**Annual Report for period ended 31st October 2024 To accompany Financial Report for 2023 – 2024** ## **Registered Charity No: 1158661** **Award of a Summer Reading Challenge Sticker 2024** ## **Reference and Administrative Information** **Charity Name** : Stannington & District Library Group **Other names the charity is known by:** **Registered Charity Number** : **Principal address** : STAND 1158661 Stannington Library Uppergate Road Stannington Sheffield S6 6BX ## **Registered Office** : 400 Wood Lane Stannington Sheffield S6 6AQ ## **Trustees for 2023-2024** ||**Trustee name**|**Office**|**Dates**
**acted if not**
**for whole**
**year**|**Name of person**
**(or body)**
**entitled to**
**appoint (if any)**| |---|---|---|---|---| |1|Jenny van Tinteren
OBE|Chair||STAND trustees,
or members at
AGM| |2|Melanie Smart|Secretary||As above| |3|Cheryl Whiteman|Treasurer||As above| |4|Patricia Chapman|Business Development||As above| |5|Patricia Hague|Finance Assistant,
Deputy Library
Manager||As above| |6|Vanessa Williams|Contracts Manager||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|Phil Warhurst|Schools Co-ordinator
Events||As above| |**Committee Members**||||| |11|John Russell|Building Manager||As above| |12|Carole Allen|Finance Assistant||As above| |13|Sarah White|Volunteer Co-ordinator||As above| |14|Cllr Patricia Roberts|Bradfield Parish
Council member|5/3/24 to
date|N/A| 1 STAND Trustees annual report 23-24 **Bank** : HSBC UK Bank 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 23-24 ## **Trustees’ Annual Report 1 November 2023 to 31st October 2024** 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 2023/24 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 2 of this report. ## **10[th] Year Anniversary** This year, we celebrated 10 years since first opening as an independent Associate Library, staffed and run entirely by volunteers. There have been 2 celebrations of this remarkable anniversary, one organised by Volunteer Libraries in Sheffield (VLiS) at Park Library, and the other organised by us in the pub across the road (the Peacock) especially for Stannington Library volunteers and their families. It has been interesting to look back over the history of the library, as well as the past 10 years, and our experiences and learning points while running it. Back in 2013, when the Council announced that our library would be amongst 16 to close unless communities volunteered to run them, it was not the first time Stannington Library had been under threat. In 1995, the old wood-faced building was burned to the ground in an arson attack. In those days it was branded as a West Riding County library. When the boundaries changed in 1972, Stannington became a Sheffield council ward, and the library was rebranded as a City Library. It was rebuilt on a new site in the park in 2002. The old Stannington Library How it looks today 3 STAND Trustees annual report 23-24 Following the council’s announcement in 2013, a group of volunteers got together to form STAND, and submitted a bid to keep the library going. The council-run operation ceased on Saturday 27[th] September 2014, and we opened as a volunteer-led service on Monday 29[th] September. Since then, the volunteers have not only successfully kept the library’s doors open, but have also turned it into a vibrant community hub, with book loans, computer access, community groups and events that are greatly valued by local people. We have increased our opening hours, hosted school visits, and maintained a link to Sheffield City Council’s library service so that our patrons can continue to borrow books from the council catalogue as well as from our own collection. Over the years we have added over 13,000 new books, and spent around £5,000 a year on keeping our book stock fresh and up to date. Of course, ours is not the only success story, as all 16 volunteer libraries have similarly thrived, supported by the council and VLiS ( a co-ordinating group, of which we have been staunch members from the outset). Gradually, the grant from SCC has been reduced, and we now secure most of our funding ourselves, through our fund-raising activities. But we are still going strong, and it is this success that we are celebrating, in our 10[th] anniversary year. None of this would have been possible without the efficiency, loyalty and dedication of all our volunteers, across a whole range of roles from the front line to back-room jobs to committee members and Trustees. There is not enough room here to thank everybody one by one, but each of the volunteers has made a significant contribution, and we would like to express our gratitude to them for everything they have done. **Looking back over 2023-24** : **Successes** In February 2024, we were very pleased to enter a **Working Partnership** with Bradfield Parish Council. These partnerships may be agreed by the Parish Council with local groups or organisations whose work benefits communities within the parish. Following