2021-03-31-accounts - Bottesford Community Library Association

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Trustees' Annual Report for the period

From Period start date To Period end date

01 April 2020

31 March 2021

Section A Reference and administration details

March 2012

TAR

Charity name

Bottesford Community Library Association

Other names charity is known by

Registered charity number (if any)

1163997

Charity's principal address

The Old School

March 2012

TAR

Grantham Road

Bottesford

Postcode

NG130DF

Names of the charity trustees who manage the charity

Trustee name Office (if any) Dates acted if not for whole year Name of person (or body) entitled to appoint trustee (if any)

March 2012

TAR

Anne Daly Treasurer 15.10.15 to ongoing Jane Bennett Chair 4.10.17 to ongoing Maureen Smith 26.11.19 to ongoing Neil Fortey 26.11.19 to ongoing

March 2012

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io li TAR March 2012

12 13 14 15 16 TAR March 2012

17 18 19 20 TAR March 2012

Names of the trustees for the charity, if any, (for example, any custodian trustees)

Name Dates acted if not for whole year

Names and addresses of advisers (Optional information)

Type of adviser Name Address

March 2012

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Name of chief executive or names of senior staff members (Optional information)

Section B Structure, governance and management

Description of the charity’s trusts

Type of governing document

(eg. trust deed, constitution)

Constitution, signed on 15 October 2015

How the charity is constituted (eg. trust, association, company)

Charitable Incorporated Organisation

Trustee selection methods (eg. appointed by, elected by)

Trustees are elected by the members at the Annual General Meeting and serve a three-year term, or at any time a new charity trustee may be appointed, provided that the limit of 12 will not be exceeded as a result.

Additional governance issues (Optional information)

You may choose to include additional information, where relevant, about:

policies and procedures adopted for the induction and training of trustees;
the charity’s organisational structure and any wider network with which the charity works;
relationship with any related parties;
trustees’ consideration of major risks and the system and procedures to manage them.

March 2012

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Trustees are supported in their work by Voluntary Action Leicestershire, which provides support and guidance on a range of issues.

The constitution states that the Bottesford Parish Council can provide a trustee for the charity but it did not do so during this period.

The charity has policies to guide its work which include ─ Safeguarding children and vulnerable adults’ policy and procedures. Health and Safety policy and procedure. Trustees Conflict of Interest policy (where appropriate for the organisation).

Data Protection policy and procedures.

Volunteer Management policies, including recruitment policy, complaints/disputes, and expenses policy.

Finance (including Asset Register).

Risk Management.

Library User Complaints and Compliments procedure.

Trustees consider major risks as part of the Strategic Planning process and contribute to monitor risks and update the risk register on an annual basis.

The Trustees hold regular Volunteers’ Meetings and an Annual General Meeting.

The library uses the Three-Rings secure volunteer management system to maintain a confidential online register of volunteers solely for the purpose of management and communication of library business.

Section C Objectives and activities

Summary of the objects of the charity set out in its governing document

The objectives of the CIO are ─

a. The advancement of education for the public benefit in Bottesford in Leicestershire and the surrounding communities by the provision of a volunteer-run lending library and other facilities for education.
b. To further or benefit the residents of Bottesford in Leicestershire and the surrounding communities, without distinction of sex, sexual orientation, race, or of political, religious or other opinions by associating together the said residents and the local authorities, voluntary and other organisations in a common effort to advance education and to provide facilities in the interests of social welfare for recreation and leisure time occupation with the objective of improving the conditions of life for the residents in particular, by ─
i. providing community education and training;
ii. encouraging and promoting learning as a leisure activity and for personal development;
iii. providing information media, such as the internet, and an information centre.

In furtherance of these objectives, but not otherwise, the trustees shall have power to establish a community library and to maintain or manage or co-operate with any statutory authority in the maintenance and management of such a library for activities promoted by the charity in furtherance of the above objectives.

Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)

The library continued to offer core services which were provided prior to the Library becoming a Community Library up to a maximum of two days per week during months when not forced to

March 2012

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close by Covid-19 restrictions. Additional regular and one-off activities were not able to take place, and the total number of visitors was reduced accordingly.

Additional details of objectives and activities (Optional information)

You may choose to include further statements, where relevant, about:

policy on grantmaking;
policy programme related investment;
contribution made by volunteers.

The charity values the contribution made by its volunteers, including those who act as trustees and those who work at the library reception desk, and others who offer various services.

