Minutes of Trustees Meeting
Tuesday 10 January 2023 At 6.00 p.m. at The Hub
Present: Tony Saffell, Leonora Cope, Fiona Palmer, Kevin Bradley, Su Clement, Sue Kent and Penny Burns
Tony Saffell in the Chair
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Action
Apologies – Apologies for absence were received from Colin Burton, Shaun Ambrose
Jones and Stephanie Garnett. There were no declarations of interest.
1. Election of Chairman – Although not present due to illness, Colin Burton expressed
his interest in becoming Chairman of the Trustees. His appointment was proposed
by Kevin Bradley and seconded by Leonora Cope. His appointment was approved
by all those present.
2. Annual Statement of Accounts – The annual statement of accounts for 2021/22 was
received.
3. Annual Charity Commission Report 2021/22 – Due to unforeseen circumstances,
this had not yet been updated but would be available for submission to the Charity
Commission by 21 January. Log in details would need to be transferred to Colin as Su C/Tony
the new Chairman.
4. Resignation/Retirement of Trustees – The following trustees were resigning:
Jackie Ward
Jeanette Steward
Stephanie Garnett
Su Clement
5. Appointment/Re-appointment of Trustees – The following re-appointments were to
be confirmed at the Management Committee Meeting:
Stephanie Garnett
Su Clement
The following new appointments were to be confirmed at the Management
Committee Meeting:
Penny Burns
Kevin Bradley
Sue Kent
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| 6. | Review of the Constitution of the Community Library– It was agreed that there should be an AGM plus one meeting of the Trustees per year. Additional meetings could be convened if it was felt necessary by the Trustees. |
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| 7. | Confirmation of Delegation of Authorities– Confirmation of the delegation of authorities was proposed by Su Clement and seconded by Kevin. All those present voted in favour. |
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| 8. | Confirmation of Policies– Confirmation of the review of policies for the Community Library was proposed by Penny Burns and seconded by Fiona Palmer. All those present voted in favour. Copies of all policies can be found on Three Rings. |
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| 9. | Approval of Diary of Dates– The date of the next meeting of the Trustees was fixed for Tuesday 11 July at 6.30 p.m. at The Hub. The AGM of the Trustees would be held on 11 January 2024 at 6.30 p.m. at The Hub. |
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Castle Donington Community Managed Library
Annual Report
Date of transfer to community management: June 2016
Period being reviewed: April 2022 – March 2023
Date and time of annual review meeting: Tuesday 10[th] October 6PM
The requirement for an annual review is contained in the Grant Agreement Schedule 9.
The annual review meeting will take place approximate every 12 months and will be organised by the Community Managed Libraries Support Officer and will be attended by the Principal Manager (Chair) and the Support Officer (Notes)
Sections of this report relating to performance statistics have been completed by your Support Officer. Please contact them if you require assistance to complete any other elements of the report.
1.0 Executive Summary Overview of key highlights and issues that arose in the period being reviewed to include update progress achieved against previous years’ plans and evaluation of new areas of activity.
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Saturday opening was reinstated following COVID
Opening hours reviewed, due to lack of volunteer availability it was agreed to
close library at 4PM on Mondays. All other hours remain the same.
Additional volunteers were recruited to cover the shortfall following the
pandemic.
Primary schools were contacted in Castle Donington. 90 children and staff from
Orchard school visited the library for a story telling event. St Edwards school
have commenced weekly visits to the library and many have now joined the
library.
A local nursery school visited the library and enjoyed some story telling.
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2.0 Library Performance
2.1 Issue, new joiner, active borrower and annual visitor statistics.
| Previous Year | Review Year | Difference | |
|---|---|---|---|
| Issues | 7,129 | 9,529 | +34% |
| New Joiners | 188 | 282 | +50% |
| Active Borrowers | 357 | 482 | +35% |
| Annual Visitors |
2.2 Analysis of performance
There has been an increase in both new joiners and active borrowers due to;
1 Normal opening hours were resumed
2 School and nursery visits
3 Advertising library services on social media.
3.0 Community Managed Library Events and Activities
In the 3 tables below please provide an overview of events and activities undertaken (add rows as necessary).