the partnership agreement, in March 2024 we welcomed Councillor Pat Roberts onto the library committee, as a supportive observer. We also received a generous partnership grant of £7000 to cover the cost of new books, which has enabled a much-needed update across all genres of our book stock. We thank Bradfield Parish Council, and will continue to publicise this very positive development, in our communications and on social media. Over the past year, our **IT team** has put a lot of effort into improving the way in which we use the Koha library management computer system, and this has allowed us to make better use of it to trace and manage missing and overdue books. We have also added Dewey classification and ISBN numbers. These steps have enhanced the way we display books, on the shelves and in the on-line catalogue, where patrons can now view images of books. As a result, not only have more lost books been found, returned or replaced by library patrons, but also our lending figures have improved. The past year has been notable for trying out new ideas that some of us were a bit nervous about, and finding that actually, they worked very well indeed. Our new digital noticeboard (purchased with a grant from the Local Area Committee) provides an information display about library services, new books, events and matters of local interest, and has been welcomed by library users and staff. It also enables speakers at group meetings or events to illustrate talks more easily, and we hope to be able to use it for film showings in the future. Another good development has been the introduction of an **electronic card reader** , enabling us to take non cash payments (much preferred by those who no longer carry cash). The card 4 STAND Trustees annual report 23-24 reader quickly paid for itself in terms of increased donations, and has made it more straightforward to take payments for lost books or items for sale. We have been very pleased with the introduction of a **weekly volunteers’ newsletter** , which has proved to be an excellent communications vehicle allowing the committee to provide all volunteers with speedy advice about new developments, local news updates, or library management hints and tips. Many thanks go to Shelagh Whiteley and Dot Russell for all their work in the library, and for organising the weekly newsletters, which have been well received and now ensure that the committee and front-line volunteers are in regular touch. Our new venture “ **Tea and Cakes in the Library** ” has really taken off and is a great success, already greatly valued by people who attend, and receiving excellent feedback. The event now not only pays its way but also raises new income for the library. We were able to start it up through a £350 grant for new equipment, and we are most grateful to the LAC for funding this. We would like to express our thanks to the team for running the event so well, and for baking all the wonderful cakes. This year, we have run a number of successful **events** , including a Spring half term event based on the author and illustrator Quentin Blake, refreshments and stalls to accompany Stannington carnival, our annual Story Festival, and the Summer Reading Challenge.Many children successfully completed this. We were also very pleased to host a **visit from Bradfield Dungworth School** , who we hope to welcome again in the near future. These events are all very important in putting the library at the heart of the local community, and opening it up to new readers and volunteers. We would especially like to thank Bob Mynors and Phil Warhurst, who organised many of the events, and to all the other volunteers who helped to run them. Bob is retiring from his Trustee role, at this AGM, and we would like to thank him very much for all his hard work and expertise in organising events, and doing our publicity, advertising and social media. Bob brought many skills to his role that we can’t immediately replace, and he is going to be a very hard act to follow. We hope to see him in the library very often, and are please to know that there are still some events he will be involved with. ## **Challenges** In common with other charities and community organisations, over the past 2 years we have faced financial challenges due to **heavy increases in our energy costs.** These take up the whole of the grant we receive from Sheffield City Council, meaning we must focus our fundraising efforts even more, in order to stay ahead. To help with this, we have embarked on **an energy saving project,** and are in the process of applying for a grant from the Low Carbon Community and Culture Fund (administered by the Department for Levelling Up, via the South Yorkshire Combined Mayoral Authority). The aim of this energy saving project is to obtain a new efficient gas boiler, improve the building’s insulation so that we use less heat, and install solar panels and storage batteries to generate electricity, lower our energy consumption (and bills) and improve our carbon footprint. In the longer term, we hope to go a step further and introduce air source heat pumps, and an EV charger, as part of our plan to extend the building. This will be an exciting new development for the library, but also very challenging and pressured, as everything has to be installed by the end of December 2024. We hope to be able to say more on this in next year’s Annual Report. 