Registered Charity Number: 1159745
Walkley Carnegie Library
Annual report and unaudited financial statements for the year ended 31 March 2021
Walkley Carnegie Library
Contents
| Page | |
|---|---|
| Legal and administrative information | 1 |
| Report of the Chair | 2 - 3 |
| Trustees' annual report | 4 - 7 |
| Independent examiner's report | 8 |
| Receipts and payments account | 9 |
| Statement of assets and liabilities | 10 |
| Notes to the accounts | 11 - 12 |
VAS Community Accountancy
Walkley Carnegie Library
Legal and administrative information For the year ended 31 March 2021
Registered Charity Number
1159745
Trustees
Mr Christopher Reece Chair Ms Kate Elliott Treasurer Dr Nicola Dempsey Secretary Professor Matthew Gilbert Mr Geoff Birkett Dr Anne Bore Mr Mark Crossland Mr Thomas Haywood Dr Richard Jenkins Anne Grange
appointed 27 November 2021 resigned 27 November 2021 (also Treasurer until 27 November 2021) appointed 20 May 2020 resigned 27 November 2021
resigned 10 March 2021 appointed 19 January 2022
Principal Address
Walkley Library 403 South Road S6 3TD
Bankers
Co-operative Bank Business Direct PO Box 250 Skelmersdale WN8 6WT
Independent Examiner
Sarah Lightfoot, FCA DChA Employee of: VAS Community Accountancy The Circle 33 Rockingham Lane Sheffield S1 4FW
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Walkley Carnegie Library
Report of the Chair For the year ended 31 March 2021
Last year we held our AGM on Zoom in December and had a larger turnout than in recent years. For 2021, we have reverted to a face-to-face meeting with restricted numbers, but are also offering an option to join through Zoom. Until recently, Zoom has become the norm not only for our own trustee meetings, but also for liaising with the Voluntary Libraries in Sheffield (VLiS) group, which met fortnightly for several months instead of every four weeks, in order to keep up with the constant changes in regulations and to provide as much consistency as possible across the city’s libraries.
Members of VLiS also attended several very well attended online seminars and discussions run by the Arts Council and the Community Managed Libraries Network on reopening libraries and adapting events and activities. Following this advice the libraries started to run online talks together under the banner “VLiS Presents” and collaborated to save the annual Readathon, which was formerly held in individual libraries, by linking up with CHOL Theatre Company and Sheffield Libraries’ Writer in Residence, Nik Perring, and other local writers in order to run a mass poetry readathon of poems written by children, based on Nik’s original poem Mrs City, which can be seen here: https://www.youtube.com/watch?v=HPkoII-ry1s. The Children’s University came on board, providing passport stamps for participants.
In last year’s report, we referred to the disappointment of not obtaining a second phase National Heritage Lottery Fund (NLHF) grant but agreed that we would still endeavour to include aspects of the proposed Heritage and Learning plan in our agenda. The Readathon event and the links to other organisations was an example of how we can achieve this. In fact, VLiS devised plans for staging a larger outside event during the 2021 school holidays and prepared a bid for an Arts Council (ACE) grant to create this in partnership with CHOL Theatre and The Site Gallery. However, it was decided that there was too much uncertainty about the restrictions that might be in place that summer, though we will consider a similar event in the future. Both CHOL and The Site Gallery were awarded grants for projects and we are excited to be partners in CHOL’s “Listen 52” project. They will shortly be advertising for Young Producers (aged 16 -25) to run activities for young people in a number of Sheffield wards, including Walkley. Zest, whom we assisted with holiday hamper distribution earlier in the year, will also take part.
