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Libraries, Archives, Arts and Culture

Business Plan

2008/09

2008/09 Libraries, Archives, Arts and Culture Business Plan

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Contents

Page Number

Section 1 – Service Profile 1.1 Service Accountability............................................................................ 3 1.2 Service Scope........................................................................................ 3 1.3 Service Users ........................................................................................ 7 1.4 Operating Context.................................................................................. 8 1.5 Neighbourhood / Locality Working ....................................................... 10 1.6 Key Delivery Partners .......................................................................... 11 1.7 Consultation Carried Out In 2007/08.................................................... 12 1.8 Consultation Planned For 2008/09....................................................... 14 1.9 Financial Resources ............................................................................ 16 1.10 Legislative/ Statutory Background........................................................ 17 1.11 Review of Performance 2007/08.......................................................... 19 1.12 Key Achievements 2007/08 ................................................................. 20

Section 2 – Detailed Action Plan 2.1 Business Plan Priorities 2008/09 ......................................................... 23 2.2 Business Planning Process ................................................................. 23 2.3 Action Plan 2008/09............................................................................. 24 2.4 Local Performance Indicators 2008/09 ................................................ 30 2.5 Statutory Performance Indicators 2008/09........................................... 30 2.6 Risk Management................................................................................ 32 2.7 Equalities and Diversity........................................................................ 33

Section 3 – Monitoring and Review 3.1 Business Plan Monitoring Arrangements ............................................. 34

Section 1 – Service Profile

1.1 Service Accountability

Westminster Libraries, Archives and Arts form part of Westminster’s Customer Service Department and are contained within the portfolio of the Cabinet Member for Customer and Community Services. Libraries, Archives and Arts are the responsibility of the Director of Libraries.

1.2 Service Scope

Libraries

Westminster Libraries provides a comprehensive statutory service to all those who live, work or study in Westminster by offering customers unbiased access to a wide range of books, information and knowledge. There are 12 libraries spread across the City to reflect local needs and a Home Library Service, which meets the needs of people who are unable to visit a library as well as 24/7 online provision. Westminster Libraries have some of the longest opening hours in London.

Westminster Libraries provide books, DVDs, CDs, talking books, newspapers, magazines and PC games for loan. All buildings are WiFi enabled and offer free access to computers and electronic resources. Westminster Libraries also provides a range of reading and learning facilities, outreach programmes volunteering opportunities and a team of expert staff to help customers.

Westminster Libraries also manage a number of specialist collections including the largest music library in the country, an MLA designated art and design collection, a substantial collection of official publications and a major performing art collection. Charing Cross Library includes a large Chinese library and Marylebone Library houses a comprehensive Sherlock Holmes collection. These collections all have a wide regional, national and in many cases international profile.

Westminster library services are delivered by a diverse team of 214 staff (166 full time equivalent posts) consisting of operational and strategic managers, information professionals, IT experts, outreach workers, librarians, accountants, learning co-ordinators and front line workers.

The Home Library Service provides for residents and carers who cannot get to a library due to age, disability or illness and organisations that help them, such as residential homes and day centres. The Home Library Service currently has 579 members and is managed by a team of 7 staff (6 full time equivalent posts) employed by Vertex and seconded to Enterprise who manage the service.

Westminster Libraries also manage a Schools Library Service which provides high quality project loans to schools in the City of Westminster along with consultations and advice to schools and teachers on a range of subjects. These include; reader development, developing and running school libraries as well as providing a book purchase scheme and practical support in creating/improving school libraries. The Schools Library Service is run by a team of 2 staff and currently provides services for 27 primary and 6 non primary schools.


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The important role library staff play in delivering high quality services was recognised by the Investors in People (IIP) inspection carried out in November 2007 which highlighted that there is a much good practice in place. The assessment concluded that although it was clear that considerable progress had been made in the Service a number of recommendations needed to be put in place to achieve the IIP standard. It is envisaged that IIP accreditation will be gained in September 2008.

An overall structure chart for Libraries, Archives and Arts is shown on page 6.

Westminster City Archives

Westminster City Archives collects, preserves, manages and interprets official records and documents of cultural and historical importance to Westminster. Housed in a high quality, purpose built centre, one of only 2 centers in London that meet the British Standard 5454 for the storage and exhibition of archival documents. The collection includes written and visual archival material, newspapers, maps, photographs, one of the best theatre collections in the country, parish registers, public records and the archives of local businesses, organisations and individuals such as Liberty and Grosvenor Estate.

The centre delivers the City Council’s statutory duty to make arrangements for the preservation and management of its own records and provision of a local studies library and a records management service for the City Council. Archives receive around 25,000 enquiries a year.

Westminster Archives are managed by a team of 14 staff (12.2 full time equivalent posts) consisting of Archivists, a Conservator, Information Professionals, an Outreach Worker and a Librarian. Westminster’s Records Management Centre is run by a team of 5 staff consisting of a Records Manager and Records Officers.

In August 2007 Westminster Archives took part in a self assessment exercise run by The National Archives. This assessment looked at governance, documentation of collections, access and outreach services, preservation and conservation and building security and environment. Overall Westminster remain a 3 star service (highest available) with the overall score rising from 77.5% to 81.5%. This compares to the national average of 58% and average score for London of 53.5%.

Arts & Culture

The City of Westminster is home to a wide range of arts providers, from national and world class institutions to community arts groups. This diverse cultural offer attracts visitors from all over the world and the cultural sector is one of the largest employment sectors in Westminster.

A new five year strategy for arts and culture in Westminster was agreed by Cabinet in April 2008 and focuses on increasing participation, improving communication and information about opportunities and developing partnerships between the cultural institutions and the City Council’s services.

The aims of the Arts Service are:


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• To provide access for Westminster residents to the arts and cultural activities and events on offer in the city, increasing engagement between cultural providers and local people.

• To support a wide range of art forms including visual art, film, photography, printing, new media & wireless arts, creative writing, broadcasting, carnival arts, music & singing, drama and dance.

The service encourages participation in arts activities by:

• commissioning more than 20 different arts organisations to provide creative and cultural activities for local people of all ages, backgrounds and abilities.

• supporting Westminster Arts to re-distribute funding for community arts projects and build the capacity of community groups to deliver arts events.

Westminster’s Arts Service is made up of 2 full time members of staff: an Arts Liaison Officer and an Arts Information Officer.

