Q1: Where can I find more information?
A: For more information you can read NewSPAL's November 2018 Business Plan which was approved by Surrey County Council (SCC)'s Cabinet in February 2019. Please note that the plan will continue to evolve in response to changing circumstances - please watch our News page for updates and sign up to receive our monthly e-newsletter for regular updates to your inbox.
NewSPAL’s initial proposal was presented to SCC in March 2018. After months of delay it was considered at the SCC Cabinet meeting in June 2018. The Cabinet agreed in principle to NewSPAL's proposal, but required NewSPAL to produce a detailed business plan and subsequently also required a public consultation on the proposed transfer of the collection to NewSPAL. NewSPAL's proposal was finally approved by SCC's Cabinet in February 2019. You can view SCC's reports relating to SPAL on the SCC website (search for the Cabinet minutes from June 2018 and February 2019).
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Q2: Has Surrey County Council (SCC) agreed to NewSPAL taking over the Surrey Performing Arts Library (SPAL)?
A: Yes. SCC's Cabinet approved NewSPAL's proposal at its meeting on 26th February 2019.
The public consultation on certain aspects of NewSPAL's plan was influential, because it found that there was very considerable support for transferring the collection to NewSPAL and allowing it to set up a new library and performing arts service in the charity sector, despite the significant changes which would be needed from the way the service works as part of Surrey Libraries.
Q3: Why does the Library need new premises?
A: For many years the Surrey Performing Arts Library was in a separate building at Denbies Wine Estate, near Dorking. It had its own identity and its own dedicated and specialist staff.
In August 2018 SCC closed the library at Denbies and moved the SPAL collection to Ewell Library at Bourne Hall. At Ewell there are no specialist staff dedicated to managing the performing arts collection (it is managed by the general library staff) and certain parts of the collection (e.g. the books) have been merged with the existing Ewell Library stock.
It is clear from SCC published budgets that there is unlikely to be any further investment in the performing arts collection if it remains part of Surrey Libraries.
In approving NewSPAL's proposal SCC has agreed to transfer the SPAL collection to NewSPAL (initially by way of a conditional loan) but SCC will not provide premises or funding to enable NewSPAL to set up a new library or service. NewSPAL has to raise all the funds needed to do so itself.
Woking Borough Council has offered NewSPAL suitable premises in Woking town centre which are accessible and well-suited to the needs of a performing arts library (for example, it has the large areas needed for storage of vocal, orchestral and play sets and a separate room which can be used for events, play readings, rehearsals, etc.) Critically, Woking Borough Council has offered NewSPAL these premises on very advantageous terms so that more of NewSPAL's income can be invested in a professional music librarian and other dedicated staff, and in enhancing the collection over time.
In its own premises, NewSPAL will be able to re-create a separate identity to help market and promote the collection and will be able to manage its own activities to increase income and keep costs down.
Q4a: You are asking for money for transition costs. What's that money for?
A: SCC is transferring the SPAL collection to NewSPAL but that is all. NewSPAL has to fund the set up of the new library in Woking, set up a completely new IT system and on-line catalogue, hire specialist staff and organise the move of more than 200,000 items from Ewell (where the collection is now held) to Woking. All this will need to be funded before the collection is transferred to NewSPAL. To set the new library up well, including having a prudent financial reserve and a fund for stock replacement and new acquisitions, we estimate we need at least £217,000. (See the Support section to see how we are doing.) The more we raise the more we can add to or improve the collection and/or the service NewSPAL can offer.
We need to raise funds to cover the operating costs of the new library and the staff we recruit for the period before the actual transfer of the stock from SCC to NewSPAL and for the first few months of operation (until income from users starts to be paid to NewSPAL rather than to SCC). We are applying for grants towards these costs from a range of charitable foundations.
Q4b: I have already given. Why are you asking me again?
