## **Trustees’ annual report for the period:** **From: 01-04-20** ## **To: 31-3-2021** **Charity name: Dinas Powys Library and Activity Centre** **Charity registration number: 1169059** **Company number: n/a** ## **Objectives and activities** **----- Start of picture text -----**
SORP
reference
Summary of the purposes Para 1.17 The purpose of the charity is to
of the charity as set out advance the education, social welfare,
in its governing leisure and recreation time of the
document public in Dinas Powys and the
surrounding area by operating and
managing a public lending library.
Summary of the main Para 1.17 and At the beginning of the financial year
activities in relation to 1.19 being reported on, 20/21, the Library
those purposes for the had just been closed due to the first
public benefit, in national Covid lockdown.
particular, the activities, Under normal circumstances the core
projects or services activity of the charity is maintaining
identified in the and operating the Library, which (apart
accounts. from the part-time support of a
professional librarian) is staffed by
volunteers. Free membership is
available to anyone who lives, works or
studies in the Vale of Glamorgan. As
well as lending books, dvds, large print
and audio books, we have 8 public
access computers. We provide
photocopying, printing and laminating,
daily newspapers and local authority
re-cycling and waste bags. We are a
point of information about other local
services and activities. The Library
provides free children’s activities such
as Lego Club and Code Club, and
weekly Story Time for younger
children. Children from the local
primary schools visit regularly, with a
new class enrolled as Library members
every year.
Up until lockdown our new activity
room was attracting a range of
meetings, events and classes and the
new café was providing a valuable
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source of income as well as being a meeting place for local residents, particularly older people. Due to Covid restrictions fundraising events such as a quiz, concert and outdoor Fun Day were cancelled. As conditions eased we were able to offer a ‘click and collect’ service for book borrowing, with the library being open for this for one morning and two afternoons per week. Statement confirming Para 1.18 The Trustees are mindful of the Charity whether the trustees Commission’s guidance on public have had regard to the benefit, which informs all decisions guidance issued by the about the management, activities and Charity Commission on development of the Library. public benefit ## **Additional information (optional)** You may choose to include further statements where relevant about: **----- Start of picture text -----**
SORP
reference
n/a
Para 1.38
Policy on grant making
n/a
Para 1.38
Policy on social
investment including
program related
investment
Normally the Library and café are
staffed by approximately 40
Para 1.38
Contribution made by volunteers. Volunteers also take part
volunteers in fundraising, creating publicity
material, running children’s activities
and events etc. The Library is
managed by six volunteer trustees and
a volunteer library manager and
deputy.
Other
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## **Achievements and performance** ||Summary of the main
achievements of the
charity, identifying the
diference the charity’s
work has made to the
circumstances of its
benefciaries and any
wider benefts to society
as a whole.|Para 1.20|The main achievement of the charity
during this difcult period has been to
continue to provide as much of a
library service as possible during the
periods of Covid lockdowns and
restrictions that took place throughout
the year. We carried out risk
assessments and the Vale of
Glamorgan Council provided screens,
sanitiser, gloves etc as part of their
provision for the County libraries. A
system was devised to ‘quarantine’
returned books so that they could
safely go back onto the shelves and
the volunteers adapted their
procedures for the new conditions.
Residents were very appreciative that
they were still able to borrow books
during this time of limited access to
resources.
As a reaction to limited opportunities
for fundraising, a group of volunteers
started making fabric face masks.
These were for sale at the library or
delivered directly to people’s home.
Over £1000 was raised through this
initiative, which is still on going.
During this time improvements were
made to the library, most of which
were funded through grants from Vale
of Glamorgan Section106 funds and
Dwr Cymru/Welsh Water. These
included a storage shed, CCTV for the
exterior of the building, and new
children’s beanbags, chairs and tables.
Trustees and volunteers continued to
hold meetings via Zoom. A Zoom Book
Club was started and the Community
Libraries began an online Lockdown Art
Group.|| |---|---|---|---|---| ## **Additional information (optional)** You may choose to include further statements where relevant about: Para 1.41 Achievements against objectives set Para 1.41 Performance of fundraising activities against objectives set Para 1.41 Investment performance against objectives Other ## **Financial review** **----- Start of picture text -----**
Review of the charity’s Para 1.21 The accounts for 20/21 show cash
financial position at the balance of £32,359. Due to the almost
end of the period complete lack of fundraising events
due to restrictions on people gathering,
our income for the period decreased by
over 75%. The café, which was a
major source of income, remained
closed for the whole year. Although
there was also a decrease in
expenditure we were grateful for a
NDR related Covid grant from the Vale
of Glamorgan Council of £10,000. As
well as income from the sale of masks
mentioned earlier, we also had the
continued support of regular donations
from the Friends of the Library (£1405).
The 100 Club continued with a net
income of £800. Many of the prize
winners donated their winnings back to
support the Library.
