**Annual Report for period ended 31st October 2023 To accompany Financial Report for 2022 – 2023** ## **Registered Charity No: 1158661** **Stannington Story Festival 9[th] September 2023** ## **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 2022-2023** ||**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|a. Treasurer
b. Business &
Finance Development|22.11.22 to 31.3.23
1.4.23 to 31.10.23|As above| |3|Cheryl Whiteman|Treasurer|1.4.23 to 31.10.23|| |4|Melanie Smart|Secretary
Volunteer Co-
ordinator||As above| |5|Patricia Hague|Finance Assistant,
Deputy Manager||As above| |6|Vanessa Williams|Contracts Manager||As above| |7|Carole Allen|Finance Assistant||As above| |8|Dorothy Russell|Library Manager||As above| |9|Bob Mynors|Communications,
Events, publicity||As above| |10|Shelagh Whiteley|IT Co-ordinator
Volunteer Trainer||As above| |11|John Russell|Building Manager||As above| |12|Phil Warhurst|Schools Co-ordinator
Events||As above| 1 STAND Trustees annual report 22-23 v1 **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 2 STAND Trustees annual report 22-23 v1 ## **Trustees’ Annual Report 22 November 2022 to 31st October 2023** 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 2022/23 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. Further details about STAND and its governance, aims and objectives are included in Appendix 1 of this report. ## **Looking back over 2023** This has been an important year for us, as it marks 10 years since STAND was formed and we embarked on our mission to rescue Stannington Library from closure. Our first meeting was on 12[th] November 2013, and consisted of four people. By the second meeting, there were nine, most of whom went on to become the First Trustees (six of them still in post) backed up by a team of around 35 other volunteers. We will be returning to this theme in 2024 as we approach the 10[th] anniversary of our re-opening as an independent Associate Library, staffed and run entirely by volunteers. This summer we were at last able to take down the Covid screens and return the library to its normal appearance. We continue to keep an eye on the pandemic situation and will be ready to reinstate precautions if necessary. We have now re-established our full service, with public computers in place, groups and events taking place again, and a return to hosting school visits. This is not to say that everything has returned to normal in the wider community in which we operate. Over the past 2 years, we noticed that it has been harder to recruit and retain volunteers, although this has improved recently when we have welcomed several new people. This may be due to a slow return to normal socialising, people’s health or economic situation, or simply that people are retiring later, and have less time for volunteering. Added to this, some of us are feeling (and indeed are) a bit older and finding it more difficult to manage the variety of roles involved in running the library (many of us have 2 or 3). As a result, this has impacted our ability to resource new development projects (the building extension) or help with other community activities (e.g. Stannington Carnival). It will be important to recruit more volunteers for “back-room” project and committee roles in the coming year, particularly in relation to succession planning on behalf of the Trustees. Building on the work done last year to develop our use of the Koha library computer system, we have continued to improve and update our “yellow sticker” books. This has been a great success since we first set it up as The Stannington Collection in 2015, and, remarkably, we have added 13,000 new books over the last 8 years. As Koha and our understanding of its capabilities have developed, a lot of work (led by Shelagh Whiteley and a small team) has gone into using the system to help carry out stock checks, introducing bar-coding, and matching genres to shelf displays etc. This has made it easier to find misplaced books, identify books that are overdue or lost, and establish new library 3 STAND Trustees annual report 22-23 v1 procedures to deal with them. It has also allowed us to see how problems may arise, enabling us to improve the presentation of the book collection and preserve stocks. We are very grateful to Shelagh and her team, who are keen to make even more progress in managing the Koha system to enable service improvements and help increase our lending figures. This year, we have run a number of successful events, including half term activities such as a visit from the Yorkshire Natural History Museum, with the story of “When Giant Insects and Centipedes roamed in Sheffield”; Stannington Story Festival (which had the theme of Giants Monsters and Other Scary Things), and the Summer Reading Challenge, to which we had a great response with many children finishing the challenge and receiving their certificate and medal. Our grateful thanks go to Bob Mynors and Phil Warhurst, who organised the events, and to all the other volunteers who helped to run them. Some of our events raise money and some don’t, but they are all popular and make the library a vibrant part of the community. ## **Achievements and performance** We set some challenging objectives for 2022/23, which aimed to start up some new developments after the set-backs resulting from the pandemic. This has aspiration has, however, been affected by our need to build up some new volunteer resources first. ||**2022/23 Objectives**|**Progress**| |---|---|---| |1|Bring back school visits as soon as possible and obtain
funding for transporting classes from Shooters Grove
and Dungworth primary schools|Stannington Infants is back;
talks in progress with
Dungworth and Nook Lane
schools; no response yet
from Shooters Grove.| |2|Re-start Story Time for under 5s|Achieved–thanks to Joy!| |3|Pursue the idea of further Koha development|Part achieved and still in
progress| |4|Develop an offer of computer and IT training (e.g.
