2021-09-30-accounts - Old Town Community Library

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Trustees' Annual Report for the period

Period start date Period end date 01 10 2020 30 09 2021

From

Section A Reference and administration details

Charity name Other names charity is known by Registered charity number (if any) 1181144

OLD TOWN COMMUNITY LIBRARY

Charity's principal address 191 Victoria Drive Eastbourne East Sussex Postcode BN20 8QJ

Names of the charity trustees who manage the charity

1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20	Trustee name	Office (if any)	Dates acted if not for whole year	Name of person (or body) entitled to appoint trustee (ifany)
	JeremyDaly	Chair
	John Ungar
	Kate Daly	Secretary
	Pamela Starling
	John Masters
	Heidi-MayMurphy

Names of the trustees for the charity, if any, (for example, any custodian trustees)

Name Dates acted if not for whole year

TAR

March 2012

Names and addresses of advisers (Optional information)

Names and addresses of advisers (Optional information)	Names and addresses of advisers (Optional information)	Names and addresses of advisers (Optional information)
Type of adviser Name Address




Name of chief executive or names of senior staff members (Optional information)

Section B Structure, governance and management

Description of the charity’s trusts

Constitution (of a Foundation Charitable Incorporated Organisation) Type of governing document (eg. trust deed, constitution)

Constitution of a Foundation Charitable Incorporated How the charity is constituted (eg. trust, association, company) Organisation whose only voting members are its charity trustees

• by a resolution passed at a properly convened Trustee selection methods meeting of the charity trustees. (eg. appointed by, elected by)

Additional governance issues (Optional information)

The Charities wider structure includes 16 volunteers for the day to day You may choose to include running of the library who are trained and instructed in all of the library additional information, where policies and procedures by the Secretary and other volunteers with the relevant, about: required experience to do so. Records of the volunteers having read and • understood the policies and of their training are kept by the Secretary. policies and procedures One of our trustees, currently the Secretary, is nominated Health and adopted for the induction and Safety officer and completes weekly records of fire safety checks and training of trustees; quarterly full H&S audits.

the charity’s organisational structure and any wider network with which the charity works;

The Secretary is also the GDPR officer.

relationship with any related parties;
trustees’ consideration of major risks and the system and procedures to manage them.

Section C Objectives and activities

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March 2012

To advance the education of the public in general through the provision of a community based public amenity namely a public Library situated in the Old Town area of Eastbourne including the surrounding area and communities. To promote for the benefit of the residents of the Old Town and surrounding areas and communities the provision of the Library for learning, recreation and or other leisure-time occupation of Summary of the objects of the individuals who have need of such facilities by particular reason charity set out in its of their age, youth, infirmity or disability, financial hardship or governing document 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 residents. Additionally, the organisation will seek to work with local schools and other organisations to ensure the provision of such services to be available to all without exception.

The trustees have had regard to the guidance issued by the Charity Commission on public benefit. Obviously this is still not an ordinary year due to the ongoing Covid restrictions imposed during 2020/21 The library was required to close along with other non-essential shops on a number of occasions. This impacted both the community and our private hire income. The library is usually privately hired by other charities, community groups and educational tutors thus providing further services to the community. Whilst some of the private hires have now returned it is not yet back up to pre-covid levels. We were, however, fortunate to receive grants from central government on each occasion that we closed. Further, after some debate, we were Summary of the main also given a re-opening grant. This made a huge difference to us. activities undertaken for the We did manage to re-catalogue the whole of the library’s books during public benefit in relation to the lockdowns and this has made for a more accurate and easier system. these objects (include within Thanks to out volunteers who were involved in this arduous process! this section the statutory Especially Warwick Davies, Andre Sillence and Kate Daly. declaration that trustees have Sadly during this period two of our trustees died, Andrew Sillence who is had regard to the guidance a much missed friend and colleague and also our treasurer, Arthur issued by the Charity Chapman. Commission on public We have a new treasurer, Jo Lovatt, a qualified book keeper but not a benefit) trustee at this time. We have also secured two new trustees; former councillor John Ungar and former volunteer Pamela Starling. Since re-opening after the lockdowns the library has reduced its opening hours by 3.5, it now provides library facilities to the community for two full days and three half days per week. We will consider re-opening on Friday afternoons again for Rhyme time in the future. Residents using the library have access to borrow for free fiction, non fiction, large print and audio books, free WiFi, free access to laptops. Printing, scanning and coffees for a small charge. The library has yet to re-start the annual community events, at Easter and Christmas when we would usually hold fayres for everyone to attend and enjoy. We intend to hols a Christmas fayre in December 2022 all being well.

