington Infants School and Nook Lane Primary School visiting the library to borrow and return books and hear a story read by one of the volunteers. Sadly, it has not been possible for these visits to take place during the pandemic, but we have continued to keep in touch with the schools and thankfully the children are able to browse the books again – as 7 shown by this summer’s successful Reading Challenge, and our improved book lending figures. This year, we were able to involve Bradfield Dungworth School by arranging for Ian McMillan to visit as part of our Story Festival, to lead an assembly and a poetry and singing workshop. The event was a real success and greatly enjoyed by the children. ## **Impact of the Covid-19 Pandemic** In our report last year, the Trustees explained our policy of a staged re-opening, and this is what we embarked upon, starting with free bags of books, followed by an Order and Collect service starting 17[th] August 2020. There was another period of closure, starting 13[th] January 2021, which ended on 10[th] March 2021 when we resumed the Order and Collect service. As the situation improved, from 10[th] May 2021 we were able to open for book browsing. From 19[th] July, we opened a computer pod, offering public use of one computer. We also resumed face to face meetings of the Tuesday Club from May, although these have been held in Knowle Top Chapel as this supports social distancing in a bigger space. ## **Achievements and performance** Our objectives for 2021 were aimed at recovering and re-opening services as soon as we could, bearing in mind the need to carry on with safety precautions in the small library space. Progress has been made as follows: ||**Objective**|**Progress**| |---|---|---| |1|Re-opening for book browsing as soon as possible|Achieved| |2|Publicise and promote the library as a resource with
effective marketing campaigns on the website and in
social media|Achieved (and to be
continued)| |3|Opening up for public computer sessions in a safe
manner|Achieved| |4|Offer some computer support and tuition and increase
public awareness of what we offer, e.g. Photoshop,
Find My Past|Partly achieved (tuition still at
planning stage)| |5|Re-establish school visits as soon as possible|To be carried forward| |6|Re-establish groups such as Baby time, Storytime,
the Tuesday Club, in other bigger venues if necessary|
Tuesday Club re-started,
other groups yet to start| |7|Open up as a meeting space as soon as possible|To be carried forward| |8|Progress with the renewal of our Friends of
Stannington Library (FOSL) and Supporters Schemes|Achieved| |9|Draw up a Preparedness Strategy and contingency
planning for a resurgence of the pandemic or similar
emergency situation|To be carried forward| |10|Purchase and install additional external security
cameras focussed on the car park|To be carried forward| |11|Start the project for a possible library extension,
commencing with a full feasibility study|Live Project completed;
feasibility study to be carried
forward| |12|Continue the review and update of our management
policies.|Completed. Social media
policy in development| |||| 8 A lot of work went into opening again for book browsing, which we did in May 2021. We prepared a scheme for a one-way system round the library, with appropriate signage, hand sanitiser stand, and a table for track and trace forms, and we installed screens in the entrance lobby and on a re-modelled reception counter, to protect staff and customers. This has worked well, and the public has been supportive of, and confident in, the arrangements (as our improved loan figures show). We also continued with our process for quarantining returned books and donated items, and provided all the necessary equipment and guidance for staff, tin line with the measures identified in our Covid Risk Assessment, so that risks have been kept as low as possible. The Committee would like to thank all our volunteers for the extra effort and care they have put in to observing the necessary precautions, and helping to ensure that everyone remained as safe as possible. Special thanks go to Dot and John Russell (Library Manager and Building Manager) for all their hard work in looking after the quarantined books, overseeing the process, and looking after our furniture and equipment that currently has to be stored off site. Without all this, the library would not have