Independent Examiner's Report to the Trustees of Newby and Scalby Library and Information Centre Registered Charity Number 1168661 I report to the charity trustees on my examination of the accounts of the Newby and Scalby Library and Information Centre (the CIO) for the year ended 31 March 2024 set out in pages 2 to 12. Responslbllltles and basis of report As the charity trustees of the CIO 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 CIO'S accounts carried out under section 145 of the Act and in carrying out my examination I have followed all applicable Directions given by the Charity Commission under section 145(5)Ib) of the Act. Independent examlner's statement I have completed my examination. I confirm that no material matters have come to my attention in connection with the examination giving me cause to believe that in any material respect: 1. the accounting records were not kept in accordance with section 130 of the Act; or 2. the accounts did not accord with those records. I have no concerns and have come across no other matters In connectlon with the examination to which attention should be drawn in this report In order to en8ble a proper understanding of the accounts to be reached. Use of our report This report is made solely to the charity's trustees, as a body, in accordance with Section 145 of the Charities Act 2011. My work has been undertaken so that I might state to the charity's trustees those matters l are required to state ta them in an independent examinerfs report and for no other purpose. To the fullest extent permitted by law, I do not accept or assume responsibility to anyone other than the charity and the charity and the charity's trustees as a body. for my work, for this report, or for the opinions I have formed. Luke Taylor FCA Smalles Goldie Watson Limited 12 Alma Square Scarborough North Yorkshire Y011 1JU 20 December 2024
Newby and Scalby Library and Information Centre Chainnan's Statement Accounts for the year ending 31 March 2024 Introduction We are pleased to report that the growth in visitors we saw last year has continued and our community groups continue to thrive. Last year, we were anxious about the increase in utility bills and were Conrned about the impact on our budget. In response, I reported that we were continuing to look for funding sources to meet this challenge. As the Treasurer has reported we have exceeded expectations and have achieved a surplus of £10,026. So, we continue to be financially secure and are grateful for the continued support of local people and organisations. Once again, we pay tribute to the volunteers whose contribution is essential to the continued success of the library. Results The accounts show receipts of £32,312, payments of £22,286 leading to a surplus for the year of £10,026. The accounts show a healthy balance held at 31 March 2024 of £58,981 with no significant contingent liabilities. Future Vthilst utility bills have stopped rising at the alarming rate of the previous year, of course, they still remain high and one of the highest costs we have to meet. We will continue to seek financial support where we can, and it is to be hoped that we will be equally successful in that regard in the coming year.
Trustees. Annual Report for the period ,' (OMMISSION: Period start date Day Moiilli April Period end date Day Moiilli To 31 March Year Year 2024 From 2023 Section A Reference and administration details Charity name Newby and Scalby Library and Information Centre Other names charity is known by Registered charity number (if any) 1168661 Charity's principal address 450 Scalby Road Scarborough Postcode Y012 6EE Names of the charity trustees who manage the charity Dates acted If not for whole ear Trustee name Office (If any) Name of person lor body) entltled toa oint trustee Ifan l Nixon Chair L Newton Secretary Treasurer P Whelan J Woodroffe L Smith C Stephenson S Coman J Merritt Appointed 0111112023 Appointed 0110112024 10 11 12 13 14 15 16 17 18 19 20
Names of the trustees for the charity, if any, (for example, any custodian trustees) Name Dates acted if not for whole vear Names and addresses of advisers (Optional information) e of adviser Name Address Bankers Santander Bridle Road, Bootle, Merseyside, L30 4GB 12 Alma Square, Scarborough, North Yorkshire, Y011 1JU Accountant Smalles Goldie Watson Name of chlef executive or names of senior staff members (Optlonal information) Section B Structure, overnance and mana ement Description of the charity's trusts Constitution Type of governing document How the charity is constituted Charitable Incorporated Organisation Trustee selection methods The Constitution outlines the procedure for the appointment of Trustees and the management of the Charity. Six Trustees are currently responsible for the management of the Charity. The Constitution requires a minimum of three. It also requires that at every AGM of the members of the CIO, one third of the longest serving charity Trustees shall retire from office by rotation. Therefore, at this AGM, two Trustees will retire. They are eligible for re-appointment if they so wish. The members or the Trustees may at any time decide to appoint a new charity trustee provided that no more than twelve Trustees are serving at any one time. The management committee may include other individuals who may be co-opted to assist in the running of the charity but who will not be Trustees.
