## **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