been able to provide the necessary service, and our grateful thanks go to everyone concerned. ## **Objectives for the coming year** Last year, we were concentrating not only on recovering our services once the pandemic is brought under control, but also on planning for the future, and helping to rebuild community skills and resilience. Since then, it has become clear that society will have to adjust to a much longer-running situation in which a certain level of Covid precautions will endure, and restrictions could even be brought back if circumstances demand it. Our objectives for the coming year will therefore focus on restoring services as much as possible, fund-raising, communications and marketing, improving community skills and improving the library building. 1. Plan for reinstating normal library services and layout, as soon as this becomes possible (including investigating possible scope for more self-service points) 2. Bring back school visits as soon as possible 3. Re-start Baby Time, Story Time and the provision of meeting space for groups, either in the library or an alternative building 4. Develop a Fund-raising Plan to increase our level of fund-raising, including new initiatives and the promotion of Friends of Stannington Library scheme, donations from sponsors etc. 5. Consider a preparedness strategy in case of a future resurgence, new pandemic or other emergency situation (carried forward from last year) 6. Re-expand the number of computers for public use 7. Develop an offer of computer and IT training (e.g. iPads, smartphones, ancestry search). 8. Draft and approve a Social Media policy 9. Continue an effective marketing campaign on our website and social media 10. Install an additional security camera focused on the car park (carried forward from last year) 11. Continue with the Library Extension Project and feasibility study. 9 These objectives are all aimed at improving our sustainability and financial stability, as well as helping the community. ## **Fundraising and financial update** The Financial Report and Statement of Accounts for 2021/22 (issued separately) shows income and expenditure up to 31[st] March 2021. The **table on the next page** shows our expenses and income for the period since then (April to September 2021). Over the past year, we have remained financially stable, but as in 2020, we have not been able to achieve our normal level of fund raising, because of the impact of the pandemic. Our outgoings have however stayed at the same level, and this has resulted in our having had to dip into our financial reserves during the year, to the tune of £2000. This is of course precisely the kind of situation that we hold reserves to help with, but it does mean we want to return quickly to a level of fund raising that not only keeps the library running but also enables us to pay that money back into our reserves. In Quarters 1-2 in 2021/22, we have found some new income sources, such as selling discards and donated books, DVDs and CDs on-line, instead of sales inside the library. Some of our outgoings, such as building repairs and maintenance, have been lower this year compared with 2020 (following last year’s extensive redecorations and the installation of a new kitchen), and our Covid-related expenses have been a bit lower as we still had last year’s purchase of screens, signage and some PPE stocks. However, it can be seen from the table that a slight shortfall has occurred over the 2 recent quarters, which risks a continued depletion of our reserves, if it carries on. To prevent this, we need to increase our current sources of income and to be more ambitious about finding new ones, as well as aiming to bring back income streams that we have benefited from in the past. Accordingly, the STAND Committee will develop a fund-raising plan, and talk to all volunteers about ideas and activities to help us achieve it. For example, it would be good to set up more pop-up book sales in the village and at other events, like the one we did in the park for the Story Festival event on 18[th] September. This could help to offset the loss of our Carnival Bookstall, which has brought in a lot of money in previous years, but may not happen again unless more community volunteers step forward to help with organising it. We have got off to a good start, with excellent results from on-line book sales, and a scrap metal