2024-03-31-accounts

Trustees’ annual report for the period:

From: 01-04-23

To: 31-3-2024

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 stated purpose of the charity is to advance the education, social welfare and 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	The core activity of the charity is maintaining and enhancing the services provided by the library. Apart from the vital part-time support of a professional librarian provided by the Vale of Glamorgan Council, the library is staffed entirely by volunteers. As well as lending books, large print and audio books, we have 6 public access computers. We offer photocopying, printing and laminating, and local authority re-cycling bags and boxes. There is weekly drop-in digital support, weekly craft club and monthly help with family history research. A new venture this year was a successful monthly book club. For children there is a twice-weekly Lego Club, and a Saturday Story Time for younger ones, as well as special events during the school holidays. This year we have also hosted Story Babies and Rhyme and Sign sessions. Children from the local primary school visit regularly, with a new class enrolled as library members every year. Fund raising continues to be successful. In 23/24 we held Fun Days and Plant sales in May and September as well as a Christmas Fayre. These regular events include children’s activities and craft stalls and are well attended. They are an important source of income and attract new families into the

		library. Other activities included two more visits from the popular children’s entertainer Mr Marvel, and a quiz at the Rugby Club. The activity room provides space for a wide range of activities such as yoga, a breastfeeding support group, scrabble club, craft /art workshops and a continuous programme of art and photography exhibitions. We developed a programme of Friday evening events, subjects included local history, a talk about poisons and concerts by local musicians. The room is available to hire and is an increasing source of income, as originally intended. 23/24 was the second year we have operated a Christmas card delivery scheme for Dinas Powys. Stamps cost 40p and are delivered by our volunteers, raising funds and bringing new residents into the library to post their cards. We sell a range of general cards and Christmas cards, produced from photos and artwork supplied by our volunteers. These have proved very popular and sell well. Regular donations from the ‘Friends’ of the Library and the monthly 100 Club draw provide regular income. As a response to the cost of living crisis we again applied to the Vale of Glamorgan Warm Spaces scheme, which provided a free hot drink, a snack and somewhere warm to sit for those finding it hard to heat their homes during the day. This ran on Thursdays for six weeks. We also joined the Period Dignity scheme which offers free period products. This is on-going. We collaborated with Wild About Nature Dinas Powys on the installation of a bird nesting box with a camera on the building. Despite some technical problems we were able to show a live video feed of nesting blue tits during the Spring Fun Day. Our coffee shop has a ‘bean to cup’ coffee machine and sells a range of drinks and snacks. As well as providing the greatest portion of our income (net income increased by £2500 this year) the café is well used for socialising and meeting and has contributed greatly to the library becoming a busy social hub.
Statement confirming whether the trustees have had regard to the guidance	Para 1.18	The Trustees are mindful of the Charity Commission’s guidance on public benefit, which informs all decisions about the

issued by the Charity Commission on public benefit

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 70 volunteers. It is managed by five volunteer trustees, plus volunteers in the roles of library manager and deputy, café manager and deputy, health and safety officer and art events co-ordinator. Volunteers also take part in fundraising events, creating publicity material, running children’s activities and maintaining the outside area. Volunteers are supported by agreed policies and structures.
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	Our main achievement has been to continue to operate a successful self-funded library staffed by volunteers. Over the past eight years the library has become a well- established and busy part of the community, as evidenced by the increase in footfall, use of the activity room and other facilities and more customers in the café. People have taken advantage of the opportunities available to enjoy classes, talks, concerts and events which contribute to their social, educational and physical well being. We continue to generate the income needed to cover our running costs, and income from events, fundraising and the café has increased this year. As we are not dependent on grants, we have more

financial security and are therefore more likely to survive in the long term. We are working towards being a dementia friendly organisation by carrying out dementia awareness training with the volunteers, providing extra helpful signage and supporting the weekly ‘Dwelling Place’ well-being sessions. Our 70+ volunteers are fundamental to the success of the library and their hard work and commitment have created a welcoming and efficient organisation. Most of the volunteers are around or past retirement age. They benefit from the opportunity to make new friends and support networks and learn new skills while contributing to the life of their community.

