## **Trustees’ annual report for the period:**
## **From: 01-04-24 Charity name: Dinas Powys Library and Activity Centre**
## **To: 31-3-2025**
## **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 in its
constitution 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|Over the 9 years that the library has been
run independently of the Vale of Glamorgan
council, it has grown from a traditional
lending library into a busy community hub.
This transformation has been achieved
through the creation of new facilities,
services and activities.
The core element of book lending remains,
as well as library services such as
photocopying, laminating, public access
computers and council recycling bags and
boxes. The addition of a large activity room
and a café, funded by an EU grant in 2018,
meant we have been able to offer a wide
range of new free activities. Some of these
are run by our volunteers and some
instigated by the local community.
**Activities include**:
Weekly drop-in digital support
Family history sessions
Weekly craft club.
Weekly Scrabble Club
Monthly Book Club
Weekly Wellbeing Group
Weekly NHS Breast Feeding support group
Weekly Wellbeing craft and support
For children there is a twice-weekly Lego
Club, plus Saturday Story Time for younger
ones. Special events for children take place
during the school holidays. Children from|
the local primary school visit regularly, with a new class enrolled as library members every year. **The activity room** is hired for classes such as Baby First Aid, yoga and seated yoga, arts and crafts and home-schooling. Local groups including the W.I., Ramblers, and the local Nature Group use the room for meetings, and income from these hires has become an important source of revenue. Throughout the year there is a regular programme of art and photography exhibitions by local artists and groups, curated by our volunteer arts coordinator. **Our café** has a ‘bean to cup’ coffee machine, with over 3000 cups of coffee made this year. We also sell a range of other drinks and snacks. As well as providing the greatest portion of our income (net income increased by 18% this year) the café is well used for socialising and meetings and has contributed greatly to the library becoming a busy, welcoming social hub. **Other fund raising** continues to be successful. Our three annual Fayres have become established and well-attended events in the village – there are plant and craft sales and children’s activities in May and September, which take advantage of our outside space, and Christmas crafts in December. These events are an important source of income and foster links with groups and individuals in the community _._ 24/25 was the third year we operated a Christmas card delivery scheme for Dinas Powys, and we were able to expand the delivery areas into neighbouring villages. Stamps cost only 40p and are delivered by our volunteers, raising funds and providing a useful service for residents. We sell a range of general cards and Christmas cards, produced from photos and artwork supplied by our volunteers, which have proved very popular. We also raffle hampers at Easter and Christmas. Regular donations from the ‘Friends’ of the Library and the monthly 100 Club draw provided further regular income. **As an established focus for the community** , we operate the Vale of Glamorgan’s Period Dignity scheme which
|||offers free period products, and we are a
collection point for the local food bank. The
library is also a collection point for goods
donated to Ukraine and the local hospital.
This year we have been in discussion with
Keep Wales Tidy about becoming an official
‘Litter Hub’, which will be launched in 25/26.
Litter picking equipment will be kept at the
library and made available to local groups
and individuals.
We are a dementia friendly organisation. We
carry out dementia awareness training with
the volunteers, provide extra helpful signage
and support the weekly ‘Dwelling Place’ well-
being sessions.|
|---|---|---|
|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 70 volunteers. It is managed
by five volunteer trustees, plus volunteers in
the roles of library manager and two
deputies, café manager and deputy, health
and safety officer, data protection officer and
art events co-ordinator. The library has the
vital support of a part-time peripatetic Library
Officer, funded by the Vale of Glamorgan.
As well as running the day to day work of the
library, volunteers also take part in
fundraising events, creating publicity
material and displays, putting on children’s
activities and maintaining the outside area.
Volunteers are supported by agreed policies
and procedures.|
|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 maintain
and develop a successful self-funded,
volunteer-run, library and community hub.
Over the past nine years the library has
become a well-established and thriving part
of the community, as evidenced by the
continuing increase in footfall (7.5% this
year), and the growing use of the activity
room and the café.
Local people of all ages have taken
advantage of the opportunity to enjoy the
classes, talks, and events outlined above,
which contribute to their social, educational
and physical well-being.
We continue to generate sufficient income to
cover our running costs. As we are not
dependent on seeking revenue grants, we
have more financial security and are
therefore more likely to survive in, and plan
for, the long term.
This year we successfully applied to the
Welsh Church Act Fund for funding to
replace the remaining old free-standing
bookshelves with lower, more attractive and
safer units. These shelves are on wheels,
so we now have the advantage of being able
to create additional inside space for the
fayres and other activities.
We received £1000 from the Vale of
Glamorgan’s Warm Welcome scheme,
which was spent on free craft workshops,
equipment and an exercise session for the
Well Bring group and enhancements to the
outside space.
Our 70+ volunteers are fundamental to the
success of the library, and their hard work
and commitment have created an inclusive,
imaginative and welcoming centre. Visitors
often comment on the friendly atmosphere
they create. Most of the volunteers are
around or past retirement age. They benefit
from the opportunity to learn new skills and
make new friends and support networks,
while making a positive contribution 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 gross income for the year shows an
increase of £1191. This is due to an
increase of gross income of £3472 from the
café.
