2021-10-31-accounts - The Friends Of South Petherton Library (Fospl)

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Trustees' Annual Report for the period

Period start date Period end date 01 11 2020 31 10 2021

From

Section A Reference and administration details

Charity name FOSPL Other names charity is known by FRIENDS OF SOUTH PETHERTON LIBRARY Registered charity number (if any) 1186429 Charity's principal address 44 Compton Road South Petherton Somerset Postcode TA13 5EN

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)
	Peter Kidner	Chair
	Mark Freeman	Vice Chair
	BiddyMartin
	Marion Parr
	Michael Callaghan	DeputyTreasurer

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

CIO Constitution Type of governing document (eg. trust deed, constitution) CIO How the charity is constituted

(eg. trust, association, company)

Trustees recruited from Library Volunteers with shared vision of enhanced Trustee selection methods Library service for residents. Chair subjected to re-election after (eg. appointed by, elected by) completion of initial term, and re-elected as Chair. Further Trustee recruited, to commence Dec 2021.

Additional governance issues (Optional information)

New Trustee indoctrinated with Training pack of Guidance notes and oneYou may choose to include to-one induction with Chair; good prior knowledge as Treasurer for additional information, where another Charity in past. 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;

Trustees’ Board meets monthly (by Zoom for most of past year), but also managed to hold AGM with Supporters 15 Oct 2021.

Nil

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

Nil

Section C Objectives and activities

For the public benefit, the provision and maintenance of a library in South Petherton.

To promote for the residents the provision of a public library for recreation Summary of the objects of the and/or other leisure time occupation with the object of improving the charity set out in its condition of life of the said residents. governing document

TAR

March 2012

To campaign actively for the Parish Council to maintain funding for a Community Library.

To strive constantly to enhance the services available for residents from the Library. This year has seen the establishment of a regular Saturday Morning Lego Club for children, and the Fast Track book scheme where FOSPL funds the acquisition of recently published and popular new titles for the exclusive use of local residents to supplement the less responsive Libraries West book stock.

Summary of the main activities undertaken for the public benefit in relation to these objects (include within this section the statutory declaration that trustees have had regard to the guidance issued by the Charity Commission on public benefit)

To accommodate the Fast Track books and to increase Library capacity, FOSPL supplied extra shelving and a mobile rack for the Library. To play a leading role in the acquisition of a Community Hub, to include a larger library better able to meet residents’ needs.

It is confirmed that all Trustees have signed as having read, understood and given due regard to the Guidance on Public Benefit.

Additional details of objectives and activities (Optional information)

FOSPL policy is to fund service enhancements up to 66% of annual income averaged over a 3 year period. This year’s spend was 69 % of income.

In-Library activities such as Author Visits were again curtailed due to Covid; however the pandemic also provided opportunity to expand Library services for improving the condition of life of residents. FOSPL successfully competed for funding from the Somerset Community Covid You may choose to include Relief Fund, attracting a grant of £483 for the production of a Village further statements, where Circular Walks pack. This met with much success, being warmly relevant, about: welcomed by residents and encouraging greater physical exercise • policy on grantmaking; around the Village’s footpath network across the generations – one Grandmother reported that she was now being taken on Sunday walks by • policy programme related her grandchildren using the Guide. All 250 copies were soon claimed, investment; and a further grant is now being sought to fund a reprint.

contribution made by volunteers.

The Fast Track book scheme has proved popular with Library Users; the first tranche was delivered in March, and the second tranche has been ordered. These newly published high demand books have refreshed the Library offering.

The 27 Volunteers currently supporting the Library and FOSPL are essential; without them the single Library Information Officer could not manage the required Opening Hours, the Cleaning task and the other support functions.

TAR

March 2012

Section D Achievements and performance

Summary of the main achievements of the charity during the year

Successful introduction of the Fast Track book scheme, with Tranche 1 delivered and Tranche 2 on order.

Successful bid for funding support from Somerset Community Funds Covid Relief fund, enabling the publication of 250 copies of a Village Circular Walks booklet. This captured the Lockdown demand for walking as the preferred form of exercise for all age groups, with estimates that use of the footpath network in the Parish doubled.

