## **Trustees' Annual Report for the period** Period start date Period end date ||01|10|2022||30|09|2023| |---|---|---|---|---|---|---|---| |**From**||||**To**|||| ## 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** ||1
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20|**Trustee name**|**Office (if any)**|**Dates acted if not for whole**
**year**|**Name of person (or body)**
**entitled to appoint trustee (if**
**any)**| |---|---|---|---|---|---| |||JeremyDaly|Chair||| |||Pamela Starling|||| |||Kate Daly|Secretary||| |||John Ungar|||| |||John Masters|||| |||Heidi-MayMurphy|||| |||Jackie Cornish|||| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||| ||||||| |||**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** 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 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 20 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  policies and procedures understood the policies and of their training are kept by the Secretary. adopted for the induction and One of our trustees is nominated Health and Safety officer and completes training of trustees; weekly records of fire safety checks and quarterly full H&S audits.  the charity’s organisational The Secretary is also the GDPR officer. structure and any wider network with which the charity works; - relationship with any related parties; - trustees’ consideration of major risks and the system and procedures to manage them. ## **Section C Objectives and activities** **TAR** March **2012** 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 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. The library’s opening hours continue to be 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 tutors thus providing further services to the community. These include a computer club and yoga. **Summary of the main** The library has also completed a Summer reading challenge in **activities undertaken for the** conjunction with the national Summer Reading Challenge for 4-11 year **public benefit in relation to** olds this year to encourage reading during the holidays. Further the **these objects (include within** library has worked with local schools to promote this and has had many **this section the statutory** school visits this year. **declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)** ## **Additional details of objectives and activities (Optional information)** **TAR** March **2012** 3 You **may choose** to include further statements, where relevant, about: 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. 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 **TAR** March **2012** 4 Section D Achievements and erformance p Coming out of covid is still presenting challenges; while we have returned **Summary of the main** to the original amount of customers we have not been able to achieve the **achievements of the charity** same level of private hire, this has affected our income. **during the year** We are also yet to return to the original number of paying friends of the library. We are working hard to improve the private hires and friends memberships. We have worked closely with the local PCSO this year and after some incidents both inside and outside of the library we installed external CCTV (already having internal CCTV) at the request of the police, they provided the funding for this. It has been very helpful to the police a number of times. The Summer Reading Challenge was so successful we ran out of application packs, fortunately Langney Community Library was able to supply us with some. The external flat roof to the rear of the library leaked yet again, damaging the toilet area. This has at last been fixed thanks to Oliver Raffety at our local council. The external part of the library was redecorated by a local resident at a lower cost than in previous years. We decided to remove the landline at the library and now have a mobile instead, saving us money over the year. We moved over to Lightning Fibre for our broadband, a local company, since then we have had no issues with the broadband and it is much faster and more reliable than the previous supplier. We purchased an Alexa for those who wish to use it, it is very helpful when researching authors and books. We also featured on the BBC’s ‘The One Show’ in Feb 2023 as our Chair person nominated his wife for the ‘One Big Thankyou’ section of their show. We finally signed the new lease with Eastbourne Borough Council after a number of delays, securing the premises for another ten years. We changed our bank account from Barclays to Metro after a number of issues with Barclays Business. This has affected our friends who paid by standing order but we are gradually contacting them with the new bank details. The best thing we did this year to help our volunteers was to get rid of the old fashioned ticket system and replace it with a more modern and up to date membership card system for the customers. This has made life much easier for everyone. In December we held a Christmas Fayre raising an amazing £475! This was much enjoyed the volunteers and local residents alike. The Asda Foundation granted us £400 towards books and stationery. At Easter we had a raffle and colouring competition, this raised £110 and the children enjoyed the colouring, winners receiving East Eggs. Whilst we did make a loss during this period income was up and expenditure was lower compared to the previous year. Donations, printing and books sales were all up but as mentioned above friends and room hire were down. We will continue to work on this and reduce other costs. Our biggest concern is that the utilities are due for renewal in August 2024, we had a three year fixed so avoided all the huge increases, until now but we will shop around for the best deals. At the end of the year the bank balance was £19,500...It is now £24,633 so the library is in a very good financial position despite the loss. **TAR** March **2012** 5 ## **Section E Financial review** **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)** 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 the return our annual events, the Easter and Christmas fayres. 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 customers with better surroundings and facilities, more laptops to use, 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)** **TAR** March **2012** 6 Date 1010612024 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) D 0 D 1 M 1 M 0 Y 2 Y 2 to (end date) D 3 D 0 M 0 M 9 Y 2 Y 3 **----- Start of picture text -----**
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**|**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
£
114
1111
566
244
0
0
874
2909
2909
686
3012
38
406
95
2030
657
67
243
7234
7234
4415| ||DONATIONS||||257|114| ||FRIENDS||||785|1111| ||FUNDRAISERS||||479|0| ||SALES||||1060|874| ||ROOM HIRE||||418|566| ||PRINTING||||291|244| ||PC ADJUSTMENT||||148
3438|0
2909| ||_Sub total_
**A2 Asset and investment sales, etc**
_Total receipts_
**A3 Payments**|||||| ||||||3438|2909| |||||||| ||BROADBAND||||504|657| ||UTILITIES||||3196|3012| ||PURCHASES||||414|243| ||INSURANCE||||422|406| ||CLEANING||||98|67| ||BOOKS||||268|686| ||OTHER||||290|| ||REPAIRS AND RENEWALS||||1447|2030| ||VOLUNTEERS GIFTS|||||38| ||I.T. COSTS||||6639|95
7234| ||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_|||||| ||||||6639
3201|7234
4415| |||||||| |||||||| |||||||| **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
J.LOVATT
BANK
PAYPAL|Details|Unrestricted
funds
to the nearest
£|Restricted
funds
to the nearest
£|Endowment
funds
to the nearest
£| |---|---|---|---|---| ||BANK|19572||| ||PAYPAL|219||| |||19791||| |||||| |||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|||| |||KATRINA DALY||10/6/2024| |||||| ||J.LOVATT|||| |||JO LOVATT||10/06/2024| **March 2012: new format January 2017** **CC16a**