Friends of Castle Cary Community Library Registered Charity Number 1180566
Trustees’ Annual Report and Statement of Accounts for the period 1[st ] April 2021 to 31[st ] March 2022
Choosing books after Storytime
Friends of Castle Cary Community Library (Registered Charity No 1180566) Annual Report and Statement of Accounts for the period 1[st] April 2021 to 31[st] March 2022
Administrative Details
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The charity’s name is the Friends of Castle Cary Community Library (FCCCL) . The charity does not use any other name.
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The charity’s registration number is 1180566. The charity’s principal office is Knowle House, South Street, Castle Cary, Somerset BA7 7ES. Its activities are primarily centred on the Library at Bailey Hill, Castle Cary, Somerset BA7 7AA
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The trustees of the charity at the date this report was approved are: Peter Marsden, David Terry, Laura Tilling, Will Vaughan and Roger Weldhen (Chair),
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The Treasurer is Doug Crosse who is not a trustee.
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No other person served as a trustee or custodian trustee for the period covered by this report save for Janice Collins (1[st] April to 14[th] September 2021).
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The day to day management of the library is undertaken by a Management Team led by Carole Kimberley and Laura Tilling who have been Joint Library Managers since 21[st] January 2021.
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As at the date of this report there were 47 members of FCCCL
Governance
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The charity is constituted as a Charitable Incorporated Organisation (CIO) with a constitution dated 6[th] November 2018 as its governing document.
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FCCCL was entered in the Register of Charities on 6[th] November 2018 as a CIO.
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Following FCCCL entering into a Service Level Agreement with Somerset County Council on 15[th] March 2019 operation of the library was transferred from the County Council to FCCCL on 1[st] April 2019. The County Council continues to provide all loan stock, information technology systems, internet access and professional support. The County Council has also provided a self-service kiosk which is popular with library users. Through the County Council Library Service our little library also acts as a portal to all the vast book, non-book and e- resources of Libraries West.
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The constitution requires there shall be a minimum of four and no more than eight trustees.
The library van brings readers' requests from libraries all over the Southwest
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Friends of Castle Cary Community Library (Registered Charity No 1180566) Annual Report and Statement of Accounts for the period 1[st] April 2021 to 31[st] March 2022
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Laura Tilling is one of the original trustees of the charity. The constitution requires her to resign at the next AGM (although she is eligible for re - election).
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The charity is resourced entirely by volunteers.
Objectives
The objectives of the charity as defined by its constitution are: The advancement of education for the public benefit in particular by the provision of library facilities and services for learning, for information, advice and other related library provision for the benefit of the residents and the wider community in Castle Cary, Ansford and the surrounding areas.
Financial Review
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The principal source of financial support of the library during the period in question has been grants from Somerset County Council, Castle Cary Town Council, Ansford Parish Council and five Parish Councils totalling £9850.
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Covid 19 related Business Support grants of £2667 were received from HMG (via South Somerset District Council) for the period covered by this report.
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Income has been received from library services such as fines for overdue books and reservation fees as well as the monies generated from book sales, donations and printing.
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The trustees continue to maintain a reserves policy whereby they seek to accumulate sufficient reserves to fund a minimum of six months operating costs. However, the trustees would wish to maximise the reserves during the period when they are receiving support from the County, Town and Parish Councils to ensure that should this support be reduced the financial security of the library will be assured. The trustees have acknowledged the importance of balancing the accumulation of reserves against the need to spend money on improvements to the library, in particular heating, lighting and
Laying the new carpet
modifications to the layout in order to provide a dedicated children’s area and to make the whole public area feel more spacious.
- The charity does not and has not held funds as a custodian trustee on behalf of others.
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Friends of Castle Cary Community Library (Registered Charity No 1180566) Annual Report and Statement of Accounts for the period 1[st] April 2021 to 31[st] March 2022
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The charity trustees have complied with their duty to have due regard to the guidance on public benefit published by the Charity Commission in exercising their powers or duties.
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During the financial period covered by this report the charity received a total of £14353.57 from all of its income sources and made total payments of £13811.16 which resulted in £542.41 of income in excess of expenditure. The total funds of the charity at year end was £27846.39.
Our Lease of the Library Premises
On 16[th] August 2021 the charity was granted a new lease of the ground floor of the Library building for the period starting on 16[th] August 2021 and ending 30[th] April 2027. The new lease will facilitate medium term planning. It has had the happy result of the trustees authorising layout modifications and other improvements suggested by the Library Development Group. The annual rent remains our principal expenditure.
