Welsh Government Cymal

Welsh Government

CyMAL: Museums Archives and Libraries Wales

Maintaining a Valued Service

The Fourth Framework of Welsh Public Library Standards April 2011 – March 2014

Annual Return Pro Forma

All library authorities are required to complete this pro forma and are asked to follow the instructions provided carefully as the requirements in terms of reporting differ between sections.

All library authorities are requested to provide commentary against each and every Standard (WPLS) and against each and every Performance Indicator (WPLPI) in the ‘Authority self-assessment’ column provided, but only when data is included in the Actual Performance column. Failure to provide commentary could result in the pro forma being returned to library authorities for completion.

Completed Annual Returns should be submitted as an electronic document by Monday 1 July 2013

And sent to Dr Sarah Horton, Standards Adviser, CyMAL E-mail: [email protected]

Name of authority: Monmouthshire County Council

1 Please tick as appropriate

This Annual Return has been approved by the authority prior to its submission to CyMAL

 Yes No

If Yes, state whether approval was granted by

Full Council

Cabinet/Executive

Portfolio Member

Other (state title) Leader of the Council in the absence of portfolio member

If No, state when approval is expected and when the definitive Annual Return submission will be forwarded to CyMAL

Approval expected ………….

Definitive submission to CyMAL by ………………..

2 Please indicate briefly below:

1. The authority’s scrutiny procedures applied to the assessment of library service performances undertaken by the Welsh Government for the year 2011-12, and sent to authorities for their consideration and action in September 2012 by the Welsh Government.

The Libraries, Museums and Arts Manager has shared this assessment within the council as a whole, particularly within the Regeneration and Culture Directorate. Detailed discussions have taken place with the Head of Public Health & Culture and the County Council Cabinet Member with responsibility for libraries.

2. What decisions were made by the authority as a result of scrutiny procedures that sought to improve library service performances in relation to the Welsh Public Library Standards and Welsh Public Library Performance Indicators?

The authority decided: • To investigate combining libraries and One Stop Shops. (WPLS 8) • To further invest in the Monmouthpedia project developing it into Monmouthshirepedia. The fact that all libraries have WiFi access will enable a smoother roll out of this project across the county. (WPLS 4) • To complete the mobile library service review, resulting in significant improvements in attaining WPLS 2 and 3 iii.

3. What action was agreed as a consequence of those decisions?

• A working party of Economy and Development Scrutiny Committee elected members and officers has been set up to investigate combining Libraries and One Stop Shops. The Libraries, Museums & Arts Manager is one of two officers on this group. • The Monmouthshirepedia steering group is leading on how best to roll the project out with other communities in the county. • The Home Delivery mobile library service commenced in October 2012 and is already proving to be far more reliable and showing improvements to the previous service.

4. (a) If you indicated in your Annual Return for 2011-12 that your authority was undertaking a formal review of its library service, please indicate whether the review has now been completed:

 YES NO N/A

4. (b) If your authority commenced a formal review of its library service during 2012-13, please indicate whether that review has now been completed:

 YES NO N/A

If you answered YES to either (a) or (b), briefly outline the main recommendations of the review, noting whether these recommendations have been accepted by the authority and at what level (e.g. Full Council, Cabinet, Executive, etc.). Please also indicate what actions have been taken / are planned in order to implement those recommendations:

If you answered NO to either (a) or (b), please indicate when the review is due to be completed:

5. Please indicate whether there have been any changes made to the resources available to the library service compared to 2011-12, e.g. efficiency savings, resource reductions/increases, restructuring of staff, etc., and indicate how they have impacted on the service in 2012-13:

There was a decrease in budget between 2011/12 to 2012/13 of 3.4%

This has impacted on purchase of resources during 2012/13.

4 The Welsh Public Library Standards (WPLS) 2011-14

Notes on completion:

Annual data or information is required for WPLS 1, 2, 3, 4, 5, 6, 7, 8 and 9

Authorities should follow the guidance provided by the pro-forma against each Standard, and returns should be as required – further information and guidance is available within the published Framework document, and authorities should have due regard to this.

Authorities may be asked to resubmit Annual Returns if the data or information do not comply with the requirements.

