**Annual Report for period ended 30th October 2022 To accompany Financial Report for 1 April 2021 – 31 March 2022**
## **Registered Charity No: 1158661**
**Stannington Story Festival 1 October 2022**
## **Reference and Administrative Information**
**Charity Name** :
Stannington & District Library Group
**Other names the charity is known by:**
STAND
**Registered Charity Number** : **Principal address** :
1158661 Stannington Library Uppergate Road Stannington Sheffield S6 6BX
**Registered Office** : 400 Wood Lane Stannington Sheffield S6 6AQ
## **Trustees for 2021-2022**
||**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
Volunteer Co-ordinator||As above|
|4|Patricia Hague|Finance Assistant,
Deputy Manager||As above|
|5|Christine Paul|Finance Assistant|18/11/21- 4/2/22|As above|
|6|Carole Allen|Finance Assistant||As above|
|7|Dorothy Russell|Library Manager||As above|
|8|Bob Mynors|Communications,
Events, publicity||As above|
|9|Shelagh Whiteley|IT Co-ordinator
Volunteer Trainer||As above|
|10|John Russell|Building Manager||As above|
|11|Phil Warhurst|Schools Co-ordinator
Events||As above|
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**Bank** : HSBC Bank plc 49-63 Fargate Sheffield S1 2HD **Independent Examiner** : Trevor Hutchins Accountant Hutchins and Co, 371 Wood Lane Stannington Sheffield South Yorkshire S6 5LR **Solicitors** : Kerry Maddison Taylor Bracewell Solicitors 17-23 Thorne Road Doncaster DN1 2RP
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## **Trustees’ Annual Report 19th November 2021 to 31st October 2022**
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 2021/22 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**
This year has seen the easing of pandemic restrictions, and we have re-established normal services and events and welcomed back most of our community groups. The library is as busy and vibrant as ever, with a well-managed and up to date book stock, well supported by the local community.
The Council has continued to provide us with a grant, and in February 22 we were able to claim a Covid Recovery Grant to help meet our running costs in 22/23. The Council is reviewing the library service, and Associate Libraries funding remains very vulnerable.
Over the year, our volunteers have worked very hard to build up alternative sources of income, and we have made encouraging progress, especially as our Friends and supporters have continued to donate money, second hand books and other items that we have once again been able to sell to raise funds.
We have also received generous grants from Bradfield Parish Council, the Co-op, the Tenants and Residents Association (TARA) and Christ Church Stannington, for which we are very grateful. Our financial position has strengthened over the past 12 months, and we have been able to refund money borrowed from our reserves.
Our focus this year has been on re-establishing a full service, with groups and events taking place again, and improving the logging and management of our own book collection to enable service improvements. We have kept our Covid safety precautions under review, with the aim of keeping volunteers and public as safe as possible. Stannington Library book lending figures continue to improve and feedback from the public is very positive.
All this is thanks to the enthusiasm and dedication of our volunteer team, and the loyal support of the local community. The Trustees extend grateful thanks to everyone.
## **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
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and our charity status were approved by the Charity Commission and registered on 24[th] September 2014.
## **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 10 Trustees, although this can change from year to year. There is no maximum number of Trustees, but there must be at least 3 elected to fill the honorary officer posts (Chair, Treasurer, and Secretary). The Trustees may also co-opt additional committee members.
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 month, and receives reports from all officers, including a financial report. 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 for expenditure incurred on behalf of STAND (for example printing ink, paper, or cleaning materials). These expenses and reimbursements must be agreed 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
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leisure time occupation with the objective of improving the conditions of life for the residents.
## **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;
- be free to use within normal opening hours for borrowing books
- publicise and promote our services as free and available to all sections of the community, accessible via a wide range of publicly available media;
- publish and maintain clear and accessible information about any fees and charges, which are applied in a fair way to all service users;
- provide high quality services to all, regardless of political, religious or any other affiliation;
- support the local community, encouraging participation and increasing community capability; and
- provide a safe environment that meets the diverse needs of a wide-spread community including many children, elderly and disabled people.
## **Policies**
The STAND Trustees have 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
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- Financial Management
- Health & Safety
- 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 (signed in 2019 - 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 in 2024.