From time to time we will contact existing donors by letter or email to invite you to consider giving again. If that is something you are not able to help with, please ignore the request. We would like to continue letting you know how the work is proceeding, so please do not unsubscribe.
Additionally, Data Protection prevents us from seeing who has donated in certain situations, e.g., if you sponsored someone doing a fun run, or if you donated at a concert or play-reading organised by another charity or group, and that may lead to you receiving requests for support more than once.
Q5: Will I still be able to visit the library to browse the collection?
A: The collection is still available at Ewell Library in Bourne Hall, run by Surrey Libraries, until the transfer to NewSPAL takes place (planned for Summer 2021). After the move, the hours the library in Woking will be open for public browsing will be more limited, to keep operating costs down. We aim to have the new library open to the public at least for some time on specified weekdays, on one evening a week and on Saturday mornings. As now, we recognise that the library will be geographically more convenient for some users than for others.
New software, developed for a similar collection in Nottingham, will offer better online browsing, reserving, and payment, so we believe the collection will prove more accessible than ever under NewSPAL's management.
Q6: Will I still be able to collect things from my local Surrey library?
A: Unfortunately not. However, we are aiming to use new systems for delivery and return of hired sets (e.g. choir and/or orchestra sets, playsets) direct to the user (such as a choir librarian) to improve the options available when borrowing from the library.
Delivery and return costs will need to be covered by the borrower, but some may prefer this to having to physically collect from and return to the library. You will still be able to come in to the library in Woking during its opening hours to browse the collection and collect or return items in person.
Q7: But surely these texts and scores will all be digitised before long?
A: Undoubtedly, eventually all music and texts will be available digitally, but our expectation, based on discussions with music publishers and professional music librarians, amongst others, is that physical copies of most scores and scripts will still be preferred/ essential for at least 10 years yet.
When digitisation does come along at scale, NewSPAL will be well-placed to participate, if the trustees then feel it is the right way forward for NewSPAL's users.
Q8: Will charges go up?
Probably yes - slightly. Over time, they will need to keep pace with inflation (as the costs of running the library rise with inflation).
As an independent charity, NewSPAL will have to cover all its costs from the income it derives from hire charges, principally, as well as other types of support such as donations and small grants.
We think users will understand that every user of the library (whether an individual or a group) should pay something towards the running of the library and investment in its future (eg replacing worn out stock and buying new stock). Charges will, however, be set in consultation with users and the aim will be to keep charges as low as possible consistent with ensuring the long-term financial viability of the library.
A: Yes. SCC's Cabinet approved NewSPAL's proposal at its meeting on 26th February 2019.
The public consultation on certain aspects of NewSPAL's plan was influential, because it found that there was very considerable support for transferring the collection to NewSPAL and allowing it to set up a new library and performing arts service in the charity sector, despite the significant changes which would be needed from the way the service works as part of Surrey Libraries.
Q3: Why does the Library need new premises?
A: For many years the Surrey Performing Arts Library was in a separate building at Denbies Wine Estate, near Dorking. It had its own identity and its own dedicated and specialist staff.
In August 2018 SCC closed the library at Denbies and moved the SPAL collection to Ewell Library at Bourne Hall. At Ewell there are no specialist staff dedicated to managing the performing arts collection (it is managed by the general library staff) and certain parts of the collection (e.g. the books) have been merged with the existing Ewell Library stock.
It is clear from SCC published budgets that there is unlikely to be any further investment in the performing arts collection if it remains part of Surrey Libraries.
In approving NewSPAL's proposal SCC has agreed to transfer the SPAL collection to NewSPAL (initially by way of a conditional loan) but SCC will not provide premises or funding to enable NewSPAL to set up a new library or service. NewSPAL has to raise all the funds needed to do so itself.