3.1 Regularly scheduled events
| Activity | Frequency | Average attendance per session |
Average attendance per year |
|---|---|---|---|
| Primary school visits | Once weekly | 30+4 staff | Term time only |
| Knit and natter | Once weekly | 8 | 8 |
| Friday club | Once weekly | 6 | 5-6 |
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| Stay and play | Once weekly | 10 | 8-12 |
|---|---|---|---|
| Book club | Once monthly | 6 | 4-6 |
| Total Attendance | **64 ** |
- 3.2 One-off activities undertaken in the library
| Activity | Date | Attendance |
|---|---|---|
| Keep safe training(no follow up provided) |
25/5/22 | 2 |
| Book sale | 12/04/22 | N/A |
| Easter egg hunt | 5/04/22 -14/04/22 | 42 |
| Nursery visit with storytelling | 16/05/22 | 6 +3 staff |
| New shelving fitted | 1/06/22 | 2 |
| Quiz fund raising event | 14/10/22 | 85 |
| Primary school visit, storytelling | 15/11/22 | 94+12 staff |
| Peppa pig visit with storytelling | 13/07/22 | Not recorded |
| Sale of chocolate orange covers | 22/11/22 -23/12/22 | 65 |
| Sale of knitted chicks to fill with crème eggs |
17/03/22 14/04/22 | 40 |
| Total Attendance | 351 | |
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3.3 Events undertaken in the wider community
| Activity | Date | Attendance |
|---|---|---|
| Unwanted donated books taken to local charity shop(Headway) |
11/07/22 | 2 |
| Monday opening hours changed, now close at 4pm instead of 6pm |
10/10/22 | N/A |
| Total Attendance |
4.0 Summer Reading Challenge (SRC)
| Starters | Finishers | % Finishers | Trend | |
|---|---|---|---|---|
| Review Year | 64 | 39 | 61% | ⇧ |
| Previous Year | 55 | 19 | 35% |
5.0 Volunteers
| Number of volunteers |
Number of new volunteers |
Number of volunteers Leaving in year |
|---|---|---|
| 26 plus 6 trustees | 2 | 3 |
6.0 Library User and Volunteer Feedback
One volunteer has had to leave due to illness. Volunteers have been asking for more large print books.
6.1
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Library User and Volunteer Comments
Memory box programme has had limited success. Used by Friday club, knit and natter and 1 primary school
Volunteers asking for more large print books as many users have read all that are available.
Discussions have been ongoing regarding the mobile shelving units and whether we can access something smaller
6.2
Library User and Volunteer Complaints
Some users have difficulty finding authors as sometimes they are shelved according to genre.
Leicestershire libraries do not always hold sets of books in a series.
7.0 Financial Viability and Sustainability
Summary overview of finances including as appendices:
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7.1 Annual profit/loss accounts
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7.2 Funding position including summary of grant applications and outcomes
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7.3 Capital investment plans where applicable
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7.4 5 year financial projection
Please see attached for financial reports
8.0 Progress Update on Current Plans and Future Plans for Development
Outline of future development plans including services to be provided and income c
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| Plan | Action Required | Progress | Risks |
|---|---|---|---|
| Funding requests | Apply to local and national companies in order to raise money for running costs |
Some progress made but more companies to be approached for grants and/or sponsorship |
|
| Mobile shelving units. |
Look at replacing with smaller and lower units.. Lighting not good in these areas currently.Using S106 monies |
Measurements taken, Anne King looking at suitable shelving |
|
| Childrens picture book boxes |
Looking at replacing using S106 monies |
None to date | |
8.1 Future Training Requirements
Annual Health and Safety training to include manual handling awareness as instructed in risk assessment.
Summer read training next summer.
9.0 Additional Information
Please use this section for any additional information you wish to provide.
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10.0 Documentation Review
As part of the annual review process the Support Officer will review the following documents. These can be submitted electronically alongside your report or hard copies can be reviewed at the annual review meeting.
10.1 Insurance Reviewed 10.2 Risk Log Reviewed 10.3 Policies reviewed: Safeguarding Children Safeguarding Adults Health and Safety Trustee Conflict of Interest Data Protection Volunteer Management Complaints Procedure 7
Equality and Diversity Financial Management and Control Library User Complaints and Compliments
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