Sheffield City Council support: Since April 2017, 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;
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- A small grant for marketing;
- Participation in the central library van service delivering customer title requests or books being returned by other libraries;
- 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 has been extended to 31[st] March 2023, but a council-wide review is in progress which will include a decision on the future support the council gives to all the volunteer libraries, meaning that we cannot rely on the package continuing next year.
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. This has been a good source of help and advice.
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, most recently with a £2,000 book grant, and we are extremely grateful.
- 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 successfully applied in 2021 for a grant from the Community Fund to fund the 2022 Story Festival, to be aimed particularly at children and getting them back interested in reading again after the pandemic restrictions. We received so many donations towards this cause that we have over £1500 left to carry forward for the 2023 Story Festival, which will again include elements of particular appeal to children.
Local community organisations: We have a good working relationship with **Stannington TARA** , which has supported the Library by donating towards events that also benefit our readers from the Tara’s area, and we thank them for their generosity.
The Library has continued to offer support to **SCOFF** , the Stannington carnival committee, by providing meeting room and Zoom access, and also 4 volunteers to serve on the committee. They worked very hard to put on a Stannington Garden Party in July 2022, which not only provided the opportunity for the Library to run a book and bric-a-brac stall, but also to recruit some new members to help run the committee. SCOFF hopes to return with a new-style Carnival on 8[th] July 2023.
We have links to **local infant, primary and secondary schools,** and although we have not been able to host school visits yet (following the pandemic) we hope to restart these in the new Year. Once again, we have held a successful Summer Reading Challenge, and our book lending figures for children continue to improve, although they are still not back to their prepandemic levels.
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## **Achievements and performance**
The objectives we set ourselves for 2021/22 focused on continuing with re-opening services as soon as possible, and increasing our fund-raising capability to make up for the income we lost during the pandemic. Not only that, but we also wanted to improve our service offer by introducing computer training, and getting started on the library extension project.
||**2021/22 Objectives**|**Progress**|
|---|---|---|
|1|Plan for reinstating normal library services and layout|Achieved|
|2|Bring back school visits as soon as possible|Not yet achieved|
|3|Re-start Baby Time, Story Time and the provision of
meeting space for groups|Baby Time and groups have
re-started; still looking for a
leader for Story Time|
|4|Develop a Fund-raising Plan to increase our level of
fund-raising|Achieved – new income
streams including Friends
Scheme, Gift Aid, scrap metal|
|5|Consider a preparedness strategy in case of a future
pandemic resurgence|Achieved - we now have a
step-by-step plan for bringing
back measures to meet the
situation|
|6|Re-expand the number of computers for public use|Achieved|
|7|Develop an offer of computer and IT training (e.g.
iPads, smartphones, ancestry search)|In progress – we are in
contact with Heeley
Development Trust|
|8|Draft and approve a Social Media policy|In progress|
|9|Continue an effective marketing campaign on our
website and social media|Achieved|
|10|Install an additional security camera focused on the
car park|Not yet started|
|11|Continue with the Library Extension Project and
feasibility study.|Preparatory work in hand to
extend the lease|
||||
|Most of the objectives have been achieved and others are in progress, with the exception of
the security camera idea which took a back seat while we concentrated on services in the
library. As part of the reinstatement of library services, this year we have undertaken the bar-
coding of our own book collection on the Koha library computer system, which allows us to
check them in and out using a hand-held scanner. This has made the counter service quicker
and easier, and has also enabled us to identify lost and overdue or mis-placed books, thus
making our stock handling more reliable and improving the state of the book collection.|||
|This important work was led by Shelagh Whiteley, with assistance from Graham Whiteley,
Chris Hoole, Dot Russell, Pat Chapman and many other volunteers, and we thank them very
much for putting in so much hard work and making such a difference. Thanks too to Walkley
and Greenhill libraries, for the helpful advice they gave at the start.|||
Most of the objectives have been achieved and others are in progress, with the exception of the security camera idea which took a back seat while we concentrated on services in the library. As part of the reinstatement of library services, this year we have undertaken the barcoding of our own book collection on the Koha library computer system, which allows us to check them in and out using a hand-held scanner. This has made the counter service quicker and easier, and has also enabled us to identify lost and overdue or mis-placed books, thus making our stock handling more reliable and improving the state of the book collection.