Additional governance issues (Optional infonnation) To guide the Trustees in exercising their duty of care to members and users of the library, the following policies have been adopted: Health and Safety Policy Child and Vulnerable Adults Policy Equality and Diversity Policy Data Protection Policy and Privacy Statement 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. Copies of these policies are made available to all Volunteers and to library users on request. The Trustees also work within the requirements of the Service Level Agreement which exists with North Yorkshire CounGiI as the basis of the Library's operation. These requirements include training for volunteers and acceptance of NYC policies. Insurance - The library is insured with respect to contents and damage to glazing by Hiscox Insurance {£50,000 cover). It is insured with the same company with respect to, public liability (£1 Om), employers, liability (£5m), legal assistance and personal accident. The Trustees recognise that they are under a legal obligation to protect the building, its users and volunteers through adequate and appropriate insurance. Further precautions are undertaken with regard to buildings: A building condition survey is undertaken at five yearly intervals by Gas appliances and portable electrical appliances are tested by qualified personnel annually., The mains electrical installation is checked by a qualified engineer every five years. A Fire Safety Risk Assessment is updated annually., Fire fighting appliances are inspected annually under contract with the supplier. A member of the management committee carries out other regular Maintenan checks as required. Section C ectives and activities To promote for the inhabitants of Newby and Scalby Parish, to the north of Scarborough in North Yorkshire, and the surrounding area, without distinction of sex, sexual orientation, race or political, religious or other opinions by associating together the said residents and the statutory 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 rovin the conditions of life for the residents. Summary of the objects of the charity set out in its governing document
The objects are met in the following ways.. i. The provision of a modem reading serviGe within the Community for all ages and in all formats in order to extend and promote the pleasures and benefits of reading for everyone and especially children and young people. ii. The facilitation or provision of, in liaison with other agencies, an information service to support people in vital areas, including national and local government online information and services, careers and job seeking, health, personal financial information and benefits. The library will contribute to the promotion of good health and well-being through key health partnerships. for example, doctors, surgeries, NHS and health charities. 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) iii. A contribution towards, alongside other relevant agencies, the opportunities for lrfelong learning within the Gommunity. This will include the provision of digital ServIS which underpin all other aspects of the Library's aims and objectives. The Trustees consider these objectives to be consistent with Charity Commission guidance on providing for the public benefit and these objectives have been pursued in the activities of the charity this year. The principal activity of the Charity is to operate a library. The library is normally open on five days a week including Saturday until 1.30pm.
Additional details of objectives and activities (Optional information) The library operation is run entirely by volunteers, including cleaning the library, gardening and some maintenance. A team of around 60 volunteers operate the library while it is open. This includes six Trustees, the library assistants, cleaners, gardeners and Home Library volunteers. We are pleased to report that volunteer numbers have remained buoyant throughout the period. You may choose to include further statements, where relevant, about.. policy on grantmaking., policy programme related investment; contribution made by volunteers.
Section D Achievements and performance The year to 31 March 2024 saw the library move closer to pre-covid levels of activity. We were able to return to a full programme of Summer events surrounding the annual Summer Reading challenge supported again by our local County Councillor, Subash Sharma who granted us £1,000. This money enabled us to present a high quality, well attended programme of free events for local children. As usual, the very popular Zoo Lab sessions were amongst the favourite. In addition, we had some excellent craft and Lego sessions as well as music for Under Fives with Harminis. Summary of the main achievements of the charity during the year We were very pleased this year to finally recruit an IT buddy to the library and this valuable service is much appreciated by customers increasingly confused by the speed of change in technology. Whilst many of our volunteers are able to assist with printing documents from a mobile phone or assisting with using emails, applications for passports, blue badges and bus passes require more expertise and more time. Therefore, an appointment system allows customers one-to-one assistance and is greatly appreciated. By March, we had two IT buddies, and their appointment sheets are full. We are very grateful to them for providing this service. Our community work continues to thrive, and all our groups are well attended, providing valuable social contact for many. In an average month we provide over 40 different events and activities with over 500 people attending. We personally assist approximately 150 people a month with specific queries or problems which may include anything from finding a book to finding a long lost relative. Volunteer hours over a month, average 900 hours. This represents a fantastic collective achievement. The financial report demonstrates the continuous efforts to maintain the buildings and library provision at the highest standard. The visitor statistics and other numbers demonstrate the human endeavour and collaboration which make the whole enterprise a resounding success.