As announced a year ago, there is no longer a plan to sell the lease of the building to a commercial partner, and we are negotiating an Associate Library’s lease with Sheffield City Council (SCC) and working with them to prioritise maintenance and compliance issues. Top of the list is a fully accessible entrance at the rear of the building, an accessible toilet and improved baby change facilities. Trustee, and retired architect, Geoff Birkett is looking at how the design from the planning application could be adapted without carrying out major extensions. This will be discussed with SCC so that it can be formally handed over to an architect to design once the lease has been confirmed, with further renovation taking place in staged phases. ACE are currently willing to consider capital grants that address access, reduction of environmental impact, and seizing technological opportunities, and the possession of a twenty-five year lease would enhance our chances of success.
In October this year we applied to renew the building’s status as an Asset of Community value and this has been successful. We have also benefitted from an economic recovery grant, which has, in the short term, given us the freedom to invest in screens, PPE, cleaning materials and specific cleaning equipment.
The lockdowns were difficult for all libraries, other local organisations and the Walkley community and a considerable amount of time was spent by the trustees and volunteers on adapting to changing regulations, as we progressed through periods of closure, click and collect, browsing by appointment and a gradual return to open browsing in the adult library and increasing the number of families in the children’s library. Working with the Children’s University we ran supervised pilot activities in August and slowly brought back Small Voices, Big Noises with smaller attendance capacities and two sessions in a day. We have welcomed back Stitches and Stories, Walkley Historians and Baby Time.
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Walkley Carnegie Library
Report of the Chair (continued) For the year ended 31 March 2021
Unfortunately, the focus on pandemic issues has meant that although we announced last year that the Chair, Secretary and Treasurer would be standing down, we have not been able to spend as much time as was hoped on succession planning, which is why there are still vacancies. Three people put themselves forward at the AGM to become trustees but unfortunately all have had to withdraw, though Joe Thompson has given valuable support looking at our business plan and advising on grant applications and fund-raising. Nicola Dempsey produced an information sheet about her experiences as a trustee as guidance for interested parties who might consider taking on a trustee role, and SCC has confirmed that they will be running training for library trustees on governance and budgeting.
During the year Richard Jenkins decided not to continue as a trustee, but not before producing a report on the need to restructure our management, bringing back a general committee for operational issues and subcommittees to cover different aspects of our work. The report also highlighted that library services and activities have increased considerably over the last seven years, and that WCL would benefit from a larger team managing the different areas of library administration. All libraries have suffered from the fact that organisations who take away surplus books for charity distribution or recycling have long waiting lists; however our book development group have been working hard to ensure that there is space on the shelves for new books, and have improved the space and cataloguing in the children’s library. A library committee liaising closely with the trustees and regular forums for session leads and volunteer library assistants could ensure that such areas could be run with a high degree of autonomy, operating with clear responsibilities. To start off the process there will be an opportunity to discuss new ways of working after the AGM (before leaving with an anniversary cupcake!)
WCL has continued to focus on maintaining as many of our services as possible whilst providing a safe environment for our volunteers and library users. However, we still need to entice back customers who have decided to stay at home, and over eighteen months a small number of volunteers have decided to retire, move to organisations dealing with the pandemic or take sabbaticals. The remaining volunteers have worked tirelessly under difficult circumstances, but we have vacancies in several areas, including front line counter positions to allow us to return to our previous opening hours. Other areas include administration duties, marketing, building maintenance, cleaning, and gardening. We are also very keen to get our events and activities team up and running again as we take in the exciting news that the Walkley Business Group have been awarded an economic recovery grant for the revitalising the high street within the ward, and bringing back a larger Walkley Festival. There will be an opportunity at the end of the AGM for volunteers and potential volunteers to discuss other areas of volunteering which may hold interest for them. Geoff Birkett will also be happy to discuss ideas relating to improving access to the library building.
I would like to thanks the trustees, volunteers and customers and we are looking forward to a positive and exciting future with new trustees and progressing with a restructure.
Mr Christopher Reece Chair
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Walkley Carnegie Library
Trustees annual report For the year ended 31 March 2021
Structure, governance and management
Walkley Carnegie Library (WCL) is a Charitable Incorporated Organisation that operates a volunteer led library. The organisation became a registered charity on 31 December 2014, registered charity number 1159745. The library is governed by a constitution last amended on 31 December 2014, available on request. A board of appointed trustees run the organisation, delegating the day-to- day running of the library to a team of volunteers.