This important work was led by Shelagh Whiteley, with assistance from Graham Whiteley, Chris Hoole, Dot Russell, Pat Chapman and many other volunteers, and we thank them very much for putting in so much hard work and making such a difference. Thanks too to Walkley and Greenhill libraries, for the helpful advice they gave at the start.
The Committee would like to thank all our volunteers for the hard work they have put in, and the extra effort they have invested in helping to raise funds for the library, by selling books on line and in the library, selling other donated items, collecting scrap metal, checking green collection boxes etc. This has made a great difference to the library’s financial position.
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We are also grateful for everyone’s co-operation with Covid-related precautions and the considerate way in which all the volunteers helped ensure everyone’s health as much as we possibly could.
As ever, our special thanks go to Dot and John Russell (Library Manager and Building Manager) for all their hard work in looking after the library, re-arranging the book stacks to support meetings and events, bringing back furniture and equipment that had to be stored off site for two years, and dealing with all the donated books. This has made a great difference to the smooth running of the library.
We would also like to express our appreciation for everyone’s generosity and willingness in stepping forward to cover for absences. This has been really helpful and has enabled us to maintain our full opening hours throughout - we particularly thank those who have done extra front-line shifts on top of their other roles.
## **Plans for the coming year**
Over the next year, we want to focus on resilience and sustainability, making sure we continue to maintain the library effectively now, while investing in projects to safeguard its future. We intend to obtain a 25-year lease, and use the Mary Lea grant to pay for consultancy services to draft a business case for extending the library building.
This has been a long-term ambition, and the need for more space has become even more urgent, but we must ensure the business case for it stacks up, and that we will still be able to cover increased running costs at a time when grant funding is going to be even harder to win.
Another area to focus on is the energy efficiency of the building. Currently we are not very “green” and we are very much at the mercy of energy markets, so we want to investigate the possibility of obtaining grants to provide solar panels, more insulation, and an alternative heating design.
This may also be incorporated into the extension project, if that opens up potential for innovative solutions, such as those suggested by the Sheffield University students who carried out a Live Works study for us in November 2021. Energy efficiency improvements and green technology will help the library to bring down its carbon foot print and contribute to Sheffield’s target of achieving net Zero by 2030.
In the area of IT, we would like to take forward further development of the Koha book management system forward, and also to continue with the idea of i-pad, tablet and smartphone training courses, provided we have the necessary volunteer resources available. We will continue with the plan to bring back school visits to the library, including a long-standing wish to bring in children from Shooters Grove and Bradfield Dungworth schools with the help of coach transport.
Stannington Library is relatively accessible for people with disabilities, as the building is all on one level and we have an accessible toilet for use by the public. We also have a good stock of large print and audio books, and a Hearing loop to assist hearing aid users. We would like to build on this and investigate ways of improving our services to be more inclusive, e.g. with better signage, alternative reading formats, assistive software and hearing technologies. We will be seeking advice from the RNIB and RNID to help us develop this initiative.
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## **Objectives for 2022/23**
## **2022/23 Objectives**
- 1 Bring back school visits as soon as possible and obtain funding for transporting classes from Shooters Grove and Dungworth primary schools
- 2 Re-start Story Time for under 5s
- 3 Obtain new PC and large TV/media screen, pursue further Koha development
- 4 Develop an offer of computer and IT training (e.g. iPads, smartphones etc)
- 5 Obtain consultancy to draft a feasibility study/ business case for a building extension
- 6 Negotiate a 25-year lease and apply for funding to commence the extension project 7 Develop plans for an improved Supporters scheme
- 8 Obtain funding for a new library PC and a large screen for use in presentations, information notices, film shows etc
- 9 Undertake an energy efficiency survey and investigate measures to reduce our carbon footprint e.g. solar panels, alternative heating sources
- 10 Improve accessibility for vision and hearing-impaired library users.
- 11 Re-launch our Supporters Scheme and also consider sponsorships
- 12 Install an additional security camera focused on the car park
- 13 Draft and approve a Social Media policy.
- 14 Increase our pool of volunteers and encourage involvement in development projects as well as front line library services.
