## **Trustees’ annual report for the period:** ## **From: 01-04-21** ## **To: 31-3-2022** **Charity name: Dinas Powys Library and Activity Centre** **Charity registration number: 1169059** ## **Company number: n/a** ## **Objectives and activities** ||SORP reference|| |---|---|---| |Summary of the purposes of
the charity as set out in its
governing document|Para 1.17|The purpose of the charity is to advance the
education, social welfare, leisure and
recreation time of the public in Dinas Powys
and the surrounding area by operating and
managing a public lending library.| |Summary of the main
activities in relation to those
purposes for the public
benefit, in particular, the
activities, projects or services
identified in the accounts.|Para 1.17 and
1.19|By the beginning of the financial year
2021/22, the library had survived a year of
closures and restrictions due to the Covid
pandemic. After starting with a ‘click and
collect’ system for book borrowing, in April
21 the library opened for pre-booked
‘browsing’ slots, and only returned to pre-
Covid opening hours in mid May. The café,
which had become a major source of income
and a meeting place for local residents,
remained closed for over a year until July
’21, and was obliged to close again for
another month in the Christmas /New Year
2021/22 period.
Under normal circumstances the core
activity of the charity is maintaining and
operating the library, which (apart from the
part-time support of a professional librarian
provided by the Vale of Glamorgan Council)
is staffed entirely by volunteers. Free
membership is available to anyone who
lives, works or studies in the Vale of
Glamorgan. As well as lending books, large
print and audio books, we have 6 public
access computers. We offer photocopying,
printing and laminating, and provide local
authority re-cycling bags. We are a point of
information about other services and groups
in the area. The library provides children’s
activities such as Lego Club, and weekly
Story Time for younger children. Children
from the local primary school visit regularly,
with a new class enrolled as librarymembers| |||every year.
Our new activity room is available to hire and
as restrictions eased later in the year,
meetings and classes began to take place
again.| |---|---|---| |Statement confirming
whether the trustees have
had regard to the guidance
issued by the Charity
Commission on public
benefit|Para 1.18|The Trustees are mindful of the Charity
Commission’s guidance on public benefit,
which informs all decisions about the
management, activities and development of
the Library.| ## **Additional information (optional)** You may choose to include further statements where relevant about: ||SORP reference|| |---|---|---| |Policy on grant making|Para 1.38|n/a| |Policy on social investment
including program related
investment|Para 1.38|n/a| |Contribution made by
volunteers|Para 1.38|The Library and café are staffed by
approximately 40 volunteers. Volunteers
also take part in fundraising, creating
publicity material, running children’s
activities and events etc. The Library is
managed by five volunteer trustees plus a
volunteer library manager, café manager
and the newly created post of health and
safetyofficer.| |Other||| ## **Achievements and performance** ||Summary of the main
achievements of the charity,
identifying the difference the
charity’s work has made to
the circumstances of its
beneficiaries and any wider
benefits to society as a
whole.|Para 1.20|The main achievement of the charity during
this difficult period has been to remain
financially viable, while being flexible enough
to provide as much of a library service as
possible during the restrictions that
continued into this year. Library users were
very appreciative of our efforts to adapt and
keep the service going as much as possible,
as many people, particularly the elderly and
more vulnerable, were still largely restricted
to their homes.
There was also the challenge of building the
service back up – attracting customers back
into the building and dealing with a reduction
in volunteer numbers, some of whom who
had new priorities and commitments.
It was not possible to hold large indoor
events for several months, so we put on two
outside fun days and plant sales in May and
September. These included craft sales,
children’s activities and stalls run by local
groups. They were very well attended and
raised vital funds. We were also able to
offer again the children’s Summer Reading
Challenge, which was very popular. The first
indoor event was a Christmas Craft Fayre in
November ‘21. Those who attended these
events expressed pleasure in the return to
some ‘normality’ and the opportunity to mix
with other people more. This was of
particular benefit to older residents and
those with young children who had
experience long periods of isolation during
the lockdowns. In the autumn a local health
visitor started a weekly breastfeeding
support group for new mothers (which is still
going) and there was an exhibition of work
created by the Creative Community Libraries
initiative, an on-line group created during
lockdown, which gave participants the
chance to create, share and interact from
home.
This year we ran a Christmas post service,
which enabled residents to send their local
post for a much reduced cost and also
benefitted the library by raising funds and
bringing in new visitors to drop off their
cards.| |---|---|---|---| ## **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** |Review of the charity’s
financial position at the end
of the period|Para 1.21|During the year we received Covid related
grant aid totalling £4334 from the Vale of
Glamorgan Council and the Welsh
Government which enabled us to break
even. The accounts for 21/22 show a cash
balance of £32,461, demonstrating that we
have been able to maintain our deposit
funds. Income earned from activities, hires,
donations, sales and the cafe rose from
£4885 in 20/21 to £11,079, as we were able
to hold events and welcome people back
into the library again. We were grateful for
the continued support from our regular
donors and those taking part in the 100 Club
who provide a consistent source of funds.
During the year we received a grant of £570
from Glamorgan Voluntary Services for the
purchase of a card reader and two tablets.