Actual Performance Framework 4 Standard as at March 31 2013 Authority self-assessment

(i) Authorities whose resident population density is 20 or 1 more persons per hectare shall ensure that the proportion of occupied households within 2 miles of a static library service point will be at least 95% ……………. %

or (ii) Authorities whose resident population density is between 1.1 and 19.9 persons per hectare shall ensure that the proportion of occupied households within 2.5 miles of a static library service point (or 10 minutes Libraries continue to serve the resident population travelling time by public transport) will be at least 75% 79.5% within the county via the four full time libraries in or Abergavenny, Caldicot, Chepstow and Monmouth. (iii) Authorities whose resident population density is 1.0 Part time provision is provided by libraries in Usk and persons or less per hectare shall ensure that the Gilwern. The Reaching Out mobile library has been proportion of occupied households within 3 miles (or 15 replaced by the Home Delivery service to older/isolated minutes travelling time by public transport) of a static ………………% library service point shall be at least 70% residents throughout the county.

Authorities who are failing to meet the stipulated requirement in (i) (ii) or (iii) shall also report on the number of households within a quarter of a mile of each scheduled mobile stop and within 2 miles of any other kind of service outlet providing access to library materials.

Library services should briefly describe the nature of that provision and the numbers of households served in the Authority self-assessment column.

State numbers of: 2011-12 2012-13

. Static service points managed by the authority 8 8

. Mobile service vehicles operated by the authority 1 1 We have replaced the more traditional sized mobile library with a new smaller vehicle. . Other kinds of service points/modes of delivery Describe briefly in Authority self-assessment 0 0 column

6 Actual Performance Framework 4 Standard as at March 31 2013 Authority self-assessment

2 (i) Library authorities shall provide access to the service i) Prisoners at HMP Usk and Prescoed participate in the for those not able to use conventional service points monthly Macmillan shared reading /cancer information (ii) Library authorities will continue to provide specialised sessions held in the prison libraries as part of assistance, facilities and equipment for people with Macmillan’s project in Monmouthshire libraries. particular access requirements Macmillan cancer information collections have been set

Library services should briefly describe the nature of the up in each prison library and prisoners can access the provision in the Authority self-assessment column Macmillan free phone information line.

An emergent reader’s reading group is held weekly in Usk prison library. A high proportion of the group are foreign national prisoners.

In October Monmouthshire began a new Home Delivery service to enable us to concentrate our outreach service on those who need it most, the housebound and elderly throughout the county. We replaced our traditional mobile library with a much smaller van (which is less costly to run) which delivers pre-selected books to customers who find it difficult to visit their local library. One customer recently commented how much she enjoys having books that have been especially chosen for her delivered to her home.

ii) To provide easier access to public computing facilities each library has – a DDA compliant rise and fall computer workstation, accessibility software such as Read and Write Gold and Dolphin SuperNova, a large 23” screen (most libraries also have a 21” screen), large key keyboards and tracker ball / roller ball mouse.

3 (i) Library authorities will ensure that the aggregate No. of hours: annual opening hours for all service points shall be no less than 120 hours per 1,000 resident population 153

Library authorities having 4 or less static service No. of hours points shall ensure that the aggregate annual opening hours shall be no less than 104 hours per 1,000 ………….. resident population No of service points

……………

(ii) Library authorities will ensure that emergency non- 0% opening hours of static libraries will be no more than 1% of total planned opening hours in any year

(iii) Library authorities will ensure that mobile library Reaching Out Service stopped in September 2012. The visits/stops missed or cancelled will be no more than RO 21% 2.5% of total planned number of visits/stops in any HD 0% percentage of missed or cancel stops was due to the year continuing combination of staffing and vehicle issues. Home Delivery started in October 2012. The extent of any disruption caused by unusually severe winter weather should be considered and allowed for in the above returns for (ii) and (iii) by removing any losses of service due to severe weather from the calculations.

