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A meeting of the Library Committee was held in the Parish Office on 16th June 2015

Present: Cllrs Mrs K England (Chairman), A Greenway, D Pikett and G Watkin

Also Present: Cllr Mrs T Scott & Mrs D Salt (Library Volunteer)

Clerk: Mrs J Murray

15/06/19 Chairman’s remarks

The Chairman welcomed everyone to the first meeting of this committee for the new Council year.

15/06/20 Election of Vice-Chairman

On a proposal from Cllr Pikett, seconded by Cllr Mrs England, it was unanimously RESOLVED following a vote that Cllr Greenway be elected Vice-Chairman of this Committee.

15/06/21Apologies

Cllr Mrs Chapman was absent but no apologies were received.

15/06/22 Non-Councillor Member Co-option

On a proposal from Cllr Greenway, seconded by Cllr Mrs England, it was RESOLVED following a unanimous vote to co-opt Diana Salt to the Committee for this meeting.

15/06/23 Disclosure of pecuniary interests

None

15/06/24 Minutes

On a proposal from Cllr Greenway, seconded by Cllr Pikett, it was unanimously RESOLVED following a vote that the notes of the meeting held on 4th March 2015 be approved and signed as the minutes.

15/06/25 Clerk’s Report

The Clerk had nothing to report on this occasion.

15/06/26 Correspondence

LCC – Copies of agreements for signing

15/06/27 Library Matters

  • Matters discussed and arising from the meeting between the Clerk, the Clerk’s Assistant and Library Development Officers from LCC:
  • Opening hours – will depend on what days/hours the volunteers are willing to cover. It was suggested that those Councillors who were willing to, could cover some hours on a Saturday instead of being in the Parish Office or hold Saturday Surgeries in the library. If Councillors were willing to be flexible they could assist on Saturdays with a volunteer.

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It would leave only one Councillor in the Parish Office? However it could increase the profile of the PC.

  • Name badges – “Library Volunteer” suggested. People will know who to approach, putting people’s names on them could cause problems.
  • Dress code – smart casual and sensible footwear, no flip flops or high heels. Common sense approach, it was a good idea to set down rules from the beginning.
  • Refreshments – not near the books or computers, only in the kitchen or at the desk in a non-spill bottle. Not to stand around with cups of tea in hand. Refreshments should be taken in the kitchen or café.
  • There are separate toilets for staff and public.
  • Storage for personal belongings – 2 lockers to be purchased.
  • Mobile phones can be kept on their person, but must be on silent setting and only used in an emergency.
  • Keyholders – how to access the keys – key safe outside the library, key in the co-op or the Paper Shop? Digital lock possible - find out if it can be put on the automatic doors?
  • Pay as you go mobile phone to be purchased and kept in the library.
  • Reporting of issues to the PC office only.
  • Cash box.
  • Expenses – rules as per Councillors.
  • Assistance Dogs allowed.
  • No smoking in the library.
  • Recruitment – approach Duke of Edinburgh Awards students from William Farr – September when back at school.
  • Induction – training will cover this.
  • Art Group – can continue – advertise to see if more people want to hire the room – who lets them in, do they have a key?
  • Committee meetings will be held in the library from September.
  • Photocopier – coin operated.
  • Paper etc. to be purchased by the PC.
  • C-card scheme – to continue, but volunteers will be asked for their views following training.
  • Volunteers – First Aid Course to be held
  • Budget - September
  • Staffing levels, hours of opening, etc., to be decided after volunteer training
  • Drinks machine – waiting for quotes. Defer to next meeting.
  • Prospective future sites – a brief history was given for the benefit of the new Councillor. Village Hall – multi use building, arrange a meeting with the Village Hall Trust. Portakabin as a temporary measure.
  • Agreement – Councillors to read and let the Clerk know their views.
  • Informal meeting with the volunteers after training in the library – first week of August.
  • Draft rules will be drawn up for Volunteers to comment on.
  • The Clerk notified the Committee that Agreements had been received today and a copy was distributed to each member for information and comment within the next seven days. The Agreement will go before the next Full Council meeting on 13th July for resolution.