Trustees' Annual Report for the period
Period start date Period end date From 06 April 2022 To 05 April 2023
Section A Reference and administration details
Charity name Bostall Library Community Group Other names charity is known by BLCG
Registered charity number (if any) 1165313
Charity's principal address Bostall Library 115 King Harolds Way Bexleyheath, Kent Postcode DA7 5RE
Names of the charity trustees who manage the charity
| 1 2 3 4 |
Trustee name | Office (if any) | Dates acted if not for whole year |
Name of person (or body) entitled to appoint trustee (ifany) |
|---|---|---|---|---|
| Andrew Bryans | Chair of Trustees | |||
| Corinne O’Grady | ||||
| Adrian Reeves | ||||
Names of the trustees for the charity, if any, (for example, any custodian trustees)
| Name | Dates acted if not for whole year |
|---|---|
| None | |
Names and addresses of advisers (Optional information)
| Type of adviser | Name Address |
Name Address |
|---|---|---|
| Name of chief executive | or names of senior staff members (Optional information) | |
| Kimberly Bryans – Director of Operations |
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Section B Structure, governance and management
Description of the charity’s trusts
Type of governing document (eg. trust deed, constitution)
[Constitution adopted 26][th][ January 2016]
How the charity is constituted
- (eg. trust, association, company)
[Charitable Incorporated Organisation]
Trustee selection methods
- (eg. appointed by, elected by)
[Appointed by the Charity Trustees as and when required]
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.
New Trustees:
-
The charity trustees make available to each new charity trustee, on or before his or her first appointment:
-
(a) a copy of the current version of this constitution; and
-
(b) a copy of the BLCG’s latest Trustees’ Annual Report and statement of accounts.
-
New Trustees are also encouraged to read the documents available on the gov.uk website relating to the Trustee role and board.
BLCG Organisational Structure:
-
Three Trustees as stated.
-
Director of Operations (unpaid).
-
10 selected Core Group Members having a greater responsibility than Volunteers
-
General Volunteers (25)
-
2 part-time Staff in the employ of the London Borough of Bexley permanently seconded to BLCG
Related Parties:
BLCG was selected by the London Borough of Bexley (LBB) to manage and run as a community library Bostall Library. BLCG receives a grant (by way of seconded staff) from LBB to facilitate this and to undertake basic Council services as agreed in a Service Level Agreement whilst also allowing BLCG to maximise its fundraising potential. LBB continue to own the premises from which we operate under a lease agreement and negligible rent.
The Trustees, Director and Core Group members give their time on a voluntary basis and receive no remuneration or other benefit.
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Section C Objectives and activities
| Summary of the objects of the charity set out in its governing document Summary of the main activities undertaken for the public benefit in relation to these objects Additional details of objectives |
The advancement of education for the benefit of the public in the district of West Heath in the London Borough of Bexley and the surrounding areas by the provision of a community lending library, associated services, activities and facilities in the interest of social welfare, recreation and leisure time for improving the conditions of life for the residents. |
|---|---|
| BLCG’s main purpose is the loan of books, listening CD books and Jigsaws for adults and children both for recreation and education. We provide some Council services e.g Council Tax payments; Refuse applications; and offering advice and information on many others. Our coffee shop provide hot and cold refreshments and home-made cakes and sundries. This enables Coffee mornings for groups of elderly patrons seeking companionship and friendship. We provide low-cost local space for hire by community groups and stakeholders and provide a venue for both Adult and Children’s events for all demographics of the local community. We continue to promote relationships with the local primary schools with regular class visits for story time and book lending. There are several regular activities for adults: reading clubs; computer tuition; knit ‘n natter; coffee mornings; Pilates; and a community cinema. Activities for children include: toddler time; Story Time; and many additional fun activities during school holidays. Bostall Library is also a polling station when required. We believe that our libraries are in fact, more social and community hubs providing a valuable benefit to the local population regardless of age, gender, faith, or personal circumstances. |
|
| and activities (Optional information) |
We have many volunteers who spent a lot of their time to help us to be a success. Their involvement and dedication mean that we can achieve our goals whilst at the same time provide a welcoming, friendly and warm place to work and visit. We and the public appreciate the effort and time that is given, especially on the fundraising events we occasionally hold outside of normal working days/hours. All monies raised surplus to the day-to-day running costs of the libraries are banked in an interest earning deposit account. We endeavour to use these funds to further improve the libraries.
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Section D Achievements and performance
Summary of the main achievements of the charity during the year
During the previous period the trustees agreed to a large expenditure of funds to build an extension (the Garden Room) onto the library. The main purpose of this room is to provide a dedicated area for various activities that would, ordinarily, take place in the junior section of the library restricting access. During this period we engaged an architect and submitted plans to the Council’s planning department for approval. This was achieved towards the end of the year and the groundworks began at the end of this financial period.