Statement explaining the Para 1.22 Funds deemed to be in reserve remain
policy for holding at £20,000 at 31/3/21.
reserves stating why they Our policy is to hold reserves reflecting
are held six months operating costs in case of
unforeseen problems, plus funds to
cover the replacement of the old
heating boiler and repairs to the roof,
which has been problematic in the
past.
Amount of reserves held Para 1.22 £20,000
Reasons for holding zero Para 1.22 n/a
reserves
Details of fund materially Para 1.24 n/a
in deficit
Explanation of any Para 1.23 We are now ten months into the 21/22
uncertainties about the financial year and are still not able to
charity continuing as a hold the range of fundraising activities
going concern we had pre-Covid, although we are
hopeful we will be able to resume
these soon and an outdoor Fun Day
and plant sale is planned for May. The
café was only able to open in July ’21,
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having remained closed fro 16 months. We have been able to survive the ongoing lack of income due our reserves policy and government Covid related support and are confident that the Library can remain financially viable. Last year the Library operated with a much-reduced pool of volunteers due to limited opening times and the closure of the café. There was concern that volunteers would not return due to getting out of the habit, gaining other responsibilities etc. This did happen to a certain extent but we have been able to recruit and train a number of new volunteers. The local community has been very supportive during this difficult year and we are looking forward to being able to develop new initiatives and expand our services as soon as circumstances allow. ## **Additional information (optional)** You may choose to include further statements where relevant about: See above. Para 1.47 The charity’s principal sources of funds (including any fundraising) Para 1.46 Investment policy and objectives including any social investment policy adopted Para 1.46 A description of the principal risks facing the charity Other ## **Structure, governance and management** Description of charity’s trusts: Type of governing Para 1.25 Constitution document: for example, trust deed, memorandum **----- Start of picture text -----**
and articles of
association etc.
How is the charity Para 1.25 Charitable Incorporated Organisation
constituted?
for example limited
company, unincorporated
association, CIO
Trustee selection Para 1.25 The six trustees at 31-3-21 are all
methods including details original members of the charity and
of any constitutional volunteered to become trustees from
provisions e.g. election to the initial steering committee. In
post or name of any appointing new trustees, the current
person or body entitled trustees will have regard to the skills,
to appoint one or more knowledge and experience needed for
trustees the effective administration of the
charity. The trustees are aware of the
Commission’s guidelines on this. The
decision to appoint new trustees will
be taken by a majority vote of the
trustees.
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## **Additional information (optional)** You may choose to include further statements where relevant about: **----- Start of picture text -----**
Para 1.51
Policies and procedures
adopted for the induction
and training of trustees
The trustees hold monthly
management meetings. These are
Para 1.51
The charity’s attended by the Volunteer Library
organisational structure Manager and her deputy. They raise
and any wider network issues brought up by the volunteers
with which the charity and are involved with the general
works running and development of the
library. Social events are held where
the volunteers from different shifts can
meet each other and the trustees, and
a monthly newsletter is circulated by
the Volunteer manager.
Minutes of the trustee meetings are
made available to all volunteers.
These measures ensure that there is a
two-way flow of information, so that
the volunteers’ concerns and
suggestions are taken into account in
planning and decision-making.
N/A
Para 1.51
Relationship with any
related parties
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Other ## **Reference and administrative details** **----- Start of picture text -----**
Charity name Dinas Powys Library and Activity Centre
Other name the charity DiPLAC
uses
Registered charity 1169059
number
Charity’s principal Fairoaks, Dinas Powys, Vale of Glamorgan, CF644QU
address
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## **Names of the charity trustees who manage the charity** **----- Start of picture text -----**
Name of person (or body)
Dates acted if not for
Trustee name Office (if any) entitled to appoint trustee
whole year
(if any)
1 Joan Andrews
2 Marianne Cowpe
Christopher Chair
3
Franks
4 Keith Hatton
5 Clare Richardson Treasurer
6 Mary Templing
7
8
9
10
11
12
13
Corporate trustees – names of the directors at the date the report was approved