Actual Performance Framework 4 Standard as at March 31 2013 Authority self-assessment

4 (i) Library authorities will provide the following ICT Insert or x against a) Currently providing 9 computers per head of facilities for users: each population. (a) At least 7 networked public access personal or b) New windows 7 public network desktop rolled out laptop computers per 10,000 resident  population, providing free access to the Internet to all libraries in 2012/13. Annual software update in IT schedule for July 2013. and full access to the authority’s on-line catalogue of total holdings c) Facilities in all libraries (b) Current hardware and software at library service  d) Public WiFi is available in all Monmouthshire points, renewed or refurbished according to Libraries. corporate policies e) f) g) All standard since Peoples Network installation. (c) Facilities that enable residents to use their own  laptop computers in the libraries h) First Click sessions running in all Monmouthshire Libraries. Weekly job-seekers sessions running in (d) WiFi at all larger service points (open for 30  3 libraries. IT introductory sessions regularly held hours or more per week) by March 2014 (e) Scanning and printing facilities  on a variety of subjects eg digital photography (f) Plug-in facilities for digital media sources and  i) Information literacy sessions embedded into class portable devices visits etc. Three staff currently enrolled on Agored (g) Free email access  level 3 Information Literacy. All frontline staff to (h) Access to free introductory or basic support in  undertake Level 2 during 2013/14. the use of ICT facilities a) General and reference online resources available in (i) Information literacy sessions for users (to  Monmouthshire – Britannica, Groves Music, develop use of library services and facilities) Oxford Dictionary of National Biography, Oxford Reference Online, Oxford English Dictionary, (ii) Library authorities will provide the following ICT- Insert or x against Who’s Who, Oxford Language Dictionaries based resources for users: each (a) General and reference information services b) InfoTrac Newsstand (please describe briefly in the Authority self-  c) Online community directory available via the assessment column) library website (b) Newspapers and other current information  d) Ancestry, Find My Past, 19th Century British sources online Newspapers, Times Digital Archive (c) Community information  e) All available via the library website (d) Local history and family history sources  f) Access provided to Learn Direct – weekly Learn (e) Local authority and other governmental  Direct classes in four main libraries information sources (f) Access to e-learning resources and services  9

Actual Performance Framework 4 Standard as at March 31 2013 Authority self-assessment

5 Library authorities shall achieve the following target Actual performance in As at 31 March 2012, actual performance reported for annual acquisitions of new collection items (in all year number of items for use by adults was 187 and for users formats) made available for public use in each year (per 1,000 total resident population) under 16, 97 items. This reflected an increase in annual acquisitions in preparation for Chepstow library No. of items: reopening after its refurbishment. During 2012/13. (a) For use by adults – 124 items per annum This stock has now been included in the circulation rota 124 to benefit customers throughout Monmouthshire during

(b) For users under 16 – 61 items per annum No. of items: 2012/13.

47 Resources Managers have resolved supplier issues which impacted on items received between January and March 2013.

There will be a focus on purchasing more resources for children and young people during 2013/14.

6 (i) (a) Library authorities shall maintain a level of As reported last year, expenditure as at 31 March 2012 expenditure on collection items for adults per Actual expenditure was £1,766 taking into account the reopening of 1,000 total resident population that does not fall Chepstow Library after its refurbishment. below the lowest quartile (UK 09/10) on average £1,242 throughout the period to March 2014 Lowest quartile £1685 The last quarter of 2012/13 required the library service to make savings as referred to on page 4. Median £1925

Top quartile £2137

(b) Library authorities shall maintain a level of expenditure on collection items for those under As above. We expect to meet the overall average target Actual expenditure 16 per 1,000 total resident population that does by March 2014. not fall below the lowest quartile on average throughout the period up to March 2014 £257

Lowest quartile £263 Median £322 Top quartile £426

Framework 4 Standard Actual Performance as at March 31 2013 Authority self-assessment

6 (ii) Library authorities shall ensure that they spend Emphasis is being placed on purchasing more Welsh

Either language materials for Usk and Prescoed prisons, (a) a minimum average for the three-year period Actual expenditure contributing to attaining this target within this element to March 2014 of £750 per annum per 1,000 of the standard. Prisoners benefit from stock circulated Welsh speaker total resident population £……………… from all public service points. (adult and children under 16) on the purchase, marketing and promotion of Welsh-language materials Monmouth Library Welsh Reading Group is extending their involvement in library events, eg St David’s Day Or reading event. State % (b) a minimum of 4% of the total library materials purchasing fund on average for the three- year period to March 2014 on the purchase, 2.5% The Cylch Ti a Fi Cas-Gwent Parent & Toddler Group marketing and promotion of Welsh-language which meets at Chepstow Library every Tuesday (term materials for adults and children under 16 time only), enjoy Welsh stories, songs & nursery

