Trustees’ Annual Report for the period
From 1[st] April 2022 To 31[st] March 2023
RATBY LIBRARY AND COMMUNITY GROUP
Charity registration number: 1164252
The Trustees of Ratby Library and Community Group, who are responsible for the overall running of the library, do so in accordance to all guidance issued by the Charity Commission.
Objectives and Activities
To provide a public library, with recreational and leisure facilities in Ratby for the benefit of the residents of Ratby and the surrounding area.
To support the further development and education of adults and children of Ratby and the surrounding area.
To promote social inclusion by operating a café enabling individuals of all circumstances to meet and socialise, providing a welcome environment for all and thereby improving the lives and well-being of all residents of Ratby and the surrounding area.
The Library provides opportunities for all members of the public to read, share encounter and borrow books for pleasure, study and research. As a Community Managed Library we work closely with Leicestershire County Libraries to provide a service close to home, but covers the whole of the county. This means that although the library is limited in the number of books it has on site, customers are able to draw on the book stock from all over the county.
The library provides a pleasant friendly café selling drinks and refreshments and is run completely by volunteers.
Activities within the Library cover the whole age range. There are regular activities for children throughout the year such as Art activities, Wriggly Readers and Chocolate Making. Adult activities which include Quiz nights, Bingo and Murder Mystery also take place so that the age range of library users stretches from 0 to 94!
The library premises are also let by other groups who provide Craft Club, Book Club and Yoga sessions as well as other groups/committees using the library for meetings.
Contribution made by volunteers
The library is completely reliant on volunteers and has a small but very dedicated group of volunteers who regularly give their time and energy in order for the library to open. Not only do volunteers work in the library providing advice and support for customers using the library facilities but they also provide the services of the café.
Many fundraising activities take place throughout the year and are organised and attended by volunteers and even lettings of the premises are manned by a named volunteer.
This means that the library is open 27.5 hours per week with extra hours for fundraising activities.
Communication and involvement is key to the retention of volunteers and they are invited to regular meetings and training sessions on a bi-monthly basis.
Trustees are extremely grateful to the volunteers for their commitment and dedication which enables Ratby Library to provide many services to the community.
Volunteer recruitment and retention has to be a constant priority for trustees and is an ongoing issue faced by virtually all Community Managed Libraries. The age profile of the library since 2021 has improved with more younger volunteers now becoming part of the community and provide a much more balanced volunteer group. The Library now welcomes students as young volunteers as part of a school programme.
Achievements and Performance
The Library regularly analyses data showing how the numbers using the facility and borrowing books is steadily increasing both in terms of adults and children and the numbers using the Café has also seen a steady increase in footfall. This is a two way benefit where people who come in to borrow books will decide to also use the café and people taking part in fundraising activities will come back to join and borrow books.
The Library recently developed the garden area which now provides a welcome extension in the summer months and provides toys and activities for children as well as a pleasant secure space for families to enjoy a drink and refreshments.
The Library has in the last two years developed more community activities and has become a real community hub in the village. This is both from fundraising activities and activities put on to support and help the more vulnerable members of our community.
A ‘Warm Space’ grant enables the library to open longer hours during the winter months and provide free soup/toast as well as a safe space for vulnerable people. A uniform swop-shop at the beginning of each term supports families with children as they try to balance family budgets and the costs of school uniform.
Wriggly Readers not only provides a fun activity for children but also provides a role model for those parents or carers who are not confident about how to read to their children. The open session that follows also provides a friendly informal space for parents and carers to mix and chat and network with other parents and carers in similar situations.
As the library is completely self-funding the fundraising activities and donations it receives are key to it remaining open and provide all the activities above. Although the Café makes a significant contribution to the income of the library, the fundraising activities and donations from local businesses are critical to the sustainability of the library. It is difficult to make direct year on year comparisons because of the dramatic effect the Covid pandemic had on the library service as a whole. However, the number of opportunities and activities provided for the people of Ratby and the surrounding area has greatly increased and footfall has increased 100%! Feedback from members of the public and volunteers is always positive and there are always requests for more.
Financial Review
The Library began the financial year in very difficult financial situation and Trustees felt it may be necessary to terminate the lease and therefore loose the library facility in the village. However following a lot of hard work by trustees and volunteers, as well as support from the local community and local businesses, the year ended with the library in a much safer financial position and hopes for the future.
Income for the Financial year 22-23 was £42,087 with expenditure £23,379
Although this is a extremely positive position, going forward, it has to be remembered that the library receives no outside funding and is completely dependent on fundraising, donations and income from the Café. This means it always has to be a part of the strategic planning and day to day work of the library, as well as the goodwill and commitment of the trustees and volunteers.
