**To**
## **Trustees' Annual Report for the period**
Period start date
Period end date
01 10
2021
30 09 2022
**From**
## Section A Reference and administration details
**Charity name**
OLD TOWN COMMUNITY LIBRARY
**Other names charity is known by**
**Registered charity number (if any)** 1181144
**Charity's principal address** 191 Victoria Drive
Eastbourne East Sussex **Postcode BN20 8QJ**
## **Names of the charity trustees who manage the charity**
**----- Start of picture text -----**
Name of person (or body)
Dates acted if not for
Trustee name Office (if any) entitled to appoint trustee
whole year
(if any)
1 Jeremy Daly Chair
2 Pamela Starling
3 Kate Daly Secretary
4 John Ungar
5 John Masters
Heidi-May
6
Murphy
7
8
9
10
11
12
13
14
15
16
17
18
19
20
**----- End of picture text -----**
## **Names of the trustees for the charity, if any, (for example, any custodian trustees)**
**Name Dates acted if not for whole year**
March **2012**
**TAR**
1
## **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 Type of governing document Organisation)
- (eg. trust deed, constitution)
Constitution of a Foundation Charitable How the charity is constituted Incorporated Organisation whose only voting (eg. trust, association, members are its charity trustees company)
Trustee selection methods
- (eg. appointed by, elected by)
by a resolution passed at a properly convened meeting of the charity trustees.
## **Additional governance issues (Optional information)**
You **may choose** to include additional information, where relevant, about:
- policies and procedures adopted for the induction and training of trustees;
- the charity’s organisational structure and any wider network with which the charity works;
The Charities wider structure includes 20 volunteers for the day to day running of the library who are trained and instructed in all of the library policies and procedures by the Secretary and other volunteers with the required experience to do so. Records of the volunteers having read and understood the policies and of their training are kept by the Secretary.
One of our trustees is nominated Health and Safety officer and completes weekly records of fire safety checks and quarterly full H&S audits.
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**
March **2012**
**TAR**
2
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 **Summary of the objects** other leisure-time occupation of individuals who have **of the charity set out in** need of such facilities by particular reason of their age, **its governing document** youth, infirmity or disability, financial 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 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.
The library has amended its opening hours over the past year and now provides library facilities to the community for two full days and three half days per week.
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 is privately hired by other charities and educational **Summary of the main** tutors thus providing further services to the community. These **activities undertaken for** include a local history club, computer club and yoga. **the public benefit in** The library has also launched a crochet and chatter club on **relation to these objects** Saturday afternoons **(include within this** The library has also completed a Summer reading challenge in **section the statutory** conjunction with the national Summer Reading Challenge for 4- **declaration that trustees** 11 year olds this year to encourage reading during the holidays. **have had regard to the** Further the library has worked with local schools to promote this **guidance issued by the** and has had many school visits this year. **Charity Commission on public benefit)**
## **Additional details of objectives and activities (Optional information)**
March **2012**
**TAR**
3
The library has a total of 20 volunteers (that includes two of the trustees) who oversee the day to day running of the library. Their contribution to the library cannot be underestimated, they are invaluable.
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. The library also sells books both in store and to Ziffit and through ebay or local auctions.
- policy on grantmaking;
- policy programme related investment;
- contribution made by volunteers.
## Section D Achievements and performance
March **2012**
**TAR**
4
## Section D Achievements and performance
**Summary of the main achievements of the charity during the year**
Coming out of covid has presented challenges; it has taken some time to return to the original amount of customers and members. We have lost a number of private hires and income generated from the friends scheme but are working towards improving these again.
We have now begun to increase the footfall at the library and the membership has continued to increase.
OTCL has been proud to be able to continue to support 4 former County Council libraries that were closed to be able to become independent charity libraries.
There have been some very popular and successful visits to OTCL by local schools this year which has encouraged new members and families to join. We joined the national Summer Reading challenge which was successful.
Sadly this year we did make a loss, this was due to a large number of repairs and renewals and an increase in electricity costs.
On a positive note we have actually increased our income by more than £870
We have had some repairs to complete which have affected our reserves including a flood entering via the back of the library and the storm in Jan 2022 brought down our external signage. The heating also required repairs.
We chose to improve and decorate the rear toilet as this is used by customers.
We replaced the CCTV system, curtains and blinds. However, the library is still in a very good financial position with reserves to sustain the library for five years without any income. The library will work hard to secure more friends and private hires.
## **Section E Financial review**
March **2012**
**TAR**
5
## **Brief statement of the charity’s policy on reserves**
OTCL agrees to keep reserves that would cover a minimum of three years running costs but aims to hold reserves for four to five years running costs.
## **Details of any funds materially in deficit**
## **Further financial review details (Optional information)**
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 hopefully the return our annual events, the Easter and Christmas fayre.
You **may choose** to include additional information, where relevant about:
- the charity’s principal sources of funds (including any fundraising);
Private Hire also raises funds for OTCL.
- OTCL also applies for grants for courses and/or fixtures and fittings or improvements to the premises when required. Expenditure has supported the key objectives of OTCL by benefiting
- how expenditure has supported the key objectives of the charity;
- investment policy and customers with better surroundings and facilities, more laptops
- objectives including any to use, our expenditure is on utilities, improvements, office costs ethical investment policy and the like. adopted.
## **Section F Other optional information**
The latest bank balance was over £25,000
## **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,** Secretary/Trustee **Chair, etc) Date** 08/06/2023
March **2012**
**TAR**
6
## Receipts and Payments Accounts
**----- Start of picture text -----**
Charity name Old Town Community Library
Charity number (if any) 1 1 8 1 1 4 4
For the period from (start date) D 0 D 1 M 1 M 0 Y 2 Y 1 to (end date) D 3 D 0 M 0 M 9 Y 2 Y 2
Section A Receipts and payments
**----- End of picture text -----**
|**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**|**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|863|||||
||DRINKS/MASKS SOLD|10|||||
||PRINTING|244|||||
||DONATIONS|114|||||
||FRIENDS MEMBERSHIP|1111|||||
||ROOM HIRE|566|||||
|||2908|||||
||_Sub total_
**A2 Asset and investment sales, etc**
_Total receipts_
**A3 Payments**||||||
|||2908|||||
||||||||
||BOOKS BOUGHT|685|||||
||ELECTRIC|3011|||||
||INSURANCE|406|||||
||I.T. SOFTWARE|95|||||
||MISC|230|||||
||REFRESHMENTS|92|||||
||REPAIRS AND RENEWALS|2030|||||
||STATIONERY|118|||||
||PHONE/BROADBAND|657|||||
|||7324|||||
||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_||||||
|||7324
-4416|||||
||||||||
|||-4416|||||
||||||||
**March 2012: new format January 2017**
**CC16a**
**Statement of assets and liabilities at the end of the period**
**Section B**
|Details
**B1 Cash funds**
_Total cash funds_
_(agree balances with receipts and payments account(s))_
Details
**B2 Other monetary assets**
Details
**B3 Investment assets**
Details
**B4 Assets retained for the charity’s own use**
Details
**B5 Liabilities**
Signed by one or two trustees on behalf
of all the trustees
Signature
K.M.Daly|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|
||K.M.Daly||||
|||Kate Daly|||
**March 2012: new format January 2017**
**CC16a**