Agenda item

13.1

The purpose of this report is to recommend the continuation of the grant and support package for Associate Libraries for the year April 2022 to March 2023, and continued support for Co-delivered libraries. This is an interim measure pending a strategic review of library services.

This grant was originally going through the interim decision-making process in October/November 2021. However, it was withdrawn at that time so it could be considered alongside a strategic review of library services. In March 2022 it was clear the strategic review of library services would not happen in the timescale required to ensure the volunteer run libraries continued to be solvent. Therefore, the decision-making process was re-started and now subject to the new committee decision making process.

The funding for this grant and support package being £209k was contained in the Council’s March 2022 Budget report. However, an urgent decision is now needed to enable the grants to be issued.

13.2

UNANIMOUSLY AGREED: That Strategy and Resources Policy Committee:-

1.     Notes that the funding for the proposed grant payments in this report were included in the Council’s budget report in March 2022.

2.     Approves the establishment of a fund and the urgent distribution of such funds to continue support for Associate libraries until 31st March 2023 and assist their viability and stability by providing a support package up to the value of £209k as set out in the report.

3.     Approves the continued support for Associate and Co-delivered libraries by LAIS and other Council services is continued until 31 March 2023, as set out in the report.

13.3

Reasons for Decision

13.3.1

The current arrangements for Associate and Co-delivered libraries expired on 31st March 2022.

13.3.2

Continued support will increase the likelihood of all the volunteer run libraries remaining open and vibrant for the year 2022-2023.

13.3.3

The Libraries, Archives and Information service is undertaking a Full Service Review, and any implications of this review for Associate and Co[1]delivered libraries will be the subject of future reports and recommendations.

13.3.4

Continued support for Associate libraries will give added confidence to trustees and volunteers, at a point they are taking on board lease responsibilities.

13.3.5

By supporting the volunteer run libraries to remain on the Library Management System, all SCC library members can access any library in Sheffield using a single, city-wide library card.

13.3.6

Continued support will provide a period of financial stability and growth that will attract more volunteers and trustees, and give them additional time to build capacity and develop external funding opportunities.

13.3.7

The proposal will ensure the standards and controls relating to the operation of the Council’s Library Management System by volunteer libraries are maintained.

13.4

Alternatives Considered and Rejected

13.4.1

This option provides no funding for the Associate libraries and removes all support packages beyond which can be provided at no cost to Sheffield Library Service or the Council.

Strength of this option:

·       This option would save £209k

Weaknesses of this option

·       Consultation with the volunteer run libraries shows a slip in their financial sustainability due to the Pandemic, and therefore reliance on fundraising and reserves is unlikely.

·       A high probability that a number of libraries would close immediately.

·       A high probability of further closures in the subsequent months after library reserves are depleted, unless they find an alternative source of funds.

·       Having a grant from the Council provides Trustees and volunteers with a sense of stability and confidence of Council support. Without the grant, the volunteer run libraries may lose volunteers and struggle to recruit.

·       As this option would result in some library closures, this would have a negative impact on the health, wellbeing and prosperity of the communities where libraries would close.

13.4.2

In this option the Associate libraries would still receive a grant but the support package would be reduced or cut altogether. This means they would not have access to any SCC library book stock and resources, the Library Management System/I.T, and the Peoples’ Network (computer access) or any SCC staff support.

Strengths of this options:

·       This option would save the Council £62k.

·       The financial sustainability of the volunteer libraries would be maintained

Weaknesses of this option:

·       The quality of the service would reduce as they would not have access to the city wide book stock and resources, and would need to buy significant amounts of new books to retain a viable library service.

·       Without guidance and support from SCC staff, the quality of the library offer is likely to reduce – i.e. reduced access to training, governance support, ensuring compliance with data protection, equalities.

13.4.3

This option would be to continue with the grant and the support package, but with a ten percent reduction on the grant.

Strengths of this option:

·       This option would save the Council £13,570.

Weaknesses of this option:

·       A ten percent reduction in grant, plus the weak financial position of the libraries due to the Pandemic, plus rising energy costs, could mean some libraries can no longer cover their basic running costs.