5 STAND Trustees annual report 23-24 Over the past year we have experienced challenges owing to the need for more volunteers, and we also recognise the need for some succession planning, as some committee members have several roles. The shortage of volunteers has affected our ability to undertake new projects (such as a film club) and we have to make sure we have enough resources for current projects like hosting Baby time, school visits, or mentoring Duke of Edinburgh Award placements. As regular readers of our Annual Report will know, we have long harboured an ambition to build an extension to the library, to create an expanded children’s library plus more space for our book collections, groups and events. However, over the years we have struggled with getting the project off the ground, owing to lack of volunteer resources. We currently have a small team (also working on the Energy Efficiency Project) and are drafting a 10 Year Development Plan, with the aim of applying for a 25-year lease. This in turn will enable us to apply for significant capital grants to fund the extension project. The challenge has been to get all the paperwork in place, alongside a lot of other competing priorities. ## **Achievements and performance** Our objectives for 2023-24 were challenging, and in addition we took on a new objective during the year – the Energy Efficiency project. We have also experienced setbacks owing to health issues, and our continuing need for new volunteers. The year has been a very successful one, with many objectives achieved, but we also want to carry some forward to the next year, and to do our best to complete them. |to do|our best to complete them.|| |---|---|---| ||**2023/24 Objectives**|**Progress**| |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.|Some success, and still in
progress. We have some new
volunteers but have also lost
some.| |2|Build up school visits by bringing in classes from
Dungworth & if possible, Shooters Grove primary
schools, obtaining funding for transport where
required.|Visits from Stannington
Infants have gone well, and
we hosted our first visit from
Bradfield Dungworth school.| |3|Continue exploring further Koha system development
to enable an improved service e.g. book reservations,
over dues reminder notices etc.|This has been successful in
both these areas, with
increased lending and
improved recovery of overdue
and lost books| |4|Develop an offer of computer and IT training (e.g.
iPads, smartphones etc) for library users.|Not yet achieved – carried
forward| |5|Introduce informal internal IT and computer training for
interested volunteers.|Partly achieved - to be
continued| |6|Obtain consultancy to draft a feasibility study/ business
case for a building extension.|Not yet achieved – carried
forward| |7|Negotiate a 25-year lease and apply for funding to
commence the extension project.|Not yet achieved, but in
progress| |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.|Achieved. We have obtained
a number of new grants and
are proudly to have agreed a
Working Partnership with
Bradfield Parish Council.| 6 STAND Trustees annual report 23-24 |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.|Achieved in part. The digital
noticeboard is a great
success but we have not
started film showings yet.| |---|---|---| |10|Undertake an energy efficiency survey and investigate
measures to reduce our carbon footprint e.g. solar
panels, alternative heating sources|Partly achieved and still in
progress| |11|Improve accessibility for vision and hearing-impaired
library users.|Not achieved – to be carried
forward| |12|Introduce a new monthly Saturday social and fund-
raising event called Tea & Cakes in the Library|Achieved – the Tea & Cakes
event is a great success| |13|Install an additional security camera focused on the car
park, with Action for Stannington.|Achieved| |14|Review and update our management policies, and
introduce a Social Media policy.|Still in progress – to be
carried forward.| ## **Objectives for 2023/24** Over the next year, our aim will be to continue with improving the resilience and sustainability, of our operation and the building, and to work on objectives brought forward from last year, as well as new fund-raising initiatives or areas that merit particular development. ||**2024/25 Objectives**| |---|---| |1|Increase our pool of volunteers, strengthen our volunteer induction and development
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|Develop an offer of computer and IT training (e.g. iPads, smartphones etc) for library