The membership consists of trustees, committee members (some of whom also serve on sub-committees). All these members have voting rights, and the AGM is also open to observers.
WCL has advertised for both trustees and volunteers through organisations in Walkley, Voluntary Action Sheffield, our newsletter, and social media. We are currently investigating head-hunting trustees with particular skills.
Charitable objectives and activities
Summary of the purposes of the charity as set out in the governing document:
(a) The advancement of education for the benefit of the public in the district of Walkley in the City of Sheffield and the surrounding area by the provision of a community leading library and associated services.
(b) to promote for the benefit of the public in the district of Walkley in the City of Sheffield and the surrounding area without distinction of sex, sexual orientation, 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 faculties in the interest of social welfare for recreation and leisure time occupation with the objective of improving the conditions of life for the residents.
WCL mission: to provide a dynamic space and innovative services for local residents to read, learn, meet, make, play, create, develop, socialise, access services, support one another and much more.
The main activities undertaken in relation to those purposes:
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Operating a volunteer managed public library for at least as many hours per week as was provided previously by the local authority. Book loan is dependent on library membership but the building, activities and events are open to the public.
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Providing events and activities suitable for a wide age range and to provide space to hire for group activities or events.
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Displaying local community information including access to newspapers and the internet. Providing training and mentoring where appropriate.
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Providing the opportunity for people to contribute to the service by volunteering or making donations of services or equipment. Suitable training to be provided to all volunteers including trustees.
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Walkley Carnegie Library
Trustees' annual report (continued) For the year ended 31 March 2021
Achievements and performance
The year 2020-2021 created many challenges relating the COVID 19 pandemic and the introduction of lockdowns, reducing footfall and book loans and resulting in many cancelled events and activities. Similarly, the core body of volunteers was reduced, owing to people shielding or working or volunteering for organisations dealing with COVID. However, Walkley Carnegie Library (WCL) managed to maintain a reduced library service according to ever-changing lockdown regulations and to retain a number of events and activities via the internet:
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Last year’s successful Off the Shelf poetry event was followed by an evening of online poetry and an open mic session. This brought in several people from outside Sheffield including a poet and author from the USA. Other online events included a charity Curry Cook-along, a play by CHOL Theatre and our regular Small Voices, Big Noises, pre-school age music session (which again reached a national and international audience).
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We continued to add new titles to the stock of "Walkley Library only" books to widen the range on offer and provide a supply of the latest books.
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Although links with local schools were affected by the lockdowns we forged partnerships with other local organisations and charities in order to preserve our place in the community.
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We had to temporarily suspend offering work experience opportunities. However these are about to be resumed.
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WCL contributions to both Walkley Festival and Heritage Open Days were moved online and included the “Walkley History Mystery Walk”, created by the Walkley Historians, a filmed performance by CHOL Theatre (one of our partners) based on the clothing industry in Yorkshire, and the videos of the research carried out by Sheffield University the previous year on Walkley’s past, present and future (”What If Walkley”).
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We continued to encourage local authors and societies to donate copies of their publications to the library and in return offered copies for sale in the library. Highlights this year have been “Victorian Walkley” by Walkley Historians and “Paradise is Here, Building Community Around Things that Matter” by Ruth Nutter (published by the Guild of St George, and based on Ruskin in Sheffield and Ruskin in Walkley events). As a result of these projects, Walkley Library appeared on an Isle of Man postage stamp as part of their John Ruskin commemorative issue. Copies of the “In Our Day” book, which resulted from a Dementia Innovation grant project, were distributed to Care Homes and other libraries.
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During the year we strengthened our relationships with Zest (Netherthorpe & Upperthorpe Community Alliance), who run Upperthorpe Library, by assisting them distributing food hampers and activity packs during the school holidays. We also worked more closely with Sheffield Libraries and the other Volunteer Libraries in Sheffield (VLiS), through increased meetings and regular communication to keep up with best practice for running libraries during a pandemic, and to join forces in promoting online events.