iPads, smartphones etc) starting with our own
volunteers|Not yet achieved| |5|Obtain consultancy to draft a feasibility study/ business
case for a building extension|Not yet achieved| |6|Negotiate a 25-year lease and apply for funding to
commence the extension project|Not yet achieved, but project
team getting established| |7|Develop plans for an improved Supporters scheme
and also consider sponsorships|Not yet achieved| |8|Obtain funding for a new library PC and a large screen
for use in presentations, information notices, film
shows etc|Not yet achieved| |9|Undertake an energy efficiency survey and
investigate measures to reduce our carbon footprint
e.g. solar panels, alternative heating sources|Not yet achieved| |10|Improve accessibility for vision and hearing-impaired
library users.|Not yet achieved| |11|Install an additional security camera focused on the car
park|In progress – this is now in
partnership with Action for
Stannington| 4 STAND Trustees annual report 22-23 v1 |12|Draft and approve a Social Media policy.|In progress – first draft
completed| |---|---|---| |13|Increase our pool of volunteers and encourage
involvement in development projects as well as front
line library services|Achieved – work on this to
continue| Even though we have not managed to achieve everything we wanted to this year, we have not only kept the library going but also provided a more efficient and effective service, and this is in no small part due to the fantastic efforts of all our volunteers, each one of whom deserves our special thanks. We thank Dot Russell (Library Manager) for all her hard work, building up the book collection, and notably managing the smooth introduction of new library opening hours. We are now open for more hours than we used to be, and longer than other Sheffield libraries, while operating an easier shift pattern – an improvement for the volunteers as well as the public. We would also like to express our appreciation to the Trustees and committee members for the hard work and dedication they have put in. Many thanks to them all. ## **Objectives for 2023/24** Our aim over the next year will be to continue with improving our resilience and sustainability, bringing forward the objectives from last year that still need to be achieved and working hard on new fund-raising initiatives and potential income streams. As always, we will be focusing on keeping the library running as efficiently as possible, and this goes without saying, but setting objectives gives us the opportunity to think about particular development areas. ## **2023/24 Objectives** - 1 Increase our pool of volunteers, strengthen our volunteer induction programme, and encourage involvement in library development projects as well as front line library services. - 2 Build up school visits by bringing in classes from Dungworth & if possible, Shooters Grove primary schools, obtaining funding for transport where required. - 3 Continue exploring further Koha system development to enable an improved service e.g. book reservations, over dues reminder notices etc. - 4 Develop an offer of computer and IT training (e.g. iPads, smartphones etc) for library users. - 5 Introduce informal internal IT and computer training for interested volunteers. - 6 Obtain consultancy to draft a feasibility study/ business case for a building extension. - 7 Negotiate a 25-year lease and apply for funding to commence the extension project. - 8 Develop our fund-raising capability including applying for new grants, setting up a community partnership with BPC, more ways to sell donated items, improving the Supporters scheme, consideration of sponsorships etc. - 9 Obtain funding for a new library PC and a large screen for use in presentations, information notices, film shows etc and obtain any necessary licences. - 10 Undertake an energy efficiency survey and investigate measures to reduce our carbon footprint e.g. solar panels, alternative heating sources - 11 Improve accessibility for vision and hearing-impaired library users. - 12 Introduce a new monthly Saturday social and fund-raising event called Tea & Cakes in the Library - 13 Install an additional security camera focused on the car park, with Action for Stannington. - 14 Review and update our management policies, and introduce a Social Media policy. 5 STAND Trustees annual report 22-23 v1 Because these objectives will be quite stretching, we will need more volunteers to help, although some of the projects will be of interest to the current wider team. We will also be looking at strengthening the STAND committee, introducing more sub-teams as necessary. ## **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**|**Severity**
**rating**|**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)|20|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 front-line team, leading
to staff shortages|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| |3|Inability to raise enough funds to
meet our expenses not covered by
the council grant, leading to
depletion of reserves, and lack of
resilience in the event of the grant
being withdrawn|12|Continue to build up reserves and
sustainability funds; apply for more grants,
introduce new fund-raising activities and
events; identify good income sources.