users/members of the public.| |4|Negotiate a 25-year lease with the Council, in line with the terms of the extension
option provided in the existing 5-year lease.| |5|Start the extension project, including applying for funding for expert advice and
consultancy| |6|Continue with informal internal IT and computer training for interested volunteers.| |7|Complete the project to reduce our carbon footprint and improve the building’s energy
efficiency by installing a new gas boiler, improved insulation and solar panels.| |8|Improve accessibility for vision and hearing-impaired library users, based on a review
of services and consultation with users and relevant experts.| |9|Review and update our library policies| |10|Review succession planning and business continuity and develop strategies to
safeguard the library service and maintain the operation in the event of adverse
circumstances.| |11|Conduct a customer survey, to inform our library management strategy and use the
results to ensure we are delivering the best service we can for the community.| 7 STAND Trustees annual report 23-24 ## **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 five 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, ill health
(likelihood increased because we
help 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||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.||| |4||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|||9|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.||| |5||Risk of Data Protection breach,
accidental or inadvertent release
of personal information relating to
library users|||9|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.||| ||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|||||||| ## **Fundraising** Careful management of our funds and a continued emphasis on fund-raising initiatives have ensured that we have remained in a sound financial position over the past year. Many thanks to our Treasurer Cheryl Whiteman for all her hard work, and to Pat Chapman, our Business and Development officer, who continued to provide back up during holidays etc, and looks after purchasing and identifying new grants. We would also like to thank our Finance Team, for all their assistance with book keeping and monitoring our financial strategy. 8 STAND Trustees annual report 23-24 Income and grants: Sheffield City Council has continued to fund us, and although the grant is smaller than when we started out, it is still a vital lifeline as it covers our greatly increased energy costs. The Council keeps the volunteer libraries’ support package under review, and the level of grant could be further reduced if the council’s financial position changes. Over the past year, we aimed to diversify our sources of income, so that we would be less vulnerable to loss of income from the City Council, and this has been successful. A major development was our new Working Partnership with Bradfield Parish Council, which in March 2024 brought us a grant for new books of £7,000. This has enabled us to review and update the book collection, especially genres that had not been boosted for some time. Our groups have benefited over the year from a Co-op grant, and the Tenants and Residents Association (TARA) and Christ Church Stannington have given us generous grants to cover specific items. We are very grateful to them. Our other fund-raising initiatives (sale of books and donated items, running bookstalls, scrap metal collection) have been very successful, and we have continued to benefit from donations from Friends of Stannington Library, our business supporters, and our green collection pots in local shops. We would like to thank the local community for their generosity, as well as our volunteer team for all the hard work put in by our volunteer team to generate this income. The Financial Report and Statement of Accounts for 2023/24 (issued separately) shows income and expenditure up to 31[st] March 2024. **The table at Appendix 1** below shows our expenses and income for the period since then (April to September 2024). Our expenses have been much higher than over the same period last year ( £11,472.26 as compared with £7,227.02 in 2023) but our income has increased remarkably, up from £9,262.37 in 2023 to £13,061.02 in 2024. We have received a notable boost of £1,654.03 from the new Tea & Cakes monthly event, even though costs were £582.54, offset by a start-up grant of £350 from the Local Area Committee. We have also benefited from much larger sales of second-hand donated books and other items. ## **Conclusion** The past year has had its challenges, but has also been characterised by the introduction of new technology and investment in the library’s future. We have made significant progress with fund-raising, improvements to the book stock and library processes, and introducing a popular new event (Tea & Cakes in the Library). These developments will enable us to continue drawing new