Covid Lockdowns enforced restricted Library Opening Hours, so footfall suffered during the year – this was reflected across Somerset in all Community Libraries. Nevertheless the Library continued to provide a core service, invaluable to those for whom reading became a key support, and the opportunity for the isolated to receive a friendly welcome and the chance of conversation.

The Trustees leading the Community Hub project group have successfully secured the backing of the Parish Council for the next phase. With a building site and provisional architect’s plans now identified, negotiations have commenced for a long term lease; thereafter the challenge of identifying sources for the £500,000 + of funding will commence.

TAR

March 2012

Section E Financial review

Brief statement of the charity’s policy on reserves

With the policy to spend 66% of income on charitable objects, the other 33% is used to enhance the Reserves, with the aim of maintaining a balance between £500 to £1,000 to address unforeseen circumstances. This balance has grown slightly above the preferred level this year due to the inability to pursue activities during Covid Lockdown and ongoing caution about the future Covid environment.

Details of any funds materially in deficit

N/A

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;

Grant of £483 from Somerset Community (Covid relief) Fund for Village Circular Walks leaflets (met printing costs in full).

Book Stalls – Donations from two events raised £170.

Plant Stalls – Donations from two events raised £610.

Waitrose’s Community Fund donated £333.

Amazon Smile donated £18 from on-line purchases.

investment policy and Expenditure of £500 was spent on Fast Track books, and £260 on new objectives including any tables (Lego Club) and the additional Library shelving. ethical investment policy adopted.

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) Position (eg Secretary, Chair, etc) Date	Peter Kidner	Mark Freeman
	Peter Kidner	Mark Freeman
	Chair	Vice Chair
	17 Dec 2021
	17 Dec 2021

TAR

March 2012

FRIENDS OF SOUTH PETHERTON LIBRARY (FOSPL) ACCOUNTS 01NOV 2020 – 31 OCT2021

INCOME FROM:		2019/20		2020/21
Donations –	£858.70		1088.99
Charitable Receipts	£1136.96			833.73
TOTAL INCOME		£1995.66		1922.72	(b)
EXPENDITURE ON:
Raising Funds		£598.19		42.50
Charitable Activities		£ 50.47		1294.55
TOTAL EXPENDITURE		£648.66		1337.05	(c)
NET INCOME/(EXPENDITURE)		£1347.00		585.67	(b-c)
TOTAL FUNDS CARRIED FORWARD		£1496.42	(a)	2082.09 (a+b-c)

Despite COVID Lockdowns, FOSPL Income was maintained at just under £2000 for the year due to the industry of the Trustees and Volunteers in organising Plant and Book Sales and seeking Charitable donations.
This year has seen greater opportunity to spend funds in support of Objectives, double that of the previous year.
FOSPL registered its Charitable status with HMRC on 19 Jan 2021, and submitted an initial claim for Gift Aid on 25 Oct 2021; although acknowledged by HMRC, the payment has not been made in time to feature in these accounts.

Peter Kidner Mike Callaghan P J Kidner MJC Callaghan Nov 2021 FOSPL Treasurer FOSPL Deputy Treasurer

NOTES ON ACCOUNTS – SEE OVER

Annex A: Details of Donations, Receipts, Expenditure.

Notes on Accounts:

FOSPL bid successfully for a grant of £680 from the Somerset Community (Covid Relief) Fund, based on a quote from a printer used in 2010 to print a “Guide to 11 Parish Circular Walks”. This Guide was updated and was designed to enhance the quality of life by encouraging residents to take exercise during Lockdown, to explore their local area and to improve fitness and mental health. It met with great success and all 250 copies were taken before the summer was out.
In the event an alternative printer was identified who promised a more user-friendly format at a more attractive price; the excess grant of £197 was returned to the Somerset Community Fund.
FOSPL has registered with Amazon Smile.co.uk as a Charity, and receives 0.05% of purchases where FOSPL is nominated as the recipient Charity.
FOSPL applied successfully for a Community Grant from the local Waitrose in Crewkerne.
FOSPL paid for the Christmas lights on a Christmas tree mounted on the Library’s outer wall as part of the High Street premises’ Christmas display and to contribute to Community Christmas spirit.
Bookmarks purchased from printer to identify “Fast Track “ books.
FOSPL came to an agreement with Somerset County Council that it would enhance South Petherton Library’s stock with the purchase of popular newly published books that were in high demand from readers, and would be restricted to South Petherton Library for 12 months from purchase before becoming part of Libraries West collective stock. These books were known as “Fast Track” books, and contribute to the Charity’s aim of enhancing the Library’s service and improving residents’ quality of life.
In order to display “Fast Track” books separately and clearly, additional shelving and a Display Stand were required, manufactured at cost.
To enhance the Library’s “Lego Club” and for use in other functions, an extra two large folding tables were purchased.