Keep up a programme of promotion and
publicity.| |4|Risk of Data Protection breach,
accidental or inadvertent release
of personal information relating to
library users|12|Ensure all new volunteers have signed
Data protection declaration and seen the
training video; undertake regular induction
and refresher training for all volunteers;
seek advice from Greenhill on best way to
keep Koha data secure and backed up.| |5|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.| |6|Inability to apply for a 25-year
lease by 2024, missing the
timescale|9|Set up a development project team to focus
on this in 23/24 and ensure relevant
timescales are met.| ## 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|||||| 6 STAND Trustees annual report 22-23 v1 ## **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 but has stalled since, while we concentrated on building up library services and groups, plus the leadership team has been heavily engaged on IT improvements and fund-raising. As a result, we have 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. This team needs reinforcing with some additional volunteers. Other Community Commitments: For the past 6 years, several committee volunteers have been heavily involved in other local good causes, which has now become an unsustainable pressure. We need to take action to recruit more project volunteers, or withdraw from other volunteering to reduce the work load. ## **Fundraising** The Financial Report and Statement of Accounts for 2022/23 (issued separately) shows income and expenditure up to 31[st] March 2023. The **table on the next page** shows our expenses and income for the period since then (April to September 2023). Careful management of our funds and reserves this year has ensured that we remain in a sound financial position. Our big news this year is that we welcomed Cheryl Whiteman as out new Treasurer, while extending big heartfelt thanks to Pat Chapman, the outgoing Treasurer. She has agreed to provide continuing back up if Cheryl needs anything, and will now be focusing on purchasing , plus the overall financial development strategy. Thanks also go to our Finance Team, for all their assistance. Associate Libraries grant: Although the Council’s funding position remains precarious, they have continued to provide us with a grant, now paid in 6-monthly instalments. This has been key to keeping us afloat and we have let them know how important it is to us. The Council keeps the library service under almost constant review, and the package of financial and other support to Associate Libraries is still vulnerable. Our aim is to diversify our sources of income, in case we need to be independently sustainable if the library grant were to be lost altogether. Bradfield Parish Council, the Co-op, the Tenants and Residents Association (TARA) and Christ Church Stannington, have given us generous grants to cover specific items, and we are very grateful to them. We still need to raise money to cover our annual running costs, and over the past year we have done so through various initiatives including the sale of books and donated items, running bookstalls, and profits from a regular scrap metal collection. We have also continued to receive donations from Friends of Stannington Library, and from our business supporters. One of our biggest sources of donations has been our green collection pots in local shops. This generosity is a testament to the hard work of our volunteer team and the continued support we receive from the local community, and we thank everyone for helping us. One problem is that Revival Books has stopped taking our surplus second-hand books. This not only reduces our income from book sales but also means we need to find a regular alternative way to dispose of them. We will be working on this in 2024. 7 STAND Trustees annual report 22-23 v1 ## **Financial Update April-Sept 2023** |**EXPENSES £**|**EXPENSES £**||**INCOME**|**£**| |---|---|---|---|---| |Events outlay|1,268.07||Lost or damaged
book fines|28.97| |Tuesday club costs|347.07||Computer print outs|80.00| |XBM copier costs|176.90||Sale of donated
items|1,858.32| |Children’s group costs|136.36||Events income|834.90| |Cost of sales materials|-||Pens|44.00| |Advertising and publicity|-||Photocopies|153.90| |Rates|148.16||Metal collection|257.20| |Gas|1,179.83||Hire of space|495.00| |Electric|829.90||Donations from
businesses|-| |Water|70.05||Donations from