Other areas of income (events, hires,
general fundraising) show an overall
decrease of £2281, although the three
annual fayres continue to provide a key
source of income, this year increasing by
£503.
In expenditure, there have been savings
made in the cost of utilities and cleaning.
There has been an increase of £376 in the
cost of insurance, as well as admin costs.
The latter is partly due to staff training in
safeguarding and first aid.
Café costs have increased due to a larger
range of products being sold and higher
stock costs. Despite this there has still been
in increase in net profits of £1588.
There is a large increase under premises
and equipment costs. This is partly due to
expenditure on rendering the side of the
building, blocked drains, electrical repairs, a|
|---|---|---|
|||new hand drier and repairs to the coffee
machine. We have invested in gazebos to
provide shelter for stallholders outside and
extra folding tables to increase the number
of stalls we can provide both inside and
outside at the fayres. We have paid for
these items without having to use funds from
our reserves.
The new low level book shelving cost £5809,
mostly covered by a grant of £5000, as
mentioned above.
At the end of the year the cash reserve has
increased from £47,564 to £51,117.
We are mindful of the slight drop of income
in some areas and are reviewing the
possible causes. However, we are confident
about the overall financial viability of the
library and our ability to maintain it in the
future.|
|---|---|---|
|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 ageing
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 eventually
need replacing at a cost of approximately
£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 can required by
funding bodies.|
|Amount of reserves held|Para 1.22|£40,000 unrestricted.|
|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 very 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. The use of our space by
community groups had increased to the
point where it can be difficult to take on new
requests.
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 may be reflected in the drop in casual donations.
**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 31/3/25 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:|**Additional information (optional)**
You may choose to include further statements where relevant about:|**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 interview,
induction and training process for all
volunteers, including DBS checks.|
|The charity’s organisational
structure and any wider
network with which the
charity works|Para 1.51|Trustee meetings are held every three
months plus extra meetings when required.
Management meetings are held every 3
months following the trustee meetings.
Management meetings are attended by the
trustees, volunteer library manager and
deputy, café manager, health and safety
officer, arts co-ordinator and the part-time
peripatetic library support officer (funded by
the local authority), who all 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
6
7
8
9
10
11
12
13|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year **|**Name of person (or body) entitled**
**to appoint trustee (ifany)**|
|---|---|---|---|---|
||Marianne Cowpe||||
||Christopher Franks|Chair|||
||Keith Hatton||||
||Clare Richardson|Treasurer|||
||MaryTempling||||
||||||
||||||
||||||
||||||
||||||
||||||
||||||
||||||
– 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)**
//VhS Lut/WdY rt-CTiu1TY ctrFrr£&
Type of
Name
Address
aoiq/zC
adviser
Name of chief executive or names of senior staff members (optional infonnation)
Exemptions from disclosure
Reason for non-disclosure of ke
rsonnel details
Other o
tional information
Declarations
The trustees declare that they have approved the trustees, report (including directors,
report) above.
Slgned on behalf of the charlty's trusteesldirectors (see separate sheet for signatures)
Signature(s)
O-T
Christopher Paul Franks
Full name{s)
Position (for example
Secretsry. Chair. etc>
Diana Clare Richardson
Treasurer
Chair
Date
/1-2
|**Charity Name**||**No (if any)**|||
|---|---|---|---|---|
|**DINAS POWYS LIBRARY AND ACTIVITY CENTRE**||**1169059**|||
|**Receipts andpayments accounts**||||**CC16a**|
|01/04/2024
**For the period**
**from**
~~rr a~~|**To**
~~ee~~|31/03/2025|||
|**Section A Receipts and payments**|||||
|||**Unrestricted**
**funds**|**Unrestricted**
**funds**||**Restricted**
**funds**|**Restricted**||**Endowment**
**funds**|**Endowment**
**funds**||**Total funds**||**Last year**|
|---|---|---|---|---|---|---|---|---|---|---|---|---|---|
|||**to the nearest**
**£**||**to the nearest**|**to the nearest £**|**to the nearest £**||**to the nearest £**|**to the nearest £**||**to the nearest £**||**to the nearest £**|
|**A1 Receipts**||||||||||||||
