2022-03-31-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 2021

31 March 2022

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 4.10.17 to ongoing Maureen Smith 8.10.19 to ongoing Neil Fortey 8.10.19 to ongoing

March 2012

TAR

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

TAR

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 Incorporate 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

TAR

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 continues to offer all services which were provided prior to the Library becoming a Community Library managed by Trustees and volunteers. We provide a range of regular and oneoff activities and events to support our charitable aims.

March 2012

TAR

The library adheres to the Grant Agreement whereby it continues to provide the full range of services carried forward from when it was wholly operated by Leicestershire County Council.

Poster displays created by volunteers on topical themes are regularly mounted, and the library has been gifted use of a standalone digital display unit for access to the archives of our local history group.

We provide a comfortable space with tables and chairs which can be used by village groups for their activities, as well as a place where people can browse the books, use tablet-computers or drink a hot beverage.

We sell a wide range of donated books, DVDs and CDs to raise funds to help keep the charity sustainable.

We offer a printing, photocopying, and laminating service at heavily discounted rates.

The library provides transport and travel information as well as information on upcoming local events.

We assist the parish council by issuing clean-up bags to dog owners.

We have the only publicly accessible toilet in the village.

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 financial year 2021-2022 the Library emerged from the national lock-down imposed during the Covid-19 pandemic. Initially this was for only two sessions per week, a total of 6 hours per week, extending to three sessions, 9 hours per week. Within this limitation, all library services were re-established and the overall service was sufficient to meet our objectives while levels of usage recovered.

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.

The volunteers keep the library open session by session and their support ensures that we continue to provide a valuable community service. Following the lock-downs, we anticipated a reduction in the number of volunteers willing to return to the library. On re-opening, about 20 people remained registered as volunteers and of those more than 12 gave up their time on a regular basis, sufficient to provide a viable service.

We run a ‘Friends of the Library’ scheme, which enables residents to support the charity financially through regular donations. This provides us with valuable unrestricted funds, as well as demonstrating community support for our endeavours.

Section D Achievements and performances

March 2012

TAR

Section D Achievements and performances

Summary of the main achievements of the charity during the year

The library re-opened successfully to provide a its service for nine hours per week, sufficient to meet recovering demand following prolonged shut-downs during the Covid-19 pandemic.

Its users and volunteers benefited from pre-Covid improvement to enhance comfort and attractiveness of the premises, including installation of new central heating, double-glazed windows, de-stratification fans, new blinds, and chalkboards for shelving signage.

The library resumed its participation in the Summer Reading Challenge.

Section E Financial review

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 2022. With this reserve we anticipate maintaining the library until the current building lease expires in 2027 with modest fund raising, assuming stability of the current cost of services.

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;

March 2012

TAR

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

Signature(s)

A e Daly

Full name(s)

Anne E Daly

Position (eg Secretary, Chair, etc)

March 2012

TAR

Treasurer Date 1511112022 TAR 14 March 2012

Charity Name No (if any) Bottesford Community Library Association

Receipts and payments accounts

For the period Period start date Period end date To from 4/1/2021 3/31/2022

Section A Receipts and payments

----- Start of picture text -----
Unrestricted Restricted Endowment
Total funds
funds funds funds
to the nearest
to the nearest £ to the nearest £ to the nearest £
£
A1 Receipts
Donations 566 - - 566
library Operating Income 880 - - 880
Grants 1,176 - - 1,176
Misc 11 - - 11
- - - -
- - - -
- - - -
- - - -
2,633 - - 2,633
Sub total (Gross income for AR)
A2 Asset and investment sales,
(see table).
- - - -
- - - -
Sub total - - - -
Total receipts 2,633 - - 2,633
A3 Payments
Insurance - - - -
rates and Water Rates 229 - - 229
Building Related Expenses 336 - - 336
Energy and Phone 2,791 - - 2,791
Travel/Stationary?Misc 261 - - 261
IT Related Expenses 75 - - 75
- - - -
- - - -
- - - -
Sub total [ 3,692 ] - - 3,692
A4 Asset and investment
purchases, (see table)
- - - -
- - - -
Sub total [ - ] - - -
Total payments 3,692 - - 3,692
Net of receipts/(payments) - 1,059 - - - 1,059
A5 Transfers between funds - - - -
A6 Cash funds last year end 19,848 - - 19,848
Cash funds this year end 18,789 - - 18,789
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Section B Statement of assets and liabilities at the end of the period

			Unrestricted		Restricted
Categories	Details		funds		funds
B1 Cash funds	Current Deposit	*Total cash funds*	to nearest £ 1,203 17,586 - 18,789		to nearest £ - - - -
	(agree	balances with receipts and payments account(s))	OK	OK
			Unrestricted		Restricted
			funds		funds
B2 Other monetary assets	Details		to nearest £ - - - - - -		to nearest £ - - - - - -
B3 Investment assets	Details		Fund to which asset belongs	Cost (optional) - - - - -
B4 Assets retained for the	Details		Fund to which asset belongs	Cost (optional) -
charity’s own use					- - - - - - - -
			Fund to which		Amount due
B5 Liabilities	Details		liability relates		- - - - - (optional)
Signed by one or two trustees on behalf of all the trustees		Signature	Print	Name
	A e daly		Anne Daly

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CC16a
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Last year

to the nearest £

----- Start of picture text -----
566
668
3,362
66
-
-
-
-
4,662
----- End of picture text -----

----- Start of picture text -----
-
-
----- End of picture text -----

4,662

----- Start of picture text -----
1,140
171
150
2,411
733
-
-
-
-
4,605
----- End of picture text -----

4,605 57 - - 57

Endowment funds to nearest £ - - - -

Endowment funds to nearest £ - - - - - -

Current value (optional)

When due (optional)

Date of approval 11/14/2022