Westm

inster Libraries / Archives and Arts overall structure

Director of Libraries

Head of Library Operations

Group

Manager

Learning

Group

Manager

Perform

ance

Development

Manager

Stock

Development

Manager

Inform

ation

Charing

Cross Library

Church

Street Library

Maida Vale

Library

Queens Park

Library

Paddington

Library

Pimlico

Library

Marylebone

Library

Mayfair

Library

Stock

Team

Westminster

Reference

Library

St Johns

Wood Library

Development

Manager ICT

and Staff

St James

Library

Victoria

Library

Arts Liaison Officer

Principal Accountant

Home Library

Service

Archives and Local Studies Manager

Archives Team

Finance Team

Arts Inform

ation Officer

Project Manager

Support Officer

Schools

Library

Service

Records Management Centre

1.3 Service Users

Libraries

Westminster Libraries provide a wide range of services for everyone who lives, works or studies in Westminster. Current membership figures show libraries have 81,629 members. Library users have a range of requirements that sometimes compete: these include quiet reading space versus interactive events, increased book stock versus increased ICT resources and family friendly spaces versus increased study desks. To meet everyone’s needs equally is a challenge and libraries try hard to balance the needs of all users given space limitations, and ensure the right mix of books, study places, activity areas, community space, computers and other IT equipment.

Targeted programmes have been developed to meet user needs. These include a wide selection of under 5s activities, a variety of learning opportunities for people of all ages and abilities, a highly acclaimed suite of online resources including a ‘gateway’ to websites, after school homework clubs, a Bengali outreach programme and a wide range of reading groups.

User satisfaction is high as shown by the 2007/08 City Survey where 83% of users were satisfied with Westminster Libraries. The Public Library User Survey carried out in 2006 also outlined that 88.8% of users rated Westminster Libraries as good or very good.

To help improve service delivery and exceed customer expectations Westminster Libraries are undergoing a transformation to both buildings and working practices. This transformation will deliver efficiency improvements and improved customer service. The installation of self-service terminals into 3 of Westminster Libraries has been introduced as part of the transformation programme. A 4th library, Charing Cross, is scheduled to have self service introduced by the end of June 2008. During 2008/09 Church Street and St John’s Wood libraries are being expanded to allow for an increase in service provision.

Archives

The City of Westminster Archives Centre provides services for everyone who lives, works or studies in Westminster. Current figures show Westminster Archives have 19,227 registered users.

Archive users include among others; local residents, family historians, students, building historians and the local business community each with their own individual needs. To help meet user needs Westminster Archives provide:

• A team of high quality expert advisors

• A wide range of education projects including Education Through Football, The Last Post and A Miller's Tale

• Programme of exhibitions and events to showcase the valuable resources held in deposit

• Extensive range of publications for purchase relating to the collection

• Digital scanning service


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• Research service

• Meeting room hire

Over 130 enquiries are received by Westminster Archives via post or email every month. Enquiries commonly relate to family history but can potentially relate to any aspect of the City of Westminster, its history and built environment.

Archives also have extensive resources which can be accessed remotely through their website including an online catalogue (WESTCAT) which includes details of archival holdings and over 2,500 digitised images. The archives pages also give in-depth information, including a guide to holdings and themed information leaflets available as downloadable PDF files and downloadable exhibition galleries such as the Slave Trade Exhibition.

Arts

In 2007 it is estimated that 80,000 people in Westminster participated in arts and creative activities that were financially supported by the Council. This figure does not include Chinese New Year participants which exceeds 500,000.

The Arts Service supports the creative sector in Westminster by:

• acting as a broker between arts organisations or creative industries and other council departments or different agencies

• facilitating networking in the sector

• providing TheSeer.info arts directory (www.theseer.info)

• acting as an advice and information point on the arts

1.4 Operating Context

City Plan

Westminster City Council’s community strategy the City Plan covers the period 2006 – 2016. The aims and objectives of the 2008/09 Libraries, Archives and Arts Business Plan have been developed in line with the priorities of the City Plan. Through programmes of learning and the provision of information tailored for distinct communities, libraries, arts and archives will help to increase life chances for Westminster Citizens. The community engagement plan for Church Street Library along with extensive consultation will allow local people input into service delivery and help to develop strong, united and engaged communities. Through the provision of information, activities to provide mental stimulation, hosting advice sessions and referrals to local primary care services Westminster Libraries, Archives and Arts are making a huge contribution to people’s mental and physical well being.

One City

One City is Westminster City Council's vision for 2006-2016. This programme describes how the council will take forward the priorities of the City Plan and aims to build city neighbourhoods, characterised by tolerant and active citizens, where the council maintains order, offers opportunity and supports enterprising businesses.


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In 2008 the Leader set out 30 One City initiatives to improve the lives of people living and working in Westminster. Initiative 16 directly relates to Libraries, Archives, Arts and Cultural services and aims to: increase the opportunities young people have to participate in art and culture based events or activities, providing inspiration for future generations and helping to channel their enthusiasm into stimulating and beneficial activities. This will explore providing every secondary school child in Westminster with one free trip every term to an arts and cultural event, such as the theatre and music or dance events. This will provide a practical, tangible way of ensuring that young people have access to the wealth of artistic resource on offer across Westminster.

Westminster’s Arts and Cultural Strategy 2008 - 2013

Westminster’s Arts and Culture Strategy was agreed by Cabinet in April 2008 and will be launched in May 2008. This strategy is aimed at increasing participation and will deliver improvements to residents in accessing, learning about and enjoying arts and culture in Westminster. It will also help strengthen and support the creative sector in Westminster. This will be achieved through an increase in locally available information on creative opportunities and the establishment of a networking forum for arts and cultural organisations.

This strategy builds on Westminster’s good and improving practice in supporting, encouraging and delivering arts and cultural services. It sets out the value of positive relationships with external partners across the cultural and commercial sectors. It seeks to embed and further strengthen collaborative arts and cultural activity between council teams and departments, which has already been identified as a growing strength of our approach.

Westminster’s Local Area Agreement (LAA)

Westminster’s LAA 2006-2009 is a set of priorities agreed with central government and jointly owned by the Westminster City Partnership. The outcomes framework around which the LAA is constructed is focused around 4 themes;

• Visible improvement on the street

• Community cohesion and engaged citizenship

• Customer-tailored services

• Better life chances for all our citizens

Westminster Libraries, Archives and Arts contribute directly to the themes of; community cohesion and engaged citizenship, customer tailored services and the better life chances for all our citizens.

Every Child Matters / Children’s and Young People’s Plan

Every Child Matters covers all children and young people from birth to age 19. The Government's aim is for every child, whatever their background or their circumstances, to have the support they need to; be healthy; stay safe; enjoy and achieve; make a positive contribution and achieve economic well-being.

The Westminster Children and Young people’s Plan (2006-2009) supports the Every Child Matters programme. Specific actions include:

• investing in prevention and early intervention

• developing local solutions for local issues


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• co-ordinating services better across agencies through joint commissioning

• improving information for and about children and young people

• supporting mothers, fathers and carers

• involving children, young people, mothers, fathers and carers

Westminster Libraries have developed a number of initiatives in response to the Every Child Matters agenda, including Bookstart, Summer Reading Challenge, Chatterbooks and homework clubs.