Section E Financial review The Charity has maintained a prudent and cautious approach to budgeting. Brief statement of the charity's policy on reserves As a principle, it is the Trustees, policy to maintain unrestricted reserves of between 1000/0 and 1500/0 of annual revenue budget expenditure. It is, therefore, pleasing to once again, report a healthy cash position. It is the Trustees, future policy to maintain unrestricted reserves at a similar level. The Trustees are responsible for the maintenance of the community library and from time to time this may involve major works in excess of cash reserves held. On identifying such works, fundraising will be undertaken with the object of meeting the costs in full. Such funds would be restricted. Details of any funds materially In deficit Nla Further financial revlew details (Optlonal informatlon) 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,. investment policy and objectives including any ethical investment policy adopted. Section F Other optional information Future Plans The last three years have shown both the fragility and the resilience of society in the face of considerable threat and disruption. We are pleased that the library has played its part in sUPPOrting the community in many ways and that its financial health ensures rts ongoing contribution to both the intellectual and social needs of its customers. Maintaining our current offer requires constant effort and attention but we seek constantly to improve and develop in response to rapid change. The establishment of our two IT buddies and our efforts to grow links with local schools are two indicators of future plans.
ection G Declaration ie trustees declare that they have approved the trustees, report above. gned on behalf of the charitys tteeS Slgnature(s) Full name(s> Position (eg Secretary. Chair. etc) Isobel Emmeline Nixon Chair Date lo.Il.ILF 10
CHARITY COMMISSION FOR ENfjLAND AND WALES Receipts and payments accounts CC16a For the perlod from To Section A Receipts and payments Unrestricted funds to thg nearest Restricted fund5 Endowment funds Total funds Last ygar to the nearest £ to the noaregt £ to thè n8are5t £ to thg ngarest £ A1 Recelpts Fees for chartiable activitie8 Fundraislng events Donations and grants Members, subscriptions 17,099 2.956 5,317 570 17.099 2,956 11,687 570 12,612 1,878 5,033 545 6,370 Sub total (Gross income for AR) A2 Asset and investment sales, (see tablel. 25.942 6.370 32,312 20,068 Sub total rotal recelpts 25,942 6,370 32,312 20.088 A3Pa ments 2,224 557 1,209 3,024 1.088 301 1.735 80 271 900 4,000 6.224 557 1,209 3.024 1,08B 301 1,735 80 271 900 6.329 458 859 4.856 736 320 1,142 603 392 780 250 Insurance ConsLJmable$ Repairs and malntenance Equlprnent costs Prlnting, postage and stationery Good5 for re531e Volunteer expenses Miscellaneous expenses Accountancy Legal and professional fee3 Lego Club expenditure Summer Readin Challen Cost of fundraising events SthocAs project expendlture 107 960 1,580 370 I,)0 477 1,960 I,seo eex endiiure 3,401 1.749 499 22,374 Sub total 14,036 5,370 19,408 A4 Asset and Investment ur¢hases, (see table) Vending machine 1,880 1,000 2,880 Sub total 1,880 1,000 2.880 Total payments 15,916 6,370 22,286 22,374 Net of receipts/(payments) A5 Transfers between funds A6 Cash fund5 last year end Cash funds this year end 10.026 10,026 12,3061 48.955 58.981 48,955 58,981 51,261 48.955
ection B Statement of assets and liabilities at the end of the period Unrestrieted Restrld•d Endowment nds funds to nearest£ tr• n•av•st£ Categories Detalls to n•are*t£ B1 Cash funds Cashatbank aTrJ in haNI Total cash fiinds S881 Unr•3trlctsd lunds to ngw••t£ Rutrlctod funds to nMr4•t£ Endowment fund• Detalls 82 Other monetary au•ts Fundlo wNth ass•1 b910 cwrnntval OMI Detail¥ FwNlloYthlch •wt b•lo Det8ils ComW•r•qulprnont CoBtlopUon•D Cun•nt Yolu• 84 As80ts retaln•d for lh• GhaTlty8 own use ni- F¥ndto WI Ilabll Deialls Uon•l on•1 BS Llabllllles Signed by one or Iwo tr)Jstees on behattof 811 the tte0S Prfnt Name Date of roval &gnature 12 aO.12.2 20.12.2LI