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	Total income for the current year shows an increase of £1,839. However, the previous year’s total includes £9,905 of grant income, (primarily for the Warm Spaces initiative and a scheme to enhance facilities for people working from home). Without this grant element the self-generated income for 23/24 shows an increase of £11,744, reflecting an

		increase in fund raising and also increased usage of the library facilities. More activity also means increases in costs such as cleaning, water usage, heating etc and there have also been increases in the unit costs of some utilities. Despite this there has been a rise in the cash held at the end of this year to £47,562 from £41,770 for the previous year. Overall the financial position looks positive.
Statement explaining the policy for holding reserves stating why they are held	Para 1.22	Our reserves policy is intended to ensure the long-term sustainability of the library. We believe it is prudent and necessary to work towards holding reserves reflecting six months basic operating costs in case of unforeseen problems/emergencies, plus funds to cover the replacement of the old central heating boiler and major repairs to the roof. This last element has been increased to reflect the rise in building costs over the last couple of years. Our coffee machine, which is crucial to café income, was purchased in 2018 and will need replacing before too long at a cost of approx. £3500. Any excess above the stated reserve in the deposit account means it may be possible for us to provide a contribution to grant applications, which is sometimes encouraged or required by funders.
Amount of reserves held	Para 1.22	£35,000
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. Over the nine years we have been operating we have benefitted from a very supportive local community who attend events, buy raffle tickets, donate funds etc. We have taken steps to secure our financial sustainability which means we are not dependent on public funds or grants to cover our basic overheads. There has understandably been a shift in grants towards organisations working with those most impacted by the cost of living increases. This has resulted in more competition for grants that would fund new or enhanced activities and equipment. Cost of living rises also affect our users, and although we have yet to see this reflected in our income, we do not take this support for granted. We have secured local authority Section 106 funding to replace and add to signage on the building. We also hope to extend the café into an outside area for use at warmer times

of year, and to remodel the front of the building which now looks tired and dated.

Additional information (optional)

You may choose to include further statements where relevant about:

See 1.21 above. Para 1.47 The charity’s principal sources of funds (including any fundraising) n/a 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 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 31/3/23 are all original members of the charity and volunteered to become trustees from the initial steering committee. 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	We have a full range of policies covering health and safety, safeguarding, data protection, equal opportunities, privacy, volunteering and grievances. There is a well-established induction and training process for all volunteers.
The charity’s organisational structure and any wider network with which the charity works	Para 1.51	Management meetings are held every 3 months. These are attended by the trustees, volunteer library manager and deputy, café manager, health and safety officer, arts co- ordinator and the part-time local authority funded librarian, who report to the meeting. The library manager holds regular meetings with the volunteers, in which any concerns and issues can be discussed and reported back to the management meetings. A monthly newsletter is circulated to the volunteers by the Manager. Social events are held so that volunteers from different shifts and new volunteers can meet each other.
Relationship with any related parties	Para 1.51	N/A
Other

Reference and administrative details

Charity name	Dinas Powys Library and Activity Centre
Other name the charity uses	DiPLAC
Registered charity number	1169059
Charity’s principal address	Fairoaks, Dinas Powys, Vale of Glamorgan, CF644QU

Names of the charity trustees who manage the charity

1 2 3 4 5	Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee(if any)
	Marianne Cowpe
	Christopher Franks	Chair
	Keith Hatton
	Clare Richardson	Treasurer
	MaryTempling

6 7 8 9 10 11 12 13

– Corporate trustees names of the directors at the date the report was approved

Director name n/a

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 (see separate sheet for signatures)

Signature(s) Christopher Paul Franks Full name(s) Diana Clare Richardson Position (for example Treasurer Chair Secretary, Chair, etc) Date