%of list purchased rhymes. The sessions also help non speaking Welsh (iii) Library authorities will compare their acquisition parents to learn with their children in a relaxed informal performance against an indicative selected list of Welsh Writing in English titles to be circulated after 100% atmosphere. consultation with the Welsh Books Council. Authorities should purchase a minimum of 75% of Average no. of copies of each title purchased Stock is edited and circulated within the guidelines of those titles listed annually and an average of at the resources policy. All libraries are included in the least 3 copies of those titles 3 stock editing rota.

(iv) (a) Library authorities shall ensure that the time State performance taken to replenish the lending stock on open access for adult users is no more than 8.9 years 7.6 years All libraries withdraw stock between these guidelines.

(b) Library authorities shall ensure that the time taken to replenish the lending stock on open access for users under 16 is no more than 8.9 6 years years

Note: reserve stocks should not be included in the calculation of performances against part (iv) (a) and (b) this Standard

Actual Performance Framework 4 Standard as at March 31 2013 Authority self-assessment

7 Library authorities will ensure that no less than We now use email to notify customers that books are waiting for them. (a) 64% of all requests shall be supplied within 7 66% calendar days

(b) 79% within 15 calendar days 79%

on average over the three-year period to March 2014

Calendar days are to be calculated from when the request / reservation was made to the time when the borrower was informed that the material was available.

Requests for pre-publication material should be calculated only from the date when materials are made available for purchase to the library service, i.e. exclude pre-publication requests still in the system.

Note: Please indicate (insert or x) whether this

data has been:

. calculated via the service LMS

. calculated on the basis of a sample period  survey

Actual Performance Framework 4 Standard as at March 31 2013 Authority self-assessment

8 (i) Library authorities shall ensure that total staffing State figure: For parts (i) and (ii) of this Standard please comment establishment levels shall not fall below 0.37 per here on the position relating to any library service 1,000 resident population 0.34 establishment posts vacant on 31 March 2013, and the length of time they have been vacant. (ii) Library authorities shall ensure that at least 23% of State % total staff shall be formally qualified in library and No vacant posts to report. information studies / science 20.3%

State qualification of post

(iii) Library authorities shall ensure that the designated holder operational manager of library services shall be the holder of recognised professional qualifications in MLib & MCLIP librarianship or information science or information Chartered Librarian

management

(iv) Library authorities that use volunteer staff shall Insert or x against We are currently working towards the Society of Chief ensure that they: each Librarian Wales and corporate guidelines, both of • have a designated volunteer coordinator from X which became available during this reporting period. the permanent staffing establishment • provide a written role description for each  volunteer • meet the legal requirements for each volunteer  in relation to the role being undertaken  • provide induction training for volunteers  • provide continuing training for volunteers  • provide appropriate supervision for volunteers • are aiming to achieve accreditation status  A small group of Heads of Service are investigating recognising that the organisation is meeting the how best to achieve this. standards noted in the National Occupational Standards for Managing Volunteers and Investing in Volunteers

Actual Performance Framework 4 Standard as at March 31 2013 Authority self-assessment

9 Library authorities will indicate:

(i) Capital investment in their library service points (including mobile services) from £0 a) the authority’s own resources

b) from external sources £0

State sources of any external capital investment in the Authority self-assessment column.

Planned maintenance £7,704.00 (ii) Their actual repair and maintenance expenditure for each year of the Framework per 1,000 resident Reactive maintenance £17,524.99 population, including any actual central charge £321 Cyclical maintenance £4,121.25 levied on the library service for use of buildings as service points £29,350.24

(iii) That they have undertaken: Insertor x . an asset/condition survey for their service Date of survey: points or internally reviewed such surveys on ………………………… one occasion in the five year from March 2009 Survey and audit have been scheduled into Property to April 2014 Date of audit: Services work program and will be completed between . a disability audit on one occasion in the five- January and March 2014. year period from March 2009 to April 2014 ………………..