Our Community Library Partnership
The charity entered into a Community Library Partnership with Somerset County Council in 2019. The Service Level Agreement provides the library continues to be part of Somerset’s Library Service. The requirements of the Agreement were relaxed by the Library Service during the Covid-19 pandemic in respect of opening hours and some services. We were not expected to aspire to the target figures set. Quarterly Review meetings were temporarily suspended. Normal service has almost, but not quite, been resumed. There have also been a number of changes in the Library Service personnel who work with us.
Trustee meetings
The relaxation of COVID restrictions enabled the trustees to resume physical meetings. The trustees met regularly throughout 2021 - 2022 with meetings taking place on 11[th] and 26[th] April (both by Zoom), 27[th] July, 9[th] November 2021 and 7[th] March 2022.
Activities and achievements
Last year’s report focused on the massive impact of the Covid 19 pandemic on our operations. This year has been a period of recovery and development. The number of people using the library has gradually built back up, although it has further to go before we reach the levels achieved in 2019-20.
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Friends of Castle Cary Community Library (Registered Charity No 1180566) Annual Report and Statement of Accounts for the period 1[st] April 2021 to 31[st] March 2022
Volunteer staff
Our team of volunteers has weathered the Covid-19 pandemic bravely and retains its commitment and dedication. It is the right size for our current needs, and we have not had to actively recruit. We have two new team members in training, which is enough to ensure continuity. During the pandemic we could only offer limited individual training top-up but we can now plan for greater social interaction and future training needs. We have successfully introduced a card payment machine and the new photocopier is now in use without major problems for volunteers. Breakdown of the main issue desk computer has been the major difficulty recently and makes the volunteers’ job difficult and discouraging, but we have managed without major meltdown of the team! The kiosk has proved a major blessing – but although we encourage its use, our volunteers recognise that for some readers social interaction is a major pleasure in using the library and make sure they greet and chat where appropriate.
The new photocopier
The physical state of the Library
In our last report we described the formation of the Library Development Group and its plans to improve the physical state of the library. Almost everything it hoped for has now been achieved – shelving units have been reorganized to give us greater space in the main library whilst still leaving us an adequate storage area, a new, much more responsive and efficient heating system is now in place; new brighter, more welcoming lighting has been installed, the decrepit freestanding but immovable book unit has been replaced by two easily-shifted mobile units. New carpet squares have been laid, replacing the much-worn existing carpet.
Les Kimberley Short Story Writing Competition
Last year’s report mentioned the untimely death of Les Kimberley on 24[th] August 2020. In recognition of Les’s immense contribution to our library we launched The Les Kimberley Short Story Writing Competition. This attracted 33 entries from 29 people. A successful prize event was held at the Methodist Church Hall in Castle Cary on 22[th] January 2022 with the children’s author Gill Lewis providing feedback and presenting prizes. The trustees are extremely grateful to Janice Collins and Gill Price for their work in organising the competition.
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Friends of Castle Cary Community Library (Registered Charity No 1180566) Annual Report and Statement of Accounts for the period 1[st] April 2021 to 31[st] March 2022
Other fundraising and awareness raising activities
We have held a further successful book sale at the Market House, and also took part in Castle Cary’s Big Christmas with a second-hand book stall at the Library. These events serve both to raise money and increase awareness of our library, and we intend to hold similar events in the future.
The future
Our chief concerns continue to be meeting our community’s wants and needs in respect of their local Library, the sustainability of our financial situation in the medium and long term and the future of our premises.
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Although the major planned improvements are now complete, the trustees will continue to be guided by the LDG on minor premises improvements. which will include improving the quality of signage and shelf labels in the library.
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The trustees have begun the process of monitoring data including the numbers of active readers, readers’ age profile, footfall, and numbers of books issued. The examination of this data will enable the trustees to make informed decisions on what our communities want from their Library, and to plan future action to meet these needs
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The Trustees will continue their consideration of how the Friends of the Library group can be usefully developed to support fundraising and other activities and provide a formal “membership” for the charity.
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The relationship with local schools and pre-school provision will continue to be a focus of our work with children, in particular the recognition that many of our readers attend education facilities outside the immediate town.
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Andy Sheffield has recently taken on the role of local co-ordinator for the Home Library Service and hopes to develop its scope to meet the community’s needs.
