Registered Charity Number: 1173856 MORE THAN BOOKS (A Charitable Incorporated Organi5ation) FINANCIAL STATEMETrffS Year ended 31 MARCH 2024 Phoenix ABC Ltd
MORE THAN BOOKS Charity No: 1173856 Contents to the Financial Ststements For the year ended 31 March 2024 Page Trustees Annual Report Independent Examiners, Report 13 ReiptS and Payments Account 14 ststement of Assets and Uablllties 16 Notes to the Flnanclal Statements 17
MORE THAN BOOKS Charity No: 1173856 Trustees Annual Report For the year endlng 31 March 2024 The trustees present thelr report with the independently examined financial statements of More Than Books, a Charitsble Incorporated Organisation, for the year ending 31 March 2024. Reference and Administrative Details of the Charlty, Its Trustees and Advisers. Name of chari More Than Books Chari Re Istration Number: 1173856 Princi eratin address Eastfield LibRry and Community Hub High Street Eastfield Scarborough YOI 13LL Trustees Names of trustees who served during the year and since the year end were as follows: Linda Kemp Nick Kemp Pauline Qulfield John Symonds Janet Beevers Inde endent Examiner Rebecca Triffitt, MAAT Practice Accountant Phoenix Accountsncy and Business Consultancy Limited Morley's Cottage Morley's Yard Walkergate Beverley East Yorkshire HU17 9BY
MORE THAN BOOKS Charity No: 1173856 Trustees Annual Report For the year ending 31 March 2024 Bankers Natwest 3 Westborough Scarborough YOII IUH Solicltor Jepson Longstaff Midgley Wesley House l Lora Courtyard Wykeham Y013 9QP Structure, Governance and Management Governing Document More Than B(K)ks Is a registered Charitable Incorporated Organisation (CIO) governed by its constttution (foundation model). It was reglstered with the Charity Commission on 19tki July 2017. The Charity Is governed in accordance with its Constitution. The only persons ellglble to be members of the CIO are its charity trustees, and any member ceaslng to be a charity trustee automatically aSeS to be a member of the CIO. Recruitment and Appointment of Trustees The Constitution outlines the procedure for the appolntment of Trustees. There must be a minimum of 3 and a maximum of 9 Trustees; the quorum is set at 3, or the number nearest to one third of the total number of trustees, whlchever is the greater. The Trustees may at any time decide to appolnt new charity trustees, within the limits set out above. Trustee Induction and Training All Trustees are pmvided with a copy of the Constitution, and a briefing on the roles and responslbilities of Charity Trustees. The induction process is ongoing, and continues as a standard element of Trustee Meetings.
MORE THAN BOOKS Charlty No: 1173856 Trnstees Annual Report For the year ending 31 March 2024 Oryanisational Structure: The charty is managed by the Board of Trustees and is responsible for all strategic decisions. Trustees are made aware that any conflicts of interest must be declared and minuted. The Board meets every other month. Organisational Management The Trustees may involve other Individuals who may be co-opted to assist in the running of the charity but who will not be Trustees. Delegatlon of powers or functions to a sub-commlttee Is allowed, subjett to the terms of this delegation being set out clearly in Terms of Referen. Trustees have established a Business Meeting (Operational Issues) to ensure the smooth day to day running of the services and attivities, and to supervise the building itself. This Mting is attended by Trustees, library Staff, and volunteers with specific areas of responsiblllty. MTB benefits from stsff employed by North Yorkshire County Councll to ensure effective running of the library attivities. This year, we have been able to recruit a "Communlty Coordinator" with Grant funding, to work with the Trustees in the areas of marketing and partnershlp working Premises North Yorkshire County Council (NYCC) ran the Branch Library in the building untll 31 March 2017 when More Than Books took over to run it as a Community Library. The premlses remalned the property of NYCC and transferred to the new Unltary Authority North Yorkshire Council (NYC) in April 2023. We have recently signed a new lease for the building, extending the term until March 2032. The adjoining garden was under the management of Eastffield Town Council and had been neglected; we have tsken over the Lease for this area and have stsrted to develop the space for the benefit of all. We have also leased an additional small piece of ground between the garden and the road whlch we will utilise for new access direct from the library buildingi again with Grant funding