users in to the library, and serving the local community. Jenny van Tinteren OBE Chair of Trustees Stannington Library October 2024 ## **Signed on behalf of Trustees on: 14[th] January 2025** 9 STAND Trustees annual report 23-24 ## **Appendix 1: Financial Update April-Sept 2024** |**EXPENSES £**|||**INCOME £**|| |---|---|---|---|---| |Events outlay|3,130.00||Lost or damaged book fines|57.97| |Tuesdayclub costs|547.50||Computerprint outs|131.30| |XBM copier costs|315.31||Sale of donated items|2,722.52| |Children’sgroupcosts|26.72||Events income|-| |Cost of Tea & cakes|582.54||Pens|108.00| |Advertisingandpublicity|-||Photocopies|86.80| |Rates|109.57||Metal collection|91.00| |Gas|1,203.13||Hire of space|795.00| |Electricity|846.92||Donations from businesses|-| |Water|421.30||Donations from libraryusers|549.45| |Telephone and broadband|232.14||Friends’ scheme|442.00| |Stationery+postage|23.02||Green collectingboxes|651.56| |Libraryconsumables|261.15||Gift Aid|538.29| |Bookprocessingmaterials|120.74||Tea & Cakes in the Library|1,654.03| |Books|3,071.52||Grants for restrictedpurposes|4,525.00| |Insurance|-||Unrestrictedgrants|-| |Internet domain and system
costs|-||Other Income|20.51| |Keyholdingsecuritycosts|-||Interest|687.59| |Alarm monitoringsystem|-|||| |R+Rplus health and safety|478.60|||| |Costs re Covid & PPE|19.94|||| |Bank charges|56.42|||| |Otherpurchases not books|17.98|||| |Card Reader costs|4.31|||| |Volunteers trainingcosts|3.45|||| |**TOTALS**|**11,472.26**|||**13,061.02**| |INCOME MINUS SPEND||||**1,588.76**| 10 STAND Trustees annual report 23-24 ## **Appendix 2 - 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 10 Trustees and 4 committee members. 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 11 STAND Trustees annual report 23-24 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. ## **Policies** The STAND Trustees have adopted the following framework of library policies governing important aspects of running the library and STAND, including legislative compliance: - Book Donations - Safeguarding and Protection of Individuals - Financial Reserves - Volunteer Management & Problem-Solving procedure - Equal Opportunities 12 STAND Trustees annual report 23-24 - 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. ## **Relationship with Sheffield City Council** 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). The lease includes an option to renew for 25 years, which must be exercised before 19[th] November 2024. ## Sheffield City Council support: We benefit 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 occasional small grants for new books; - Participation in the central library van service delivering customer title requests or books being returned by other libraries; - LMS training for volunteers, and - Services of a Volunteer Network Officer (Darrel Porter). 13 STAND Trustees annual report 23-24 This support package has been extended to 31[st] March 2025, 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. ## **Relationships with other organisations** 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 are also part of the Local Area Committee, which has grant funding available. The councillors have been very generous to us in providing grants, and 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, and this year agreed a Working Partnership with us, including a £7,000 grant for books and book processing materials. This was a wonderful development, 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, which is still funding the groups as of October 2024. 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. We also support the local carnival committee, and SPARC, the community organisation working with the Council to replace the dilapidated pavilion in Stannington Park. We have links to **local infant, primary and secondary schools,** and already host class visits from one school. We hope to extend this to the other schools on a regular basis, so that children at each school all get the chance of a library experience. 14 STAND Trustees annual report 23-24 ## **Appendix 3 - 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. 15 STAND Trustees annual report 23-24 ## **Appendix 4 - Stannington Library book lending figures by quarter (April-March)** |**Appendix 4 - Stannington Library book lending figures by quarter (April-March)**|**Appendix 4 - Stannington Library book lending figures by quarter (April-March)**|**Appendix 4 - Stannington Library book lending figures by quarter (April-March)**|**Appendix 4 - Stannington Library book lending figures by quarter (April-March)**|**Appendix 4 - Stannington Library book lending figures by quarter (April-March)**|**Appendix 4 - Stannington Library book lending figures by quarter (April-March)**| |---|---|---|---|---|---| |**2019-20**|**Total Adult LMS**|**Total child LMS**|**Own books adult**|**Own books child**|**Total**| |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**|**Total Adult LMS**|**Total child