2022-03-31-accounts

St Athan Community Hub and Library (SACHaL) Charity Number: 1168648

Trustees' Annual Report and Financial Statements for the Period 01 April 2021 to 31 March 2022

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 April 2022

Reference & Administration Details

Charity name: St Athan Community Hub and Library Other names charity is known SACHaL by: Charity number: 1168648 Operating address: St Athan Library, Church Lane, St Athan, Barry, CF62 4PL

Names of the Charity Trustees who Manage the Charity (Add extra rows as required)

	Trustee Name	Ofce(if any)	Appointed	Retired
1	Graham Mallaghan	Chair		01.06.20
				20
2	David Crompton	Secretary
3	Derek Willmot	Head of Facilities
		and Logistics
4	Alison Haden	Head of		01.06.20
		Development		20
5	John Thomas	Chair	01.06.202
			0
6	Amanda Sarll	Ex ofcio 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	Local advertising, interview, appointment by vote of
Methods:	board (simple majority at a quorate meeting)
How New Trustees are	Each new trustee receives a pack which fully outlines
Inducted and Trained:	the objectives of the charity, the services it provides,
	and a full account of its charitable benefts. 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 Ofcers. Trustees
	also attend the training that the Vale of Glamorgan
	Council provides for its library service staf
	(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 2022. It was also supplemented by a number of high level benefits for St Athan, the Vale of Glamorgan and the south central Wales region, that 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 2021, the library had received a Covid-19 grant for the Vale of Glamorgan Council that secured the running costs of the library for a number of years. Fixed costs were reduced by removing the need for a direct link burglar alarm to the police and, in discussion with the Vale of Glamorgan fire officer, removing the need for fire alarm system in the library,

The library continued to open for 3 sessions each week but the number of volunteers has reduced as some volunteers are still concerned about Covid-19. However, there are sufficient volunteers to maintain the current service level but steps will be taken to recruit more volunteers. The aim of the trustees is to offer longer opening hours and increase the use of the library.

Limited fund raising has been carried out as Covid-19 restrictions were lifted. Book and plant sales were successful and a stall was taken at the local fete to publicise the library.

The relationship between the trustees and the Community Council have not been good over the past year resulting in the Council withdrawing their representation on the board of trustees and declining to offer any financial assistance to the library in the current financial year. However, with a new council to be elected in May 2022 the trustees are confident that working relationships with the Community Council will be improved.

After the resignations of the previous retiring trustees new replacement trustees where sought. These Trustees’ vacancies have as yet to be filled during this 2021/2022 financial year. Steps have been taking, in the form of advertising in the library and on social media, to rectify this.

Minor maintenance works have been carried out on the building, major works will await the outcome of discussions with the new Community Council on the joint use of premises.

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 11, through effective recruitment and replacement. There are now 7 lead or senior volunteers who collaborate to ensure that every shift is managed.

• ●Operated within our financial projections for the current accounting period (01 April 2021 to 31 March 2022)

• ●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 quorum meeting. This applies to the usage of reserves for non- emergency 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 April 2022, 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.

The Trustees are aware of the importance of designating reserves and this matter will be dealt with in the financial 2022/23. The current bank balances exceed the sum of fixed costs and six months operating costs which would normally be set aside as reserves.

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 April 2022 30 April 2022

Signature(s): Full Name(s): John Thomas Position(s): Chair Date: 30 April 2022

StAthan Commvnlty Hub and Lmxary. 1168848 Receipts and payments accounts CC16a For the wlod To 01.04.2W21 31.03.￿22 Section A Receipts and payments Unrestricted nds Restrlcted lunds Endovmient Total fundB Last yeor tr> thp nOAI•&I£ kn lh• >thè noJ¥e8t£ toth• nothWt£ AI R￿•1 Grants DOllati¢￿s Bank Interest Ofvr Income Recth Bao Sa￿8 12,514 1814 1814 14 218 Sub tot•l(Gn)ss income lorAR) A2 Asset and investment sghs. Isoe table). 16,016 Sub total 4787 4787 16,015 A3 ¢nts Ub￿ty &'11s- El&knc &W FMnDrKJ. & Pos tialmlity Insur Bank Charges FirIS￿￿ty￿8Mv&r￿d￿r￿j Mahts Event EX[￿ 1,177 159 69 933 20 735 15 1,195 15 f.195 ICT SuppDrtI Tdeth Bag Stswi 120 Sub tot* 4610 610 A4 A￿t and Invesknent tsblè Sub total 610 4610 S453 Net of recwptsl(pa￿nents) . AS Transfers bètweén fund8 A8 Cash funds last yearend Cash funds thts year end lQ.562 13.983 13,1 13,983 13.160 3,421 13.983 CCXX R1 aCt￿nts {SS)

Section B Statement of assets and liabilities at the end of the period Unrnstrfcted funds tr* nparu8t£ Endowment funds to n8arost£ Cate9orie$ Derails funds lo npar4st£ B1 Cash funds Iz.n2 Total cash funds 13,160 fvnds to neDrest£ tletails Fund to whkh ¢urrentvalu oDo1 Details Details Costlopkn•r) onpl B4 Assfats retainod fortho charity's own u88 Amoutrtduo due Details BT 85 Uabllitl88 Aprfl, 2022 Aprtl. 2022 Svjned by ore trust8e8 on bèha of all th8 trustaas Date of rov81 David C l)erek WillmLrt CCXX R2 acpjunts ISS