Local Area Renewal Partnerships

Since 2003 the Westminster City Partnership has supported Local Area Renewal Partnerships (LARPS) to improve the quality of life of people who live and work in Westminster’s most disadvantaged areas, these being Church Street, Queen’s Park, Harrow Road, Westbourne and South Westminster. A sixth LARP has been established for the West End to tackle the particular challenges of the area around the quality of life of residents, businesses and visitors.

Strong links between LARPS and local libraries are being developed to help ensure libraries are recognised as a key partner to help to deliver services to meet local need.

1.5 Neighbourhood / Locality Working

‘Neighbourhoods’ is one of the four key underpinning themes of the One City programme. The One City neighbourhoods programme seeks to give greater voice to local communities by creating ‘a new constitutional settlement’ that will empower ward councillors to act as more effective champions for their local area.

Westminster’s 12 libraries are located across the city with all local people being no more than a mile from their nearest library. Libraries are therefore well placed to help the council achieve its neighbourhood agenda by meeting the needs of the local community which it serves. Examples of how libraries currently achieve this include:

Development of a tailored programme of activity: Libraries in Westminster have developed a number of programmes to meet the needs of the local communities they serve e.g. the Bengali Outreach programme at Church Street Library, Family leaning events at Maida Vale, Spanish story times at Pimlico Library and Queens Park Library partnerships with local events (including Queen’s Park Gardens Summer Festival, SouthWest Fest, Church St Festival, and similar.)

Provision of local information: Libraries are a valuable resource in the production of local information. Local people can utilise a wide range of material and expert staff knowledge to gain information relating to local health providers, learning opportunities, community organisations, activities for children, older people and council services to name just a few.

Provision of material in local community languages: Material provided includes books (e.g. Japanese in St Johns Wood, and Bengali at Church Street), newspapers (e.g. Arabic at Paddington), computer software (e.g. Chinese at Charing Cross and Bengali at Church Street) and the circulating Polish Library collection service started in 2006-2007 to meet the needs of the growing Polish community.


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Westminster Arts Service also commissions arts activities all over the city, arts organisations in Westminster extend beyond the West End! In the North of the city, around Harrow Road, there are several key cultural providers. For example, Paddington Arts, a youth arts centre for 6-26 year olds; London print studio which has a gallery, printmaking studios and a digital design suite, and Flamboyan carnival arts association. In South Westminster SW1 Community Radio provides training for local volunteers in broadcasting skills and South Westminster Community Festival takes place every July with a wide range of arts activities. In July 2007 Sing London held a popular singing workshop at the Abbey Community Centre in Pimlico.

1.6 Key Delivery Partners

Westminster Libraries, Archives and Arts work with a number of key delivery partners to help provide high quality services. These partners include:

Vertex Vertex delivers the Home Library Service for Westminster residents who have difficulty getting to a library. Vertex also handles 108,000 library calls a year through Westminster's call centre.

Children’s Centres Children’s Centres deliver services in partnership with libraries for families in South Westminster, Queens Park and Church Street.

Chelsea Football Club Chelsea FC is a key partner in delivering the Education through Football programme run through Westminster City Archives.

Arts Council England / London The Arts Council England is a key partner in providing advice and guidance for the delivery of arts activities in Westminster.

Arts and Cultural Organisations The arts and cultural organisations funded by Westminster are key partners in delivering high quality activities in all art forms.

Westminster Adult Education Service (WAES) WAES are a key partner in delivering learning services throughout the library service.

Museums Libraries and Archives Council (MLA) MLA is a key partner in providing advice and direction to library, archives and arts services.

Exhibition Road Cultural Group (ERCG) Westminster City Council is part of the Exhibition Road Cultural Group which is made up of around 20 national and international cultural and educational organisations, along with Westminster City Council and the Royal Borough of Kensington and Chelsea. At its heart is the organisation and facilitation of joint projects; running joint events in the shared public space of Exhibition Road; and sharing staff expertise.


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1.7 Consultation carried out in 2007/08

City Survey 2007

The City Survey carried out between November 2007 and January 2008 sought the views of 3,000 residents across all wards.

Results have shown that satisfaction levels with libraries amongst all residents have remained high with 66% of residents satisfied or very satisfied and only 5% dissatisfied. This compares favorably with 2006/07 when 65% said they were satisfied or very satisfied with libraries and 8% dissatisfied.

In 2007/8 83% of all users said they were satisfied with the library service, 4% were dissatisfied (net satisfied +79). This compared to 87% satisfied in 2006/7 and 5% dissatisfied (net satisfied +82). This slight drop in satisfaction may be attributable to the introduction of PC charging or due to library closures for refurbishment.

The proportion of residents who say they use libraries has gone from 49% to 47% (no real significant change). The 2007 survey has broken data down to a ward level. This information showed that people in Knightsbridge and Belgravia had the highest satisfaction levels with libraries.

Arabic Consultation

Research into the views of the Arabic community in Westminster were gained through focus groups during November 2007. These groups discussed the perception of libraries, library usage and engagement with libraries.

The main findings highlighted that participants often had a traditional view of what libraries are for: quiet places of study and reading. However, there was considerable evidence that the Arab community also perceived libraries as places to learn English and gain computing skills. Predominantly, the Arabic community are using the library for factual books, newspapers and magazines, learning for children, the internet and to hire CDs. Westminster Libraries will use this research to provide services to reflect Arabic interests and to provide more opportunities for learning and support.

Older People Consultation

Research into the views of older people (over age 50) was completed by over 1,000 people in October 2007. The Every Older Person Matters survey found that 48% of people have visited a library in the last 12 months. The survey also highlighted that libraries are one of the most commonly used places to find out information about local public services other places include:

• Westminster Reporter (38%)

• Friends/family (35%)

• GP Surgery (31%)

• Library (28%)

• Leaflets delivered through the door (26%)

• A-Z of council services (26%). The most popular libraries used in the last 12 months were Marylebone (10%), St John’s Wood (8%), Pimlico (8%), Victoria (8%) and Westminster Reference Library (6%). 44% of respondents had not used a library in the past 12 months.


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Westminster Music Library – Audience Development Plan

Westminster Music Library commissioned consultants to prepare an audience development plan to look at:

1. Development of the music collections 2. Delivery of formal and lifelong learning programmes 3. Increasing access 4. Development of the library’s resources.

Consultation for this plan showed that Westminster Music Library is positioned as a top tier national collection of considerable size, depth and rarity; as a superb service provided by highly trained, knowledgeable staff; and as a resource accessible to serious scholars, professional and amateur musicians locally, regionally and nationally.