library users|181.53| |Telephone and broadband|226.16||Friends’scheme|390.00| |Stationery + postage|67.93||Green collecting
boxes|748.45| |Library consumables|139.92||Amazon Smile|54.24| |Book processing materials|470.52||Grants for restricted
purposes|3,325.00| |Books|1,702.71||Unrestricted grants|350.00| |Insurance|-||Gift aid|-| |Internet domain and system
costs|71.90||Interest|460.86| |Keyholding security costs|180.00|||| |Alarm monitoring system|-|||| |R+R plus health and safety|157.06 -|||| |Costs incurred re Covid|-|||| |Bank charges|54.48|||| |**TOTALS**|**7,227.02**|||**9,262.37**| |INCOME MINUS SPEND||||2035.35| 8 STAND Trustees annual report 22-23 v1 ## **Conclusion** The past year has been a period of consolidation, in which we have had notable successes, such as the return of school visits and Story Time, obtaining new funding for our library groups, making continued improvements to our library processes, running excellent and popular events, and achieving good results from our fund-raising. These successes could not have been achieved without the hard work of all our volunteers, who have brought a wonderful range of skills to our team, and built up so much expertise in book stock and library management – enabling us to serve our local community and inspire new readers. The library is also a friendly and inviting place, frequently complimented and well supported by our users. We look forward not only to celebrating our 10[th] anniversary next year, but also to providing a good library service for years to come. Jenny van Tinteren OBE Chair of Trustees Stannington Library November 2023 ## **Signed on behalf of Trustees on: 1[st] December 2023** 9 STAND Trustees annual report 22-23 v1 ## **Appendix 1 - 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. ## **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, 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. 10 STAND Trustees annual report 22-23 v1 ## **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. ## **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. 11 STAND Trustees annual report 22-23 v1 ## **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 - 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 the 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; 12 STAND Trustees annual report 22-23 v1 (iii) A 5-year Lease (signed in 2019). 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 of **£6,650.** It has remained at this level since April 2020, and has just been reviewed again by the Council. - Use of the Council’s library management computer system (LMS) and a stock of council-supplied books; - Provision of a small grant for new books; - 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 2024, but every year a council-wide review takes place of the package of support the council gives to all the volunteer libraries, meaning that we cannot rely on its continuing indefinitely. 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 2022 for a grant to fund our community groups (the Tuesday Club, Story Time and Baby Time) and in October 23 we received a total grant of £2,354, based on support from Co-op members. 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 access, and also 3 volunteers to serve on the committee. They worked very hard to put on a Stannington Garden Party in July 2023, which also provided the opportunity for the Library to run a book and bric-a-brac stall, and run a refreshments stall. Because our volunteer resources are spread more thinly now, one committee member is 13 STAND Trustees annual report 22-23 v1 leaving SCOFF, which is suspending its operations while new members are sought. It is not certain whether there will be a carnival or garden party event in 2024, but if/when it returns, we will give it the best support we can, and hope to run our fund-raising stalls again soon. We have links to **local infant, primary and secondary schools,** and have plans to increase the number of class visits so that children at each of them all get the chance of a library experience. ## **Appendix 2 - 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 terminate its operations. It is open to the Trustees to move unrestricted funds from reserves, or to increase reserves, if this becomes necessary. 