collection. Our thanks go to John Russell, Shelagh Whitely, Pat Hague, and all the other volunteers who have contributed so much effort and made these initiatives such a success. There is also the recent relaunch of our Friends of Stannington Library scheme, which has been reviewed and rejuvenated by Christine Smythe and Pat Chapman, with new application forms now available in the library. Christine and Pat have also registered us with HMRC for Gift Aid, which will make all donations even more worthwhile. We also had a major success with this year’s Stannington Story Festival, with 3 lively and well attended events – a performance by Hallam 89 of The Railway Children, held in Knowle Top Chapel, an event in the park called “StannHenge”, with stories and creative activities, and an evening with Ian McMillan and Luke Carver Goss at the Lomas Hall. We were able to run an outdoor bookstall and bric-a-brac stall, and the events raised welcome funds for the Library. Many thanks to Bob Mynors and Phil Warhurst for organising the Story Festival. 10 |**EXPENSES 2021 April-Sept £**|**EXPENSES 2021 April-Sept £**||**INCOME 2021 April-Sept £**|**INCOME 2021 April-Sept £**| |---|---|---|---|---| |EVENTS OUTLAY|122.55||COMPUTER
PRINTS|18.80| |FRIENDSHIP GROUP
COSTS|520.72||ON-LINESALE OF
DISCARDS/
DONATED BOOKS|1476.89| |XBM COPIER COSTS|50.11||EVENTS INCOME|491.12| |COST OF SALES
MATERIALS|2.99||PENS|17.00| |ADVERTISING AND
PUBLICITY|36.00||PHOTOCOPIES|43.60| |RATES|691.83||METAL
COLLECTION|124.60| |GAS|266.76||HIRE OF SPACE|300.00| |ELECTRICITY|415.63||DONATIONS
FROM LIBRARY
USERS|250.69| |WATER|32.55||FOSL|116.00| |TELEPHONE AND BROAD
BAND|217.01||GREEN
COLLECTING
BOXES|727.57| |STATIONERY + POSTAGE|155.96||AMAZON SMILE|51.33| |LIBRARY CONSUMABLES|42.65||CROWD FUNDING|113.59| |BOOK PROCESSING
MATERIALS|507.12||GRANTS FOR
RESTRICTED
PURPOSES|4,016.33| |BOOKS|3,272.28||UNRESTRICTED
GRANTS|250.00| |OTHER PURCHASES NOT
BOOKS|38.97||INTEREST|1.21| |INTERNET DOMAIN
COSTS|69.86|||| |KEYHOLDING SECURITY
COSTS|180.00|||| |ALARM MONITORING
SYSTEM|24.00|||| |BUILDING REPAIRS &
MAINTENANCE|667.53|||| |PPI AND OTHER COSTS
INCURRED RE COVID|1,466.35|||| |||||| |**TOTAL**|**8,780.87**|||**7,998.73**| |**SHORTFALL**||||**782.14**| 11 ## **Reserves Policy** The STAND Trustees aim to raise funds to ensure the sustainability of Stannington Library and the continuation of its services to the public, in accordance with our charitable objects. We always make clear that all funds raised go towards the upkeep of the library, and towards our plans for making it sustainable, especially in the event that our grant support from Sheffield City Council ceases. We apply for grants for particular purposes or projects such as buying new books, furniture or IT equipment, and these must then be spent on that item only - they are therefore termed “restricted” funds. The income generated from our own general fund-raising is available to spend as we see fit, and is therefore “unrestricted” funding. It is the policy of the Trustees to designate some of our unrestricted funds as reserves, which we set aside to cover specific purposes. We hold financial reserves for the following reasons: a) To meet an emergency or unexpected need for funds, such as an unforeseen building repair, a larger than expected utility bill, or unexpected need to buy in services; b) To cover our operational running costs, in the event of a loss of income such as our Council grant being reduced or cut altogether; c) To fund short term deficits in a cash budget, for example if money needs to be spent before an approved funding grant is received; d) To build up sufficient funds to cover our 5-year building maintenance programme, and to support our plans for a major project to extend the Library building; e) To cover any outstanding costs and liabilities in the unlikely event of STAND having to be wound up and/or the library lease terminated. Our policy is to maintain the right balance between building up sufficient reserves and designated funds to meet the above criteria, while ensuring we fulfil our charity’s objects by providing a free lending library service and community hub for the benefit of local people. We will keep this under regular review, to ensure we do not hold more reserves than we need. Reserves: We have currently set aside enough money in reserve to cover emergencies, plus our core running costs for 