ANNEX A TO FOSPL ACCOUNTS 20/21

Cash Donations:

1. Cash Donations:
DATE	AMOUNT	SOURCE	BALANCE	REFERENCE
04/03/21	25.75	Library Pot	25.75
05/03/21			00.00	£25.75 Banked (15)
01/04/21	15.00	Library Pot	15.00	Book	1
04/05/21	35.36	Library Pots	50.36	Book	2
19/05/21	470.00	Plant Sale	520.36		D1
22/05/21	140.10	Plant Sale	660.46		D2
27/05/21			17.86		£642.60
Banked(017)
13/07/21	66.00	Library Pot	83.86		Book 3
30/07/21	96.35	Book Sale	180.21		Book 4
30/07/21	9.20*	Library Pot	(£5.00	foat	left in pot) Book
5
30/07/21			189.41		* Plus £1 IoM.
05/08/21			17.41		172.00 Banked
(018)
05/08/21	1.00		18.41		Bank accepted
IoM £1
20/10/21	80.28	Book Sale	98.69	D3
20/10/21	42.78	Library Pot	141.47		(+£5.00 foat in
pot)
22/10/21	-22.50	Paid to SPLHG 01/05/21 118.97			[R10]
28/10/21			00.00		Banked 118.97
(20)

TOTAL CASH DONATIONS £981.82

Donations Direct to Bank:

27/05/21 107.17 P Kidner Donation TOTAL DONATIONS £ 1088.99

TOTAL BANKED [£1088.99 LESS £22.50 PAID TO SPLHG] = £1066.49

Charitable Receipts:

17/12/20 680.00 Som Cty Foundn Grant for Circ Walks Lflt 1

16/01/21	-197.00	Som Cty Foundn	Return of Unspent Grant
[R3][Cq16
24/05/21	8.29	Amazon Smile	Charity Disbursement
3
17/08/21	9.44	Amazon Smile	Charity Disbursement
3
07/10/21	333.00	Waitrose	Charity Disbursement
4

TOTAL RECEIPTS £ 1030.73 LESS £197.00 RETURNED = £833.73

TOTAL INCOME [DONATIONS + RECEIPTS] £1088.99 + £833.73 = £1922.72

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4. Expenditure:

a. Raising Funds:

DATE AMOUNT RECIPIENT ITEM NOTE 01/05/21 22.50 SP History Group “Explore SP Past” – Booklets x 10; Cash PJK Bought @£2.25, Sold for £3 ea. [R10] 13/09/21 20.00 The David Hall Hall Hire AGM [R11] Cq 21

TOTAL EXPENDITURE RAISING FUNDS £ 42.50

b. Charitable Activities:

02/12/20	9.00	B Elliott	Xmas Lights – Library Contribution	Xmas Lights – Library Contribution
5				to village [R1]
12/01/21	483.00	Cq15 Macs Printing		Circ Walks Leafets x 250
[R2]	1
11/02/21	075.00	Cq18 Macs Printing		Bookmarks to identify Fast
Track books [R5]	6
08/03/21	226.17	Cq17 SCC	Fast Track books (Tranche 1)
[R6]	7
07/05/21	107.17	Cq19 P Kidner	Stand/Shelving [R7]
	8
17/08/21	151.20	Cq20 B Elliott		Tables x 2 for Library [R8]
9
16/10/21	243.01	Cq22 SCC	Fast Track books (Tranche 2)
7

TOTAL EXPENDITURE CHARITABLE ACTIVITIES £ 1294.55

TOTAL EXPENDITURE £42.50 + £ 1294.55 = £1337.05

A2 of 2