14 STAND Trustees annual report 22-23 v1 ## **Appendix 3 - Stannington Library book lending figures by quarter (April-March)** |**Appendix 3 - Stannington Library book lending figures by quarter (April-March)**|**Appendix 3 - Stannington Library book lending figures by quarter (April-March)**|**Appendix 3 - Stannington Library book lending figures by quarter (April-March)**|**Appendix 3 - Stannington Library book lending figures by quarter (April-March)**|**Appendix 3 - Stannington Library book lending figures by quarter (April-March)**|**Appendix 3 - Stannington Library 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| |**Totals**|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|825|481|1503|1703|3206| |**Totals**|2159|1446|5228|6550|**13025**| |**2022-23**|||||| |Q1 Apr-Jun|728|601|1547|1903|4779| |Q2 Jul-Sep|852|706|1656|2286|5500| |Q3 Oct-Dec|812|488|1448|1871|4619| |Q4 Jan-Mar|802|493|544|691|2530| |**Totals**|**3194**|**2288**|**5195**|**6751**|**17428**| ||**Total Adult LMS**|**Total child LMS**|**Own books adult**|**Own books child**|**Total**| 15 STAND Trustees annual report 22-23 v1 |**2023-2024**|||||| |---|---|---|---|---|---| |Q1 Apr-Jun|891|543|1317|2003|4754| |Q2 Jul-Sep|1089|688|1577|2934|6288| |Q3 Oct-Dec|0|0|0|0|0| |Q4 Jan-Mar|0|0|0|0|0| |**Totals**|**1980**|**1231**|**2894**|**4937**|**11042**| 16 STAND Trustees annual report 22-23 v1 **----- Start of picture text -----**
Book lending figures 2018-2023
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17 STAND Trustees annual report 22-23 v1 DislTitI LibriiTY l•roup MORE T N JUST A LIBRARY Stannington and Dfistrict Library Group FINANCIAL STATEMENTS For the period ended 31 March 2023 Contents Page Legal and administrative information Treasurerfs annual and financial report 3-4 Independent examinerfs report Income and expenditure account Statement of assets and liabilities Notes to the accounts Stannington and Di5trirt Library Group Legal and administrative information For the period ended 31 March 2023 Full Name Stannington and District Library Group A150 known a5 STAND Registered charity number 1158661 Principal Addres5 Stannington Library Uppergate Road Stannington Sheffield S6 68X Registered office 400 Wood Lane Sheffield S6 6AQ Trustees Carole Allen Finance Assistant (re-elected 18 November 20211 Philip Warhurst Schools Liaison/Events Ire-elected 08 December 20201 John Russell Buildings Manager (re-elected 08 December 20201 Jenny van Tinteren Chair (re-elected 18 November 20211 Patricia Chapman Treasurer Ire-eletted 08 December 20201 Dorothy Russell Library Manager Ire-elected 08 December 20201 Melanie Smart Volunteer co-ordinator (re-elected 08 December 20201 Robert Mynors Advertising and publicity Ire-elected 08 December 20201 Cheryl Whiteman ￿$t Treasurer lelected 22 November 20221 Vznessa Williams Contracts Manager lelerted 22 November 20221 Shelagh Whiteley Training and IT Manager (elected 08 December 20201 Patricia Hague Asst. Library Manager lelected 18 November 20211 Bank HSBC Bank PIC 49-63 Fargate Sheffield $12HD Solicitor Taylor Bracewell Number One Railway Court, Ten Pound Walk, Doncaster, DN4 5FB Independent Examlner Trevor Hutchins 384 Wood Lane Stannington Sheffield S6 5LR Stannington and District Library Group Treasurerfs annual and financial report and statement of accounts forthe period ended 31 March 2023 Governance and management The Charity is a Charitable Incorporated Organisation, first registered on 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 outgoing trustees or a trustee with appropriate training in their particular area. Summary of the objects of the Charity 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 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 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 condition of life for the residents. Summary of the maln artlvlties undertaken for the publlc benefSt The Trustees can confirm that they had regaré to the Charity Commission's guldance on public benefit whilst planning their activities for the period. 