(iv) The total aggregate public area offered by the library service points per 1,000 resident population. 27m2 This overall figure includes Abergavenny Library, The indicative standard is 27 square metres which in isolation does not offer the indicative standard for public area per 1,000 resident population area. (v) Any other capital expenditure on the library service £0 not relating to buildings incurred during the year Elected Members are currently reviewing capital and State nature of expenditure in the Authority self- assessment column. revenue costs associated with the new building.

15 The Welsh Public Library Performance Indicators (WPLPI) 2011-14

Notes for completion

Data is required annually for Performance Indicators (WPLPI) 1, 3, 4, 5, 6, 7 and 8 - all are marked with * for the sake of clarity. Data should only be submitted for WPLPI 2 when the PLUS surveys (or their local equivalents) have been completed and when results are known.

Library authorities NEED NOT offer comments in those Performance Indicators where no data can yet be submitted (and until, for example the PLUS survey, or its equivalent has been conducted).

Authorities who do not use the PLUS survey services in their entirety are required to provide the following information in their Annual Return

(i) When and by whom was the survey conducted? (ii) How and where was the survey conducted? (iii) How was the analysis undertaken and by whom? (iv) What questions were asked for each Performance Indicator? (v) What was the survey target sample and how was it calculated? (vi) What was the response rate?

Performance data should be cited to two decimal points where appropriate

Reported Actual Performance Indicators (WPLPI) Performance Performance Authority self-assessment 2011-12 as at March 31 2013 Physical visits - 522,757 1* The number of people using the library service No. per 1,000 No. per 1,000 Virtual visits (website / librarywales.org ONLY) - per 1,000 resident population population: population: 143,372 Attendance at events / activities - 16,116 6,719 7,279 Usage of social media: 411 followers on Twitter, 36 likes on Facebook, 3,238 blog views

We are pleased to report an increase in virtual access and a stronger program of events and activities across libraries.

2 (i) The % of library users (adults and children Children’s Plus February 2011: under 16) who are satisfied or very satisfied 89% of children rated the library service as good. with the library service provided. 97% 97% 100% of children rated the library service as good or The benchmark of the Framework for an ok. acceptable level of performance in this part of the Indicator is 90% Data provided from adult Plus November 2010. The next adult survey is due to take place during 2013/14. (ii) The % of adults who think that the choice of books available in the library they use is ‘very good’, ‘good’ or ‘adequate’ 97% 97%

(iii) The % of users under 16 who think that the choice of books in the library they use is ‘good’ or ‘OK’ 99% 99%

An increase of 2%. All libraries running more IT based 3* The % of time allocated for use of public access 41% 43% sessions for customers – First Click, Job-seekers, ICT facilities actually taken up by users Family History, Learn Direct etc

4* The annual issues (loans) per 1,000 total resident No. per 1,000 No. per 1,000 -3.1% difference. population population: population: We are due to start work with Collection UK (formally 6180 5985 SmartSM) to ensure value for money and customer preferences.

e-Books account for 1% of the issues per 1000 population. 369 e-Book users.

Reported Actual Performance Indicators (WPLPI) Performance Performance Authority self-assessment 2011-12 as at March 31 2013

5* The % of total annual authority expenditure on the Corporate savings required to be made between library service spent annually on the purchase of 18.24% 13.52% January and March 2013 impacted on this standard. books and other collection items in all formats and made available to the public Library suppliers failure to deliver ordered stock also had an adverse effect.

6* The % of total authority revenue expenditure Figures supplied by Directorate Accountant. spent annually on the public library service 1.00% 0.99%

The actual recharge (in £s) levied on the library £77,799 £92,616 Awaiting detailed breakdown. service for central services

7* The % of total authority capital allocations Anticipating Abergavenny Library replacement will expended on public library facilities this year 1.03% 0% commence during 2013/14.

8* The net annual revenue expenditure on public Comment noted against this PI in the Welsh library provision per 1,000 resident population, Governments assessment of Monmouthshire’s including staffing, materials, revenue costs of £15,684 £14,247 2011/12 report “this is a commendable performance in buildings and any recharge levied on the library the circumstances”. 2012/13 was not so service for central services accommodating.

Results reflected in WLPS 5.