13.1

The Chair introduced the report and asked if there were any questions. Councillor Richard Williams asked for the word ‘urgent’ to be added to the distribution matter outlined in recommendation 2, this was agreed.

The purpose of the report is to recommend the continuation of the grant and support package for Associate Libraries for the year April 2022 to March 2023, and continued support for Co-delivered libraries. This is an interim measure pending a strategic review of library services.

This grant was originally going through the interim decision-making process in October/November 2021. However, it was withdrawn at that time so it could be considered alongside a strategic review of library services. In March 2022 it was clear the strategic review of library services would not happen in the timescale required to ensure the volunteer run libraries continued to be solvent. Therefore, the decision-making process was re-started and now subject to the new committee decision making process.

The funding for this grant and support package being £209k was contained in the Council’s March 2022 Budget report. However, an urgent decision is now needed to enable the grants to be issued.

13.2

RESOLVED UNANIMOUSLY: That Strategy and Resources Policy Committee:-

1.     Notes that the funding for the proposed grant payments in this report were included in the Council’s budget report in March 2022.

2.     Approves the establishment of a fund and the urgent distribution of such funds to continue support for Associate libraries until 31st March 2023 and assist their viability and stability by providing a support package up to the value of £209k as set out in the report.

3.     Approves the continued support for Associate and Co-delivered libraries by LAIS and other Council services is continued until 31 March 2023, as set out in the report.

13.3

Reasons for Decision

13.3.1

The current arrangements for Associate and Co-delivered libraries expired on 31st March 2022.

13.3.2

Continued support will increase the likelihood of all the volunteer run libraries remaining open and vibrant for the year 2022-2023.

13.3.3

The Libraries, Archives and Information service is undertaking a Full Service Review, and any implications of this review for Associate and Co[1]delivered libraries will be the subject of future reports and recommendations.

13.3.4

Continued support for Associate libraries will give added confidence to trustees and volunteers, at a point they are taking on board lease responsibilities.

13.3.5

By supporting the volunteer run libraries to remain on the Library Management System, all SCC library members can access any library in Sheffield using a single, city-wide library card.

13.3.6

Continued support will provide a period of financial stability and growth that will attract more volunteers and trustees, and give them additional time to build capacity and develop external funding opportunities.

13.3.7

The proposal will ensure the standards and controls relating to the operation of the Council’s Library Management System by volunteer libraries are maintained.

13.4

Alternatives Considered and Rejected

13.4.1

This option provides no funding for the Associate libraries and removes all support packages beyond which can be provided at no cost to Sheffield Library Service or the Council.

Strength of this option:

·       This option would save £209k

Weaknesses of this option

·       Consultation with the volunteer run libraries shows a slip in their financial sustainability due to the Pandemic, and therefore reliance on fundraising and reserves is unlikely.

·       A high probability that a number of libraries would close immediately.

·       A high probability of further closures in the subsequent months after library reserves are depleted, unless they find an alternative source of funds.

·       Having a grant from the Council provides Trustees and volunteers with a sense of stability and confidence of Council support. Without the grant, the volunteer run libraries may lose volunteers and struggle to recruit.

·       As this option would result in some library closures, this would have a negative impact on the health, wellbeing and prosperity of the communities where libraries would close.

13.4.2

In this option the Associate libraries would still receive a grant but the support package would be reduced or cut altogether. This means they would not have access to any SCC library book stock and resources, the Library Management System/I.T, and the Peoples’ Network (computer access) or any SCC staff support.

Strengths of this options:

·       This option would save the Council £62k.

·       The financial sustainability of the volunteer libraries would be maintained

Weaknesses of this option:

·       The quality of the service would reduce as they would not have access to the city wide book stock and resources, and would need to buy significant amounts of new books to retain a viable library service.

·       Without guidance and support from SCC staff, the quality of the library offer is likely to reduce – i.e. reduced access to training, governance support, ensuring compliance with data protection, equalities.

13.4.3

This option would be to continue with the grant and the support package, but with a ten percent reduction on the grant.

Strengths of this option:

·       This option would save the Council £13,570.

Weaknesses of this option:

·       A ten percent reduction in grant, plus the weak financial position of the libraries due to the Pandemic, plus rising energy costs, could mean some libraries can no longer cover their basic running costs.