MORE THAN BOOKS Charity No: 1173856 Trustees Annual Report For the year ending 31 March 2024 Compliance The Trustees a aware of thelr duties under the various areas of legislation and regulation which apply to MTB, and have a rolling programme of policy review and development In order to ensure complian. To date, the followlng pollces have been adopted: Health and Safety Policy Child and Vulnerable Adults Policy Equality and Diversity Policy Data Protection Policy Copies of these pollcles are made available to all Volunteers and to library users on request. Insurers The Trustees recognlse that they are under a legal obligation to protect the building, its users and volunteers through adequate and appropriate insuran. We have a policy issued through Came & Company Local Government Insurance, including the following cover: Public Liability £IOM, EMploys, Liability £IOm, Legal assistsnce and Personal Accident. Building Issues Gas appliances and portable electrlcal applIanS are tested by quallfied personnel annually The malns electrical installation is checked by a qualifled engineer every 5 years A Fire Safety Risk Assessment is updated annually and firefighting appliances are inspected annually under contratt. A volunteer carries out other regular Maintenan checks as required. The automatlc maln doors failed and we had to have a new motor fitted in January; this was a large unplanned expenditure but we managed to obtsin a small grant to assist with the cost,
MORE THAN BOOKS Charlty No: 1173856 Trustees Annual Report For the year ending 31 March 2024 Risk Management The major risks to which the charlty is exposed, as identified by the Trustees, are regularly reviewed and systems have been established to mitigate those risks. Objectives and Activities The purpose of the charity as set out in the constitutlon is: To promote for the benefit of the residents of Eastfield to the south of Scarborough in North Yorkshlre, and the surrounding area the provision of a publlc library for recreation and other leisure time occupatlon of indivlduals who have the need of such facilitles by reason of their youth, age, infirmty or disablement, financlal hardship or social and economic circumstances or for the public at large in the interests of social welfare and with the object of improving the condition of life of the said resldents. In planning for the future, the Trustees have given regard to the Charity Commlssion guldance on'public benefit. Continued fundlng from the Eastfield PAcf will support our main objectives for the next year, which are to: Develop the garden to allow public access and enjoyment of the spa, and to promote the envlronmental benefits; Provide a new access from the Ilbrary to the garden, disabled-friendly to Improve aeSSIbIlity for all. Forge new partnerships, explore marketing opportunities and expand our publicity efforts to encourage new volunteers, customers and sponsors. Enhance the interior, so that the publlc spaces and meeting rooms are comfortable and attractive, with a view to generating more Income both from renting out the spaces and from increased numbers of customers. The Trustees will work to maintain and enhance the financlal position of the charity and to explore all possible Income streams.
MORE THAN BOOKS Charity No: 1173856 Trustees Annual Report For the year ending 31 March 2024 Achievement and Performance Review of Activities 2023124 The principal activity of the Charity is to operate a community Ilbrary, providing a warm, safe Spa for everyone to make use of and enjoy. The library stsndard openlng hours are: Monday 10.00-17.00 Tuesday 10.00-13.00 Wednesday 10.00-17.00 Thursday 10.00-13.00 Friday 10.00-17.00 Saturday 10.00-12.00 We had a busy and successful year, welcoming some new groups using library spa and meeting rooms, offerlng a repeat of the Warm Welcome scheme and assisting more customers with online applicotions for benefits. We started a weekly "Friendship Cafe,, aimed at refugees needing t& prattice English conversation; this gularly has around a dozen participants. NYC Adult Learning Services arranged some free "Crafts for Wellbeing" selonS which has also proved popular. There were over 26,000 visits (slightly more than last year) with over 1400 active users, and books were regularly delivered to 10 housebound readers. Loans of books and other items totslled over 16,000, by nearly 1,000 attive borrowers, with a peak in August when the Summer Reading Challenge encourages children to come into the libraryi take part in activities and read more books. We enrolled 33 bables and toddlers into the Buzzy Bee scheme for under-5s. These figures are down from last year; we hope NYC staff can help to reverse this trend. Public PCS were used for over 1,700 hours and nearly 900 customers were helped wlth rr issues.