-
Members of VLiS also attended several very well attended online seminars and discussions which were run by the Arts Council and the Community Managed Libraries Network on reopening libraries and adapting events and activities. Following this advice the libraries started to run online talks together under the banner “VLiS Presents” and collaborated to save the annual Readathon, which was formerly held in individual libraries, by linking up with CHOL Theatre Company and Sheffield Libraries’ Writer in Residence, Nik Perring, and other local writers in order to run a mass poetry readathon of poems written by children, based on Nik’s original poem Mrs City, which can be seen here: https://www.youtube.com/watch?v=HPkoII-ry1s. The Children’s University came on board, providing passport stamps for participants.
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Walkley Carnegie Library
Trustees' annual report (continued) For the year ended 31 March 2021
Achievements and performance (continued)
-
In last year’s report, we referred to the disappointment of not obtaining a second phase National Heritage Lottery Fund (NLHF) grant but agreed that we would still endeavour to include aspects of the proposed Heritage and Learning plan in our agenda. The Readathon event and the links to other organisations was an example of how we can achieve this, and we continue to work on similar projects. For example, both CHOL and The Site Gallery were awarded grants for projects and we are excited to be partners in CHOL’s “Listen 52” project. They will shortly be advertising for Young Producers (aged 16 -25) to run activities for young people in several Sheffield wards, including Walkley.
-
The lockdowns also gave us time to review our position in the community and our management structure and this is continuing. Having benefitted from a £25k government economic recovery grant we were also able to purchase PPE, screens and equipment to provide a safe environment following the guidelines set out by Sheffield City Council, the landlord of the library.
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During the year we created an application to renew the Asset of Community Value status of the library for submission in 2021. This has since been successful.
The trustees have given due consideration to the Charity Commission published guidance on the Public Benefit requirement under the Charities Act 2011, and the following services are available to the public:
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Providing and improving the library service and keeping a community building open.
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Maintaining the building and surrounding grounds and contributing to the vibrancy of the high street (South
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Road).
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Offering a range of activities for different age groups, particularly for pre-school and school age children.
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Providing volunteering opportunities and training. Being involved with other local groups and events.
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Providing a welcoming environment for all visitors.
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Providing work experience and projects at both school and higher education levels.
Working with other volunteer libraries to maintain the standard of service across the City and to create events celebrating libraries. This is becoming more important as activities move online due to the lockdowns. We have also become members of the Community Managed Libraries Network and benefit from their advice, seminars and training.
Plans for the future
Following an unsuccessful National Lottery Heritage Fund (NLHF) development-phase grant funding bid, which would have supported renovation works and conversion of the library building into a dual purpose library services / small business space, WCL remains committed to protecting the library building, to rectifying compliance issues and to bringing accessibility up to appropriate standards and are currently looking at ways of achieving this.
Financial review
We continue to receive grant funding from Sheffield City Council designed to cover the main costs of running the building and maintaining a library service. We have also received additional capital, book and Covidmitigation funds, the latter to mitigate the effects of the pandemic, which has for example adversely affected room booking revenue. Rates were also waived during 2020/21 due to the pandemic (value: £1792, after mandatory rate relief applied). We have also continued to receive a number of donations in the form of books and/or services during the last year for which we are very grateful.
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Walkley Carnegie Library
Trustees' annual report (continued) For the year ended 31 March 2021
Reserves policy
Uncertainties relating to the proposed refurbishment of the building and diminishing grant contributions from Sheffield City Council mean that the Trustees wish to maintain reserves equivalent to at least three years running costs (approx. £45,000). This would provide time for alternative means of providing an ongoing library service to be explored.
Free reserves at 31 March 2021 were £43,588.
