FRIENDS OF PENRHYN BAY COMMUNITY LIBRARY (FPBCL) 24 July 2013 SUMMARY REPORT FROM VICE CHAIR ON THE WORK OF THE STEERING COMMITTEE This summary report has been written to indicate the extent of the work involved and some of the challenges we have faced in our mission to maintain provision at Penrhyn Bay Library. It may interest anyone who wishes to be better-informed about some of the processes which have taken place in the past year. It has been written in brief note format consistent with providing sufficient information at an intelligible level. It is not exhaustive and does not attempt to cover all the work done and all achievements and disappointments during this period. We would be pleased to supply any documents (including minutes) and to answer all queries from anyone who has had such tenacity of purpose to complete the reading of all this. Please contact - Norman Garland, Vice Chairman, email: normangarland4@aol. The notes broadly define what was involved in each case. FORMATION OF STEERING COMMITTEE Establishing a coherent set of Committee role descriptors for each Committee member in a rapidly evolving climate. Continuously struggling to retain Committee members and recruit others. Finding people who, within their personal circumstances, have the energy, commitment, resilience and the time to undertake the work. [70% of library users are over the age of 60]. During our 16-month operation we have had 16 Committee members in all of whom 10 have resigned. Whilst we appreciate greatly everyone’s efforts, these figures make Operational Management very difficult indeed and some aspects of the work have been impossible to complete. Current position: 4 Committee vacancies in vital positions are urgently needed, namely Coordinators for Local Fundraising, Volunteers, Income Generation and a Membership and General Secretary. The latest strategy is to recruit new graduates or others on Job-seekers Allowance to gain work experience and improve job market skills. CHARITY STATUS - LATEST UPDATE: Charity status achieved 26 July 2013. Communication with the Charity Commission (CC) via their very comprehensive website and on the telephone. The reading and digesting of many CC publications in support of applications. Committee discussions on ‘The Essential Trustee’ from the CC. Understanding the difference between the different forms of charitable organisations including the recent legislation that set up Charitable Incorporated Organisations (CIOs). Understanding ‘not for profit’ organisations as an alternative (such as Community Interest Groups). The completion of a detailed application form including the writing of the all important ‘charitable objects’ that define what we want to achieve within the legislative framework of the Charity Act. Presentations to a diligent Steering Committee with hours of discussion. Current position: all follow up questions from the CC following their initial assessment of our application have been answered and the ‘final’ response from FPBCL will be sent off by the end of July with an early decision anticipated. CONSTITUTION Evaluation of different types of constitution for small and large organisations. Understanding the link between a robust and acceptable Constitution and becoming a charity. Evaluation of model Constitutions and understanding the meaning and implications for all clauses within it such as: the power and duty of trustees, conflict of interest, rights of members, beneficiaries, conduct of meetings, etc. Presentation to the Steering Committee of 40-page documents and asking for their acceptance and their signatures of agreement to be bound by the detail. Current position: acceptance of the Constitution based on the Charity Commission’s Model Constitution for a CIO. BUSINESS PLAN Deciding what on earth goes into it! Looking at examples from other similar organisations. Eventually writing it under the headings: summary, purpose, background, overall aims, governance and structure, resources, income and expenditure, vision, priorities, fundraising and statutory responsibilities. Presentations to Steering Committee. Many amendments. LOCAL FUNDRAISING Probably the most successful aspect of our operation so far, directed by husband and wife team. Involves recruitment of volunteers, planning and execution of meticulous funding events calendar, massive effort in organisation by the whole very committed team of fundraisers. Has raised the profile of the work of the Friends. Current position: all local fundraising on hold whilst we advertise for a new Fundraising Coordinator and to allow focus on the urgent need to raise funds from corporate sources and grant aid applications including the Big Lottery. POLICIES AND PROCEDURES Gaining support from the excellent Enterprising Community Officer of CVSC. Scrutiny of model policies from elsewhere. Adaptation to our situation. Presentations to Steering Committee. Understanding the terminology and the implications of all policies, namely – Membership, Volunteer Policy, Diversity and Equality, Health and Safety, Environmental Policy, Sustainability Policy, Grievance Policy, Confidentiality, Disciplinary Procedure. PUBLIC RELATIONS Two new Coordinators appointed in May. Has involved establishing a strategic plan inc use of Facebook, Twitter, website, public figures. Preparations underway for the development of a Publicity Pack to aid corporate and grant-aided funding opportunities, both local and national. OTHER WORK Understanding Insurance requirements: employer liability, public liability, charity trustee insurance. Database entry of all records of the ‘Friends’ and subsequently the extraction, interrogation and selective printing of the data to meet requirements. Security/data protection issues. Lottery Application – People and Places: first phase documentation from Committee approved by Lottery assessors. Second phase of application largely written by Conwy’s Library Development Officer well in hand. Communication with Conwy County Borough Council (CCBC): awaiting details of the ‘Full Repairing Lease’ for the library building which the authority is still working on (termed ‘Heads of Terms’); note that all volunteers working in the library within the ‘core service provision’, revised to 15 hrs/wk, will come under the Policies and Procedures of CCBC. These are also under review at this time. All volunteers working anywhere and at any time outside this core service are supported by FPBCL Policies and Procedures. PRIORITIES 1. To attract further Committee members to crucial roles. 2. To improve on the £3500 funding achieved so far by a further £3000 to enable library take-over to be viable. 3. To improve the response of volunteers to requests for support
Posted on: Sat, 27 Jul 2013 18:41:52 +0000
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