MORE THAN BCOKS Charity No: 1173856 Trustees Annual Report For the year ending 31 March 2024 Review of Activities 2023124 (continued) We have focussed on new partnerships and community involvemen¢ with the help of our Community Coordinator who started in August. Unfortunatelyp she left in December, but we are recruiting a replacement to build on her achievements. We have encourdged volunteers to share their own interests, such as Chess and crafts, to arrange sessions for others to enjoy. Some of the events were: A weekly story tlme for the under 5s Knitting circle NYCC Summer Readlng Challenge Lego Club Board Games and Cuppa for adults Ancestry Famlly History sessions Age UK drop-ins Beyond Housing advice sessions Arts & Crafts for Relaxatlon rr Buddy appointments Creative Brlefs holiday craft and attivity sessions for children International Friendship Café, offering English conversation practlce for refugees Chess Club Organisatlons using our premises to meet clients include: Refugee Council Auusm Plus SEND Carers Plus Spad(s- community support NY Horizons - Peer Support Disability Action Group We have also organised or facilitsted speclal events such as: Remembrance Day service Easffield Summer & Christmas Events We again became a 'Warm Space" offering free refreshments and a warm place to relax durlng January to March 2024. Our plans for the comlng years include opening up aCsS to and use of the garden, with events, children's sessions and a gardening club.
MORE THAN BOOKS Charity No: 1173856 Trustees Annual Report For the year ending 31 March 2024 Volunteers As at 31 March 2024 we had 16 volUntrS on the regular rots. During the year they recorded 3,660 hours spent in the library. Trustees spent additional tlme in meetings, dealing wlth financial matters and worklng on the Business Plan. We have fundlng for a part-time librarian (11 hours per week) from Eastfield Town Council (c). during the year the post-holder gained promotion to Llbrary Supervisor when the previous superiisor moved on. NYC supplied a replacement to cover the hours; he is a very valuable member of our team and has a contract for the next year. In addition we have volunteers in many vitsl roles, such as Storytime reader, wlndow cleaner, handyman, Finance Manager and a Health & Safety offir. We now also have volunteers assisting in the garden. During the year, as part of the PAcf funding, we employed a Q)mmunty Coordinator" to assist with our goals of improving our connections, building partnerships and exploring fundtzising opportunltles with local businesses. Financial Review Reserv&s policy The policy is to have in reserve the equivalent of three months, operating costs. Currently our reserves are high due to the Support Grants received to compensate for Covid closures, but we are keeping them under careful review due to volatility in gas and electricity costs. Principal Funding Sources Our principal income is from Licen Fees and Room Hire, Ilbrary charges, and members using paid for facilities. We also sell books, both ex-library and donated, in the Ilbrary, online and at special events. Where possible we supplement this with grant funding for special projects. we are also forging links with local buslnesses who donate cash or goods to support our activities. Beyond Housing continue to rent an office from us. We receive an annual precept from NYC for maintaining the library servi. We understand that Efc will continue to fund our part-time librarian 10
MORE THAN BOOKS Charity No: 1173856 Trustees Annual Report For the year ending 31 March 2024 Plans for Future Years Our prlorlty must be to expand our capabllities by: Increasing the number of volunteers to improve our flexibillty Developing new income streams for future security. Forging partnerships in the communlty to raise our proflle We have stsrted to implement our development plans, funded by PACr: Improve our environmentsl footprint and redu energy costs by implementlng recommended energy-saving measures. Solar panels were installed this year, reducing electricity bills.__ Develop the garden to be used as an outdoor extension of the library. We have installed a shed and tidied the area ready for wort to start this year. Instsll a new exit from the new cafe area dirett to the garden. A local architect has drawn up plans; we are awaltlng costs. Move and extend the cafe area with new fumiture, equipment and flooring. Thls is complete. existing fumiture 15 being renovated instead of buylng new. Move and refresh the children's a rea so that it is safe and Invltlng. Discusslons have started. ' Research opportunlties for income generatlon and extension of our reach into the surrounding communlties, with the assistan of a part-time paid coordlnator. A start was made in the 5 months the coordinator worked; to be picked up this year with the new appointee. Statement of Disclosure of Information to the Independent Examiner We, the trustees of the Charity who held office at the date of approval of these financial ststements, each confirm that so far as we are aware: There is no relevant information of which the Charity's Independent Examiner is unaware.