2 years (utility and basic library costs), which would allow time to develop alternative income sources. We have also set aside £3,000, in accordance with our Business Plan, to cover contingencies and liabilities that may arise should STAND have to close down and terminate its operations. It is open to the Trustees to move unrestricted funds from reserves, or to increase reserves, if this becomes necessary. - Impact of Covid 19 Pandemic: Although we have had to dip into our reserves during the year, we remain in a very strong financial position. We want to pay back the £2000 into the reserves, and we also want to think about how to plan for similar occurrences arising in future. If there was another pandemic, or extreme weather due to climate change, the government might not be in a position to make grants available. In such a situation, we could well need to call on a higher level of contingency funds, and the Trustees will consider this in our financial planning in future years. 12 ## **Risk management** STAND Trustees have reviewed the risks associated with running the library, developing services, and obtaining enough funding and volunteers to keep the operation stable and sustainable. The top six risks identified are set out in the table below. The overall severity rating is derived from the likelihood and impact ratings. ||**Risk**|**Severity**
**rating**|**Mitigation Plan**| |---|---|---|---| |1|Covid-19 pandemic – Health &
Safety: Risk to volunteers and/or
public of infection while working
in the library or using library
services|16|Keep health & safety risk assessment
updated, and ensure that identified safety
procedures and mitigations are put in place
and communicated to volunteers and
public; keep evaluation under review; take
all necessary action if a case arises.| |2|Covid-19 – Business Continuity:
Risk that services cannot be
delivered because of volunteer
illness or pandemic control
restrictions|16|Identify key services, legal requirements
and staffing allocations needed; prepare a
plan for maintaining critical services and
functions; implement alternative services or
delivery methods where possible;
communicate to volunteers and public.| |3|Loss of leadership team
members and need for
succession planning, lack of time
and relevant skills, burn-out.
(likelihood increased because of
Covid, plus we help SCOFF,
TARA, Action for Stannington,
Action for Knowle Top)|16|Identify deputies; encourage new
Committee members; compile handbook of
job/task descriptions to support handover;
regular discussion to ensure nobody gets
overloaded.| |4|Inability to raise enough funds to
meet our expenses and rebuild
reserves|16|Keep budgets under review and take early
action; apply for grants for books and
consumables, introduce new fund-raising
activities and events; bring back former
ones, identify good income sources. Keep
up a programme of promotion and publicity.| |5|Inability to recruit enough new
volunteers to replace losses and
assist the team|16|Run volunteer recruitment events; review
progress at every trustee meeting; outreach
to other organisations e.g. University or
VAS seeking volunteers| |6|Insufficient building space and
lack of progress with projects
and fund-raising for
refurbishment and expansion|12|Delegate to specific focused project team;
recruit volunteers to assist; seek help from
professionals, Council and Locality; set up
fund-raising team.| ## Key: |Key:|||||| |---|---|---|---|---|---| |**Likelihood**|1 = VeryLow|2 = Low|3 = Medium|4 = High|5 = VeryHigh| |**Impact**|1 = Minor|2 = Modest|3 = Significant|4 = Very Significant|5 = Catastrophic| |The risk severity rating is achieved by multiplying the figures, e.g. low likelihood x significant impact = 6|||||| 13 ## **Challenges** - Post pandemic recovery: Although we have made very good progress towards recovery of our services during 2021, we face a continuing challenge to get arrangements back to something much more like normal, including re-opening our groups, expanding the computer offer, and building up our readership again - not just to pre-pandemic levels but even better than that, if we can. We will continue to review our services to see whether they can be adapted to meet new needs, improved to attract new groups of readers, and strengthened to ensure we can keep up the flow of books to borrowers when difficulties arise. We also want to increase our own