Westminster Music Library – Conservation Management Plan

Stakeholder consultation formed a key element in the development of the Conservation Management Plan for Westminster Music Library. This consultation aimed to assess the value placed on the heritage asset by users, explore the issues raised when attempting to balance the need to increase access with collections care, and to involve and inform people on the development of the conservation management plan.

There was general agreement that the collections were outstanding and that their key strength lay in the broad coverage of the material making the collections of interest both to the ‘man on the street’ and the serious scholar.

In summary, the strengths of the library were reported as;

• knowledgeable and helpful staff,

• breadth and coverage of the collections,

• accessibility of material,

• scores and reference material available together useful for research,

• Edwin Evans material as an untapped research resource.

In summary, the weaknesses of the library were reported as:

• closed access to large parts of the collection,

• physical vulnerability of large parts of the collection,

• short opening hours,

• lack of staff time for additional professional activities,

• pressure on staff during busy periods,

• little popular music or sound recordings.

Cultural Olympiad Consultation

In July 2007 consultants on behalf of the Central Sub Region Arts Officer Group carried out consultation across all boroughs to establish the aspirations of arts and cultural organisations for the Cultural Olympiad. Over 30 organisations took part.

Consultation concluded that there was general agreement about the importance of the following in any plans for celebrating the Cultural Olympiad:

• Communities taking the lead

• Making use of unusual spaces for exhibition and performance

• Relationships between small and large arts organisations

• Supporting more outdoor arts events as the way to engage communities


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• Getting all Londoners to participate, not just spectate

Business Information Point User Survey

During May and June 2007 Westminster Reference Library carried out a survey of over 200 of its business users. Headline results showed that 86% rated the information received as valuable or very valuable, 85% said the resources we have are essential for their work and 85% said the business information service is good or very good.

Marylebone Library Self Service Feedback Survey

Marylebone Library went live with self service on the 5th November 2007. A customer survey was run in the library using the electronic “opinionmeter” for 14 days in January to measure customer satisfaction levels and to identify any areas for improvement. 238 responses were received. Headline results show that:

• 76% of respondents said that they had used the self service machines to issue items during their visit that day

• 75% of those that checked items said that they either strongly agreed or tended to agree with the statement ‘The self service machine was easy to use when taking items out’. 11% strongly disagreed with the statement.

• 85% thought it was easy to find what they were looking for

• 83% of respondents thought staff helpfulness was good or very good

• 80% said taking everything into account the library was very good or good

• 74% said it was easy to find staff to help them if needed

• 71% of respondents thought the layout of the library was very good or good

Many comments received from respondents were positive and included: "Staff are very friendly and helpful and these are great machines", "very good library", "staff very kind, helpful, and competent", "these machines are great", but there were also some that expressed a degree of dissatisfaction: "I prefer dealing with people and am very sorry machines have been installed", "it’s a real pain that they only accept coins."

The same survey will be run again at Marylebone in 6 months time to see if customer satisfaction levels have changed.

1.8 Consultation planned for 2008/09

Public Library User Survey (Children’s) 2008

This national Survey which is carried out every 3 years surveyed library users aged under 16. This survey took place in February 2008 with results expected in May 2008.

Victoria, St John’s Wood and Charing Cross Library customer feedback

surveys

Surveys will be carried out, using the electronic ‘opinion meter’ during 2008 to gain user feedback on self service technology and refurbishments after the projects have been completed.

Home Library Service User Consultation


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Consultation will be carried out in November 2008 to assess levels of customer satisfaction with the Home Library Service.

E-Plus Survey

This survey will be carried out in November 2008 to assess customer satisfaction with IT resources across all libraries.

Business Information Point User Survey

Satisfaction and use of the Business Information Point will be assessed in July 2008.


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1.9 Financial Resources

Below is a summary of the cost of service for Libraries Archives and Arts for Revenue (Table 1) and Capital (Table 2)

Table 1 Revenue Cost of Service for Libraries, Archives and Arts

2006/07

Actual

2007/08

Original

Budget

2007/08

Forecast

Outturn

2008/09

Budget

£’000 £’000 £’000 £’000

Libraries

9,962.9 10.230.4 10,521.6 10,649.0

Archives

977.3 924.4 987.2 891.3

School Library Service

6.3 17.3 -10.6 19.6

Records Management

Centre 0.0 -34.0 39.5 23.9

Total 10,946.5 11,138.1 11,537.7 11,583.8

Table 2 Capital Cost of Service for Libraries, Archives and Arts 2007/08 2008/09 2009/10 2010/11 2011/12 Total

£’000 £’000 £’000 £’000 £’000 £’000

Libraries 422 1,660 2,700 1,300 200 6,282

Archives 16 105 0 0 0 121

Total 438 1,765 2,700 1,300 200 6,403

The Savings and Growth 2008/09 for Libraries, Archives and Arts performance is summarised below

Table 3 Savings and Growth

Description Code 2007/08 Actual 2008/09 Target

£’000 £’000

Archives Meeting Room Lettings SLA3 (10) (5)

Phased Deletion of IT Customer Support Officer Post

(13) (13)

Growth to Offset underlying Income Shortfall

95 120

Arts Information Officer 37

Bengali Community Engagement Officer 25

Learning Support Co-ordinator 37

Re Phased staff savings from introduction of RFID Technology and Self Service Machine in 4 main Libraries

(20) (180)

Total 52 21


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1.10 Legislative/ statutory background

This section outlines the statutory frameworks within which libraries, archives and arts operate and the legal requirements they have to meet.

The Public Libraries and Museums Act 1964 is the statutory basis for the public library service, placing a duty on the authority to provide a comprehensive and efficient service.

National Indicators

As part of the Comprehensive Spending Review 2007 a new performance framework has been developed. Underpinning this framework is a set of 198 national indicators. The following indicators have been included in the set:

• Use of public libraries • Visiting to museums and galleries • Engagement in the arts

These national indicators replace the Best Value Performance Indicators (BVPIs) and Public Library Service Standards (PLSS) that libraries, archives and the arts were previously scored against. See section 2.5 for more details.

Framework for the Future

Framework for the Future is the government’s strategic plan for libraries. This plan sets out actions under the themes of: books, reading and learning; digital citizenship; and community space. This strategy helps libraries to build on existing strengths and ensure they position themselves at the heart of the communities they serve. It identifies that public libraries are a valuable infrastructure, which have the potential to help local councils deliver their corporate agenda. Framework for the Future clarifies key priorities and provides a focus for future work across the sector. It aims to help authorities to prioritise and plan services to meet the needs of citizens, adapted to best suit local circumstance.

The Museums, Libraries and Archives Council (MLA) are currently putting together an action plan to support a vision for public libraries in England, in which physical and on-line services are improved and extended for all people and for communities, wherever they are. The various actions will be implemented through engagement with library authorities, local and national government, regional development agencies and with library staff and other professionals.