Woking Borough Council has offered NewSPAL suitable premises in Woking town centre which are accessible and well-suited to the needs of a performing arts library (for example, it has the large areas needed for storage of vocal, orchestral and play sets and a separate room which can be used for events, play readings, rehearsals, etc.) Critically, Woking Borough Council has offered NewSPAL these premises on very advantageous terms so that more of NewSPAL's income can be invested in a professional music librarian and other dedicated staff, and in enhancing the collection over time.
In its own premises, NewSPAL will be able to re-create a separate identity to help market and promote the collection and will be able to manage its own activities to increase income and keep costs down.
Q4a: You are asking for money for transition costs. What's that money for?
A: SCC is transferring the SPAL collection to NewSPAL but that is all. NewSPAL has to fund the set up of the new library in Woking, set up a completely new IT system and on-line catalogue, hire specialist staff and organise the move of more than 200,000 items from Ewell (where the collection is now held) to Woking. All this will need to be funded before the collection is transferred to NewSPAL. To set the new library up well, including having a prudent financial reserve and a fund for stock replacement and new acquisitions, we estimate we need at least £217,000. (See the Support section to see how we are doing.) The more we raise the more we can add to or improve the collection and/or the service NewSPAL can offer.
We need to raise funds to cover the operating costs of the new library and the staff we recruit for the period before the actual transfer of the stock from SCC to NewSPAL and for the first few months of operation (until income from users starts to be paid to NewSPAL rather than to SCC). We are applying for grants towards these costs from a range of charitable foundations.
Q4b: I have already given. Why are you asking me again?
From time to time we will contact existing donors by letter or email to invite you to consider giving again. If that is something you are not able to help with, please ignore the request. We would like to continue letting you know how the work is proceeding, so please do not unsubscribe.
Additionally, Data Protection prevents us from seeing who has donated in certain situations, e.g., if you sponsored someone doing a fun run, or if you donated at a concert or play-reading organised by another charity or group, and that may lead to you receiving requests for support more than once.
Q5: Will I still be able to visit the library to browse the collection?
A: The collection is still available at Ewell Library in Bourne Hall, run by Surrey Libraries, until the transfer to NewSPAL takes place (planned for Summer 2021). After the move, the hours the library in Woking will be open for public browsing will be more limited, to keep operating costs down. We aim to have the new library open to the public at least for some time on specified weekdays, on one evening a week and on Saturday mornings. As now, we recognise that the library will be geographically more convenient for some users than for others.
New software, developed for a similar collection in Nottingham, will offer better online browsing, reserving, and payment, so we believe the collection will prove more accessible than ever under NewSPAL's management.
Q6: Will I still be able to collect things from my local Surrey library?
A: Unfortunately not. However, we are aiming to use new systems for delivery and return of hired sets (e.g. choir and/or orchestra sets, playsets) direct to the user (such as a choir librarian) to improve the options available when borrowing from the library.
Delivery and return costs will need to be covered by the borrower, but some may prefer this to having to physically collect from and return to the library. You will still be able to come in to the library in Woking during its opening hours to browse the collection and collect or return items in person.
Q7: But surely these texts and scores will all be digitised before long?
A: Undoubtedly, eventually all music and texts will be available digitally, but our expectation, based on discussions with music publishers and professional music librarians, amongst others, is that physical copies of most scores and scripts will still be preferred/ essential for at least 10 years yet.
When digitisation does come along at scale, NewSPAL will be well-placed to participate, if the trustees then feel it is the right way forward for NewSPAL's users.
Q8: Will charges go up?
Probably yes - slightly. Over time, they will need to keep pace with inflation (as the costs of running the library rise with inflation).
As an independent charity, NewSPAL will have to cover all its costs from the income it derives from hire charges, principally, as well as other types of support such as donations and small grants.
We think users will understand that every user of the library (whether an individual or a group) should pay something towards the running of the library and investment in its future (eg replacing worn out stock and buying new stock). Charges will, however, be set in consultation with users and the aim will be to keep charges as low as possible consistent with ensuring the long-term financial viability of the library.