27 January 2022
The trustees declare that they have approved the report above on ____
Signed on their behalf by:
Christopher Reece Chair (Acting)
Matthew Gilbert Trustee
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Independent Examiner’s report to the trustees of Walkley Carnegie Library
I report to the trustees on my examination of the accounts of Walkley Carnegie Library (‘the Charity’) for the year ended 31 March 2021
Responsibilities and basis of report
As the charity trustees of the Charity you are responsible for the preparation of the accounts in accordance with the requirements of the Charities Act 2011 (‘the Act’).
I report in respect of my examination of the Charity’s accounts carried out under section 145 of the 2011 Act and in carrying out my examination I have followed all the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act.
Independent examiner’s statement
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect:
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accounting records were not kept in respect of the Charity as required by section 130 of the Act; or
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the accounts do not accord with those records.
I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in this report in order to enable a proper understanding of the accounts to be reached.
Signed: ____ Sarah Lightfoot, FCA, DChA Employee of: VAS Community Accountancy The Circle 33, Rockingham Lane Sheffield S1 4FW
Date: ____ 27 January 2022
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Walkley Carnegie Library
Receipts & payments account For the year ended 31 March 2021
| Notes Receipts Grants and donations 2 Income from events Other fundraising Room Hire Library fees and fines Total receipts Payments Purchase of books Event costs Insurance Advertising & Marketing Cleaning Materials Independent examination IT Software and Consumables Light, Power, Heating Telephone & Internet Miscellaneous Expenses Printing & Stationery Rates Water Rates Repairs & Maintenance Library fees and fines payable Waste Disposal Furniture and equipment Professional fees Total payments Net receipts/(payments) Transfers between funds 3 Net movement in funds Cash funds brought forward Cash funds carried forward |
Unrestricted fund £ 26,031 160 161 - - 26,352 - 80 - - - - - - - 97 - - - - - - - - 177 26,175 (1,200) 24,975 18,613 43,588 |
Restricted funds £ 30,697 - - - - 30,697 2,718 - 698 - 1,283 600 1,073 3,800 720 193 445 - 305 920 394 - 1,151 1,200 15,500 15,197 1,200 16,397 15,882 32,279 |
Total 2021 £ 56,728 160 161 - - 57,049 2,718 80 698 - 1,283 600 1,073 3,800 720 290 445 - 305 920 394 - 1,151 1,200 15,677 41,372 - 41,372 34,495 75,867 |
Unrestricted fund £ 350 185 1,688 780 - 3,003 - 120 - 338 - - - - - (488) 92 - - - - - 784 - 846 2,157 (11,694) (9,537) 28,150 18,613 |
Restricted funds £ 49,205 - - - 1,398 50,603 2,000 - 676 - 101 500 605 7,608 720 1,470 - 1,764 508 - 1,196 331 - 58,078 75,557 (24,954) 11,694 (13,260) 29,142 15,882 |
Total 2020 £ 49,555 185 1,688 780 1,398 |
|---|---|---|---|---|---|---|
| 53,606 | ||||||
| 2,000 120 676 338 101 500 605 7,608 720 982 92 1,764 508 - 1,196 331 784 58,078 |
||||||
| 76,403 | ||||||
| (22,797) - |
||||||
| (22,797) 57,292 |
||||||
| 34,495 |
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Walkley Carnegie Library
Statement of assets and liabilities As at 31 March 2021
| Cash assets Bank Cash Debtors Grant due - Sheffield City Council - Associate Library Grant Prepayments Liabilities Independent examination fee Approved by the trustees on ____ and signed on their behalf by: Christopher Reece Matthew Gilbert Chair (Acting) Trustee 27 January 2022 |
2021 £ 75,577 290 75,867 2021 £ - - - 2021 £ 540 540 |
2020 £ 34,337 158 |
|---|---|---|
| 34,495 | ||
| 2020 £ 3,738 138 |
||
| 3,876 | ||
| 2020 £ 600 |
||
| 600 | ||
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Walkley Carnegie Library
Notes to the accounts For the year ended 31 March 2021
1 Receipts & payments accounts
Receipts and payments accounts are statements that summarise the movement of cash into and out of the charity during the financial year.