Archives statutory responsibility

There is a statutory requirement for the City Council to make arrangements for the preservation and management of its own records. This duty is fulfilled through the Records Management Service and Westminster City Archives working together. Westminster City Archives function in this context is to preserve City Council records in perpetuity and to make them accessible. The legislative framework includes the Local Government (Records) Act 1962 and the Public Libraries and Museums Act (1964). Westminster City Archives also pro-actively collects material, with the aim of preserving a memory of the City and its community through documents other than those documents produced by the City Council. The collection of such archives is also a discretionary duty.


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Arts statutory responsibility

There is no statutory requirement to provide an Arts Service. However Westminster Arts Unit commissions projects and brokers partnerships that help meet the priorities of may strategic plans including Westminster’s: Children’s and Young Peoples strategy, Local Area Agreement, City Plan, Local Area Renewal Partnership Action Plans and Economic Development Strategy.

.


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1.11 Review of Perform

ance 2007/08

This section outlines the perform

ance of Libraries, Archives and Arts against best value perform

ance indicators (table 4) and local indicators

(table 5) for 2007/08.

Table 4: Perform

ance against Best Value Perform

ance Indicators

BPVI 220 - Compliance against the public library service standards

PLSS

Standard

CPA

Upper

Threshold

07/08

Target

07/08

Actual*

Standard

RAG

CPA Upper

Threshold

RAG

07/08 Target

RAG

PLSS1 Proportion of households living within a specified distance of a library

open during convenient hours

100%

na

100%

100%

G

G

G

PLSS 2 Aggregate scheduled opening hours per 1,000 population

128

>=128

128

154

G

G

G

PLSS 3 Percentage of static libraries (as defined by CIPFA) providing access

to electronic inform

ation resources connected to the internet.

100%

na

100%

100%

G

G

G

PLSS 4 Total number of electronic workstations with access to the internet

and the libraries catalogue available to users per 10,000 population

6

>=6

6

8.2

G

G

G

PLSS 5, Requests for books

C11a: Requests supply time - 7 days

50%

>=50%

50%

62.7

G

G

G


70%

>=70%

70%

78.2

G

G

G


85%

>=85%

85%

90.2

G

G

G

PLSS 6 Number of library visits per 1,000 population

7,650

>=7650

12,275

10,627

G

G

G

PLSS 7 - standards on satisfaction - assessment of users 16 and over of their

library service

94

87

No survey

due

89%

(As last year)

Standard

not met

G

na

PLSS 8 - standards on satisfaction - assessment of users under 16 of their

library service

87%

N/A (not in CPA

assessment)

Upper

threshold

Survey

completed

Feb 08

Results

due April

may 2008

Not Known

Not known

PLSS 9 Annual items added through purchase per 1,000 population –

216

>=216

216

638

G

G

G

PLSS 10 Time taken to replenish the lending stock on open access or

available on loan

6.7

=<6.7

Less than

6.7

3.4

G

G

G

Overall - Meet standards

1 standard not met

*07/08 projections based on MYE 2006 (231,900) where there is a population element in the PI.


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Table 5: Performance against Local Performance Indicators

Description Target 2007/08

Actual 07/08

Libraries actual income from customer receipts

801,100 653,047

Number of visitors to libraries 3,000,000 2,464,342

Number of Library issues 2,500,300 2,377,022

Number of Library members 89,000 81,629

Number of new books 108,000 116,471

Schools Library Service Income targets 109,000 136,770

Archive Users (Search room and Education contacts combined)

15,078 18,913

Archives Income (less grants and contributions)

106,900 87,265

Number of enquiries (e-mail and letter combined)

2,735 1,884

1.12 Key Achievements 2007/08

This section outlines the key achievements Libraries, Archives and Arts accomplished during the 2007/08 financial year.

Building Achievements

• Self service successfully introduced alongside redesign of Paddington and Marylebone libraries.

• Self service successfully introduced into Victoria Library.

• £1,066,222 gained from the Big Lottery to transform Church Street Library.

• Funding and programme agreed to double the size of St John’s Wood Library.

• Designs of the duel use public and school library in the Building Schools for the Future at Pimlico Academy moved to the final agreement.

• Mayfair lease extended and internal/external repair and redecoration carried out.

Performance Achievements

• Archives gained the highest 3 star rating from The National Archives for their self-assessment.

• Westminster’s Cultural Services gained a 4 star (highest) rating through the corporate performance assessment process.

IT Achievements

• All 400,000 items of Westminster lending stock tagged with RFID (Radio Frequency Identification) tags.

• Libraries portfolio of online information resources has grown to be the most comprehensive in London.


21

IT Achievements continued

• The widely acclaimed Gateway to Websites was revamped with improvements to design and functionality.

• The [email protected] site was reborn as Webtastic and promoted to schools as their portal to the wonders of the web.

• The Web Treasure Hunt, formerly a staff current awareness and training tool has been reinvented as a blog, with an online archive accessible to all.

• Launch of Business Information Point at Westminster Reference Library - providing prospective, new, and existing businesses with information.

Art and Cultural Achievements

• Regional Cultural Commentary Self Assessment carried out to assess cultural services across the council and commentary from the assessment produced.

• Central Arts Partnership report on the opportunities for cross-borough working on the Cultural Olympiad produced.

• New arts e-newsletter to communicate the impact of some of the projects facilitated or funded by the arts service and highlight key events produced.

• A high profile new media artist appointed and developed a unique and innovative project for the Mayfair public art project.

• 24 arts organisations were commissioned to run a wide range of arts education projects in the community. Projects included youth dance and drama; music with homeless people and people with dementia; visual art and dance with older people; festivals both large scale and local, and a community radio station.

Volunteer Achievements

• Westminster Libraries, Archives and Arts Volunteer Policy was launched in June 2007 and a robust system of volunteer monitoring was established.

• 90 volunteers were recruited in 2007/08 volunteering 6757.5 hours of their time.

• Homework clubs took place across 9 Westminster Libraries with attendance levels of 3,246 children.

Preservation and Conservation Achievements

• Audience Development and Conservation Management plans were produced for Westminster Music Library.

• Awarded the 2008 Archives Landmark Award for 3 projects A Mile of Style, Last Post and a Millers Tale.

Large Events and Activities Achievements

• A successful Summer Reading Challenge was completed. 2317 children joined the scheme a 2.8% increase on those joining the scheme last year.


22

Large Events and Activities Achievements

• A successful programme celebrated the Abolition of Slavery programme took place with over 300 participants.

• A Mile of Style’ exhibition detailing the history of Regent Street was displayed at Barbican Art Gallery with funding from the Heritage Lottery.

• The Seer Open Evening was held at London print studio to promote use of this online arts directory.

• A successful staff conference was held in May 2007 at the British Library.