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We are fortunate in currently having a strong balance sheet. However, the trustees are mindful the County Council’s contractual annual grant expires in March 2026 and will plan accordingly.
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Gift Aid registration with HMRC is in hand.
Gadgets from the Museum - a focus for the Summer Reading Challenge
- The recent lease extension to April 2027 provides medium term security. Longer term security is a matter that will need to be addressed in the not too distant future.
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Friends of Castle Cary Community Library (Registered Charity No 1180566) Annual Report and Statement of Accounts for the period 1[st] April 2021 to 31[st] March 2022
Appreciation
The trustees would again like to thank each and every volunteer for their contribution to our wonderful library. The time, dedication, loyalty and effort you have and continue to give is hugely appreciated. Without you the library simply would not function.
Carole Kimberley and Laura Tilling, our amazing Joint Library Managers, continue their enthusiastic and time-consuming work of being responsible for the day to day administration of our Library. Their hard work is greatly valued.
Working quietly in the background our Treasurer Doug Crosse keeps a watchful eye on the finances. The trustees thank him and the accounts examiner Jeannie Thanisch for their hard work and commitment.
The trustees also need to thank Somerset County Council Library Services for their invaluable help, support and encouragement. Thanks are also due to Somerset County Council, Castle Cary Town Council, Ansford Parish Council and other Parish Councils for their financial assistance.
The trustees declare that they have approved the trustees' report above, and the accounts attached.
Signed on behalf of the FCCCL trustees
Full name: Roger Leonard Weldhen
Position: Chair of trustees Date: 5 September 2022
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Friends of Castle Cary Community Library (Registered Charity No 1180566) Annual Report and Statement of Accounts for the period 1[st] April 2021 to 31[st] March 2022
Accounts for the year ended 31[st] March 2022
INCOME AND EXPENDITURE ACCOUNT
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|INCOME|lncome
2021t22|andexpenditure account
20mt21EXPET{D|TURE|andexpenditure account
20mt21EXPET{D|TURE|2021t22|2020t21|
|---|---|---|---|---|---|
||t|||||
|LTBR.ARY TNGOME (FTNESETC)|870.98|189.00|OFFICE SUPPLIES'COSTS|39.{6||
||||ELECTRIC|978.20|934.23|
|GRAI'ITS Townand Parish|,1850.00|,f8{X}.00|tEmilGs|fi7.20||
|GRANTSSGC|5000.00|5000.00|YI'ATER/ SEU'ERAGE|65.00|54.00|
|GR.ANTSsetup|||ll*iURAllCE/sacurlty /IOCREG|609.37|279.97|
|Business support grants|2G67.00|18335.00|&ntContractExbnsiorco8ts|600.00||
|DOilATtONS|65.13|fi37.2A|ADTIN|||
|Co opDonation||1311.58|PHONE|74.52|72.72|
|EVEt{TS|{62.05||EVETTS|569.10||
|Eventdonations|714.O1||RENT|6,399.96|6,399.96|
|SUNDRIES|24.6||FUilT'RAISING|70.00||
|Gift Aid|||I'UEBSITE|72.44|97.18|
||||CAPTEQUhoadng,book dBplay|3,831.87|252.36|
||||Pathsting||30.00|
||||CovidScreene||321.54|
||||Co op/Library for All Jutebaga||557.94|
||||SUNDRES|3S4.78|29.73|
|Total Receipts|14353J7|30772.7A|TotalPayrneils|13.811.16|gJ29.O3|
||||Excesa/ Deficit|il2.41|21,743.15|
||||Total|14,353.57|30,772.78|
|Y.arendBahnceSheet||||||
|Gunont accbootbalanceopedng|27303.98|5880.8:t|CursntAccount Closing
Unpr€6entedchequesrpayments|n,8,6-39
0.00|27,3{13.98
0.00|
||||BookbalanceCuncnt Account|27,8'16.39|27,3{13.98|
|P€tty Cashopenlng|0.00|0.00||||
|Totel|27303.98|5560.83||||
|Ilealgnated Fundc
Batrncebroughtforward fiomlastyear|27303.98|r75.50
5sGO.83|PdyCchclosing
Total|0.00
tt,w.3g|0.00
27,303.98|
|Excess,deffcitIn generalfund|il2.11|21713-t5||||
|Total|27W.39|273{13.98|Total|27,446.39|27,303.98|