# **St Athan Community Hub and Library (SACHaL) Charity Number: 1168648** # **Trustees' Annual Report and Financial Statements for the Period 01 April 2020 to 31 March 2021** ## _**Board of Trustees:**_ _John W Thomas (Chair) David Crompton (Secretary)_ _Derek Willmot (Head of Facilities and Logistics), Amanda Sarll (ex officio trustee representing Vale of Glamorgan County Council) Andrea Lewis (Treasurer)_ **30 November 2021** **Reference & Administration Details** **Charity name: St Athan Community Hub and Library** Other names charity is known by: SACHaL Charity number: 1168648 Operating address: St Athan Library, Church Lane, St Athan, Barry, CF62 4PL |**Names of the Charity Trustees who Manage the Charity**|**Names of the Charity Trustees who Manage the Charity**|**Names of the Charity Trustees who Manage the Charity**|_(Add extra rows as required)_|_(Add extra rows as required)_| |---|---|---|---|---| ||**_Trustee Name_**|**_Office_**_(if any)_|**_Appointed_**|**_Retired_**| |1|**Graham Mallaghan**|**Chair**||**01.06.2020**| |2|**David Crompton**|**Secretary**||| |3|**Derek Willmot**|**Head of Facilities and**||| |||**Logistics**||| |4|**Alison Haden**|**Head of Development**||**01.06.2020**| |5|**John Thomas**|**Chair**|**01.06.2020**|| |6|**Amanda Sarll**|**Ex officio trustee**|**Appointed**|| ||||**by SACHal**|| ||||**Trustees,**|| ||||**represents**|| ||||**Vale of**|| ||||**Glamorgan**|| ||||**Council**|| ||||**Library**|| ||||**Service**|| **Structure, Governance & Management** ## **Description of the Charity's Trusts** **Type of Governing** Constitution **Document:** **How the Charity is** Charitable Incorporated Organisation **Constituted:** **Trustee Selection Methods:** Local advertising, interview, appointment by vote of board (simple majority at a quorate meeting) **How New Trustees are** Each new trustee receives a pack which fully outlines the **Inducted and Trained:** objectives of the charity, the services it provides, and a full account of its charitable benefits. Each new trustee job-shadows the others to learn their roles and also undertakes library training and on-the-job training in all policies and standard operating procedures. This training is carried out by other trustees and also by one of Vale of Glamorgan Council’s Peripatetic Library Support Officers. Trustees also attend the training that the Vale of Glamorgan Council provides for its library service staff (appropriate to role) and courses put on by Glamorgan Voluntary Services, the Welsh Council for Voluntary Action, and other training providers as required. These cover all aspects of governing and running a charity, delivering library services, and operating a building and grounds for usage by community groups. ## **Objectives & Activities** ## **Summary of the Objects of the Charity as set out in its Governing Document** To further or benefit the residents of St Athan in the Vale of Glamorgan and the surrounding areas, 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 leisure time occupation with the objective of improving the conditions of life for the residents. In furtherance of these objects but not otherwise, the trustees shall have power: To assist in the running of the Library and Community Centre in St Athan and to maintain, develop or manage or co-operate with any statutory authority in the maintenance, development and management of such a centre 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 the Charity's Objects** Our main public benefit activities, and their effects on the ward and village of St Athan, are shown in the following diagram, which is based on our charitable objectives and also rooted in our service level agreement for the provision of library services: The diagram also accurately reflects our activities since the community asset transfer took place on 2 December 2016, and remains the basis of our activities programme in 2020. It was also supplemented by a number of high level benefits for St Athan, the Vale of Glamorgan and the south central Wales region, which relate directly to our charitable objects and to which the work of SACHaL contributes. These have been removed from around the outer edge of the diagram and listed below for clarity: - The diverse needs of local people are met through the provision of customer focused, accessible services and information - "People of all ages are actively engaged in life