Next years challenges for the Café will be high inflation and its impact on the goods we purchase that mean we have to pass on the increase in costs to the customers. This is coupled with the fact that many of our customers are being hit by the cost of living crisis faced by many people at this time meaning they have less disposable income to spend in a café.
Structure, Governance and Management
The Ratby Library and Community Group is a Charitable Incorporated Organisation (CIO) whose voting members are its charity Trustees. This is in accordance with guidance given by the Charity Commission.
The Trustee Board is made up of a minimum of five trustees including a Chairperson and a Treasurer. It is their role to manage the affairs of the CIO in good faith and further the purposes of the CIO.
Meetings are held alternate weeks to develop the long-term strategic management of the library as well as the short term planning and operational activities of the library.
The constitution of the CIO was develop in 2014 when the original Board of Trustees took over the lease of the library from the LCC. The Trustees hold an Annual General Meeting which all residents of Ratby village are able to attend to enable their input and scrutiny of the work of the library.
Reference and Administrative details
| Charity name | RATBY LIBRARY AND COMMUNITY GROUP |
|---|---|
| Registered charity number | 1164252 |
| Charity’s principal address | Main Street Ratby Leicestershire LE6 0LN |
Names of the charity trustees who manage the charity during 2022-2023
| TRUSTEE NAME | OFFICE |
|---|---|
| Maurice Loft | Chairperson |
| Debbie Huxtable | Treasurer |
| Avril Hunnybun | Secretary |
| Ken Hunnybun | |
| Joan Burton | |
| Rosie Robinson | |
| Robyn O’Brien |
Declarations
The trustees declare that they have approved the trustees’ report above.
Signed on behalf of the charity’s trustees
| Signature(s) Full name(s) Position (eg Secretary, Chair, etc) Date |
M. Loft | Debbie Huxtable |
|---|---|---|
| Mr. Maurice Loft | Mrs Debbie Huxtable | |
Chair |
Treasurer | |
| 25.10.24 | ||
| 25.10.24 |
RATBY LIBRARY AND COMMUNITY GROUP ACCOUNTS 2022-2023
OVERVIEW
Bank Balance 01.04.2022 £3,391.38
| INCOME | EXPENDITURE | Opening balance agreed to statement | £3,391.38 | ||
|---|---|---|---|---|---|
| Café Takings | £14,810.65 | Shopping | £6,260.74 | ||
| Donations | £5,664.60 | Photocopier | £956.44 | Income | £42,087.74 |
| One Off Donations | £1,655.00 | Fire & Security | £2,976.99 | ||
| Rotary | £252.00 | Utilities | £3,803.52 | Expenditure | £22,099.30 |
| Grants | £13,187.00 | Premises | £3,894.10 | ||
| Reimbursements | £1,905.79 | Insurance | £643.23 | Balance | £23,379.82 |
| Lettings | £1,016.20 | Rates | £326.40 | ||
| Bull's Head | £1,388.00 | BT & IT | £1,687.89 | Balance on Bank Statement | £23,379.82 |
| Miscellaneous | £248.68 | Expenses | £149.40 | ||
| Fundraising Activites | £1,959.82 | CPD | £96.00 | ||
| Rotary | £192.00 | ||||
| TOTAL INCOME | £42,087.74 | Misc | £215.67 | ||
| Amazon | £896.92 | ||||
| TOTAL EXPENDITURE | £22,099.30 |
Independent examiner's report on the accounts
Section A Independent Examiner’s Report
Report to the trustees
Charity Name RATBY LIBRARY AND COMMUNITY GROUP
On accounts for the year 31[ST] MARCH 2023 Charity no 1164252 ended (if any) Set out on pages
(remember to include the page numbers of additional sheets)
I report to the trustees on my examination of the accounts of the above charity (“the Trust”) for the year ended 31 / 03 / 2023 .
Responsibilities and basis of report
As the charity's trustees, 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 Trust’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 [The charity’s gross income exceeded £250,000 and I am qualified to examiner's statement undertake the examination by being a qualified member of [insert name of applicable listed body]]. Delete [ ] if not applicable.
I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination (other than that disclosed below *) which gives me cause to believe that in, any material respect:
-
the accounting records were not kept in accordance with section 130 of the Charities Act; or
-
the accounts did not accord with the accounting records; or
-
the accounts did not comply with the applicable requirements concerning the form and content of accounts set out in the Charities (Accounts and Reports) Regulations 2008 other than any requirement that the accounts give a ‘true and fair’ view which is not a matter considered as part of an independent examination.
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.
- Please delete the words in the brackets if they do not apply.
Signed: Date: Name: Relevant professional qualification(s) or body (if any):
1
Oct 2018
IER
Address:
Section B Disclosure
Only complete if the examiner needs to highlight material matters of concern (see CC32, Independent examination of charity accounts: directions and guidance for examiners).
Give here brief details of any items that the examiner wishes to disclose .
2
Oct 2018
IER