The van that we purchased the previous year, has been well utilized providing transportation for our elderly patrons to and from the library for events, delivery of collection of books and also for surplus food collections from local supermarkets for the Community Fridge. It was agreed however, that the diesel vehicle did not meet our needs, as it required expensive regular cleaning of the particulates filter. This was changed for a petrol version at the beginning of 2023 for a similar cost, that is much suited to our use of the vehicle. Following on from the ‘covid’ years it was felt that things were getting back to normal. We held several community cinemas during the year and quizzes. Many other events were also well attended and provided useful opportunities for raising funds. This included a popular and very well attended live event day showing the Platinum Jubilee of her Majesty Queen Elizabeth. A marvellous community gathering for all.
During the year signed up for the Warmer Save Space scheme allowing people a place to come to the library to sit, chat and have a cup of tea in a warm safe environment.
We also signed up to the Digital Champions scheme providing support for those needing help with online necessities.
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Section E Financial review
Brief statement of the charity’s policy on reserves
At the end of this financial year the charity has cash funds of £58,000 and £40,000 reserves on deposit. We will continue maintain / increase reserves to be utilised for future projects and protect against possible future grant cuts.
Details of any funds materially in deficit
Not Applicable
Further financial review details (Optional information)
The main source of funds to the Charity is an annual cash grant from the London Borough of Bexley. This consists solely as provision of seconded staff paid for by the Council.
You may choose to include additional information, where relevant about:
-
the charity’s principal Other primary sources of income are the Coffee Shop, Library Counter
-
sources of funds (including sales (printing, photocopying, book sales, fines, reservations etc.),
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any fundraising); Friends of BLCG membership subscriptions, and loose change
-
donations.
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how expenditure has supported the key objectives We sell old stock, unwanted and donated books and other items to of the charity; internet book-buying companies and on the eBay auction site. Fundraising events are held periodically in the form of seasonal fairs, and
-
investment policy and entertainment evenings.
-
objectives including any Additional funds are achieved through the community cinema, the hire of
-
ethical investment policy the library space, and the Bexley Lottery.
-
adopted.
The income is spent on running costs of the buildings (utilities & maintenance), consumables for the Library and Coffee Shop, phone and broadband. We have an annual budget for purchasing new books to replace old stock.
Surplus funds are used for our reserves and future projects.
Section F Other optional information
None
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Section G Declaration
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 |
||||
|---|---|---|---|---|
| Corinne O’Grady | Andrew Bryans | |||
| Trustee | Chair | |||
| 06/12/2023 | ||||
| 06/12/2023 |
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Bostall Library Community Group
11
Receipts and payments acco
For the period 4/6/2022 To from
Section A Receipts and payments
| to the nearest £ A1 Receipts Bostall Library Grants - Counter Sales 2,319 LibrarySpace Hire 5,515 Coffee ShopSales 1,371 Fundraising 5,259 Donations 100 Miscellaneous 463 Online Book Sales 500 Bexley Village Library Grants - Counter Sales - LibrarySpace Hire 90 Coffee ShopSales - Fundraising - Donations - Miscellaneous 0 Interest on Deposit Accounts 184 15,800 Unrestricted funds Sub total(Gross income for AR) |
to the nearest £ A1 Receipts Bostall Library Grants - Counter Sales 2,319 LibrarySpace Hire 5,515 Coffee ShopSales 1,371 Fundraising 5,259 Donations 100 Miscellaneous 463 Online Book Sales 500 Bexley Village Library Grants - Counter Sales - LibrarySpace Hire 90 Coffee ShopSales - Fundraising - Donations - Miscellaneous 0 Interest on Deposit Accounts 184 15,800 Unrestricted funds Sub total(Gross income for AR) |
to the nearest £ - - - - - - - - - - - - - - - - - Restricted funds |
to the nearest £ Endowment funds |
|---|---|---|---|
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| - | |||
| Grants | - | - | - |
| Counter Sales | - | - | - |
| LibrarySpace Hire | 90 | - | - |
| Coffee ShopSales | - | - | - |
| Fundraising | - | - | - |
| Donations | - | - | - |