in the Vale and have the capacity and - confidence to identify their own needs as individuals and within communities" - Health inequalities are reduced and residents are able to access the necessary services, information and advice to improve their wellbeing and quality of life - Residents and visitors are safe and feel safe and the Vale is recognised as a low crime area - The Vale maximises the potential of its position within the region working with neighbours for the benefit of local people and businesses, attracting visitors, residents and investment - Vale residents and organisations respect the local environment and work together to meet the challenge of climate change - The underlying causes of deprivation are tackled and the regeneration of the Vale continues, opportunities for individuals and businesses are developed and the quality of the built and natural environment is protected and enhanced - Older people are valued and empowered to remain independent, healthy and active. They have equality of opportunity and receive high quality services to meet their diverse needs. - Children and young people in the Vale are well informed and supported to access a broad range of quality services that enable them to take full advantage of the life opportunities available - in their local communities and beyond - People of all ages are able to access coordinated learning opportunities and have the necessary skills to reach their full potential, helping to remove barriers to employment ## **Achievements & Performance** ## **Statutory Declaration** The trustees declare that they have complied with their duty to have due regard to the guidance on public benefit published by the commission in exercising their powers or duties. At the start of the financial year 2020, we were already in the first Covid-19 lockdown. Concern for the library’s future was uppermost in the Trustees and treasurer’s mind. A small grant was procured from the Welsh Government to cover our monthly fixed costs for the first six months. After the 1st lockdown the library opened once a week to operate a Click & Collect service for our library customers and to support the book reservations service throughout the Vale of Glamorgan. During the summer, with a limited number of volunteers, because of their vulnerability, we extended the service and opened twice a week for browsing. Entertainment was also laid on for children during the school holidays. During the autumn we were able to open three times a week having managed to recruit younger volunteers to assist with the opening hours. Finance was at the top of the list come the New Year. A mailshot was sent around the village to raise funds and some villagers gave a one-off payment. Others made regular bank payments and a Facebook Giving Fund was set up. A further Covid grant was secured from the Vale of Glamorgan Council. The trustees having secured finance to continue the library service for the village, they then looked at managing the monthly fixed costs and going forward are in the process of reducing fixed costs. ## **Summary of the Main Achievements of the Charity for the Year** - Unfailingly provided the statutory library service, IT services, community information, and various retail services (reprographics, recycling materials) as required by our service level agreement with the Vale of Glamorgan Council (Subject to Covid-19 restrictions) - Utilised the library for fundraising activities in aid of our charity, such as craft sessions for children, a promotional event on World Book Day, and a Book Club (with refreshments) - Stabilised the number of our volunteers at 13, through effective recruitment and replacement. There are now 7 lead or senior volunteers who collaborate to ensure that every shift is managed. - We are working with the county council to transform one volunteer’s role into a pathway to employment placement. - Operated within our financial projections for the current accounting period (01 April 2020 to 31 March 2021) - Established a programme of ongoing community fundraising - Continued working within the projections and requirements of our Theory of Change model and made a start on medium to large grant and award funding applications (ongoing) - Ensured that all our volunteers have received training as Volunteer Library Assistants and have achieved competency by working for at least 750 hours in the