These objectives will be stretching and challenging, and cannot all be achieved by the current committee without help from other volunteers, so we hope some of the projects will be of interest to the wider team. We will also keep up our recruitment of new volunteers, possibly by holding an Open Day to encourage more people to sign up and expand the team.
## **Fundraising**
The Financial Report and Statement of Accounts for 2021/22 (issued separately) shows income and expenditure up to 31[st] March 2022. The **table on the next page** shows our expenses and income for the period since then (April to September 2022).
Last year, we reported that the negative impact of the pandemic on fund-raising had resulted in a lower level of income, meaning we had dip into our financial reserves during the year, to the tune of £2000. We are pleased to report that this year, the situation has greatly improved and we have been able to refund that amount back into the reserve funds, and we hope to make a further deposit later in the financial year.
We were cautious in our projection of likely income at the start of the year, and anticipated a level of non-grant income of only £3260. It will be seen from the table on the next page that our income excluding grants had in fact reached £5563.72 after only 6 months. The sale of on-line books so far totalled £1495.08.
This level of fund-raising has been very encouraging, but it will be important to keep it up, given the fragility of our council grant support and increased library running costs due to energy price rises and general inflation. To help with this we have invested in a new gazebo, to support more frequent pop-up book stalls in the village and at other events, such as Carnival (coming back in 2023!) and our own Story Festival in September. We aim to increase our profile with the local community (who may have got rather too used to us running everything smoothly by now) and increase awareness of the need to campaign to keep libraries alive.
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## **Financial Update**
|**EXPENSES 2022 April-Sept £**|**EXPENSES 2022 April-Sept £**||**INCOME 2022 April-Sept £**|**INCOME 2022 April-Sept £**|
|---|---|---|---|---|
|Events outlay|743.30||Lost or damaged
book fines|38.96|
|Tuesday club costs|538.74||Computer print outs|14.20|
|XBM copier costs|333.52||Sale of donated
items|1,771.75|
|Children’s group costs|5.45||Events income|919.44|
|Cost of sales materials|-||Pens|27.00|
|Advertising and publicity|-||Photocopies|101.70|
|Rates|460.80||Metal collection|192.80|
|Gas|545.06||Hire of space|455.00|
|Electric|822.69||Donations from
businesses|NIL|
|Water|56.52||Donations from
library users|266.41|
|Telephone and broadband|221.73||Friends’scheme|350.00|
|Stationery + postage|47.73||Green collecting
boxes|435.45|
|Library consumables|132.73||Amazon Smile|36.81|
|Book processing materials|784.68||Grants for restricted
purposes|3,889.22|
|Books|2,829.62||Unrestricted grants|350.00|
|Insurance|-||Gift aid|930.93|
|Internet domain and system
costs|-||Interest|23.77|
|Keyholding security costs|216.00||||
|Alarm monitoring system|-||||
|R+R plus health and safety|149.52||||
|Costs incurred re Covid|677.67||||
|Bank charges|65.00||||
|**TOTALS**|**8630.76**|||**9,803.44**|
|INCOME MINUS SPEND||||1,172.68|
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## **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 running costs for 1 year, 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 have managed to pay back the £2000 into the reserves, and we want to increase these reserves as a precaution. If there was another national emergency e.g. pandemic, or extreme weather, 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.
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## **Risk management**
We 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 current top six risks identified are judged to be those set out in the table below. The overall severity rating is derived from the likelihood and impact ratings.
|||**Risk**|**Risk**|**Risk**|**Severity**
**rating**|**Mitigation Plan**|**Mitigation Plan**|**Mitigation Plan**|
|---|---|---|---|---|---|---|---|---|
|1||Loss of leadership team members
and need for succession planning,
lack of time and relevant skills,
burn-out, retirement (likelihood
increased because we help
SCOFF, TARA, Action for
Stannington, SPARC)|||16|Identify deputies; encourage new
Committee members; compile handbook of
job/task descriptions to support handover;
regular discussion to ensure nobody gets
overloaded.