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Section 2 Detailed Action Plan

2.1: Business Plan Priorities 2008/09 Seven key priorities for Westminster Libraries, Archives and Arts have been developed with input from key managers and the Libraries Management Team in line with corporate and national priorities. The One City cultural objective for 2008 is embedded in the business plan priorities for 2008/09.

Business Plan Priorities:

1. Increase participation in libraries, archives and arts activities (including the National Year of Reading) across all Westminster neighbourhoods

2. Modernise the provision of library and archive services in Westminster by providing customer focused and relevant services which are efficient and offer value for money

3. Implement Westminster’s Strategy for Arts & Culture

4. Deliver IT and on-line improvements to help expand service delivery

5. Contribute to the economic development of Westminster by providing information and resources for the local business community and support for those seeking employment.

6. Extend the use of libraries as local learning centres to help learners at all levels increase their skills and qualifications

7. Deliver a programme of staff development to help train and skill Libraries, Arts and Archive staff to deliver excellent services

In addition to the key objectives Westminster Libraries, Archives and Arts also aim to deliver core services to provide residents, visitors, employers and employees based in Westminster with a modern library, archive and arts service that meets the highest standards in terms of access, breadth of service, and efficiency and effectiveness, through a network of community and specialist libraries.

Local performance indicators have been developed to measure core services these include:

• Increasing issues

• Maintain visitor levels

• Increasing membership

2.2 Business Planning Process This business plan has been developed with input from both the Libraries Management Team and Key Service Managers. All library and archive staff have been consulted on the content of the plan and have been given the opportunity to comment. To ensure the key objectives of this business plan are shared with all staff, posters have been designed and placed into all staff areas.

This business plan has informed the development of all library site plans for 2008/09. Site plans provide a list of outcomes and actions that each site will put into place to help meet the business plan objectives.


24

2.3: Action Plan 2008/09

The tables below outline the actions that will be undertaken to m

eet the business plan key objectives during 2008/09.

Objective 1: Increase participation in libraries, archives and arts activities (including the National Year of Reading) across all W

estm

inster

neighbourhoods

Planned actions

Perform

ance Indicators & Targets

Timescales &

milestones

Lead

Engage 10 partners with the National Year of Reading

April 08 – March 09

Active partnership in place with Children’s Centres

June 2008

Deliver integrated programme of activities for National Year of

Reading across W

estminster

Joint working with 4 secondary schools throughout Westminster


ME

Deliver membership drive programme for libraries

Increase library membership to 85,710


TR

Marketing plan developed

April 2008

Produce and implement marketing strategy for libraries and

archives

Library issues to reach 2,400,711


IC

Produce and agree research plan for libraries and archives

Research plan produced and delivered as per timetable

April 2008

TR

Deliver a Home Library Service (HLS) for those who can not

access a library

Increase HLS members to 750


MP

Increase use of Schools Library Service

5% increase in schools using the service


NF

Work with W

estminster based arts and cultural organisations to

provide participative creative activities for local people

30,000 residents to take part in the arts as participants or

audience members


CF

Gain project funding from HLF

July 2008

Transfer valuable sections of the collection to Archives

August 2008

Preservation and showcase of historically valuable sections of

the music collection

Showcase Event to celebrate 50 years of the Music Library

opening held

October 2008

LH

Plan and identify funding for the Hoods Project - A website of

local history resources for and by 13-16 year olds in identified

neighbourhoods.

Submission of funding bid to HLF

June 2008

JS

Project Officer in place

April 2008

25 workshops held


Exhibition toured to 6 locations


Delivery of Walter Tull Project. – Series of animation, art and

drama workshops, touring exhibition and perform

ance

4750 visitors to exhibition.


JS

Plan and Identify funding for a pilot Community archive network

based at Church Street library using COMMANET software

Submission of funding bid to HLF

June 2008

JS

90% of people attending an event or activity, rate it as good or

very good


5% increase in visits to the collections

March 2009

Programme developed to increase use and showcase

reference collections across W

estminster Libraries

Increase use of online resources by 10%


SB


25

Objective 1: Increase participation in libraries, archives and arts activities (including the National Year of Reading) across all W

estm

inster

neighbourhoods

Planned actions

Perform


Timescales &

milestones

Lead

Increase use of Libraries by the Bengali community

5% increase in attendance of Bengali events


ME

Funding secured for Outreach W

orker

December 2008

Improve library service to Arabic community

Increase spending on Arabic Stock by 25%

March 2009

LH

PC

Objective 2: Modernise the provision of library and archive services in W

estm

inster by providing customer focused and relevant services

which are efficient and offer value for money.

Planned actions

Perform


Timescales &

milestones

Lead

Carry out Annual Stock Count

April 2008

Reassess stock purchasing balances and analyse

effectiveness

September 2008

Implement Stock Management (SM) processes for effective

stock management

May 2008

Write Stock Management process for staff manual

June 2008

Analyse stock usage and purchasing to establish that stock is

relevant to customer needs and provides value for money

Review catalogue accuracies

September 2008

PC

100 events or temporary displays to showcase community

organisations held across libraries


Improve access to local inform

ation across all neighbourhoods

10% increase in local inform

ation available on online


SB

Carry out Home Library Service survey

94% satisfaction levels with Home Library Service

November 2008

TR

Start library build

October 2008

Transfer of Home Library Service to alternative site

October 2008

Expand capacity of Church Street Library and increase service

provision to reflect local need

Investigate in-access provision with One-Stop Shop

July 2008

LH

Governance of dual use library agreed with Academy

September 2008

Service Level Agreement agreed with Academy

June 2008

Provision of joint library and school facility at Pimlico as part of

Building Schools for the Future project.

Service Level Agreement agreed with W

AES

June 2008

IC

Implement six month pilot supplier selection project for Adult

Fiction, Children’s fiction, Picture books, and Music CDs

Selection and monitoring to start from 1

st A

pril

March 2009

PC

Service Level Agreement in place with Leisure Centre

March 2009

Leisure Centre opens

March 2009

150 visits per month following opening

August 2008

Install a satellite library – in the new Crompton Street Leisure

Centre

90% Satisfaction with new facility following opening

September 2008

IC

Building work completed

September 2008

Refurbish, redecorate and redesign layout and install self

service facilities at Charing Cross Library

90% positive customer satisfaction following refurbishment

January 2008

IC


26

Objective 2: Modernise the provision of library and archive services in W

estm

inster by providing customer focused and relevant services

which are efficient and offer value for money.