Exemptions from disclosure ersonnel details Reason for non-disclosure of ke Other o tional information Declarations The trustees declare that they have approved the trustees, report (Including dlrectors, report) above. Slgned on behalf of the charlty's trusteesldirectors (see separate sheet for slgnatures) Slgnature(s) Full name(s) Position (for example Secretary, Chair, etc> Diana Clare Richardson Christopher Paul Franks Treasurer Chair Dato ga-1-102

(HARttY COMMISSIO ,' FOR tP4GiAND AND WAIES DINAS POWYS UBRARY AND ACTivrrf cEl￿RE Receipts and payments accounts CC16a For the perfod from 0110412023 3110312024 Section A Receipts and payments Unrestricted funds Restrfcied funds Endowment funds to thp rwr•st £ Total funds Last y•ar to thp rnar85t £ tothè r￿r•$t £ to th& rnar￿1 £ A1 Recel ts tK)NAnONS AND'FRJENC6' EVENfs AND 11)0 (LLB SLNDRY SALES DEP. AC£. INfEREST GPAritS CAFÈ SALES RECYCLING BAGS 22123 in sund Sub total(Gro&s income forAR) 3.172 3.172 2,925 6,022 4,835 205 9,905 8.334 6.022 6.022 890 622 13,405 1.715 35,374 13,405 1.715 35.374 32.226 A2 Asset and investment sales. see table . Sub total 35,374 35.374 32,226 A3Pa LmLlnES CIEANt ents 2.869 2.869 1.562 1.424 ALNIN AND OFFI( INSUFthNCE EVETrttS AND 100 CLL PREMISESIREPAIRSIEQUPkE RECYCLING BAGS CAFÉ COSTS 2.fjri 8,155 2.474 5,039 5.039 2.42t Sub total 29,580 A4 Asset and investment purchases, (see table) Sub total Totalpayments 29,580 22,908 Net of re¢eipts/(payments) A5 Transfern between funds A6 Cash funds last yearend Cash fvnds this year end 5.794 33 41,803 5,794 33 41.803 9,318 47.564 47,564 9,318 Section B Statement of assets and liabilities at the end of the period Unrestricted Restricted funds funds Endowment funds to rnarest £ Categories Details to rnarèst £ B1 Cash funds accwnt 3.271 44.292 Total cash funds 47.563 CCXX R1 ac$￿VnIS (SSI

Unrestricted funds Restricted fund$ Endowment funds to nearest £ to mar•sl £ to re•rest £ C￿t l0Olonall Cwrert val "z•a Dai.i.,I ltyyi Cost l<#l¢rnll (Xrrert Volue (Wi0r￿lI B4 Assets retained for tho charty's 0￿} use Details liai¥lity relat•s BS Liabillties SvJned by one or twstees on bohaw of all the tmstees Sonature Pr￿t Name Date of approval aa.1.2 CCXX R2 ar£ounts (SS) 2110112025

CHARITY COMMISSION FOR ENGLAND AND WALES Independent examiner's report on the accounts Section A Independent Examiner's Report Report to the trusteesl members of Dinas Powys Library and Activity Centre On accounts for the year ended March 2024 Charity no (if any) 1169059 Set out on pages I report to the trustees on my examination of the accounts of the above charity ("the Trust") for the year ended Responsibilities and As the charity trustees of the Trust. you are responsible for the preparation basis of report of the accounts in accordance with the requirements of the Charities Act 2011 ('the Act.). I report in respect of my examination of the Trust's accounts carried out under section 145 of the 2011 Act and in carrying out my examination, I have followed the applicable Directions given by the Charity Commission under section 145(5)(b) of the Act. I have completed my examination. I confirm that no malerial matters have come to my attention (other than that disclosed below ') in connection with the examination which gives me cause to believe that in, any material respect: accounting records were not kept in accordance with section 130 of the Act or the accounts do not accord with the accounting records Independent examiner's statement I have no concerns and have come across no other matters in connection with the examination to which attention should be drawn in order to enable a proper understanding of the accounts to be reached. Please delete the words in the brackets if they do not apply. Signed: Date: Name: AwlÉihJJ Relevant professional qualification(s) or body (if any): Address: AS C fK•4- . IER October 2018