Consider withdrawing from other
community volunteering|||
|2||Inability to recruit enough new
volunteers to replace losses and
assist the team, leading to staff
shortages on some shifts|||16|Run social media campaigns, volunteer
recruitment events; review progress at
every trustee meeting; outreach to other
organisations e.g. University or VAS
seeking volunteers; set up Shift back Up
team|||
|3||Insufficient building space and lack
of progress with projects and fund-
raising for refurbishment and
expansion.|||16|Delegate to specific focused project team;
recruit volunteers to assist; seek help from
professionals, Council and Locality; set up
fund-raising team.|||
|4||Loss of Council grant and inability
to raise enough funds to fill the gap
and meet our expenses, leading to
depletion of reserves|||12|Continue to build up reserves and
sustainability funds; apply for grants for
books and consumables, introduce new
fund-raising activities and events; identify
good income sources. Keep up a
programme of promotion and publicity.|||
|5||Risk of Data Protection breach,
accidental or inadvertent release
of personal information relating to
users on the Koha system|||10|Ensure all new volunteers have signed
Data protection declaration and seen the
training video; undertake regular refresher
training for all volunteers; seek advice from
Greenhill on best way to keep Koha data
secure and backed up.|||
|6||Covid-19 pandemic - Risk to
volunteers and/or public of
infection, and risk of disruption to
library services because of
volunteer illness or pandemic
control restrictions|||9|Keep health & safety risk assessment
updated, and ensure that mitigations are
put in place and communicated to
volunteers and public. Prepare and
communicate a plan for maintaining critical
services and functions; implement
alternative services or delivery methods
where possible.|||
||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||||||||
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## **Challenges**
Children’s Library Extension: Our plan 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) made some progress in 2021 when we signed a lease with a 25-year option, obtained a £10,000 grant towards costs, and engaged 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 and a scale model to help us develop proposals.
Since then, progress has stalled while we concentrated on bringing back library services and groups after the pandemic, plus the team has been heavily engaged on IT improvements and fund-raising. We need to address the shortage of volunteers and set up a project team to engage with experts to obtain a Feasibility Study and business case, with a view to negotiating a 25-year lease and applying for capital grant funding.
Other Community Commitments: For the past 6 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 SPARC (the park pavilion project) added to the list. We have already identified a shortage of volunteers and the potential need to replace retiring committee members, so this has become an unsustainable pressure and we need to take action to recruit project volunteers, or withdraw from other volunteering to reduce the work load.
## **Conclusion**
There has been a lot of really good progress this year, in spite of all the challenges, and we have achieved some excellent results e.g. improved book handling and use of Koha (which has supported an increase in book lending figures) and very effective fund-raising e.g. secondhand book sales, scrap metal and the new Friends Scheme.
This has been achieved thanks to the fantastic efforts of our volunteers, who have put in so much effort to maintain library cover and deliver a good service, at the same time investing in new book stock and keeping in mind what our library is all about – serving the community and inspiring new readers.
Jenny van Tinteren OBE Chair of Trustees
Stannington Library 19 November 2022
**Signed by Trustees on:** 10[th] January 2023
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|
|**Totals**|**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|
|**Totals**|**4906**|**4207**|**5310**|**5462**|**19885**|
|**2020-2021**||||||
|Q1 (lockdown)|1|0|2|0|2|
|Q2 (O & C)|18|32|215|263|528|
|Q3 (O & C)|0|0|491|249|740|
|Q4 (lockdown)|0|0|171|34|205|
|**Total**|19|32|879|546|**1475**|
|**2021-22**||||||
|Q1 Apr-Jun|546|236|723|738|1461|
|Q2 Jul-Sep|834|742|1567|2221|3788|
|Q3 Oct-Dec|779|468|1435|1888|4570|
|Q4 Jan-Mar|||1503|1703|3206|
|**Total**|2159|1446|5228|6550|**13025**|
|**2022-23**||||||
|Q1 Apr-Jun|728|601|1547|1903|4779|
|Q2 Jul-Sep|852|706|1656|2286|5500|
|Q3|0|0|0|0|0|
|Q4|0|0|0|0|0|
|**Total**|**1580**|**1307**|**3203**|**4189**|**10279**|
15
## **Book lending Figures 2018-2022 by quarter**
**----- Start of picture text -----**
25000
20000
15000
10000
5000
0
Total Adult LMS Total Child LMS Own Books Adult Own Books Child Total