sustainability for the future, and focus on initiatives that promote reading and the love of books, as well as building skills and resilience in the community, especially children. Possible ideas include: - Making catalogues more accessible, via the website, and investigating the idea of Koha self-service kiosks - New IT services such as computer tuition, computer open days - Promoting new books and services; on-line story reading or poetry events); Pop up library events; bringing back class visits. Children’s Library Extension: We have long planned to enlarge the library by building an extension, to create enough room for an expanded children’s library and more space for IT and community meetings. Since 2020 we have made three significant steps towards it, by signing a lease with a 25-year option, obtaining a £10,000 grant towards costs, and engaging with Sheffield University’s School of Architecture to run a Live Project, in which a team of architecture students produced a number of new design concepts, materials and a scale model, some of which could be taken forward to inform our plans. Our next step will be to establish a Feasibility Study and develop a business case, with a view to obtaining grant funding. Other Community Commitments: For the past 4 years, several committee volunteers have been heavily involved in Stannington Carnival, the TARA, Action For Stannington and many other local good causes). This year, far from reducing our commitments these have escalated, with the need to assist Action for Knowle Top and also the park pavilion coming under threat. We have already identified a shortage of volunteers and the potential need to replace retiring committee members, so this is putting us under extra pressure. The committee will keep this under review and take action if the help we are giving elsewhere becomes unsustainable. ## **Conclusion** This has been another tough year, but our volunteers have stepped up and put in the extra effort to keep the library open and deliver a good service, while continuing to improve our book stock and encouraging and inspiring new readers. We are in a good position for the year ahead. Jenny van Tinteren OBE Chair of Trustees Stannington Library 13 November 2021 ## **Signed by Trustees on: 4 January 2022** 14 ## **Stannington Library annual book lending figures by quarter (April-March)** ||**Total Adult LMS**|**Total child LMS**|**Own books adult**|**Own books child**|**Total**| |---|---|---|---|---|---| |**2018-19**|||||| |Q1|1309|1247|1358|610|4524| |Q2|1215|1582|1363|1034|5194| |Q3|1154|1040|1150|768|4112| |Q4|1401|1170|1625|1206|5402| |**Total**|**5079**|**5039**|**5496**|**3618**|**19232**| |**2019-20**|||||| |Q1|1287|902|1357|1071|4617| |Q2|1273|1394|1476|1821|5964| |Q3|1168|953|1271|1365|4757| |Q4|1178|958|1206|1205|4547| |**Total**|||||**19885**| |**2020-2021**|||||| |Q1 (lockdown)|1|0|2|0|2| |Q2 (O & C)|18|32|215|263|528| |Q3 (O & C)|**LMS figures not available yet**||491|249|740| |Q4 (lockdown)|||171|34|205| |**2021-22**|||||| |Q1 Apr-Jun|||723|738|1461| |Q2 Jul-Sep|||1567|2221|3788| |Q3 Oct only|||532|756|1288| **----- Start of picture text -----**
Book Lending figures last 4 years
25000
20000
15000
10000
5000
0
Total Adult LMS Total child LMS Own books adult
Own books child Total
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15 MORE T JUST A LIBRARY Stannington and District Library Group FINANCIAL STATEMENTS For the period ended 31 March 2021 Contents Page Legal and administrative information Treasurer's annual and financial report Independent examinerfs report Income and expenditure account Statement of assets and liabilities Notes to the accounts Stannington and Dlstrlrt Llbrary Group Legal and adminlstratlve Informatlon Forthe period ended 31 March 2021 Full Name Stannington and District Library Group Also known as STAND Reglstered charlty number 1158661 Principal Address Stannington Library Uppergate Road Stannington Sheffield 56 6BX Registered office 400 Wood Lane Sheffield S6 6AQ Trustees Carole Allen Assistant Treasurer Ire*lected 13 November 20181 Philip Warhurst Assistant (re-elected 08 December 20201 John Russell Buildings Ire-elected 08 December 20201 Christine Paul Treasury Assistant (elected 12 November 20191 Patricia Hague Asst. Library Manager lelected 12 November 20191 Jenny van finteren Chair (re-elected 12 November 20191 Patricia Chapman Treasurer (re-elected 08 December 20201 Dorothy Russell Library Manager Ire£lected 08 December 20201 Melanie Smart Volunteer co-ordinator (re-elected 08 December 20201 Robert Mynor5 Advertisin8 and publicity (re-elected 08 December 20201 Committee Scott Marshall Book sales and Social Media l appointed 08 December 20201 Bank HSBC Bank PIC 49-63 Fargate Sheffield SI 2HD Solicttor Taylor Bracewell Number One Railway CourL Ten Pound Walk, Doncaster, DN4 5FB Independent Examlner Trevor Hutchins 384 Wood Lane Stannington Sheffield $6 5LR Stannlngton and Dlstrlct Llbrary Group Treasurerfs annual and financlal report and 5tstement of 3ccounts for the perlod ended 31 March 2021 Governan¢e and rnanagement The Charity is a Charitable Incorporated Organisation, registered on the 24 September 2014. The founding trustees were trained by Sheffield City Council and have attended further training where appropriate in 2016, and 2018. Trustees were appointed at the first AGM, and future trustees will be trained by OLttgoing trustees or a trustee with appropriate training In their particular area. Summary of the objects of the Charlty The objects of the charity are: The advancement of education for the benefit of the public in the district of Stannington in the City of Sheffield and the surrounding area by the provision of a community lending library and associated seThices. 21 To promote for the benefit of the public in the district of Stannington in the City of Sheffield and the surrounding area without distinction of age, disability, sex, sexual orientation, gender reassignment, marital or civil partnership status race or of political, religious or other opinion by association together the said residents and local authorities, voluntary and other organisations in common effort to advance education and to provide facilities in the interest of social welfare for recreation and leisure time occupation with the objective of improving the condition of life for the residents. Summary of the rnain activitie5 undertaken for the public beneflt The charity took over the running of the library from the council on the 29 September 2014. The library is staffed by a team of dedicated volunteers. who have undertaken library and GDPR training to enable them to assist members of the public. All volunteers have Signed the Data Protection Agreement and are given a copy of the library policies, including those on Safeguardin& and Equality & Diversity. Durin8 the period l April 2019 to 31 March 2020 volunteer5 contributed over 7,000 hours of free time to the running of the library. During the first lockdown from March 2020 to July2020, we were unable to open the library at all. although we carried out a number of internal improvements to the building. We then put out publicity via posters and social media to let the community know we were re-opening from 3, August and asking people to brin8 back library books that they had borrowed prior to lockdown, and we also offered Pot Luck bags of free books. Many books were returned and also donated, as people hèd been having a clear-out during lockdown, so, we benefited through a steady stream of donated books which we have started selling to on-line book buying companies, to bring in more income. From 17, August 2020 the library opened for Order & collect, on Mondays, Wednesdays and Fridays from 10.am until 4.pm and on Saturdays from 10.am until 2.pm. an hour longer than our usual hours. Orders are accepted via email, phone call, in person or by letter and we then contact the person to let them krsow their order can be collected. We continue to offer free books as well. When the next lockdown began in January 2021, we decided to suspend the Order & Collect seNice, to keep our volunteers and the Public safe. Meanwhile, we offered our library users free access to Find My Past ancestry research and contin4Jed to publicise the e-book service offered by the local council. We also published a Nature Notes booklet for members of the Tuesday Club. Once the pandemic case numbers fell and all the volunteers had received at least one vaccination, we were able to resume the Order & Collect Service from IO, March 2021 Although we had to suspend our usual one-off events during 2020, we did however manage to put on 2 Tableaux in the library reception area one for Halloween and one for Christmas both were received with enthusiasm from the public. We have