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 Protertion Agreement and receive training on library policies, including those on Safeguarding, and Equality & Diversity. This financial year has been the first year of resuming normal activities following the Covid pandemic. The library has been open to the general public,. in addition, school visits have resumed from the local infant school as well as Storytime for children aged over 2.5 years. Baby Group for children up to 2.5 years has also commenced. We have also welcomed back several community groups who have used our space including Friendship Group, Writers Group & the local Wl craft group. We have continued to refresh our library stock across all genres thanks to Grants from Sheffield City Council and Bradfield Parish Council. We have benefited from a grant from the Co-op to help with funding the Stannington Story Festival, and have also been successful in applying for a grant from them for our groups, which will be payable in the next financlal year. We have received help from Stannington Christ Church, and from local businesses, & shops, who have allowed us to place collection pots, which are regularly emptied thanks to our Finance Assistants, and which raise generous amounts of money donated by the general public. 5tannington TARA has also contributed generously to events that benefit citizens in their area. The local community continues to donate books and other items, which has allowed us to raise considerable funds through re-sales. We gratefully acknowledge all these donors, who have helped with the rising costs of running the librory particularly with the increase in gas and electricity prices. Plans for the future and eurrent 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 invited students from the University of Sheffield School of Architecture to produce some design proposals, to help us in preparing a feasibility report for this purpose. We received a Grant from Sheffield City Council Ithe Mary Lea Grant) in 2021 for legal and professional costs, but we will in future need to raise extra fundlng for the purpose of extending the library. We are committed to increasing the number of schools using the library's facilities and some money hai been identified to help with this, although further funds will be required. We are seeking funding to finance an improved hearing loop for our customers benefit. We are also looking at offering basic computer training for our customer5. Financlal review At the end of this period the charity held £61107 of which £24912 is held in reserve for sustainability and contingency costs. £35612 is 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 are Still in the process of spending, so actual balance towards extension is £15590. While this year has been difficult with increased running costs, we have finished this year quite well, with a balance in our current accoijnt of free cash £583, and increased our sustainability reserves to ensure continuity of service. We need however to fundraise in 2023 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= IIioLLI Independent Examinerfs report to the Management Commlttee of Stannington and Di5trirt Library Group I report on the accounts of Stannington and District Library Group for the period ended the 31 March 2023 which are set out on pages 6 to 8. Respective re5ponslbSlltie5 of the Trustees and the examlner 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 Art 2011 (the 2011 Act) and that an independent examination is needed. It is my responsibility to.. o Examine the accounts under section 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 state whether particular matters have come to my attention. Basis of independent examinerfs 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 cornparison 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 procedures undertaken do not provide all the evidenee that would be required in an audit, and consequently no opinion is given as to whether the accounts present a "trLse and fair view" and the repo 15 limited to those matters set out in the statement below. Independent examiner's 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 requirements.. to keep appropriate accounting records in accordance with section 130 of the 2011 Act- and o to prepare accounts which accord with the accounting record5 and to comply with the accountir.g 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 reached. Trevor Hutchins 384 Wood Lane Stannington Sheffield S6 5LR Stannington and District Library Group Income and Expenditure A¢¢ount for the period ended 31 March 2023 Unrestrirted Restricted fund fvnd Total 2023 Notes Income Grants & Donations Sales Hire and Fundraising Total Income 5012 8139 12888 17900 8139 13151 12888 26039 Asset Purchases Office and IT costs Flxtures and Fittin8S tosts 76 257 76 257 Expenditure Rates Gas Electricity