| Miscellaneous | 0 | - | - |
| Interest on Deposit Accounts | 184 | - | - |
| Sub total(Gross income for AR) | 15,800 |
- | - |
| A2 Asset and investment sales, | |||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|
| (see table). | |||||||||||
| - | - | - | |||||||||
| Sub total | - | - | - | ||||||||
| Total receipts | 15,800 | - | - |
| A3 Payments Bostall Library Utilities 2,140 IT 8,031 Consumables and Stock 4,108 Insurance 519 Rates and Taxes 667 Bank Charges 39 Miscellaneous 1,329 Transport 2,220 CommunityCinema 319 Maintenance / BuildingWorks 17,936 |
A3 Payments Bostall Library Utilities 2,140 IT 8,031 Consumables and Stock 4,108 Insurance 519 Rates and Taxes 667 Bank Charges 39 Miscellaneous 1,329 Transport 2,220 CommunityCinema 319 Maintenance / BuildingWorks 17,936 |
- - - - - - - - - - |
|
|---|---|---|---|
| Utilities | 2,140 | - | - |
| IT | 8,031 | - | - |
| Consumables and Stock | 4,108 | - | - |
| Insurance | 519 | - | - |
| Rates and Taxes | 667 | - | - |
| Bank Charges | 39 | - | - |
| Miscellaneous | 1,329 | - | - |
| Transport | 2,220 | - | - |
| CommunityCinema | 319 | - | - |
| Maintenance / BuildingWorks | 17,936 | - | - |
Bexley Village Library
| Utilities | 338 | - | - | ||
|---|---|---|---|---|---|
| IT | - | - | - | ||
| Consumables and Stock | - | - | - | ||
| Rates and Taxes | - | - | - | ||
| Bank Charges | 37 | - | - | ||
| Maintenance | - | - | - | ||
| Miscellaneous | - | - | - | ||
| Sub total | 37,682 | - | - |
| A4 Asset and investment | |||||||||||||
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
| purchases, (see table) | |||||||||||||
| - | - | - | |||||||||||
| - | - | - | |||||||||||
| **Sub total ** | - | - | - | ||||||||||
| Total payments | 37,682 | - | - | ||||||||||
| **Net of receipts/(payments) ** | - 21,882 | - | - | ||||||||||
| A5 Transfers between funds | - | - | - | ||||||||||
| A6 Cash funds last year end | 120,122 | - | - | ||||||||||
| Cash funds this year end | 98,240 | - | - |
Section B Statement of assets and liabilities at the end of the
| Categories B1 Cash funds B2 Other monetary assets B3 Investment assets B4 Assets retained for the charity’s own use |
Details Current Account Bostall Library Current Account BexleyVillage Library Paypal Account BLCG CAF Deposit Account BLCG Saffron Building Society BLCG Details Details Details Book Stock Computer Equipment LibraryFurniture and Shelving Library Vehicle Total cash funds (agree balances with receipts and payments account(s)) |
to nearest £ Unrestricted funds |
|---|---|---|
| 57,536 | ||
| 0 | ||
| 248 | ||
| - | ||
| 40,456 | ||
| 98,240 | ||
| OK | ||
| to nearest £ Unrestricted funds |
||
| - | ||
| Fund to which asset belongs |
||
| Fund to which asset belongs |
||
| Book Stock | unrestricted | |
| Computer Equipment | unrestricted | |
| LibraryFurniture and Shelving | unrestricted | |
| Library Vehicle | unrestricted |
B5 Liabilities
Signed by one or two trustees on behalf of all the trustees
| Details Building Extension Works Signature |
Unrestricted Print N Adrian R Andrew B Fund to which liability relates |
|---|---|
Notes to Reciepts and Payments Account
165313
ounts
CC16a
4/5/2023
Total funds
to the nearest £
Last year
to the nearest £
| - | 48,567 | |||||
|---|---|---|---|---|---|---|
| 2,319 | - | |||||
| 5,515 | 4,660 | |||||
| 1,371 | - | |||||
| 5,259 | 2,052 | |||||
| 100 | 1,941 | |||||
| 463 | - | |||||
| 500 | 1,016 | |||||
| - | 10,667 | |||||
| - | - | |||||
| 90 | 495 | |||||
| - | - | |||||
| - | - | |||||
| - | - | |||||
| 0 | - | |||||
| 184 | 107 | |||||
| 15,800 | 69,504 | |||||
| - | - | |||||
|---|---|---|---|---|---|---|
| - | - | |||||
| 15,800 | 69,504 | |||||
| 2,140 | 4,040 | |
|---|---|---|
| 8,031 | 4,145 | |
| 4,108 | 5,511 | |
| 519 | 640 | |
| 667 | 584 | |
| 39 | 97 | |
| 1,329 | 2,584 | |
| 2,220 | 15,242 | |
| 319 | - | |
| 17,936 | 7,286 |
| 338 | 1,481 | |
|---|---|---|
| - | - | |
| - | - | |
| - | 83 | |
| 37 | 96 | |
| - | 1,079 | |
| - | - | |
| 37,682 | 42,868 |
| - | |||||||
|---|---|---|---|---|---|---|---|
| - | |||||||
| - | - | ||||||
| 37,682 | 42,868 | ||||||
| - | 21,882 | 26,636 | |||||
| - | - | ||||||
| 120,122 | 93,486 | ||||||
| 98,240 | 120,122 |
| e period | ||
|---|---|---|
| to nearest £ - - - - - OK to nearest £ - Cost (optional) - Restricted funds Restricted funds |
to nearest £ Endowment funds |
|
| - | ||
| - | ||
| - | ||
| - | ||
| - | ||
| - | ||
| OK | ||
| to nearest £ Endowment funds |
||
| - | ||
| Current value (optional) |
||
| - | - |
| Cost (optional) - - - - |
Current value (optional) |
|---|---|
| - | 125,000 |
| - | 16,000 |
| - | 18,000 |
| - | 12,500 |
| 30,000 Name Reeves Bryans Amount due (optional) |
When due (optional) |
|---|---|
| June / July 2023 | |
| Date of approval | |
| 12/16/2023 | |
| 12/16/2023 |