All steps have been taken to make ourselves aware of any relevant information and to establish that the Charity's Independent Examlner is aware of that information. li
MORE THAN BOOKS Charity No: 1173856 Trustees Annual Report For the year ending 31 March 2024 Statement of Trustees, Responsibilities Charity Law requires the Trustees to prepare flnancial statements ft)r each financial year which gives a true and fair view of the stste of affairs of the Charity and of the excess of income over expenditure for that period. In preparing these financial statements, the Trustees are required to: Select suitsble accounting policles and then apply them consistently. Make judgements and estlmates that are reasonable and prudent. Prepare the financial statements on the going concem basis unless it Is Inappropriate to presume that the Charity will continue to operate. The Trustees confirm that the accounts comply with the above requirements. The Trustees are responsible for keeping proper accounting records whlch disclose wlth reasonable accur3 at any tlme the financial position of the charity and which enable them to ensure that the financial statements comply with the Charities Act 2011. They are also resp)nsible for safeguardlng the assets of the Lharlty and hence for tsking reasonable steps for the prevention and detection of fraud and other irregularlties. During the year the Income of the Charty was below £250,000, therefore in line with Charity Legislation the trustees have eletted to prepare thelr accounts on the Receipts and Payments basis. Independent Examiner The Independent Examinatlon was undertaken by Rebecca Triffitt, MAAT, Practice Accountsnt, employee of Phoenix Accountsncy and Business Consultsncy Limited. By order of the Board, Linda Kemp Trustee Date: 28TH August 2024 12
MORE THAN BOOKS Charity No: 1173856 Independent Examiner's Report to the Members of More Than Books I report on the accounts of More Than BkS for the year ending 31 March 2024, whlch are set out on pages 14 to 19. Respective responsibilities of Trustees and examiner The charitys Trustees are responsible for the preparation of the accounts. The charity's Trustees consider that an audit is not required for this year under section 144 of the Charities Art 2011 (the Charitles Act) and that an Independent examination is needed. It is my responsibilty to: examine the accounts under section 145 of the Charities Act. to follow the procedures lald down In the General Directions glven by the Charlty Commissioners under section 145 (5)(b) of the Charities Act; and to state whether particular matters have come to my attention. Basls of Independent examlnerfs report My examination was carried out in accordance with the General Directions given by the Charlty Commissioners. An examination indudes a review of the accounting records kept by the charity and a cornparison of the accounts presented wlth those records. It also indudes consideration of any unusual ltsms or disclosures In the accounts, and seeking explanations from you as Trustees concerning any such matters. The procedures undertaken do not provlde all the evidence that would be required in an audit, and consequently I do not express an audit opinion on the view given by the accounts. Independent examlnerfs statement In connettion with my examination, no matter has come to my attention, apart from outlined below: l) which gives me reasonable cause to believe that In any material respect the requirements a. to keep accounting records in accordan with section 130 and 131 of the Charities Act. and b. to prepare accounts which accord with the accounting records and comply with the accountlng requIrnents of the Charities Act have not bn met; or 2) to which, in my opinion, attention should be drawn in order to enable a proper understanding of the accounts to be reached, The charity must ensure that when paying cleaner's consideratlon is given to the employment status. All employees should be paid at least the relevant minlmum wage appropriate for their age. A payroll scheme should be maintsined by the charity unless it is legally not required. From October 2021, all cleaning has been done on a voluntary basis. Rebecca Triffitt, MAAT Prattice Accountant, employee of: Phoenix Accountsncy and Business Consultsncy Limited Morlews Cottage, Morley's Yard, Walkergate Beverley, East Yorkshire HU17 9BY Dats,a8isKaL 13
