Agenda item

Purpose of report

(1)  To update and inform the Cabinet Member for Culture, Leisure and Sport of the work carried out by the Portsmouth Library and Archives Services in the last twelve months, i.e. April 2016 to March 2017

(2)  To update on the activities undertaken to address the recommendations for action agreed in the 2016 Libraries and Archives Update Report.

(3)  To make recommendations for additional actions to be undertaken in Portsmouth Libraries and Archives in line with the Operations Plan for the period 2017/18.

RECOMMENDED

2.1             That the updates to the agreed actions from the Portsmouth Libraries and Archives Annual Update Report 2016/17, shown at 3 be noted.

2.2             That the following actions and activities at 2.2 .1 - 9 be carried forward from the previous year to be delivered or continued in 2017/18:

2.2.1         Deliver annual budget savings 2017/18.

2.2.2         Increase volunteer hours with the Library and Archive Services by 5% annually.

2.2.3         Develop and agree a policy for the identification, safe storage and management of "Born Digital" archive for Portsmouth.

2.2.4         Continue to develop the health and wellbeing library offer and specialist collections, concentrating on the development of a central Health Hub and information leaflet presentations to be developed in partnership with other agencies.

2.2.5         Continue the delivery of digital archives project with a procured external provider.

2.2.6         Move the key communication model, with library users from post to email, with charges at cost for postal communication from April 2018. This has been delayed from the previous report due to delays in improving the Library Management System

2.2.7               Develop and expand the Friends Group programme specifically targeting Cosham and North End in 2017/18.

2.2.8         Continue the delivery and development of the following annual events:

·         BookFest Book Festival

·         Portsmouth History Fair/Archives Week event

·         Summer Reading Challenge, with emphasis on increasing the number            and  diversity  of participants

·         Portsmouth Book Awards for Picture Books, Shorter Novel and Longer         Novel

·         Portsmouth Literature Quizzes

·         Schools Library Service "Meet the Author" Programme

2.3             The following recommendations for action are added to the Library Operations Plan for the forthcoming year 2017/18 to be delivered within existing budgets or subject to the identification of additional funding:

2.3.1         Make the following improvements to the Library Management System:

2.3.1.1      Upgrade from Spydus 8 to Spydus 10 including the addition of modules as below:

·         Events and ticket sale

·         Auto EDI

·         Volunteer access

·         Mobile App

2.3.1.2      Upload the Archive Calm catalogue to Spydus 10 and develop web access, subject to the identification of funding

2.3.2         Deliver works to update the Southsea Library café and create a storytelling centre within the children's library and repair the front access doors - funding is already in place for this          

2.3.3         Deliver works to Beddow Library providing disabled access to the garden area and improvements to the space - funding is already in place for this.

2.3.4         Work with adult social care to develop a trainee scheme to enable adults with learning difficulties to gain work experience in libraries

2.3.5         Develop a programme of funding applications to supplement activity and support for existing agendas

2.3.6         Conduct a Mobile Library Review to maximise use of the vehicle and reach a more diverse demographic.

2.3.7         Establish a focus group mechanism to feedback on stock preference and purchase

2.3.8         Explore the development of a separate web site to be shared by Schools Library Service, the Public Library Service and Portsmouth Archive.

(TAKE IN REPORT)

The report was introduced by Lindy Elliott, Library and Archive Services Manager. 

Councillor Morgan asked about the economic value of the volunteers for the library service. Lindy said that she did not have a figure to hand but would provide this information.  In response to a follow up question Lindy advised that the library hosts the volunteer service and are working closely with them.  Volunteers are recognised at Christmas and also attend the inspiring volunteer award ceremony. 

The Cabinet Member said that this was a fantastic report and the work achieved to date by the service, supported by volunteers was wonderful.  Councillors Hunt and Morgan endorsed this and added that team was providing a great service and said they were very grateful for the work of the volunteers.

DECISIONS:

(1)          The updates to the agreed actions from the Portsmouth Libraries and Archives Annual Update Report 2016/17, shown at paragraph 3 were noted.

(2)          The following actions and activities at 2.2 .1 - 8 be carried forward from the previous year to be delivered or continued in 2017/18:

2.2.1         Deliver annual budget savings 2017/18.

2.2.2         Increase volunteer hours with the Library and Archive Services by 5% annually.

2.2.3         Develop and agree a policy for the identification, safe storage and management of "Born Digital" archive for Portsmouth.

2.2.4         Continue to develop the health and wellbeing library offer and specialist collections, concentrating on the development of a central Health Hub and information leaflet presentations to be developed in partnership with other agencies.

2.2.5         Continue the delivery of digital archives project with a procured external provider.

2.2.6         Move the key communication model, with library users from post to email, with charges at cost for postal communication from April 2018. This has been delayed from the previous report due to delays in improving the Library Management System

2.2.7         Develop and expand the Friends Group programme specifically targeting Cosham and North End in 2017/18.

2.2.8         Continue the delivery and development of the following annual events:

·         BookFest Book Festival

·         Portsmouth History Fair/Archives Week event

·         Summer Reading Challenge, with emphasis on increasing the number and  diversity  of participants

·         Portsmouth Book Awards for Picture Books, Shorter Novel and Longer Novel

·         Portsmouth Literature Quizzes

·         Schools Library Service "Meet the Author" Programme

(3)          The following recommendations for action were added to the Library Operations Plan for the forthcoming year 2017/18 to be delivered within existing budgets or subject to the identification of additional funding:

            The following improvements to the Library Management System were made:

(a)             Upgrade from Spydus 8 to Spydus 10 including the addition of modules as below:

·                     Events and ticket sale

·                     Auto EDI

·                     Volunteer access

·                     Mobile App

(b)  Upload the Archive Calm catalogue to Spydus 10 and develop web access, subject to the identification of funding

(c)  Deliver works to update the Southsea Library café and create a storytelling centre within the children's library and repair the front access doors - funding is already in place for this           

(d)  Deliver works to Beddow Library providing disabled access to the garden area and improvements to the space - funding is already in place for this.

(e) Work with adult social care to develop a trainee scheme to enable adults with learning difficulties to gain work experience in libraries

(f) Develop a programme of funding applications to supplement activity and support for existing agendas

(g) Conduct a Mobile Library Review to maximise use of the vehicle and reach a more diverse demographic.

(h) Establish a focus group mechanism to feedback on stock preference and purchase

(i)     Explore the development of a separate web site to be shared by Schools Library Service, the Public Library Service and Portsmouth Archive.