Registered Charity Number: 1159745
Walkley Carnegie Library
Annual report and unaudited financial statements for the year ended 31 March 2023
Walkley Carnegie Library
Contents
| Page | |
|---|---|
| Legal and administrative information | 1 |
| Trustees' annual report | 2 - 6 |
| Accountants’ report | 7 |
| Receipts and payments account | 8 |
| Statement of assets and liabilities | 9 |
| Notes to the accounts | 10 - 11 |
Walkley Carnegie Library
Legal and administrative information For the year ended 31 March 2023
Registered Charity Number 1159745
Trustees
Appointed 18/05/22, appointed chair 01/02/23
Mrs Ruth van Eeden Chair Ms Katherine Elliott Treasurer Ms Anne Grange Secretary Mr Geoff Birkett Resigned 28/11/22 Mr Mark Crossland Angela Davies Appointed 28/11/22 Mr Thomas Haywood Resigned 28/11/22 Mr Christopher Reece Former Chair Resigned 28/11/22
Principal Address
Walkley Library 403 South Road S6 3TD
Bankers
Co-operative Bank Business Direct PO Box 250 Skelmersdale WN8 6WT
Accountants
Seven Hills Accountants Limited 57 Burton Street Sheffield S6 2HH
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Walkley Carnegie Library
Trustees annual report For the year ended 31 March 2023
The trustees are pleased to present their annual report together with the financial statements of the charity for the year ending 31 March 2023.
The financial statements comply with the Charities Act 2011, the Memorandum and Articles of Association, and the charities Statement of Recommended Practice (applicable to charities preparing their accounts in accordance with the Financial Reporting Standard applicable in the UK and Republic of Ireland; FRS 102) issued in October 2019.
Charitable objectives and activities
The objects of the charity as set out in the governing document are:
(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 (free), and 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. This has been somewhat curtailed by the pandemic, but we are building levels of activity back up. Hires of the space are increasingly limited by the lack of level access to the space.
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Displaying local community information including access to newspapers and the internet, and providing an information and enquiry service.
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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 For the year ended 31 March 2023
Additional Public Benefit
The trustees have given due consideration to the Charity Commission published guidance on the Public Benefit requirement under the Charities Act 2011, 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 Road).
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Delivering 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.
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Being involved with other local groups and events.
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Providing a welcoming environment for all visitors.
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Acting as a Welcome Hub, to provide a safe warm space for local people through the winter months.
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Providing Duke of Edinburgh placements and projects at both school and higher education levels.
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Working with other volunteer libraries to maintain the standard of service across the city and to create events celebrating libraries.
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 and volunteers. All these members have voting rights, and the AGM welcomes library users and observers.
The 2022 AGM saw the confirmation of 2 new trustees, Angela Davies and Ruth van Eeden, with the latter agreeing (and duly elected) to take over as Chair.
The Counter Services Committee (CSC) continues to play an important role in the operation of the library, and has undertaken important work around improving volunteer co-ordination and communication. CSC meetings provide a valuable link between counter volunteers and trustee decision making.
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Walkley Carnegie Library
Trustees annual report For the year ended 31 March 2023
Achievements and performance
We are hugely proud of what our volunteer team has achieved over the last year. Volunteer numbers and capacity have increased, and we are now able to open the library 21 hours a week, as per prepandemic levels.
In the last 12 months, the library has run regular baby time sessions and paper pastime events for children as well as treasure hunt activities for the younger library users and their families. We also play host to regular music sessions for preschool children (Small Voices, Big Noises). We participated in last year’s summer reading challenge and will be doing so again this year. Furthermore, we have begun to reinstate the book and cake sales that help bring in some extra funds. We have also welcomed ad hoc groups, including local Beavers and Brownies groups. We hope to be able to extend this to other local groups and schools in the future. Alongside this, students on the Duke of Edinburgh scheme continue to do placements within the library.
In April, a medieval morning was run by one of the volunteers (who has a professional background as context) and this was generally well received. Events planned for the future include our usual involvement in the Walkley Festival featuring a Wombles book display and treasure hunt. Saturday 24[th] June will be our community library day. This will include coffee morning & cake, a book sale and a drop in art workshop with local artist Dave Houchin. We will also have a presence at Walkley Primary school fair and Ruskin Park fun day. Further down the line, we are planning events reflecting the 10-year anniversary of the volunteer library and promoting the history of the library, as part of Heritage Open Week (8[th] - 13[th] September).
We operated as a Welcoming Place over winter 2022/23. We are also welcoming a higher number of people using the library as a work hotspot as an alternative to incurring working from home costs.
Work is ongoing to redraft a number of policies and processes, including the volunteer policy and an events booking procedure. We are well underway in devising an induction and training scheme for new volunteers in order to best support them and to make best use of their time and skills. We are also exploring the possibility of devising a digital inclusion policy and we have a volunteer interested in running 1:1 drop in digital support sessions.
Trustees continue to attend Voluntary Library in Sheffield (VLiS) meetings as a source of information and support in the overall landscape of voluntary libraries. We also receive support from Sheffield City Council’s Libraries, Archives and Information team. Sheffield City Council remain our core funder, with a grant agreement for 2023/24 in place.