LMS**|**Own books adult**|**Own books child**|**Total**| |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**|**Total Adult LMS**|**Total child LMS**|**Own books adult**|**Own books child**|**Total**| |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**|**Total Adult LMS**|**Total child LMS**|**Own books adult**|**Own books child**|**Total**| |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**| |**2023-2024**|**Total Adult LMS**|**Total child LMS**|**Own books adult**|**Own books child**|**Total**| |Q1 Apr-Jun|891|543|1317|2003|4754| |Q2 Jul-Sep|1025|688|1577|2934|6288| |Q3 Oct-Dec|834|471|1419|1511|4229| |Q4 Jan-Mar|869|508|1694|2672|5743| |**Totals**|**3619**|**2210**|**6007**|**9120**|**20956**| |**2024-25**|**Total Adult LMS**|**Total child LMS**|**Own books adult**|**Own books child**|**Total**| |Q1 Apr-Jun 24|||1669|1753|4727| |Q2 Jul-Sep|||2450|2884|6711| |Q3 Oct-Dec|||||| |Q4 Jan-Mar|||||| 16 STAND Trustees annual report 23-24 **----- Start of picture text -----**
Book lending figures 2019-2024
25000
20000
15000
10000
5000
0
Total Adult LMS Total child LMS Own books adult Own books child Total
**----- End of picture text -----**
17 STAND Trustees annual report 23-24 Di%irirt Library Gn)up MORE T JUST A LIBRARY Stannington and District Library Group FINANCIAL REPORT AND STATEMENT OF ACCOUNTS For the period ended 31 March 2024 Contents Page Legal and administrative information Treasurerfs annual and financial report Independent examinerfs report Income and expenditure account Statement of assets and liabilities Notes to the accounts Stannington and Distrlct Library Group Legal and administrative information For the period ended 31 March 2024 Full Name Stannington and District Library Group Also known as STAND Registered charity number 1158661 Principal Address Stannington Library Uppergate Road Stannington Sheffield S6 6BX Registered office 400 Wood Lane Sheffield S6 6AQ Trustees Philip Warhurst Schools Liaison/Events (re-elected 08 December 20201 Jenny van finteren Chair (re-elected 18 November 2021} Patricia Chapman Business Strategy/Grants (re-elected 08 December 2020) Dorothy Russell Library Manager (re-elected 08 December 2020) Melanie Smart Secretary {re-elected 08 December 20201 Robert Mynors Advertising and publicity (re-elected 08 December 20201 Cheryl Whiteman Treasurer (elected 22 November 20221 Vanessa Williams Contracts Manager (elected 22 November 20221 Shelagh Whiteley Training and IT Manager (elected 08 December 20201 Patricia Hague Asst. Library Manager (elected 18 November 2021) Carole Allen Finance Assistant John Russell Buildings Manager Sarah White Volunteer Co-ordinator Committee Members Bank HSBC Bank PIC 49-63 Fargate Sheffield SI 2HD Solicitor Taylor Bracewell Number One Raifway Court. Ten Pound Walk, Doncaster, DN4 5FB Independent Examiner Trevor Hutchins 384 Wood Lane Stannington Sheffield S6 5LR Stannington and District Library Group Treasurerfs annual and financlal report and statement of accounts for the period ended 31 March 2024 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 sen4icÈs. 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. sei sexual orientation. gender reassignment, marttal or civil partnership status race or of political, religious or other opinion by association together the said residents and local authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interest of social welfare for recreation and leFsure time occupation with the objective of improving the condition of life for the residents. Summary of the main activities undertaken forthe public benefrt The Trustees can confirm that they had regard to the Charity Commission's guidance 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 Protection Agreement arsd receive training on library policies. including those on Safeguarding. and Equality & Diversity. This financial year the library has been operating normally opening to the general public on Monday {afternoonl, all day Wednesday, Friday (afternoons) and Saturday (Mornings): in addition, Stannington Infant School are making weekly school visits and Dun8WOrth Primary School, Nook Lane Junior School and Shooters Grove Primary School are planning to commence visits in September 2024. Storytime for children aged over 2.5 years has continued to run together with a Baby Group for children up to 2.5 years. We have also welcomed several community groups who have used our space including Friendship Group, Writers Group, Gardening Group & the local Wl craft group. In addition. following a start-up grant from Sheffield City Council we have commenced on the second Saturday of every month a very successful Tea & Cakes in the Library afternoon which gives residents in the local area an opportunity to meet & chat over home made cakes & tea or coffee. A further Grant from Sheffield City Council has enabled us to purchase a large television Screen which allows us to provide the community with relevant information & will also be