role. New volunteers are being brought up to this level - where they can single-handedly run the library if required. - Established a set of policies, standard operating procedures, risk management protocols, and quality assurance systems - Trained all the trustees to run the library in case of volunteer shortfall - Established a well-stocked ongoing book sale to generate regular unrestricted income - Raised awareness of our charity (and also funds) with a stand at events - Trustees have attended conferences and training provided by Glamorgan Voluntary Services and the Wales Council for Voluntary Action - Extended the reference section of St Athan Library with a collection of local history books now owned by our charity, rather than by the Council Library Service. These were donated. - ● Increased library membership ## **Financial Review** ## **Brief Statement of the Charity's Policy on Reserves** Reserves will be used for the areas of greatest need at the discretion of the Trustees, as decided by a simple majority at a quorate meeting. This applies to the usage of reserves for nonemergency situations such as meeting a shortfall in operating costs, improving facilities, or work on the library building or grounds where these have become necessary but cannot be met by grant funding or unrestricted funds in the current account or annual fund. If access to reserves is needed to meet the immediate costs of an emergency then this vote can be held by email, telephone, or instant messaging and if a quorum is not possible (at least 5 of the Trustees to vote) then the treasurer and one other trustee may authorise access to financial reserves. This will apply to any situation which any reasonable person would recognise as an emergency, such as storm damage to the library building, flood, fire, or burglary. At time of writing, 30 November 2021, this policy has not yet come into force as all monies in our bank accounts are working capital to be utilised as required for all routine or extraordinary expenditure, at the discretion of the trustees. ## **Details of Any Funds Materially in Deficit** Not applicable ## **Further Financial Review Details** Not applicable **Statutory Notes to the Accounts** ## **Particulars of Any Outstanding Guarantee Given by the CIO** Not applicable ## **Particulars of Any Outstanding Debt** Not applicable ## **Declaration** ## **The Trustees declare that they have approved the Trustees' Report above.** Signed by the Charity Trustees (not including the ex-officio and nominated trustee as they are not empowered to make such a declaration): ## **Signature(s):** **Full Name(s):** David Crompton Derek Willmot **Position(s):** Secretary Head of Facilities and Logistics **Date:** 30 November 2021 30 November 2021 **Signature(s):** **Full Name(s):** John Thomas **Position(s):** Chair **Date:** 30 November 2021 (HARITY COMMISSION FOR ENGLAND ANO WALES Receipts and payments accounts CC16a For th& ptriod Section A Receipts and payments Unre$tricted fur Re5trictÈd funds Endowment funds Total funds Last year ioth¢ n￿reSt A1 R8¢61 Grants 12.914 3￿4 12.$14 Bank Interest 14 14 211 61 C￿Ba Sa L*ra Setvts Sale$ RafvMckntSal96 218 565 Sub total{Gross inGorn& for AR) 14015 10,015 3,717 A2 Asset and in¥oStrnent sales. see table . Sub total 16,015 1&1115 3,717 A3Pa ments Ilty &ll$- E*trrJWat@rlHgyti Printing, Stsknwy & Pos pUb￿C Liabilty In$wce Dk Chaiges Ir815￿NtyA1￿rnIbu￿dry ￿la￿an￿49 EVe￿t ExpeTr$pS Other Expenses T suw0rffe￿th Recyde SLWQS 936 133 73$ 63 120 12rtr 240 Sub total 4,749 A4 Asset and invesfment purchases, (see table) Sub total 5.453 4453 749 N•t ofree•iptsl(payments) A5 Transfers betwe8n funds A6 Cash funds18St y•ar ènd Cash funds this year end 10.562 10.582 1.032 3,421 13.983 3.421 13.983 4.453 3.421 Section B Statement of assets and liabilities at the end of the period Unrestri¢ted frjn to n￿rn$t£ Restricted funds eaFest£ Endowment fuThds rest£ Categ•n8s ijeiaiis B1 Cash funds Bank OmThtAcw 134 Bank De￿>￿￿￿￿￿1 1J Total cash funds 13,983 xxurts11 CCXX R1 accAHJnts ISSI 2510112022 funds fvnds funds Detal to nwar•*£ to Trwar•st£ Currgrtva Details B3 Investment assets F￿d iothli Detsils Cost{oWim* B4 Assets retained for the ehartty's own use Details BT B￿ne08 B5 Liabllitl•s Cash FUMS April.2D21 CashFur 10D Apri12021 Svjned by ane or two Irustees btha￿ of thtr trust S￿Jnot￿E Print Narnè Date of PTO CCXX R2 accounts {SS} 2510112022