Agenda item

Purpose of report: Policy development and review

To provide the committee with an update on the progress on the implementation of Community Partnered Libraries (CPL’s) across Surrey.

Declarations of interest:

None.

Witnesses:

Susie Kemp, Assistant Chief Executive

Helyn Clack, Cabinet Member for Community Services

Peter Milton, Head of Cultural Services

Rose Wilson, Library Operations Manager

Gill Woods, Member of Management Committee at Warlingham CPL

Lesley Harling, Steering Group Representative at Virginia Water CPL

Judie Knobloch, Volunteer from Virginia Water CPL

Key points raised during the discussion:

1.    The Chairman welcome county council officers, the Cabinet Member for Community Services and the external witnesses who had come to speak on the progress of the CPL libraries. The external witnesses Gill Woods, Lesley Harling and Judie Knobloch introduced themselves.  Lesley Harling explained that she was originally a volunteer at Virginia Water CPL but now sat on the Steering Group. Judie Knobloch explained that she was a volunteer at Virginia Water CPL. She explained that she had come to this whole project with hesitation but was now completely convinced about it. She described the experience as a great challenge but a huge success. Gill Woods explained that she was from Warlingham CPL and had been involved from the very beginning. She stated that she was on the management committee but was also a volunteer as well as a Parish Councillor. She explained that Warlingham was a victim of their own success with regards to the summer reading challenge which produced some resource issues.

2.    A member of the committee asked how these witnesses had been chosen to speak at committee. The Library Operations Manager explained that she had emailed all the steering group reps and volunteers working in the CPL libraries about speaking at committee. She received a large number of responses but invited those who had not previously spoken at committees. The witnesses at today’s meeting represent the two different CPL models.

3.    A member of the committee asked the external witnesses how they had found the support and training they had received from SCC. Judie Knobloch stated that volunteers at Virginia Water had received superb support. SCC allowed for volunteers to find their own solutions but were always willing to help. There was also a detailed procedures book which was kept regularly updated. Lesley Harling also commented on the great support received, the SCC team were committed and flexible, but stated that during the initial start up there were some communication issues. However, she explained that there have been huge improvements in this regard since and volunteers are enjoying themselves. Virginia Water CPL currently has a volunteer waiting list. Gill Woods echoed Lesley Harling’s comments.

4.    A member of the committee commented on the 20% of CPL opening hours which is shared with an SCC staff member and asked how long this procedure would continue for. The Cabinet Member for Community Services stated that the service was committed to supporting CPL’s and will continue with support staff remaining in the CPL libraries for as long as it was required. The Head of Cultural Services explained that the 20% had been formalised in the MOU (memorandum of understanding) to provide comfort to the CPLs but that this figure may change as the libraries changed and grew. The Head of Cultural Services explained that the support staff were not solely dedicated to CPLs and that they were at the same time doing their other duties for the Library Service.

5.    A member of the committee echoed the great support the county was giving to CPL’s and asked the external witnesses for their advice and assistance as Bagshot library moved into CPL status. The volunteers stated that they would be more than happy to assist Bagshot library.

6.    A member of the committee asked the volunteers what training they had received to help them run the library. The member asked how long training was for full time library staff. Gill Woods explained that volunteers had received two sessions, one of these was a classroom session and the other was a practical session in the library. The training included customer role plays, equalities and diversity training, shelving books and using library equipment, health and safety etc.  Judie Knobloch stated that no computer training had been received and hence the need to recruit volunteers with ICT skills. The member went onto further ask where the volunteers felt they were not doing as well as they would like. Gill Woods commented on not being able to access information about library users and communicate with them due to data protection issues. This would be useful to do, to follow up after events such as the Summer Reading Challenge. The Library Operations Manager explained that a key part of the CPL libraries is its self-service offer which limited data protection issues. The service understands the issues with volunteers not being able to look up customer data but stated that the library service was speaking to the IT service about piloting new self service equipment which would give volunteers more protected user access. The Library Operations Manager confirmed that the induction programme for full time library staff was 1 year.

7.    Members recognised the importance of libraries in local communities and asked if more was being done to integrate the library within the community. The external witnesses stated that the libraries in which they volunteered were used by the police, Citizens Advice Bureau outreach and parish councils. Judie Knobloch went onto say that plans were underway for a toilet to be built at Virginia Water CPL. The CPL also planned to increase story time sessions, rent out rooms to the community, and had recently extended opening times on Wednesday in order to attract new users e.g. commuters. 

8.    A member of the committee expressed concern that the flagship CPL in Walton on Thames had no toilets and stated that he was told this was because of health and safety reasons. The Head of Cultural Services stated that the services strategy was to get toilets into libraries but because many of the properties were on lease this sometimes made it difficult to build toilets.

9.    A member of the committee asked what plans there were in place to increase the number of service users to CPL’s. Lesley Harling explained that opening hours were being extended and links were being made with local primary schools. The Cabinet Member for Community Services expressed her support for the work volunteers were doing and asked for committee members to visit CPL’s to see the good work which was being done.

10.  A member of the committee expressed concerns over the costs for setting up the CPL’s especially because some had been delayed; Ewell Court CPL being an example. The Cabinet Member for Community Services commented that the reason Ewell Court had not opened was because of leasing issues but further added that assistance from the local member would be welcomed.

11.  A member of the committee asked about the opportunity cost of CPLs. The Head of Cultural Services explained that there was a target of £381,000 worth of savings to be made which had not yet been reached. The project was being funded through these savings. The Head of Cultural Services explained that there have not been any additional staffing costs but there had been a realignment of staff roles, with one team focusing on CPL’s and the other on normal library services.

12.  A member of the committee asked for the select committee to be provided with a budget sheet so there could be a comparison between the budget of CPL’s and normal libraries. The Head of Cultural Services stated that financial data would be included in the report going to Cabinet.

13.  A member of the committee asked what impact the lack of mobile signal was having on the service receiving library user numbers. The Library Operations Manager stated that the library service had mechanical receptors for many years but were now working off a mobile signal. The benefit of this being more up to date information. However there are places in Surrey which do not receive this mobile signal which means some libraries must revert back to using mechanical receptors. The Library Operations Manager assured that these would still give the library reliable results. The member went onto ask when a lease on Bramley CPL would be agreed. The Library Operations Manager explained that the lease for the library was with Bramley Parish Council and discussions were still ongoing.

14.  The Cabinet Member for Community Services, Chairman and Select Committee thanked the witnesses for the work they were doing with CPLs and for attending the meeting and answering questions. A member of the committee asked for the Cabinet Member for Community Services to provide an update to all members on the progress of the CPL’s. The Chairman asked for member’s feedback on how they felt the meeting went.

Recommendations:

a)    The content of the report was noted.

Actions/further information to be provided:

The Cabinet Member for community services to provide an update to all members of the Council on the progress of the CPL’s.

Committee Next Steps:

None.