used as a medium for presentations at meetings. We have continued to refresh our library stock across all genres thanks to Grants frorn Sheffield City Council and Bradfield Parish Council. On an ongoing basis we have entered into a Partnership agreement with Bradfield Parish Council which will help ensure we can maintain an up-to-date stock of books across all genres overthe corning years. The Grant we obtained from the Co-op for the Story Festival ensured a good time was had by the children of Stannington in September 2023. The Co-op has also given us a grant to help with running costs of the Friendship Group and the Childrens Groups. We have received help from Stannington Christ Church with running costs and also a grant for purchasing environmental sustainability books. 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. Stannington 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 library particularly with the increase in gas and electricity prices. Plans for the future and current improvements The charity is still looking at the possibility of building an extension. as use of the library by groups 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 Teasibility report for this purpose. We received a Grant from Sheffield City Counci5 (the Mary Lea Grant) in 2021 for legal and professional costs, but we will in future need to raise extra funding for the purpose of extending the library. We are committed to increasing the number of schools using the librarfs facilities and some money has been identified to help with this, although furtherfunds will be required. Shooters Grove Primary School and Stannington Junior School hope to start visits in the near future. We are seeking funding to finance an mDroved hearing loop for our customers benefit. We are also looking at offering basic computer training for our customers. Volunteer Libraries in the Sheffield district are celebrating Ioyears of successful operation during 2024 and Sheffield City Council in recognition of this have provided a grant to celebrate this success during the coming year. Financial review At the end of this perfftod the charity held £72928 of which £25344 is held in reserve for sustainability and contingency costs. £46451 is held in a building fund as part of our costs towards extending the library. although we have stored in there £20579 outstanding balances on grants that we are still in the proces5 of spending, so attual balance towards extension is £25572. While this year has been difficult with increased running costs, we have fjnished this year quite well, with a balance in our current account of free cash £1133. and increased our sustainability reserves to ensure continuity of service. In addition, we have invoices totalling £1224 which will be paid early in the new year. As running costs continue to increase, we continue to need to fundraise in 2024 to make sure that we can continue to run the service as we have always done since 2014. Approved by the Trustees on '"} d, j,,,.￿ 2c,2Lp Signed on behalf of Trustees by: Independent Examiner's report to the ManaEement Committee of 5tannington and Distrirt Library Group I report on the accounts of Stannington and District Library Group for the period ended the 31 March 2024 which are set out on pages 6 to 8. Respettive responsibilities of the Trustees and the examiner The charitws trustees are responsible for the preparation of the accounts. The charitys trustees consider that an audit is not required for this year under Section 144(2} of the charities Act 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 145151(bl of the 2011 Act)- and state whether particular matters have come to rny 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 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 procedures undertaken do not provide all the evidence that would be required in an audit, and consequently no opinion is given as to whether the accounts present a "true and fair view, and the report is limited to those matters set out in the statement below. Independent examinels 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: 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 2) 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 5tannington and District Library Group Income and Expenditure Account for the period ended 31 March 2024 Unrestricted Restrfrted fund fund Total 2,023 Notes Income Grants & Donations Sales Hire and Fundraising Total Income 3,611 9,848 13,459 21,054 24,665 9,848 34,513 21,054 Asset Purchases Office and IT costs Fixtures and Fittings costs 1,060 1,060 Expenditure Rates Gas Electricity Water Rates Advertising amd Publicity Telephone and Broadband Stationery and Postsge Library Consumables Book Processing Materials Marketing Books Other Purchases not books All System Costs Including Internet Domain Costs Ppl and other covid related cost Keyholding and Security Boiler service and compliance testing Legal & Professional Costs (Building Valuationl