Covid caused a decrease in the use of cash
and the option to pay by card is welcomed
by our customers and increases sales.| |---|---|---| |Statement explaining the
policy for holding reserves
stating why they are held|Para 1.22|Funds deemed to be in reserve remain at
£20,000.
Our policy is to hold reserves reflecting 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. It is likely that this
sum will be reviewed in the light of increased
costs.| |Amount of reserves held|Para 1.22|£20,000| |Reasons for holding zero
reserves|Para 1.22|n/a| |Details of fund materially in
deficit|**Para 1.24**|n/a| |---|---|---| |Explanation of any
uncertainties about the
charity continuing as a going
concern|Para 1.23|We are generally confident about the future
of the library. Despite experiencing a drop in
volunteer numbers after re-opening we have
managed to recruit new volunteers and had
had positive responses from volunteers to
increasing our opening hours, specifically
over lunchtimes. The café is still earning a
substantial percentage of our income, and
there has been a steady increase in the
number of groups hiring the activity room.
However we are being impacted by the rise
in the cost of living and particularly fuel,
which will increase when the current fixed
terms with our gas and electricity providers
expire. These increases also impact our
users, and although we have yet to see a
drop in donations or those attending our
events, we are not complacent that this will
continue. (We are contributing to local
efforts to help with the cost of living crisis by
being part of the County Council’s Warm
Spaces initiative as well as offering free
period products, also provided by the
Council.)
Our long-term aim has to seek major capital
funding to increase the size of the café and
enhance the outside appearance of the
library. It is possible that this will be more
difficult to achieve due to pressure on the
available grants.| |**Additional information (optional)**
You maychoose to include further statements||where relevant about:| |The charity’s principal
sources of funds (including
any fundraising)|Para 1.47|See 1.21 above.| |Investment policy and
objectives including any
social investment policy
adopted|Para 1.46|n/a| |A description of the principal
risks facing the charity|Para 1.46|| |Other||| ## **Structure, governance and management** |Description of charity’s
trusts:||| |---|---|---| |Type of governing document:
for example,trust deed,
memorandum and articles of
association etc.|Para 1.25|Constitution| |How is the charity
constituted?
for example limited company,
unincorporated association,
CIO|Para 1.25|Charitable Incorporated Organisation| |Trustee selection methods
including details of any
constitutional provisions e.g.
election to post or name of
any person or body entitled
to appoint one or more
trustees|Para 1.25|The five trustees at 31/3/22 are all original
members of the charity and volunteered to
become trustees from the initial steering
committee. One trustee resigned during the
year as she was moving out of the area. In
appointing new trustees, the current trustees
will have regard to the skills, knowledge and
experience needed for 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.| |||| ## **Additional information (optional)** You may choose to include further statements where relevant about: |Policies and procedures
adopted for the induction and
training of trustees|Para 1.51|| |---|---|---| |The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|The trustees hold monthly management
meetings. These are attended by the
Volunteer Library Manager, Café Manager
and Health and Safety officer, who report to
the meeting. They also raise issues brought
up by the volunteers and report back, and
are involved with the general 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 regular newsletter is circulated by the
Manager.
Minutes of the trustee meetings are
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| |Relationship with any related|Para 1.51||| |---|---|---|---| |parties|||| |Other|||| |**Reference and administrative details**|||| |Charityname|Dinas Powys Libraryand ActivityCentre||| |Other name the charity uses|DiPLAC||| |Registered charity number|1169059||| |Charity’sprincipal address|Fairoaks,Dinas Powys,Vale of Glamorgan,CF644QU||| **Names of the charity trustees who manage the charity** |**Trustee name**
**Office (if any)**
**Dates acted if not for whole**
**year **
1 Joan Andrews
April 21 – October 22
2 Marianne Cowpe
3 Christopher Franks
Chair
4 Keith Hatton
5 Clare Richardson
Treasurer
6 MaryTempling
7
8
9
10
11
12
13