Additional details of objectives and activities (Optional information)

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March 2012

The library has a total of 20 volunteers (that includes three of the trustees) who oversee the day to day running of the library. Their contribution to the library cannot be underestimated, they are invaluable. We also provide experience and references for volunteers and this had led to one of them gaining a full time paid position at a local County Council library, well done Alex!

You may choose to include further statements, where relevant, about:

The Secretary’s role includes grant applications and fundraising and she is supported in the fundraising role by the treasurer.

There is an optional ‘friends of OTCL’ scheme where customer of the library can donate by standing order or cash to the library and complete gift ad forms which is overseen by the treasurer.

policy on grantmaking;
policy programme related investment;
contribution made by volunteers.

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March 2012

Section D Achievements and performance

During any closures due to lockdown our secretary took in book Summary of the main donations at her home address, adding them to the library or selling via achievements of the charity Ziffit to keep some funds coming in. during the year We did manage to have the external redecorating completed in August 2021. The five year electrical certificate was completed in August 2021along with some electrical works. After a flood to the rear of the library we arranged new flooring for this area and redecoration of the toilet, this was completed in September 2021. These items were paid for by using part of the re-opening grant received from central government.

TAR

March 2012

Section E Financial review

Brief statement of the

OTCL agrees to keep reserves that would cover a minimum of three years running costs, achieving the aim set in our previous report.

charity’s policy on reserves

Details of any funds materially in deficit

Further financial review details (Optional information)

You may choose to include additional information, where relevant about:

the charity’s principal sources of funds (including any fundraising);
how expenditure has supported the key objectives of the charity;
investment policy and objectives including any ethical investment policy adopted.

OTCL principal sources of funding are the ‘friends’ scheme that customers can join paying an amount of their choice by standing order (or cash) either monthly, quarterly or annually. OTCL thanks its customers for their ongoing support.

OTCL raises money from the sale of books, coffees and printing and (when Covid allows!) our annual events, the Easter and Christmas fayre. Private Hire also raises funds for OTCL.

OTCL also applies for grants for courses and/or fixtures and fittings or improvements to the premises.

Expenditure has supported the key objectives of OTCL by benefiting customers with better surroundings, new books and facilities, our expenditure is on utilities, improvements, office costs and the like.

Section F Other optional information

Section G Declaration

The trustees declare that they have approved the trustees’ report above.

Signed on behalf of the charity’s trustees

Signature(s) Full name(s) Katrina Daly Position (eg Secretary, Chair, Secretary/Trustee etc) Date 16/05/2022

TAR

March 2012

TAR Mar¢h 2012

Receipts and Payments Accounts

Charity name Old Town Community Library

Charity number (if any) 1 1 8 1 1 4 4

For the period from (start date) 0 D D 1 M 1 M 0 Y 2 Y 0 to (end date) D 3 D 0 M 0 M 9 Y 2 Y 1

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Section A Receipts and payments
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Section A Receipts and payments	Section A Receipts and payments	Section A Receipts and payments	Section A Receipts and payments	Section A Receipts and payments	Section A Receipts and payments
A1 Receipts	Unrestricted funds to the nearest £	Restricted funds to the nearest £	Endowment funds to the nearest £	Total funds to the nearest £	Last year to the nearest £
Books Sold	634.90
Drinks/masks sold	3.50
Printing/Copying	176.68
Donations	165.02
Friends/Members	1020.00
Room Hire	32.00
Grants	17907.43 19939.53
Sub total A2 Asset and investment sales, etc Total receipts A3 Payments
	19939.53

Books	429.89
Utilities	3101.80
Prizes for fundraising	60.28
refreshments	28.74
stationery/small office equip	102.13
window cleaner	60.00
misc	74.18



Sub total A4 Asset and investment purchases, etc Total payments Net of receipts/(payments) A5 Transfers between funds A6 Cash funds last year end Cash funds this year end
	4826.30

	15113.23

March 2012: new format January 2017

CC16a

Statement of assets and liabilities at the end of the period

Section B

Details	Unrestricted funds to the nearest £	Restricted funds to the nearest £	Endowment funds to the nearest £




	Unrestricted funds to the nearest £	Restricted funds to the nearest £	Endowment funds to the nearest £





Details	Fund to which asset belongs	Cost (optional)	Current value (optional)





Details	Fund to which asset belongs	Cost (optional)	Current value (optional)







Details	Fund to which liability relates	Amount due (optional)	When due (optional)




Signature			Date of approval

Signed by one or two trustees on behalf of all the trustees

March 2012: new format January 2017

CC16a