Insurance Repairs Renewals and Building maintenance Bank Charges Events Outlay Childrens Group Costs Friendship Group Costs Tea & Cakes in the Library XBM Copier Costs Depreciation Total Expenditure 220 3,946 1,785 125 220 5,194 1,785 155 250 454 119 251 471 297 3,964 258 888 1.248 30 250 454 119 251 471 297 436 178 888 177 1.566 3,528 80 177 1,566 120 540 1,182 217 114 1,331 236 120 1.182 217 114 39 1,292 236 1,229 350 1,229 386 36 680 680 8,718 14,424 23,142 Surplus for the year 4.740 6,630 11,370 Funds brought forward 46.831 13.652 60,483 Total Funds Carried Fonvard 51.571 20,282 71,853 Statement of A55ets and Liabilitie5 As at the 31 March 2024 2024 2023 2022 Fixed Assets Additions Less Depreciation and Asset Written off 15,900 1,060 -12.124 9047 20830 -1810 -12116 Nett Book Value 4,836 7.237 8,714 Current Assets Debtors Cash at bank Cash in hand Cash in pay pal account 15 72,928 99 61001 106 55421 109 Total 73.042 61107 55530 Current Liabilities Late invoices 1,224 662 86 662 86 Approved by the trustees on Signed on behalf of the trustees by- Stanntngton and DTrstrirt Library Group Notes to the Accounts for the period ended 31 Marth 2024 unrestri￿ RestrKled 2024 TOTAL l. Grants and Oonatio Sheffield City Council Grant i 3radfield Parish Council it?nnington Ch￿t Church Grant I 4t?nnington Christ Church Granr 2 Sheffield City Council Grant 2 8ooks Sheffield City Council Grnnt 3 Tea & Cakes Sheffield City Council Grant4 TV & RÈlated Equipment SheffielLI City Council Grant 5 Volunteer Library ce￿brationS Coop- Groups OTiations frorn local business and oryanisations Donation5 frorn FOSL 5cherne Donations frorn individuals OonatiDnsfrotn green colletting boxes 6.65C 7￿￿> 7,( 350 i(KJ 350 350 2.￿ 2.(kX) 1354 2.354 732 732 1.291 3.611 1.291 24,ffi5 21.054 l >les Hire Funthalslngevents LibTrryfine5. phtstocopying 5ale5 etc Sale of Marketing Items vent5 Incotne sale of Donaied Items Fundraising sale of Collett￿ m2tè15 Amazon Smile and Grft Aid Interest Hire of Library space 1.339 119 1.339 119 4D29 4.029 369 579 1,077 369 579 ID77 Total Receipt5 13.459 21,054 34,513 Restrirted Fthds Marth Restritted Fund5 315t Marth 2014 Payme 51estTtcted fund5 Funder Sheffield CityCouDciI 8t)oks St8nnin8ton ctrops storylesrival Smith 5heffieltl City Council Ler41 Fee5 BPC 8ooks Sheffield City Council Runnlng Costs CO-OP 2023124 Friendship & Childrens Groups Sheffi@Id Ciry CouD£ilTea & Cakes in the Library Stannington ParTi5h Church- En¥ironmeTrr Books Bradfield Parrish Council- 8ook & Book PTLKessin8 SCC Grant for TV Srreen. inilydingfittittg and additionèl equipment SCC 10 Year Volunteer Library Celebrati¢n5 ¥IF Reoipls L718 -1,292 426 2￿1 9.760 474 9.7E4J 474 -6.650 -1.464 -350 IL 477 -iJ40 523 21.054 .14.424 20,2 8radfield Parish Covnol stannin8tonc0￿p, SheffieSLI City Councrl Moryw¥en forspe(ific Expendiitsre oneywvets for$p￿￿1C Expenditure Mory8iven for specific Expenditure Tnstees, rem15neraiior Trustees re￿iVed no expenses, ￿mUneration orbenefits in thi5 peri¢)d. Glossaryoftem Restrscted Funds These are fundsKi¥eTh to the organisali￿. wbjetttospeciftc restrilliofts set by thedonor. but srill Mthin the general objerts ol the organisation. Debtsr5 These are arnounts owed tothè Ofganisation. but w rereived in the accounting oeri¢XI. Liab41ites These are amounts owed byihe or8ani5ation. btst fiotpaid in The acctyJntlllE per￿￿. Indepondent Etsamlner's report to tne Man2gèment Commitiee of Siai?nin8ton and DistrSct Llbrary Group I r:porE on Ihe accoJntS OT >ianr,ington and Di5&rici Liurarii Group Tor i:-:e perioo er,deo rhe 31 1'Jidrch 2024 i.vhich are >et out on pages 6 io 8. Respertlve resrJons,.billties of the Trustees ar,d the ￿-..a￿lIf1er The charitiJ's trLlStees are respons ible ror tn# ?repar¢tion CT rhe accounts. TPie charivs trustees consider th-t an audii is not required ror this ¥iear unc e.: sec lion 144121 of "he chari*j>s ACT 2011 Itnr 2011 Act) ar,d iiat Br. inoeDendeni examination is needed. It 15 mil responsib ility to: cxa m i rye the accounts unaer secrion -" 45 of the ?011 Aci; Folloxhi The procedijre laid In Jeneral Direciions given Ehe fha.'ity Cominission l under secticn 14515','bl of ine 2011 Acil- and state',vhether particiJlar mattL ers nave come to my atrention. B2sit i,f iridependent eAaminer's ,"epori 1'/5y rxami naiion k'.as car.'.'eo OL'I in accoreance 14Jith trhr* general Dirert':cn t7 Jlffer, bli the Chè rity Comrnission. Arj exom ination include5 a reL'ieiiJ oi tie accoJfi ES i ecordys %epÈ bi.. the ifie marieri se-. out in the statement beloiil Independent examlner's statement In ¢on.ryection iciith mi< exa mination, nc Imatter n25 come LO m / at".- Ihlh Icb. gjijes rea ?TrcoJr,-ir..g rec- ds ano, io comp. i :AJjin -he ?ccoL'nting requiremeilts Oi the 20": 1 Aei naiie n.oi beei?,T&'. Jr 21 . ro ¥Nhicn. in m¥ opinion, atten:. ion s40iilG' OA 4rai.in i.-, orn È-" LO enable a prop-i unoei siè no'ir..G L'f the aCCOUilts to be re3Lned. Trevor 4uTchins Wooa r une -,nniqgtor, Sleffi•ld Sti 5LR