Planned actions

Perform


Timescales &

milestones

Lead


July 2008

Refurbish, redecorate and redesign layout at Victoria Library


September 2008

IC


August 2008

Increase public space at St Johns W

ood Library by 80%

through developing basement area


November 2008

IC

Ensure libraries are incorporated into Victoria Exchange

development

May 2008

IC

Ensure libraries are incorporated into Prince of Wales Junction

development

April 2008

Ensure Libraries are part of City W

ide regeneration initiatives

Ensure libraries are incorporated into Council House

development

March 2009

IC

Refurbish and re-decorate W

estminster City Archives

Re-decoration work complete

January 2009

JS

collect ethnicity data for at least 40% of current library members

October 2009

HT

Put procedures in place to meet equalities standard level 4

Meet equalities standard level 4

October 2009

HT

Objective 3: Im

plement Westm

inster’s Strategy for Arts & Culture.

Planned actions

Perform


Timescales &

milestones

Lead

Agreement in place with VAW to circulate inform

ation on arts

activities to community groups

July 2008

Expand the arts e-newsletter mailing list by an additional 20

relevant contacts amongst council staff and stakeholders in

Westminster.

October 2008

20 arts organisations feature in Summer Fun 2008.

September 2008

10% increase is seen in the number of enquiries handled by

Customer Services Centre.


Provide up to date inform

ation regarding cultural opportunities

available in W

estminster for local residents and schools

Minimum of three showcase opportunities for WCC

commissioned arts activities are provided


CF

20% of Arts Council Grants for the Arts applications commented

on

March 2009

Encourage, promote and provide support for excellent and

relevant arts and cultural activity that connects to and engages

local residents.

100 enquiries regarding perform

ance, rehearsal and exhibition

spaces dealt with by arts team


CF

Develop greater awareness and recognition within the council

Presentations made at Westminster City Partnership thematic

network meetings

March 2009

CF


27

Objective 3: Im

plement Westm

inster’s Strategy for Arts & Culture.

Planned actions

Perform


Timescales &

milestones

Lead

Report submitted to W

estminster City Partnership outlining the

progress of the cultural strategy

March 2009

of the arts and cultural work that WCC supports or

commissions.

Quarterly arts e-newsletter is sent to council officers

September 2008

Applications for annual Arts funding are assessed

November 2008

Use the arts commissioning fund to deliver programmes of

activity that meet council priorities.

Recommendations for annual Arts funding made

December 2008

CF

Develop a festival to celebrate and showcase W

estminster’s

cultural offer as part of the Cultural Olympiad.

Recruit festival director

March 2009

CF

Objective 4: Deliver IT and on-line improvements to help extend service delivery.

Planned actions

Perform


Timescales &

milestones

Lead

Set up W

iFi access to public side of library network in

Westminster Reference Library and Marylebone Inform

ation

Service and investigate for other sites as appropriate

July 2008

Improve and Increase access to online reference sources in

Reference Libraries

Provide 10 W

iFi enabled laptops in W

estminster Reference

Library and 20 at Marylebone Inform

ation Service with access to

the network

September 2008

ICT

Create integrated catalogue using library management system

software

Launch new elibrary catalogue integrating access to web

resources with the traditional catalogue

December 2008

ICT

Setup 5 online access points for Libraries using W

eb2.0

platform

s


ICT

Implement new IT strategy using W

eb 2.0 technology

Increase use of online resources by 10%


ICT

Survey completed

November 2008

TR

Carry out e plus survey to outline libraries provision of IT

resources

Results produced and analysed

January 2009

TR

Introduction of Chip and Pin technology on self-service

machines in libraries

Facilities in place in self service libraries

August 2008

TR

Identify procurement process

May 2008

Digitise W

estminster’s parish records in collaboration with a

third party provider

Undertake procurement

June 2008

JS


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Objective 5: Contribute to the economic development of Westm

inster by providing inform

ation and resources for the local business

community and support for those seeking employment. Report on two year programme with future funding plan

produced

May 2008

All Westminster Reference Library frontline staff trained on

providing business inform

ation

June 2008

Raise awareness and increase satisfaction of the Business

Inform

ation Point at Westminster Reference Library.

Survey of business users carried out

July 2008

SB

Extend CV surgeries to 1 further site

September 2008

Develop services to help W

estminster residents find

employment

9 Bengali outreach employment workshops held


ME

Re-draft Volunteering policy

August 2008

TH

Increase volunteering opportunities across W

estminster

Libraries and Archives

Increase volunteering hours by 10%


TH

Objective 6: Extend the use of libraries as local learning centres to help learners at all levels increase their skills and qualifications.

Planned actions

Perform

ance Indicators &Targets

Timescales &

milestones

Lead

Training programme developed for staff

September 2008

20 internet taster sessions delivered per library


Increase staff knowledge of on-line resources in order to

delivery training to users

6 online resources taster sessions delivered per library

Oct 08 – March 09

L&D

SB

ME

Project Officer in place

June 2008

Mapping exercise undertaken showing all current facilities

available from all providers across the City

September 2008

Deliver Seniors Online project for older people in W

estminster

70 Older people online


ME

ESOL/ Basic Skills classes delivered in 1 additional library

January 2009

2 Readers Groups for emerging readers developed

December 2008

Extend Basic Skills and English language learning provision

Creation of an additional Bengali readers group

December 2008

ME

Learning Co-ordinator in post

July 2008

Church Street Learning programme developed in consultation

with local people

January 2009

Queens Park learning centre developed

October 2008

Develop learning centres at 3 sites through Learning Centre

Co-ordinator

St Johns W

ood Learning Centre developed

November 2009

ME

Monthly Family Learning sessions introduced into an additional

library

December 2008

Extend Family Learning provision

Deliver 12 Bookstart training sessions throughout libraries


ME

Deliver Summer Reading Challenge

50% of children joiners complete the scheme

September 2008

ME

Provide study support to school children

10% increase in participation


ME


29

Objective 7: Deliver a programme of staff development to help train and skill Libraries, Arts and Archive staff to deliver excellent services.

Planned actions

Perform

ance Indicators &Targets

Timescales &

milestones

Lead

Consultation with all staff on detailed proposals

April – May 2008

Introduction of a new staff reward package

Implementation of new reward package

November 2008

IC

Staff reorganisation structure developed

July 2008

Consultation on proposed reorganisation

September 2008

Staff reorganisation implemented

Implementation of new staff structure

November 2008

DR

All staff to have refresher training in handling enquiries and

inform

ation sources

Improved scores in mystery shopping exercises

July 2008

SB

IIP inspection

September 2008

Gain IIP status

IIP status gained

September 2008

L&D

Conference held

April 2008

Organise and deliver staff conference

75% positive staff feedback received

April 2008

L&D

Plan in place

April 2008

Deliver health and safety training to all staff appropriate to

building

Plan reviewed

October 2008

L&D

Plan in place

April 2008

Develop and deliver staff development plan

Plan reviewed

October 2008

L&D

Review and upgrade Site Stuff

Re-vamped site stuff launched

June 2008

TR

Review and upgrade procedures manual

Procedures manual launched

May 2008

TR


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2.4: Local Performance Indicators 2008/09