**----- End of picture text -----**
16
& DiSlTicI LibTar> CTDUP
MORE T
N JUST A LI8RAR Y
Stannington and District Library Group
FINANCIAL STATEMENTS
For the perlod ended 31 March 2022
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 District Library Group
Legal and administrative information
For the period ended 31 March 2022
Full Name
Stannington and District Library Group
Also known as
STAND
Registered charity number 1158661
Principal Address
Stannington Library
Uppergate Road
Stannington
Sheff ield
S6 68X
Registered office
400 Wood Lane
Sheff ield
S6 6AQ
Trustees
Carole Allen
Finance A5SlStBnt
(re-elected 13 November 20181
Philip Warhurst
A5S15tant Chair
Ire-elected 08 December 20201
john Russell
Buildings Manager
Ire-elected 08 December 20201
Christine Paul
Finance Assistant
112 Nov 2019- 5 Feb 20221
Shelagh Whiteley Training and IT Manager108 December 20201
Patricia Hague
Asst. Library Manager
lelected 12 November 20191
Jenny van Tinteren Chair
Ire-elected 12 November 20191
Patricia Chapman
Treasurer
Ire-elected 08 Oecember 20201
Dorothy Russell
Library Manager
(re-elected 08 December 20201
Melanie Smart
Voluriteer co-ordinator (re-elected 08 December 20201
Robert Mynors
Advertising and publicity (re-elected 08 December 20201
Bank
HSBC Bank PIC
49-63 Fargate
Sheffield
SI 2HD
Solicitor
Taylor Bracèwèll
Number One Railway Court,
Ten Pound Walk,
Doncaster,
DN4 SFB
Independent Examiner
Trevor Hutchins
384 Wood Lane
Stannington
Sheff ield S6 5LR
Stannington and District Library Group
Treasurer's annual and financial report and statement of accounts for the period ended 31 March 2022
Governance and management
The Charity is a Charitable Incorporated Organisation, registered on the 24 September 2014.
The foundin8 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 outgoing trustees or a trustee with appropriate training in their particular area.
Summary of the objects of the Charlty
The object5 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 services.
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 bv
association together the said residents and local 8Uthorities, voluntary and other organi53tions 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 condition of life for the
residents.
Summary of the main artivities undertaken for the public benefit
The charity took over the running of the library from the council on the 29 September 2014. The
library is staffed by z 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 Oata Protection Agreement
and are given a copy of the library policies, including those on Safeguardin& and Equality & Diversity.
During Lockdown due to Covid, we ran limited Services when we could. However the library resumed
normal opening hours and book browsing from May 2021.ln July2021 we were able to open for book
browsing. From 19" July 2021 we were able to open a computer pod, offering public use of one computer,
And we also resumed face to fate meetings of the Tuesday Club, and we were able to introduce further
service improvements as the year progressed.
We have continued to refresh our library stock across all genres thanks to Grants from Sheffield City
Council. We also benefited from a Ward Pot grand to help with funding the Tuesday Club and some books.
We have received help from local businesses that were able to stay open via Green Collecting boxes,
thanks to our Finance 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. With that in mind we asked The University of Sheffield
to help in preparing a feasibility report for this purpose. This is now complete and has proved that if would
be viable to proceed. We have been given a Grant from Sheffield City Council for legal and professional
costs, but we will in future need to raise extra funding for the purpose of extending the library.
Treasurerfs annual financial report and statement of accounts
For the period ended the 31 March 2022
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 £55530 of which £14505 is held in reserve for SLJStainability
and contingency costs. £33290 15 held in a building fund as part of our costs towards extending the library,
although we have stored in there £17700 outstanding balances on grants that we could not spend due to
lockdown, so actual balance towards extension is £15590. While this year has been difficult the small
Business grant awarded by the UK Government has meant 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 our current account of free cash £1490.28
Ve need however to fundraise in 2022 to make sure that we can continue to run the 5ervi¥e a5 we have
always done since 2014
Approved by the Trustee5 on
,Ic3
Signed on behalf of Trustees by..
Independent Exarniner's report to the Managernent Committee of
Stannington and District Library Group
I report on the accounts of Stannington and District Library Group for the period ended the 31 March 2022
which are set out on pages 6 to 8.