In this context "cash" includes cash equivalents, for example, bank accounts where cash can be readily withdrawn to pay for debts as they become due.
2 Grants & donations
| Sheffield City Council - Associate Library Grant Sheffield City Council - Book grant Sheffield City Council - Covid-19 support Sheffield City Council - Capital work Heritage Lottery Fund Arts Council National Lottery Sheffield City Council - Dementia Project General Donations |
Unrestricted fund £ - - 25,000 - - - - 1,031 26,031 |
Restricted funds £ 18,697 2,000 - 10,000 - - - - 30,697 |
Total 2021 £ 18,697 2,000 25,000 10,000 - - - 1,031 |
Unrestricted fund £ - - - - - - - 350 |
Restricted funds £ 12,645 - - - 26,800 1,471 8,289 - |
Total 2020 £ 12,645 - - - 26,800 1,471 8,289 350 |
|---|---|---|---|---|---|---|
| 56,728 | 350 | 49,205 | 49,555 |
- 3 Restricted funds
| Sheffield City Council - Associate Library Grant Heritage Lottery Fund Sheffield City Council - Book grant Sheffield City Council - Capital work Dementia Project Fees and fines on behalf of SCC |
Funds b/fwd £ 14,848 - - - 950 84 15,882 |
Receipts £ 18,697 - 2,000 10,000 - - |
Payments £ (11,906) (1,200) (2,000) - - (394) |
Transfers £ - 1,200 - - - - |
Funds c/fwd £ 21,639 - - 10,000 950 (310) |
|---|---|---|---|---|---|
| 30,697 | (15,500) | 1,200 | 32,279 |
Heritage Lottery Fund
The grant towards the development work was balanced at £nil as at the start of the financial year. A late invoice of £1,200 was incurred on the project - unrestricted funds have been transferred to cover this cost.
| Prior year comparison Sheffield City Council - Associate Library Grant Heritage Lottery Fund Arts Council National Lottery Dementia Project Fees and fines on behalf of SCC |
Funds b/fwd £ 25,486 1,405 3,829 (1,460) (118) 29,142 |
Receipts £ 12,645 26,800 1,471 8,289 1,398 |
Payments £ (16,283) (47,178) (5,021) (5,879) (1,196) |
Transfers £ (7,000) 18,973 (279) - - |
Funds c/fwd £ 14,848 - - 950 84 |
|---|---|---|---|---|---|
| 50,603 | (75,557) | 11,694 | 15,882 |
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Walkley Carnegie Library
Notes to the accounts (continued) For the year ended 31 March 2021
3 Restricted funds ( continued)
Heritage Lottery Fund
Sheffield City Council gave permission for £7,000 to be used towards the development work also funded by Heritage Lottery Fund, so this amount has been transferred between the restricted funds. A further £11,973 has been transferred from unrestricted funds to cover the deficit - the Heritage Lottery only covered a proportion of the total spend. There was a further spend in 20/21 and some grant may be due back to the funder - this will be accounted when the bank transactions take place.
Arts Council National Lottery
£150 of overheads and the remaining small underspend (which has not been requested back by the funder) has been transferred to unrestricted funds). In addition £2,339 was paid directly by the Guild of St George who partnered in the project.
4 Trustees' remuneration, expenses and benefits
The charity trustees were not paid or received any other benefits from employment in the year (2020: £nil) neither were they reimbursed expenses during the year (2020: £nil).
Dr Anne Bore received £nil (2020: £300) for her role as evaluator of the Arts Council National Lottery funded project.
No other charity trustee received payment for professional or other services supplied to the charity (2020: £nil).
5 Related party transactions
The spouse of Matthew Gilbert, a trustee, received £nil (2020: £1,054) for freelance work on the Arts Council National Lottery funded project.
There were no other related party transactions.
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