October 2022 Library Cttee Minutes Annual Meeting
SWINESHEAD PARISH COUNCIL
PARISH OFFICE
1-2 North End
Swineshead
PE20 3LR
EMAIL: swinesheadpc@gmail.com
WEBSITE: www.swineshead.parish.lincolnshire.gov.uk
CHAIRMAN: Councillor Carl Gibbard
CLERK: Mrs Victoria Clark
Notes taken by Mrs Victoria Clark, the Clerk to the Parish Council, at the meeting of Swineshead Annual Library and Community Hub Committee Meeting, which was held on Tuesday 4 October 2022, commencing at 7.00pm in the Office of Swineshead Parish Council, 1-2 North End, Swineshead, PE20 3LR
(These notes will be checked at the next meeting before the committee amends/approves them as a correct record)
Present: Councillors, Jean Powell, Ian Maclean, Library Development Officer, Mrs Marion Brown, Library Co-ordinator, Mrs Margaret Syrett, Volunteers Mrs Dianne Laing and Mrs Rose Stevens, Representative from the Methodist Chapel Mrs Jenny Jessop and Clerk to the Council, Mrs Victoria Clark
1. To elect a Council Chairman for the committee for the remainder of 2022/2023
Councillor Powell’s request to stand down was received by the Clerk. Councillor Maclean offered to undertake the role
On proposal from Councillor Maclean, seconded by Councillor Powell, with no objection Councillor Maclean took the meeting
2. Chairman’s Remarks:
Councillor Maclean thanked everyone for their help and gave the committee an overview of his background
3. To resolve to temporarily close the meeting for the public forum
As there were no public in attendance it was not necessary to close the meeting
4. Public Forum: For a maximum of 15 minutes when members of the public may make short statements to the Committee
No public in attendance
5. Apologies for absence: To receive and accept apologies where valid reasons for absence have been given to the Clerk or Chairman prior to the meeting.
Apologies were received from Councillor Phillipa Parnell and Representative from the Methodist Chapel Mr John Hewitt, on proposal from Mrs Jessop, seconded by Mrs Stevens and with no objection the reasons for absence were accepted.
6. To receive declarations of interest under the Localism Act 2011 – being any pecuniary or non-pecuniary interest in agenda items
None received
7. To approve as a correct record, the notes of the meeting of the Council held on Tuesday 12 October 2021 and to authorise the Chairman to sign the official minutes
No notes from the October meeting were sent out and the Clerk has no record of them
Action: The Clerk to ask the previous Clerk once again if any notes were taken and if so where they might be found
8. Finance: To receive
The Clerk has training booked for the council accounts package and will have balances available for the next meeting
9. To review the Licence Agreement between Swineshead Parish Council and the Swineshead Methodist Chapel and resolve a recommendation to Full Council
Mrs Jessop handed out draft agreements to all attending, however due to copies not being the same and some incorrect statements, it was agreed that the agreement be amended and then emailed to all before the next meeting.
The question was asked as how the amount for the increase in rent from the Methodist Church to the Parish Council from £25 a month to £200 have been arrived at, this was not known at the time of the meeting.
It was mentioned that a neighbouring council paid £6,000 per year to house the library in their local church, this was confirmed as inaccurate, that Church is the grant holder.
10. Security: Lone worker, pat testing, cameras and monthly checks
i. Lone Worker: Those within the library service should not work alone
Action: the Clerk will check if the Council has a Lone Worker policy
ii. Pat Testing: Grant holder is responsible for library, computers, shredders and photocopiers
Action: This will be bought up at the next Parish Council Meeting
iii. Cameras: This was requested by Mr Hewitt who is not present
Action: Add to next agenda
iv. Monthly Checks: As above
Action: Add to next agenda
11. Co-ordinators report: To receive the report
Mrs Syrett gave the report which included, thanking the volunteers for their good work and saying that more were needed.
There were more people using the library after Covid and it was opening an extra hour on Thursdays for the benefit of children after school to be able to use the facility
They have plenty of books for sale but could not take in any more at the moment.
Story time, aimed at children, this was not well attended
12. Volunteer recruitment: To discuss methods and action
At least 4 more volunteers are needed, an advert could be produced and put on notice boards, Parish Council and Library face book pages and the Parish Council website.
Action: The Clerk to produce an advert
13. Community Hub: Update on usage and future bookings
The Clerk gave details to the police surgery held at the community hub in the Parish Council Office and that a list had been produced for possible charities to use the Hub.
14. To agree the date and time for the next meeting
Thursday 17 November 7pm in the Parish Council Office
The Meeting closed at 8:05pm