The following local performance indicators for Libraries and Archives will be measured on a monthly basis during 2008/09

Description Actual 06/07

Actual 07/08

06/07 - 07/08 % diff

Target 08/09

07/08 actual

– 08/09 target % diff

Libraries actual income from customer receipts

719,797 653,047 -9.3 681,100 4.3

Number of visitors to libraries 2,710,486 2,464,342 -9.1 2,464,500 0

Number of Library issues 2,371,700 2,377,022 0.2 2,400,711 1.0

Number of Library members 81,511 81,629 0.1 85,710 5.0

Number of new books 105,649 116,471 10.2 108,000 -7.3

Schools Library Service Income targets 148,030 136,770 -7.6 109,000 -2.0

Archive Users (Search room and Education contacts combined)

13,106 18,913 44% 15,832 -

16.3%

Archives Income (less grants and contributions)

82,073 87,265 6.3 111,900 28.2

Archives Number of enquiries (e-mail and letter combined)

1,990 1,884 -4% 1,990 +4%

To note: Targets for library visits, issues and members have factored in the impact of the following closures and reduction in service provision:

• St John’s Wood Library redevelopment: a part-time library service from temporary premises will be offered from April to July.

• Church Street Library redevelopment: a reduced service will be offered from October onwards, from a temporary site, while the library is closed for major redevelopment.

• Charing Cross Library refurbishment and introduction of self service (8 weeks)

• Victoria Library: closure for refurbishment (4 weeks).

2.5: Statutory Performance Indicators 2008/09

Libraries, Arts and Archives have 3 indicators included in the new National Indicator Set for English local authorities and local authority partnerships (see section 1.10). All three indicators relate to the DCMS’s broad Departmental Strategic Objectives to encourage both widespread enjoyment of culture and sport and to support talent and excellence.

NI 9 Use of public libraries

The measure will focus on engagement by the whole adult resident population.

Definition: The percentage of the adult population (16 years and above) in a local area who say they have used a public library service at least once in the last 12 months.


31

Use of a public library can include:

• a visit to a public library building or mobile library to make use of library services (including to print/use electronic resources or to take part in an event such as a reading group or author visit)

• the use of on-line library resources or services remotely (i.e. used a computer outside the library to view the website, catalogue or databases)

• access, and receipt, of the library service by email, telephone, fax or letter

• receipt of an outreach service such as home delivery or library events outside a library building

• use of other libraries and archives services is excluded.

Good performance going forward is defined as a statistically significant increase in the percentage of the adult population who say they have used a public library service during the last 12 months.

NI 10 Visits to museums and galleries

This will measure, at the local level, attendance at museums and galleries and will focus on attendance by the whole adult resident population.

Definition: The percentage of the adult population (16 years and above) in a local area who say they have attended a museum or gallery at least once in the last 12 months. Attendance means a trip to any museum or gallery at least once in the last 12 months. Online access to collections and outreach services will not be counted. Attendance will only be included if done during spare/leisure time, and not as part of full-time work, formal education or formal volunteering.

Good performance going forward is defined as a statistically significant increase in the percentage of the adult population who say they have visited a museum or gallery at least once in the past 12 months.

(Please note Westminster City Council do not directly run or find any museums).

NI 11 Engagement in the arts

This will measure attendance at, and/or participation in, the arts at the local level. The measure will focus on engagement by the whole adult resident population.

Definition: The percentage of the adult population (16 years and above) in a local area that have engaged in the arts at least three times in the past 12 months. All arts activities and events are included, not just those funded by local authorities.

Good performance going forward going forward is defined as a statistically significant increase in the percentage of the adult population who have engaged in the arts at least three times in the past 12 months.

All three of these indicators are new, therefore there is not an existing data set. Data will be collected via the annual Active People Survey which is undertaken by Sport England.


32

2.6: Risk Management 2008/09

The risk register for Libraries, Archives and Arts is shown below. The m

ajor risks identified are:

1. Reduced income levels

2. Unsuccessful external funding applications

3. Overrunning building works

4. Overrunning costs on building projects

Risk No

Risk Owner

Likelihood

Impact

Score

RAG Status

Direction of

Travel

Vulnerability/Cause

Consequences

1

IC

C –

Significant

III Marginal

8

�

A decrease in the Libraries and Archives

income due to changing patterns of

customers use.

A shortfall in budget and savings required

elsewhere.

2

JS

/LH

C –

Significant

III Marginal

8

�

Competitiveness of funding programmes

Funding criteria

Projects will not be able to take place

Project will need to be fundamentally re-focused

Increased staff time resources required

3

IC

C –

Significant

II Critical

12

�

Unforeseen problems with building, site or

contractor

Increasing costs

Longer library closure

Increased local dissatisfaction

Increased service disruption

4

IC

C –

Significant

II Critical

12

�

Unforeseen problems with building or site

Reduction in building works

Current Mitigation

Further Action Planned

Action

Owner

Action Dates & Review

Frequency

1

Identification of additional sources of income

Marketing plan produced to increase usage

Income from the digitalisation of Parish Records

IC

Monthly

2

Projects developed in line with funding criteria

Identification of alternative external funding sources

LH/

JS

Quarterly

3

Project manager in place to oversee

construction

Project monitoring inform

ation provided monthly

IC

Monthly


33

4

Detailed budgets developed

Financial inform

ation provided monthly

IC

Monthly


34

2.7 Equalities and Diversity Westminster Libraries, Archives, Arts and Culture are committed to the City Council's core value of equality of opportunity, which seeks to provide services equitably irrespective of gender, sexuality, age, marital status, disability, race, colour, religion, ethnic or national origin and creed.

In 2008-09 we will be developing a plan which sets out objectives and actions which will ensure that the department meets the requirements to achieve Level 4 of the Equality Standard for Local Government. Progress against actions in the plan will be monitored on a quarterly basis by the departmental Equalities Working Group, which will then report to the Libraries Management Team.


35

Section 3: Monitoring and Review

3.1: Business Plan Monitoring Arrangements Details of how Libraries and Archives will monitor performance information are outlined below.

What will be reported

Frequency of information reported

Who will report to whom Who will take action if there is insufficient

progress

Key actions for 2008/09

Quarterly Director of Libraries to Cabinet

Member and O&S Director of Libraries

Risk Register Quarterly Director of Libraries to Cabinet

Member and O&S Director of Libraries

Equalities and Diversity initiatives

Quarterly Equalities Champion to

Libraries Management Team Director of Libraries

Financial Update

Monthly Principal Accountant to

Libraries Management Team Director of Libraries

Performance Update

Monthly Group Manager (Performance)

to Libraries Management Team

Head of Library Operations

libra ries, archives, arts and culture business plan 2008/09 · houses a comprehensive sherlock...

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