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MORE THAN BOOKS Charty No: 1173856 ststement of Assets and Liabilities As at 31 March 2024 Notes 2024 2023 Monetary Assets Current Account Savings Account Eastfield Town Council Account Total Monetsry Assets Comprising: Unrestrlcted Funds Restricted Funds 2,595 42,569 8,129 41,402 40.520 49.521 10 Non-monetary Assets and Liabilities Fixed Assets for the Charity's use Computer Equipment Other Equipment Fixtures and FittrAngs 4,682 2,560 4,382 2,005 7,242 Debtors Sundry Debtors Creditors Accounts Fee - Current Year 360 360 360 360 These financial ststements were approved by the committee on 28TH August 2024 (date) and signed on its behalf by: Linda Kemp, Trustee The notes on pages 17 to 19 form part of these financial statements. 16
MORE THAN BOOKS Charity No: 1173856 Notes to the Financial Ststements For the year ended 31 March 2024 Notes Basis of Preparation These accounts have bn prepared on a reIpts and payments (R&P) basis in line with Charity Commission guidance for a charity of thls size. More Than Books was registered as a Charitable Incorporated Organisation on 19th July 2017. The figures for the comparative year are for the year ending 31 March 2023. Grants Received 2024 - Total 2023 Total Unrestricted Grants North Yorkshire County Council - Stronger Communities Stronger Communities Total Unrestricted Gffints Restrlcted Grants North Yorkshlre Councll - Covld 19 Restore & Recover North Yorkshire Council - Enhancement of communlty Hub North Yorkshire Council - Stronger Communlties North Yorkshire Council - Beyond Carbon Activities North Yorkshire Council - Stronger Communities Scarborough Borough Council - Wami Welcome Fund Two Ridings - Upgrade to LED Lighting Total Restn'rted Grants 890 41,268 980 100 1,000 150 Total Grants 43,248 3,100 17
MORE THAN BOOKS Charty No: 1173856 Notes to the Financial Statements For the year ended 31 March 2024 Restricted Funds Balance At 01104123 Incoming Outyoing Transfers 31103124 Movement in ReSourS Balance at NYC- Community Hub (Gardens, Café & playarea) NYC- Community Hub (Projecv Marketing costs) NYC- Community Hub (Solar Pa nels) NYC - Refugee Council Scarborough BC- Warm Welcome Fund NYC - Stronger Communities 8,290 (4,646) 3,644 5,235 (5,235) 27,743 (27,743) 980 980 10 (10) 1,000 (2,748) 1,748 10 15,505 (12,629) 1,738 4,624 A brief description of the restricted funds are given below: Restricted Funds Scarborough Borough Council Restricted funding was awarded by Scart)orough Borough Council to the enhanment of the charity community Hub. In Aprll 2023 this respnsility passed to the new Unitary Authority, North Yorkshire Council A £90,000 restricted grant was given to provide solar panels, improvements to the community garden, children's area and café, plus costs relating to marketing and payroll. The 501ar panels were paid directly from Scarborough Borough Council to the supplier Heat Source Direct Ltd £27,743. Only £62,257 will be received from council over the next two years to fund the rest of the project. NYC- Stronger Communities (Refugees Council) Restricted funding was reiVed from North Yorkshire Council, so the charity could support local refijgees and Ukrainian nationals improve their English. NYC- Stronger Communities Programme Restricted funding was reiVed from North Yorkshire Counal to contribute towards a new motor for the automatic doors. 18
MORE THAN BOOKS Charity No: 1173856 EqulpmentlFixed Assets Equiwnent purchased has been capitalised in the Statement of Assets and Liabilities when the item has been required for long term use. The Charlty maintsins a register of all equipment capitalised. Computer Other Equlpment Equipment Total Fixed Assets at 01 April 2023 Fixed Assets purchased during the year Equipment capitslised at 31 March 2024 4,382 2,005 6,387 300 4,682 30,303 34,985 More Than BcM)ks are providing library serVIS, whlch is a Ststutory Function of the North Yorkshire Council (NYCC), prevlously provided by NYCC. NYCC prDvided the furnlture and fixtures, as well as sorne computer equiprnent. Values of equipment provided by NYCC has not been provided. All equipmenti purchased during the year has been included at cost. More Than Books malntaln a fixed asset register of all equipment caiitalised. New solarpanels were erected on the charity building mof in August 2023 this was paid by North yorkshi.re Councll vla a grant from them. Payments to Trustees No remuneration direcdy or indirectly out of the funds of the Charity was paid or payable for the year to any Trust&. There was no reimbursement of travel expenses in respett of the year. Related Party Transactlons During the year there were no related party transactions. Taxation More Than Books is a registered charity. All the Charitles, Income is applied to its charitable objettives and the association is therefore exempt under current legislation from most forms of tsxation. The charity is not VAT registered and all expenditure includes irrecoveTrble VAT. 19