Corporate trustees–names of the directors at the date the report was approved|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**| |---|---|---|---|---| ||Joan Andrews||April 21 – October 22|| ||Marianne Cowpe|||| ||Christopher Franks|Chair||| ||Keith Hatton|||| ||Clare Richardson|Treasurer||| ||MaryTempling|||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |||||| |**Director name**||**n/a**||| |||||| |||||| |||||| |||||| |||||| |||||| Name of trustees holding title to property belonging to the charity |**Trustee name**|**Dates acted if not for wholeyear**| |---|---| ||**n/a**| ||| ## **Funds held as custodian trustees on behalf of others** |Description of the assets
held in this capacity|n/a| |---|---| |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)** |**Names and addresses of advisers (optional information)**|**Names and addresses of advisers (optional information)**|**Names and addresses of advisers (optional information)**| |---|---|---| |**Type of**
**adviser**
**Name**
**Address**||| |||| |||| |||| |||| |**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** |**gned** **on behalf of the charity’s trustees/directors**|**e charity’s trustees/directors**|**e charity’s trustees/directors**|||| |---|---|---|---|---|---| |**Signature(s)**
**Full name(s)**Diana Clare Richardson
Christopher Paul Franks
**Position (for example**
**Secretary, Chair, etc)**
Treasurer
Chair
**Date**|||||| ||||Christopher Paul Franks||| |||
Treasurer||Chair|| ||||||| Jo. 116qOj'I report) above. Signed on behalf of the charity's trusteesldirectors Signature{s) Full namels) Position (for example Secretary, Chair, etc) Diana Clare Richardson Christopher Paul Franks Treasurer Chair Date l£li Iz[ CHARITY COMMISSION FOR ENGLAND AND WALES DINAS POWYS U8RARY AND ACTMRY C Receipts and payments accounts CC16 For the perfod from To 01t04r21 31n3r22 Section A Receipts and pa ments Unr¢stsict ed fund• R8strict8d Endowm8 fund nt fund* Totsl fund• L•81 ye•r te A1 Recel DonatM)ns E¥￿ 3.SOS 3.461 2.357 3.106 1,806 2.337 2.367 lllleiesl va￿ olGla Oittei rants Cowd related Ca 2,026 rams 4.334 2.610 I•M52 4.JJ4 2.610 10.000 Sub total(Gross inwme forAR 17A17 A2 A¥set and inve¥lment ule•, Sub tot• Total rncelp 16.852 1•*62 17,617 A3Pa rn•ni• Repai1￿¢￿an1 lavo￿ryIa0￿n Insurarte vfjnl COEts Prernise*ffjuirAr¢nl Calè r￿31% R cyding 821 821 Sub tota 11.760 IOM6J A4 A6set and investment urchases see lable Sub tot• Totalpayments 16.750 11.710 10,853 Net Ofrncwp￿(￿yrnentsl A5 Transfers betr￿en funds A6 Cash funds last year end Cash funds thls year 10 10 32,359 31461 32,359 32.41 32.35 CCXX R1 accounts ISSI 1fJO1123 Section B Statement of assets and liabilities at the end of the period Unrestricte Restricted d funds funds Endov*Tn ent fvnd¥ to to n&•re￿£ to th•arn•t B1 Cash funds 29.197 Total cash funds 32.461 Unro¥tri¢t* R￿trIct¢d Endovmi d funds funds ent ID n•amtÉ tr* É Octails to n•amt v*lu• Details bo 83 Inv•stm•nt ••s•ts Fund to twhkh alvt C￿1 loptlonall v4lu• Dètai 84 AB•et8 ret*ln•d for th• charlty's ovm u88 10 hlch Mty Deiails BS Llabllltl•8 Signed by one cffjts¥o Ir￿ste8S on behair of all th8 trust88S Date of roval &gnaiwe Prinl Name IAAIA Cu C ••KlS 7_4u <- CCXX R2 accounts1SSI 1r23 CHARITY COMMISSION FOR ENGLAND ANO WALES Independent examinerfs report on the accounts Section A Independent Examiner's Roport Report to the twsteesl t*'nas Powys Libray and Actsvity Centre On accounts for the year March 31° 2022 Charity no 1 1169059 lif any Sot out on pages I reFxxt to the Iwstees ￿ my eyaminalion d the ￿￿)Unts of the above charity (Ihe Twstl for the ￿ar erKl&l Responslbllltsm and As the dlanty tn￿leaS ol the Tntst. are reSp(M￿)Ie for the preparation basis of report of the a¢￿UnIS in x¢ordw£ ￿1th Ihe r￿Ul￿ementS of ts Charrt*s Act 2011 (Ihe Act"). I report in resFed of my examinati(￿ rA the Trusfs att￿nIS car￿d o under seth.on 145 of the 2011 Act and in carying out my examination, I h￿e f￿1(Y￿Ed the applicable tiredic4)s given by the Chafity Commission uThder 88cbon 1451SMb) of the ACL I have comF4eted my examination. I cffifim that no material matters have come to my atten1j(￿ lothef than that disdosed below") in (￿nn￿liOn bmth the examination %thich gives me cwse to belI￿e that in, any material Independent examinerfs statement a(ttyJntirKJ records *ere not kept in accordan￿ s￿tion 130 of the Acl or the aC0)￿ts (k) ￿t ￿ 4Mlh the 8ccounllrwJ [￿rdS I have no ¢￿terns aThJ have come ￿OsS no other matters in connectic V•ilh the exarrMr*n lo *Athich attents'cm should be drawn in ordeT lo enable a proper Undetstand￿￿ of the &counts to be reathd. . Fleas• d81818 Ihe *vrds in Ihe bra¢*ets rfthèy th) r*)t apply. Slgn8d: Date: | 15° 0￿mber 2022 DavKI Tly)mas Relevant professional qualifKationl$) or body {If any): Inslity* ￿ Ch8rtereJJ PIX￿n￿ts in Englarnl aThl Wales Address: 53,Highvalls AV￿)ue Dinas Povrys. CfeA 4AQ IER October 2018 Section B Oisclosu re Only comF4ete if the examiner needs to highlight matters of c(x)cem (see CC32. Inde￿ndent exarninab(M) of tharity accounts.. di￿￿nS guidance for examiners). Givo here brief detsils of any items that the examiner wishes to di$¢lose. IER October 2018