Respective responsibilities of the Trustees and the examiner
The charity's trustees are responsible for the preparation of the accounts. The charity's trustees consider
that an audit is not required for this year under section 144121 of the charities Act 2011 Ithe 2011 Actl and
that an independent examination is needed.
It 15 my responsibility to..
o Examine the accounts under section 145 of the 2011 Act,.
Follow the procedure laid in the general Directions given by the Charity Commission (under
section 14515llbl of the 2011 Act)..
and state whether particular matters have come to my attention.
Ba515 of independent examiner's 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
accounts 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 procedure5 undertaken do not provide all the evidence that would be required in an audit, and
consequently no opinion is given 85 to whether the accounts present a "true and fair view" and the report
is limited to those matters set out in the statement below.
Independent e¥aminerfs statement
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 requirefflentS'.
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
account5 to be reached.
Trevor Hutchins
384 Wood Lane
Stannington
Sheffield
56 5LR
Stannlngton and District Library Group
Income and Expenditure Account
for the period ended 31 March 2022
Unre5tricte( Restrirted
fund
fund
Total
2022
Notes
Income
Grants & Donations
Sales Hire and Fundraising
Total Income
2749
5724
15320
18069
5724
8473
15320
23793
Asset Purchases
Off ice and IT costs
Fixtures and Fittings costs
204
204
Expenditure
Rates
235
799
860
87
235
799
860
87
161
430
Gas
Electricity
Water Rate5
Advertising amd Publicity
Telephone and Broadband
Stationery and Postage
Library Consumables
Book Processing Materials
Books
Other Purchases not books
All System Costs Including Internet Domain Costs
Legal and Professional
Keyholding and Securitv
Alarm Monitoring
Insurance
Repairs Renewals and Health and Safety costs
Covid Costs
Bank Charges
Events Outlay
Friendship Group C05t5
XBM Copier Costs
Cost of sales Materials
Software
Isi
430
239
94
701
116
47
239
94
701
6116
47
6000
725
240
180
768
725
275
180
768
916
1120
1717
24
35
916
263
1717
857
24
433
1267
1033
1700
1033
176
176
105
105
Total Expenditure
4115
14601
18716
Surplus for the year
4358
719
5077
Funds brought forward
33386
16981
50367
Total Funds Carried Forward
37744
17700
55444
Statement of Assets and Liabilities
As at the 31 March 2022
2022
2021
2020
Fixed Assets
Additions
Les5 Depreciation and Asset Written off
20830
-12116
20626
-9938
19540
-7266
Nett Book Value
8714
10688
12274
Current Assets
Debtors
Cash at bank
Cash in hand
Cash in pay pal account
747
55421
109
50421
123
31928
67
Total
55530
50544
32742
Current Liabilities
Late invoices
86
177
401
86
177
401
Approved by the trustees on
Signed on behalf of the trustees bv..
StanryiDgtvn and District Library Group
Notes to the Accounts
for the perlod ended 31 March ZOZZ
2022
TOTAL
Grants DDna*ion5
d fund5
6650
6650
6WQ
35
241
450
41
450
4a
5ca)nin8Lon TA
wa-d Pot
l?00
L?00
JOO
500
DoThations from FOSL schtme
401
#Ok
2749
Li320
180E9
5&18s Hire 8nd Fundr&isini enr3
199
48
1653
2763
L99
48
Ev•nr5 lrtcoMe
377
265
377
A Th3zoi 5rn..'e an#fjlftAid
3LKI
3Lb)
5724
$724
8473
Sg Mar¢h 2021
31st Marth 2022
Restdcted fvnds
Funder
Payrnents
2000
Isoo
6650
-1944
-6650
-2275
-323
-1028
1556
sheff.eld City Cou*Cii'unnFng Costs
2275
00
5677
163
35
1191
35
450
1315
200
I00
-1765
WH Smil
Sheltrel¢ C1ty Cgungl Legal Fees
200
9760
-240
-241
-135
-la601
241
ward pot
309
16981
15320
17700
Lakeland Trust
StanAingtortCo-op's
Sheffield |City Countil
Morney givèn forsp*cifiC ExpgnditurÉ
Tru5te@s' rernun•r4tlQnS
Glossèrytslterms
Dejrors
These are amounts gwe¢ tothe grg?Tri5Jtion.but not recejved In the aCCOuntini period.