Challenges
Over this period, the library faced three major challenges. Firstly, the ongoing task of rebuilding volunteer numbers and re-introducing or re-working operating processes that were put on hold during Covid lockdowns and restrictions. Secondly, issues arising from working in a historic building which has substantial water ingress and other maintenance challenges. Thirdly, and linked to this, the lack of a lease agreement with Sheffield City Council, without which we are not in a position to seek funding to address the urgent access issues with the building.
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Walkley Carnegie Library
Trustees annual report For the year ended 31 March 2023
Challenges (continued)
Our long-standing chair, Chris Reece, stepped down at our November 2022 AGM. This continues to have an impact given how integral a part of the library he was. The new group of trustees are working to ensure that all of Chris’ former responsibilities are covered, and that institutional knowledge is not lost. Geoff Birkett, who also stood down as a trustee at the AGM, continues to help with fire safety and other compliance issues as well as being the main on site liaison with Sheffield City Council. We are grateful to him, and to Chris Reece for his ongoing support.
Volunteer recruitment continues to be challenging. While we have a strong cohort of counter volunteers, we have struggled to attract volunteers to support wider functions, including admin, events, marketing and organisational support. This has had a negative impact on our ability to promote the library, undertake improvements, recruit new business (e.g. through further hire of the library) and facilitate large-scale events. We hope that the imminent launch of our newly revamped website will help to attract both new volunteers and new users. The Trustees have also decided to approach the city’s two universities for volunteers in the hopes of attracting students looking for practical work experience on associated courses. A postgraduate librarian student requesting shortterm work experience has recently contacted the library.
The trustees continue to actively seek more trustees amidst a growing concern that pressure on current trustees (all of whom have full time commitments outside the library) is unsustainable. This appears to be a problem common to many volunteer libraries and other charities. The trustees continue to discuss ways to increase uptake e.g. liaising with Voluntary Action Sheffield (VAS) and mentions in local school/church/community newsletters.
Future plans
The current political, economic and environmental uncertainty continues to necessitate libraries taking a more active role in supporting the local community. We are mindful that we need to ensure that the library has a sustainable future. It is vital that we obtain a lease, which will allow us to source further funding and develop a more robust business plan to ensure the library continues to flourish. In particular, the lack of required access continues to cause issues for library users. The library would also benefit from an overall refurb alongside the more pressing, long existing, and rapidly worsening structural repairs.
In recent months, following new appointments in key positions at SCC, we have re-opened dialogue with relevant stakeholders at the council regarding the lease and the current condition of the building. Some initial repairs have been undertaken, but there remains substantial work to be done to ensure the building is weather tight. There is still a disjoint between the risks the trustees are willing to take on as tenants of the building and the responsibilities of the council as the owner of the library. Discussions are ongoing as to how to proceed. In the medium-term, the building remains the responsibility of the council, and we are working with SCC Facilities to identify and address major issues with the building, chiefly roof and window repairs. Following a lead theft in March 2023, the council ensured the roof was repaired promptly.
Our key future priority (subject to lease agreement) remains seeking funding to undertake a building project to provide an accessible entrance and toilet. This in turn should allow for an increased programme of events and hiring, thus allowing the library to continue to be asset to the community as a whole.
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Walkley Carnegie Library
Trustees annual report For the year ended 31 March 2023
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. As in previous years, room hire has proved to be a valuable source of income, although there is room to increase this once the building is more accessible. Unlike pre-pandemic years, fundraising has not been a substantial source of income. We expect this to change as events are re-established.
We have also received a number of donations in the form of books and/or services during the last year for which we are very grateful. We particularly want to recognise the kind donations made to the library in memory of Kathy Bentley, which have been used to purchase new books for our Blue Sticker Collection.
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. The reserves target is £45,000. This would provide time for alternative means of providing an ongoing library service to be explored.
Free reserves at 31 March 2023 were £45,545, meaning that the trust holds reserves broadly in line with this policy.
11 October 2023 The trustees declare that they have approved the report above on ____
Signed on their behalf by:
Ruth van Eeden Kate Elliott Chair Treasurer
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Chartered Accountants’ report to the trustees of Walkley Carnegie Library on the preparation of the unaudited accounts for the year ended 31 March 2023.
In order to assist you to fulfil your duties under the Charities Act 2011, we have prepared for your approval the accounts of Walkley Carnegie Library for the year ended 31 March 2023 as set out on pages 8 to 11 from the accounting records and from information and explanations you have given us.
As a practising member firm of the Institute of Chartered Accountants in England and Wales (ICAEW), we are subject to its ethical and other professional requirements which are detailed at http://www.icaew.com/en/membership/regulations-standards-and-guidance.
This report is made solely to the Trustees of Walkley Carnegie Library, in accordance with the terms of our engagement letter dated 23 February 2023. Our work has been undertaken solely to prepare for your approval the accounts of Walkley Carnegie Library and state those matters that we have agreed to the Trustees of Walkley Carnegie Library. To the fullest extent permitted by law, we do not accept or assume responsibility to anyone other than Walkley Carnegie Library and its Trustees for our work or for this report.