continued to refresh our library stock across all genres thanks to Grants from The Co-op and Bradfield Parish Council. We have received help from local businesses that were able to Stay open via Green Collecting boxes, thanks to our Treasury Assistants. Plans for the future and current improvements The charity is still looking at the possibility of building an extension. as the pandemic has further highlighted the need for more space in the library. We intend to approach The University of Shefffield for help in preparing a feasibility report for this purpose. We have been given a Grant from Sheffield City Council towards this end, once this is complete, we will need to raise extra funding for the purpose of extendin8 the library Treasurerfs annual financial report and statement of accounts For the period ended the 31 March 2021 The Trustees can confirm that they had regard to the Charity Commission's guidance on public benefit whilst planning their activities for the period. Financial review At the end of this period the charity held £50420.65 of which £12504.12 is held in reserve for sustainability and contingency costs. £36285.98 is held in a building fund as part of our costs towards extending the library, although we have stored in there £13342 outstanding balances on grants that we could not spend due to lockdown, so actual balance towards extension is £22943.98. While this year has been difFicult the small Business grant awarded by the UK Government has mean that we have been able to continue and despite extra costs incurred due to buying PPI equipment and alterations that we have had to make because of covid-19, we have finished this year quite well with a balance in OLEr current account of free cash £1630.55. We need however to fundraise in 2021 to make sure that we can continue to run the service as we have always done since 2014 Approved by the trustees on Signed on behalf of trustees by.. Independent Examlnerfs report to the Management Commlttee of Stsnnin8ton and Distrirt Library Group I report on the accounts of Stannington and District Library Group for the period ended the 31 March 2021 which are set out on pages 6 to 8. Respective responslbllltles of the Trustees and the exarniner The charitys 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 144121 of the charities Att 2011 (the 2011 Act) and that an independent examination is needed. It is my responsibility to.. o Examine the accounts under sertion 145 of the 2011 Act,. o Follow the procedure laid in the general Directions given by the Charity Commission (under section 1451511bl of the 2011 Actl- and o state whether particular matter5 have come to my attention. Basls of Independent examinerf5 report My examination was carried out in accordance with the general Direction given by the Charity Commission. An examination includes a review of the accounts records kept by the charity and a comparison of the actounts presented with those records. It also includes consideration of any unusual items or disclosures in the accounts, and seeking explanations from you the 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 matter5 set out in the statement below. Independent exarninerfs ststement In connection with my examination, no matter has come to my attention i) Which gives me reasonable cause to believe that in any material respect the requirements: o to keep appropriate accounting records in accordance with section 130 of the 2011 Act,. and o to prepare accounts which accord with the accounting records and to comply with the accounting requirements of the 2011 Act have not been met,. or 21 to which. in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be ached. evor Hutchins 384 Wood Lane Stannington Sheffield 56 5LR 11.01.2A Stannington and Distrirt Library Group Income and Expendtture Account for ther period ended 31 March 2021 Unrestrirted Restricte(i fund fund Total 2021 Note5 Income Grants & Donations Sales Hire and Fundraising Total Income 11036 1075 26301 37337 1075 12111 26301 38412 Asset Purchases Office equipment and IT costs Fixtures and Fitting costs 337 749 1086 Expenditure Rates 461 108 736 905 461 108 736 905 Water rates Electricity Gas Professional and Legal Costs Telephone Broadband and IT Insurance Printing and Advertlsing Marketing Library consumables and stationerv Repairs Renewals and non-capital equipment Building Improvement costs Book