Water Rates Advertising amd Publicity Telephone and Broadband Stationery and Postage Library Consumables Book Processing Materia15 Marketing Book5 Other Purchases not books All System Costs Including Internet Domain Costs PPI and other covid related cost Keyholding and Security Boiler service and compliance testing Insurance Repairs Renewals and Building maintenance Bank Charges Events Outlav Childrens Group Costs Friendship Group Costs XBM Copier Costs 460 2941 1615 114 461 3761 2001 114 820 386 443 500 226 443 514 226 785 173 5140 30 765 677 1019 269 1056 336 iio 1188 22 1124 453 14 776 138 676 3S 4464 30 765 677 1019 215 iooo 313 54 56 23 iio 1188 22 1124 453 Total Expenditure 4064 16936 21000 Surplus for the year 9087 4048 5039 Fund5 brought forward 37744 17700 55444 Total Funds Carried Forward 46831 13652 60483 12th December 2023 Jenny van Tinteren Chair of Trustees stsn*ln8ton and Dlstrirt UbiaryGroup Notesto theAccounts forthe perfod *)ded 31 M8r¢J) 2023 Unrestrirte Restrirted d funds fund5 2023 YOTAL Grants and Dtsnatioiis 5hÈffiÈldCityCtsJntilGrant I 5heffieid CITY Coundi Giènr 2 BOOWS 6650 15 22 MarketinE grant StanningLon Chnstthurch 5Eannin8tonTARA SEaAningEQn Ctrop tadeTrt Donatianslrom local busnes5 and organI￿tIonS Don1t￿n5 Irom F05L 7W 364 1174 2174 1680 406 589 956 Dona[￿0$ Irom8reeD collectlnB boxes 956 5012 12888 54te5 Hlre•Thd FundraL4brye￿￿ts Llbraryfines. phorocowngsalesetc Saleof Markegin8 Items events lfflrome 5aleof Donated Ite 386 105 105 LZ19 4422 4422 saleol collected metals Am)ion Sm.'Se Jn¢ fjift Aid 675 23Z 675 232 Hire of Uboryspa 8139 8139 26039 Tts￿1 RecÈiprs 12 Strict ments klancè 202 Restrirted funds Funder Rel￿1p1S Sheffield CItyCoJn¢51 Book4 Sheffiel¢ Clty Coufflcll runninBCo5t5 Stannington Co-op Book5 Sheffield Covnci Cowd Recovery Grant StanningEpn Ctrop's Groups ISS6 15 -1556 4sso 5677 163 35 -5677 -163 -35 456 St3nnlnr4on co-op5 5twfe5fiwal WH Smith Sheffield Cltycc￿￿cil Legal Fees BPC 8o¢ks OPC storyfesTival Stannin8EQrt Tara 2174 z( 9760 474 -1S26 -z -3fj4 -309 309 Y7700 12888 .16936 13652 6radfield P3ri5h Council stanningtonco￿p'S Shttfield Icitycouffldl MontywvenforSPÈafiC Expèndffure MonEywvenforspeafic Exppnditure m0neywvenforspe￿fIC Expenditure Trustees. remunerat￿ rtysi¢es¢e¢¢ived no expenses remuneration orbenefrts in this period. Glossaryof terms R*stri¢ted Funrts These arefund58ivpn t4 the ot8aniSatton. subjectt05oeufi¢re5trictyonsset bythe donor. but5ts11 within the Ènpial obiectsoftheoryniSatiOD, D*btOrS These are3muuntsowfd to ihe oryènisation. bJtnot re￿[Wed inthe accounting period. These arÈ amounts Owed bytheor8aniSation. but notpaid In the èccountin¥penod. Independent Examinels report to the Management Commlttee of 5tanninston and Distrlrt Ubrary Group I report on the accounts of Stannin8ton and District Library Group for the period ended the 31 March 2023 which are set out on pages 6 to 8. Respectlve responslbllltles 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 audit15 riot required for th15 year under section 144121 of the charlties Art 2011 (the 2011 Act) and that an independent examinatlon Is needed. It 15 my respon5iblllty to.. o Examine the accounts under section 145 of the 2011 Act: o Follow the procedure laid in the general Dlrectlons given by the Charity CommlssSon (under section 1451511bl of the 2011 Act), o and state whether particular motters have come to my attention. Basls of Independent examlner's report My examination was carried out in accordance with the general Direction given by the Charity Commission. An examination Sncludes a review of the accounts records kept by the charity and a comparlson of the accounts presented with those records. It a5$9 Includes consideration of any unusual items or dSsclosure5 In the account5, 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 on audlt, and consequently no opinion 15 given as 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 examlner's statement In connection with my examinatSon, no matter has come to my attention i) Whlch glves me reasonable cause to belleve that in any material respect the requlrements: to keep appropriate accountin8 records Sn accordance wlth section 130 of the 2011 Act,. and o to prepare accounts which accord with the èccounting 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 understandirlg of the accounts to be reached. Trevor Hutchins 384 Wood Lane Stannington Sheff ield 56 5LR