It is your duty to ensure that Walkley Carnegie Library has kept adequate accounting records and to prepare accounts that give a true and fair view of the financial position of Walkley Carnegie Library.
We have not been instructed to carry out an audit/independent examination or a review of the accounts of Walkley Carnegie Library. For this reason, we have not verified the accuracy or completeness of the accounting records or information and explanations you have given to us and we do not, therefore, express any opinion on these accounts.
Signed: ____
Seven Hills Accountants Limited Chartered Accountants 57 Burton Street Sheffield S6 2HH
28/11/2023 Date: ____
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Walkley Carnegie Library
Receipts & payments account For the year ended 31 March 2023
| Notes Receipts Grants and donations 2 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 £ 575 401 930 - 1,906 - - - - - - - - - 114 23 - - - - - - - 137 1,769 - 1,769 43,776 45,545 |
Restricted funds £ 16,929 - - 345 17,274 587 141 814 70 170 483 496 5,505 720 1,276 8 1,792 545 494 - 348 435 - 13,884 3,390 - 3,390 34,532 37,922 |
Total 2023 £ 17,504 401 930 345 19,180 587 141 814 70 170 483 496 5,505 720 1,390 31 1,792 545 494 - 348 435 - 14,021 5,159 - 5,159 78,308 83,467 |
Unrestricted fund £ 100 10 690 - 800 - - - - - - - - - 134 4 - - - - - - - 138 662 (474) 188 43,588 43,776 |
Restricted funds £ 16,459 - - 74 16,533 2,750 - 731 - 1,272 540 569 4,510 780 414 109 1,176 312 768 186 137 - 500 14,754 1,779 474 2,253 32,279 34,532 |
Total 2022 £ 16,559 10 690 74 17,333 2,750 - 731 - 1,272 540 569 4,510 780 548 113 1,176 312 768 186 137 - 500 14,892 2,441 - 2,441 75,867 78,308 |
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Walkley Carnegie Library
Statement of assets and liabilities As at 31 March 2023
| Cash assets Bank Cash Debtors Purchase of books - prepayment Liabilities Accountancy fee/ Independent examination fee Outstanding SCC fines |
2023 £ 83,431 36 83,467 2023 £ 2,864 2,864 2023 £ 360 397 757 |
2022 £ 78,072 236 78,308 2022 £ 2,746 2,746 2022 £ 342 52 394 |
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Approved by the trustees on ____ and signed on their behalf by:11 October 2023
Ruth van Eeden Kate Elliott Chair Trustee
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Walkley Carnegie Library
Notes to the accounts For the year ended 31 March 2023
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 General Donations |
Unrestricted fund £ - - 575 575 |
Restricted funds £ 14,959 1,500 470 16,929 |
Total 2023 £ 14,959 1,500 1,045 17,504 |
Unrestricted fund £ - - 100 100 |
Restricted funds £ 14,959 1,500 - 16,459 |
Total 2022 £ 14,959 1,500 100 16,559 |
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3 Restricted funds
| Sheffield City Council - Associate Library Grant Sheffield City Council - Book grant Sheffield City Council - Capital work Dementia Project K Bentley Memorial Fund Fees and fines on behalf of SCC |
Funds b/fwd £ 23,530 - 10,000 950 - 52 34,532 |
Receipts £ 14,959 1,500 - - 470 345 17,274 |
Payments £ (13,295) - - (219) (370) - (13,884) |
Transfers £ - - - - - - - |
Funds c/fwd £ 25,194 1,500 10,000 731 100 397 37,922 |
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Sheffield City Council: Associate Library Grant - Funding towards the running of the library and associated activity that benefits library users.
Sheffield City Council: Book grant - Funding to contribute towards the purchase of book stocks
Sheffield City Council: Capital work - Funding awarded as a contribution towards future capital improvements.
Dementia Project - Funding to contribute towards a specific dementia project.
K Bentley Memorial Fund - Donations in memory of a long-time library user from her friends and family. To be spent on Blue Sticker Books
| Prior year comparison Sheffield City Council - Associate Library Grant Sheffield City Council - Book grant Sheffield City Council - Capital work Dementia Project Fees and fines on behalf of SCC |
Funds b/fwd £ 21,639 - 10,000 950 (310) 32,279 |
Receipts £ 14,959 1,500 - - 74 16,533 |
Payments £ (13,068) (1,500) - - (186) (14,754) |
Transfers £ - - - - 474 474 |
Funds c/fwd £ 23,530 - 10,000 950 52 34,532 |
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Walkley Carnegie Library
Notes to the accounts (continued) For the year ended 31 March 2023
4 Trustees' remuneration, expenses and benefits
The charity trustees were not paid or received any other benefits from employment in the year (2022: £nil) neither were they reimbursed expenses during the year (2022: £nil). No other charity trustee received payment for professional or other services supplied to the charity (2022: £nil).
5 Related party transactions
There were no related party transactions in the year.
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