processing Materials Books Events Outlay Frienship Group Costs Childrens Groups Cost of Sales Software Library costs other purchases Securitycosts cost incurred due to covid Internet Domain Costs 436 861 436 861 160 160 181 S77 1498 270 84 181 877 2334 270 3684 300 836 3600 359 359 234 53 287 30 1528 30 1528 6035 48 6035 48 Total Expendlture 9424 10962 20386 Surplus for the year 2687 15339 18026 Total Funds Brought Fonvard 30238 2103 32341 Total Funds Carried Forward 32925 17442 50367 Statement of Assets and Llabllltles As at the 31 March 2021 2021 2020 2019 Fixed Assets Cost Less Depreciation and Asset Written off 20626 -9938 19540 -7266 16175 4197 Nett Book Value 10688 12274 11978 Current Assets Debtors Cash at bank Cash in hand Cash in pay pal account 747 50421 123 31928 67 32194 119 Total 50544 32742 32,313 Current Llabllltles Late invoices 177 401 795 177 401 795 Approved by the trustees on Signed on behalf of the trustees by= +loL StannlnKt&i4nd DlthctUbraryGrL¥JP Not45tothO4fCCL thÈpÈrtod Ènded 31Marth2021 Unrostritt RtJtrlrt• edfuThds d fvnd$ 2021TOtsI fjr4nty•nd Dwlons Sheffiell ¢ltYCou￿ll Grant2 5heWipl¢ CItyCowKIl Stsnt GOvernmetstGrdmtre coyid StJnAlnoDn CCVDP Pa115b CouDcl ILW Ir￿ 6650 6650 4336 4336 Shettiell Citycouficil 3 300 25 109 602 Dtsnatio￿ from FOSLsthtme 109 6Q2 DDnotyon5frym bpxES 26301 Hirtind ￿rtts L1traryfITh￿. photDcopwngsJlesetc le u* Matketlll8 Item5 634 634 58 Cash refvnd f¢tynSuplier Amaion Smlle IThEeresi 350 18 350 26301 3E4k2 AestrtctodfvrAs FUr￿Er Paym•nts she￿1￿11 Citycourrtii 800*5 Sheifipld CiiyCouDEII iunDinsCo$15 Stann￿O0￿ Ccvop 8oDks 655Q 4a36 50 2736 J193 lakelartdf￿st Smith Shefhpld Citycourtil i¥dl Fees wèro ooi 1115 2103 17442 money8￿Qnforsp0ttrf￿ Ex￿ndrt￿r Lokel3ndTrust MOnFyÈfv*tsforSP*rffir Exp+Ddrtur* MonFyg￿e￿t0fspEcrf￿ ExpeDditure ShéffiÈld |City npy3ryeD*or5perKir Expendit￿re Tiu&tee5 rEc84ved no eApPD5*5.reMun*rbti￿ orbenefrts itsthispetiod. Glossètyof teittis Ro&thctod Funds Tbp5e ire *uDd58ivpnloth¢oryaniSation. Sut1ÈcttospetiRtr￿IdCtl0fftSsQt tythedonor. butstllli%rythth tho gonw31 Dbj8(ts Dlthe Dr81￿SIr10M. These areamountSQVie¢ totheoryniMtion. nDt rE￿ved ￿the iccDuDlinspervJd. The* areamouThtsowe¢ tyythe DrEa￿$￿tIon, but nDt wid inthe irrouDtK¥ pprrod. Independent Examin*rfs rèportto the ManKement Commlttee of stannin8ton and Oi5trict knbrary Group I report on the accounts of Stannington and District Library Group forthe period ended the 31 Marth 2021 which are set out on pa8es 6 to 8. Respertlve responslbllltles of tht Trustees and the ¢￿mI￿r The charl￿S trustees are responsible for the Pfeparation of the accounts. The chariiws trustees conyder that an audit 15 not required for thts year under sectlon 144121 of the chafities Art 2011 (the 2011 Actl and that an independent examknation is needed. It 15 my responsibility to.. o Examine the accounts under sertion 145 of the 2011 Act- o Follow the procedure laid in the 8eneral Directlons g￿en by the Charity Comrnission lunder seulon 14515llbl of the 2011 Act),. and o state whether particular matters havè come to my attention. 8451$ of Irhdependent examln•rfs r•port My examSnatSon was carried out in accordance wlth the general Dlrectlon given by the Charity Commlsston. An examination include5 a review of the accoufiis records kèpt by the charity and a comparison of the atctsunts presented with those records. It also includes consideration of any unusual items or disch)sures in the accounts, and seekln8 explanatlons from you the trustees concernlng any suth matters. The procedures undertaken do not provide all the evldence that would be required in an audit, and consequently no opinSon 1$ 8iven as to whether the aeeoLbnts present a 'tTue and faSr and thè report Is limited to those rnatters set out In the stattment below. Indepenrtent •x•mln•rfs st•t•m•nt In connectlon wtsh my exam5natlon, no rnatter has come to my attentk*n Which 8ives me reasonable cause to believe that in any material respect the requ1￿Ments.. o to keep approprlate attountin8 records in accordance with section 130 of the 2011 Act,. and o to prepare accounts which accord wlth the accountlng records artd to compty wlth the accountlng requirements of the 2011 Act have Thot been met.. or 21 to whi¢h. in my opinlon, attentlon should be diawn in Ofder to enable • proper understandin8 of the a¢¢ounts to be ached. èvor Hut¢hln5 384 Wood Lane Stannlngton Sheffitld 56 SLR