|Donations and 'Friends'||**2 694**|**2 694**||**-**|**-**||**-**|**-**||**2 694**||**3 172**|
|Events and 100 Club||**8 757**|**8 757**||**-**|**-**||**-**|**-**||**8 757**||**9 548**|
|Sundrysales(hires, photocopyingetc)||**5 010**|**5 010**||**-**|**-**||**-**|**-**||**5 010**||**6 022**|
|Deposit account interest||**1 060**|**1 060**||**-**|**-**||**-**|**-**||**1 060**||**890**|
|Grants||**6 258**|**6 258**||**-**|**-**||**-**|**-**||**6 258**||**622**|
|Café sales||**16 877**|**16 877**||**-**|**-**||**-**|**-**||**16 877**||**13 405**|
|Recyclingbags||**2 345**|**2 345**||**-**|**-**||**-**|**-**||**2 345**||**1 715**|
|||**-**|**-**||**-**|**-**||**-**|**-**||**-**||**-**|
|**_Sub total_**_(Gross income for_
_AR)_|_(Gross income for_
_AR)_|**43 001**|**43 001**||**-**|**-**||**-**|**-**||**43 001**||**35 374**|
|**A2 Asset and investment sales,**
**(see table).**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**_Sub total_ -**
**-**
**-**
**-**
**-**
**_Total receipts_ 43 001**
**-**
**-**
**43 001**
**35 374**
~~——————~~||||||||||||||
|**A3 Payments**||||||||||||||
|Utilities||**5 490**|**5 490**||**-**|**-**||**-**|**-**||**5 490**||**6 665**|
|Cleaning||**2 614**|**2 614**||**-**|**-**||**-**|**-**||**2 614**||**2 869**|
|Admin and office||**2 710**|**2 710**||**-**|**-**||**-**|**-**||**2 710**||**1 668**|
|Insurance||**2 224**|**2 224**||**-**|**-**||**-**|**-**||**2 224**||**1 848**|
|Events and 100 Club||**2 049**|**2 049**||**-**|**-**||**-**|**-**||**2 049**||**2 677**|
|Premises/repairs/equipment||**15 519**|**15 519**||**-**|**-**||**-**|**-**||**15 519**||**6 340**|
|Recyclingbags||**1 940**|**1 940**||**-**|**-**||**-**|**-**||**1 940**||**2 474**|
|Café costs||**6 923**|**6 923**||**-**|**-**||**-**|**-**||**6 923**||**5 039**|
|||**-**|**-**||**-**|**-**||**-**|**-**||**-**||**-**|
|**_Sub total_ **||**39 469**|**39 469**||**-**|**-**||**-**|**-**||**39 469**||**29 580**|
|**A4 Asset and investment**
**purchases, (see table)**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**_Sub total_ -**
**-**
**-**
**-**
**-**
**_Total payments_**
**39 469**
**-**
**-**
**39 469**
**29 580**
**_Net of receipts/(payments)_**
**3 532**
**-**
**- 3 532**
**5 794**
**A5 Transfers between funds**
**21**
**- -**
**21**
**-**
**A6 Cash funds last year end**
**47 564**
**- -**
**47 564**
**-**
**_Cash funds this year end_**
**51 117**
**-**
**- 51 117**
**5 794**
~~———=—~~
~~SSS55=~~||||||||||||||
CCXX R1 accounts (SS)
1
## **Section B Statement of assets and liabilities at the end of the period**
|**Categories**
Signed by one or two trustees on
behalf of all the trustees
Clare Richardson
Christopher Franks
**B5 Liabilities**
**B3 Investment assets**
**B2 Other monetary assets**
**B4 Assets retained for the**
**charity’s own use**
**B1 Cash funds**|**Details**
**Details**
**_Total cash funds_**
(agree balances with receipts and payments
account(s))
Deposit account
Current account
Petty cash
**Details**
**Details**
**Details**
Signature|**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**45 352**
**-**
**5 742**
**-**
**21**
**-**
**51 115**
**-**
Agreement Error
OK
**Unrestricted**
**funds**
**Restricted**
**funds**
**to nearest £**
**to nearest £**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**asset belongs**
**Cost (optional)**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**-**
**Fund to which**
**liability relates**
**Amount due**
**(optional)**
**-**
**-**
**-**
**-**
**-**
Print Name|**Endowment**
**funds**
**to nearest £**|
|---|---|---|---|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||OK|
||||**Endowment**
**funds**
**to nearest £**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**Current value**
**(optional)**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**Current value**
**(optional)**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**-**|
||||**When due**
**(optional)**|
|||||
|||||
|||||
|||||
|||||
|||||
||||Date of
approval|
|||||
|||||
CCXX R2 accounts (SS)
2
Z)//LJ*Q PoiAJ""/£ /thJE> h C Ti viT/ eGffjEe-
/Accounfi£ Xou*_2
Unrestricted
funds
to Y*aro8t £
Restricted lunds
Endowment
funds
Detclils
to reSt £
B2 Olher m(Thtary assets
Details
Ci*t
B3 Investment assets
l)wr•rt val
Details
Cost {001 in connection with
the examination which gives me cause to believe that in, any material
respect:
accounting record8 were not kept in accordance with section 130 of
the Act or
the accounts do not accord with the accounting records
Independent
examinerfs Statement
I have no concerns and have come across no other matter8 in connection
with the examination to which attention shoukl be drawn in order to enable
proper understanding of the accounts to be reached.
. Please delete the words in the brackets rf they do not appty.
Signed:
Date:
Name:
Barry John Hawkins
Relevant professlonal
qualificatlon(s) or body
(If any):
F.C.l.S
Addre88:
Catkins
8 St Teilo Close
Dinas Powys, CF644TY
IER
October 2018