Section D Achievements and performances

Summary of the main achievements of the charity during the year

.During the period covered by this report provision of library services has been significantly reduced by Covid-19 regulations and self-isolation by many of its trustees and volunteers.

The library adhered to the Grant Agreement with Leicestershire County Council to the extent possible under Covid-19 restrictions. Leicestershire County Council were fully informed of the limited level of service that was possible. During periods of lock-down the library was not able to open at all. However, during the summer months when restrictions were eased it resumed opening, at first one day per week then increasing to two days per week, following a Risk Assessment which was carried out and published. These openings were governed by requirements for limiting access numbers, face masks, ventilation, hand sanitization, safe stock management, closure of the public toilet and meeting/refreshment area, and withdrawal of access to public PCs.

In planning and delivering all these activities, and during the process of drawing up our business plan, the trustees have considered and have had regard to the public benefit guidance issued by the Charity Commission.

During the time when all its services were suspended a pop-up donated books stall was maintained in the porch of the village chapel, with appropriate safety measures.

Section E Financial review

March 2012

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Brief statement of the charity’s policy on reserves

We have built up a reserve which will ensure continuation of the library once the LCC grant ceases in March 2027. With this reserve we can continue until the current building lease expires in 2027.

Details of any funds materially in deficit

Further financial review details (Optional information)

You may choose to include additional information, where relevant about:

the charity’s principal sources of funds (including any fundraising);
how expenditure has supported the key objectives of the charity;
investment policy and objectives including any ethical investment policy adopted.

Section G Declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

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Signature(s)
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Anne Daly

Full name(s)

March 2012

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Anne Daly

Position (eg Secretary, Chair, etc)

Treasurer

Date

28.1.19

March 2012

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Charity Name

Receipts and payments acco

Period start date To

For the period from

Section A Receipts and payments

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Unrestricted Restricted Endowment
funds funds funds
to the nearest
to the nearest £ to the nearest £
£
A1 Receipts
Donations 566 - -
Events - - -
Library Operating Incone 668 - -
Grants 3,362 - -
Misc 66 - -
- - -
- - -
- - -
Sub total (Gross income for AR) 4,662 - -
A2 Asset and investment sales,
(see table).
- - -
- - -
Sub total - - -
Total receipts 4,662 - -
A3 Payments
Coffee Machine - - -
Insurance 1,140 - -
Rates and water rates 171 - -
Furniture - - -
Cost of Events - - -
Building Related Exoenditure 150 - -
Energy and Phone 2,411 - -
Travel/stationary/misc 733 - -
I T Expenses - - -
Sub total 4,605 - -
A4 Asset and investment
purchases, (see table)
- - -
- - -
Sub total - - -
Total payments 4,605 - -
Net of receipts/(payments) 57 - -
A5 Transfers between funds - - -
A6 Cash funds last year end 19,791 - -
Cash funds this year end 19,848 - -
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Section B Statement of assets and liabilities at the end of

			Unrestricted
Categories	Details		funds
B1 Cash funds	Current Deposit	*Total cash funds*	to nearest £ 1,840 18,008 - 19,848
	(agree balances with receipts and payments account(s))		OK
			Unrestricted
			funds
B2 Other monetary assets	Details		to nearest £ - - - - - -
			Fund to which
B3 Investment assets	Details		asset belongs Fund to which
B4 Assets retained for the	Details		asset belongs
charity’s own use			Fund to which
B5 Liabilities	Details		liability relates

Signed by one or two trustees on behalf of all the trustees

Signature Print N Anne Daly Anne Elisab

o (if any)

ounts

CC16a

Period end date

Total funds

to the nearest £

Last year

to the nearest £

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566 1,088
- 1,267
668 4,157
3,362 2,696
66 489
- -
- -
- -
4,662 9,697
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-
- -
- -
4,662 9,697
- 491
1,140 736
171 241
- 1,438
- 432
150 934
2,411 2,860
733 2,416
- 89
4,605 9,637
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-
-
- -
4,605 9,637
57 60
- -
19,791 19,731
19,848 19,791
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the period

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Restricted Endowment
funds funds
to nearest £ to nearest £
- -
- -
- -
- -
OK OK
Restricted Endowment
funds funds
to nearest £ to nearest £
- -
- -
- -
- -
- -
- -
Current value
Cost (optional)
(optional)
- -
- -
- -
- -
- -
Current value
Cost (optional)
(optional)
- -
- -
- -
- -
- -
- -
- -
- -
- -
Amount due When due
(optional) (optional)
-
-
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-
-
-
Date of
Name
approval
beth Daly 01/25/2022
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