Director name n/a
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Name of trustees holding title to property belonging to the charity **Trustee name** **Dates acted if not for whole year n/a** ## **Funds held as custodian trustees on behalf of others** Description of the assets n/a held in this capacity Name and objects of the charity on whose behalf the assets are held and how this falls within the custodian charity’s objects Details of arrangements for safe custody and segregation of such assets from the charity’s own assets ## **Additional information (optional)** ## **Names and addresses of advisers (optional information)** **Type of Name Address adviser Name of chief executive or names of senior staff members (optional information)** ## **Exemptions from disclosure** Reason for non-disclosure of key personnel details ## **Other optional information** ## **Declarations** **The trustees declare that they have approved the trustees’ report (including directors’ report) above.** **Signed on behalf of the charity’s trustees/directors** **Signature(s) Full name(s) Position (for example Secretary, Chair, etc) Date** CHARITY COMMISSION FOR ENGIAND AND WALES DIMS Powys Llbrnry and Actlvlty Cent Receipts and payments accounts CC16a Forth8 ￿riod from To 01104r20 31IOV21 Section A Receipts and pa ments Unrestricted funds to the n8a￿t Restricted fund¥ Endowmenl funds Total funds Last year to th• nw••l£ toth• lothenear•¥t £ toth•n••r•¥t£ A1 Recel ts t)oTration$ Events Sund Sole6 IntefeBI Vale of Glamof ane ment rant Ca tal rani EU RDF rtrmodellin Other rani¥ Co¥id 19 Valt of Glamof 1,9)5 83B 12,831 11 2,026 6,2 I￿,091 an NDR Sub totsl(Gross in(xJme forAR) A2 Assét and inv•stm•nt sales, see tsble . lo,￿0 17,617 io,rth) 17.817 Sub tota 17.617 17,617 132,325 A3P4 2.732 780 1.056 1732 R6wirsl¢loaning Statoneryla(kninlneNvspapers Insuran Event Ptemise61equiwenVtyoft88i¢nal fe* Café c0616 Rt4y¢ling b8 CaFital relur&$hMènVreMod￿4InQ 410 840 Sub tota 10,863 10,8 119,701 A4 Asset an¢J investment ur¢has•s s80 tabl• Sub tota Totslpayments 10,863 10.853 119,701 Net of Tr¢eipts/(paymèntsJ A5 Transf•rs betsM•n funds A6 Cash funds last y•ar end Cash funds thls year en 12,6 24595 32,3 25,595 32,359 12,971 2459 CCXX R1 OL%ounts ISSI 23K)1r22 Section B Statement of assets and liabilities at the end of the period Cat•oories unresth.ctèd fund$ to n8aie8t£ Details R¢str6ct•d fund8 Endowm•nt funds to nearest£ 81 Cash funds DekN)FAt8(tC41nt tonearest£ 30,192 Current 8e¢ount 1187 Total cash funds 32,3S9 a¢wurt{Bll Unrestricted funds to rEar¢st£ Rèstrlctèd funds Endowment funds toneawst£ Details to n￿r*t£ B2 Other monetary ass•ts Fur&# towhlch asset belon Details Cost loptyonall CurF•ntvabuo ionql Detat15 Fund to whkh asset t•1 Cuimthi value tk•nal Cost IoF41onal) B4 Assets rgtalned for tho charltys OMI use towhlch relatss Details Am¢lUntdue to￿1 When due hMa 85 Llabllltles signed ty one ortsvo tnJ8tees on tehalf of 11 the In￿tee$ Signature Print Nam& Dats of approval f7thuL ' IArtl8 CL4£6 (Mrt£Ds CCXX R2 aLxoun15 ISSI 23101122 CHARITY COMMISSION FOR ENGLAND AND WALES Independent examinerfs report on the accounts Section A Independent Examiner's Report Report to the trusto0s1 Dinas Library and Certre ma￿ 31° 2021 Charity no (if any) 1169059 I ieport k) the tru*s ￿ ry examinalion of the ofthe thafity (Ihe TNst) for the year end& Responsibilties aNI As the thaiitys twstees. you are responsib￿ for the prep￿d1Th (rfthe {Ihe A£ti. I re{￿ in r8sped of my exaffttnati(￿ of the Trust's a(xx>unts out under seclion 145 of 2011 Act and in ￿rryIng out my examination, I have follo￿¢d all the akylicable Directi(￿$ gNen by the Chaiity Commission secti￿ 145(5Xb) ￿ the kL IndawNlent I have rny eXamina￿n. l that no n*ial malkrn h￿e examinefs ststwnent c(￿e to my attenli(M in c￿n￿lIC￿ ￿￿th the ex2minalM)n gives me cou* to belie4e that in. any rnaterial resped: the accowting reco￿$ There not kept in acxthal￿ vath 8e(knn 130 of the CharrtEs Act; or the ac(Dunts i*d not xcord iYth1he a¢(7￿nt￿g r￿OrdS. or the a¢￿Unts did not cf)ryty %%ith the applicth ￿q￿rements Con￿MINj the fomi and o)ntent of accounts set out in the char￿e$ (Accounts and Reports) Regulations 2CK)8 otherthan any requirement thal the aC(x￿nts give a'true and fai¢ view knthich ks nol a maiter consider&1 as part crf an iideperKlent examinatk)n. I have no COn￿mS and have coff£ &ross no olher matters in c¢)nnection V4ith the exanmnalion lo attenlion th(wkl be dr￿ in this rwi in orferto enaile a woper understanding ofthe acLX)unts kn be read*d. Signed: 2022 Relevant prohssional qualifiGatirfs) ty ljody (if any>: Insti￿￿ crf Ctsrter8J AIxoun￿ts in Erykfxl and Wales 53, HwJh*fjlb Avenue, Dina5 Powrfs. CF64 4AQ IER Oct 2018 Section B Disclosure Only complete rf the examiner needs to highlight material matters of cOn￿M (see CC32. IrwJe￿dent exafflinati(m of charity aru￿nts. d1￿cl￿)n$ and guidan￿ for examiners). Gr￿ here brief dotails of any items that the examiner wlshtrs to disclose. IER Oct 2018