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September e-bulletin

24/9/2019

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Our September e-newsletter is out! Subscribe to our mailing list to get all the latest news from NewSPAL direct to your inbox via our Contacts page.
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AUGUST E-BulletIN

31/8/2019

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Our August e-newsletter is out! Subscribe to our mailing list to get all the latest news from NewSPAL direct to your inbox via our Contacts page.
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Have your say ...

31/8/2019

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The next round of public consultations on the future of NewSPAL will take place in September and October in Redhill and Guildford.  Follow this link to find out more and details of how to sign up.
We welcome your opinions.

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Aug 2019 User Consultation

30/8/2019

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In September - October 2019 we hosted two public consultation events in Redhill and Guildford. The events provided an opportunity for current users of the Surrey Performing Arts Library to share their thoughts on a number of decisions relating to the NewSPAL service. 

​Both events were led by Mark Welling Chair of NewSPAL, Barbara Eiffler NewSPAL Trustee (and CEO of Making Music) and Victoria Taylor Transition Project Manager.  Both events were well attended, with approx 20 attendees at each. We found there to be a good balance of drama groups, music groups and individual users attending as well as a number of current volunteers supporting the re-cataloguing of the music and drama sets. 

Each event began with a short update from NewSPAL Trustees, below for a digested version:
  • Users are reminded to continue to use SPAL services at Ewell Library until informed otherwise - the detailed transition arrangements will be publicised well ahead of time
  • Woking building availability - updates from Woking Borough Council confirm an expected late Spring 2020 date
  • A reminder that NewSPAL receives zero funding from Surrey County Council
  • Top line operational expenditure and income figures for operational Yrs 1-3 based on latest budgets can be seen below. Income must come from membership subscriptions, hire charges and late fees/ room hire charges. There are no other reliable sources. The budget assumes costs go up by 2% pa.
  • Transition fundraising is required for everything necessary to get the library and service ready to open in Spring 2020. Fundraising update - c£85k raised to date. A number of major grant applications have been made which we are reasonably confident should help us raise the estimated remaining money (c£92k) before the library can open its doors and become financially self-sustaining.
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NewSPAL appoints Project Manager

7/7/2019

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​NewSPAL is delighted to announce that Victoria Taylor has been appointed as Transition Project Manager, starting in June 2019. Victoria has over 9 years of professional experience in arts management, having previously worked for the Royal Northern College of Music (RNCM), Brighter Sound, Opera North, Manchester International Festival, Artis Foundation and the Voices Foundation.
 
​The Board and team at NewSPAL look forward to working with Victoria, who will lead the charity through the next phase of transition and support operational development over the next 9-12 months.

What is the New Surrey Performing Arts Library (NewSPAL)?
 
For decades, Surrey County Council has been running a performing arts library for its residents, including hiring out sheet music and multiple sets of plays, often used by choirs, instrumental groups, drama reading groups, youth theatres and amateur theatre groups in the county and beyond. The collection is one of the largest in England.
 
18 months ago, it was seriously threatened with closure due to Surrey County Council budget cuts. Residents, whilst sympathetic to their council’s difficulties, were not prepared to see this collection dispersed or closed and so have fought to take on responsibility for the performing arts library themselves.
 
A new, user-led charity, set up in January 2018, was finally given the go-ahead by Surrey County Council in February 2019 to set up a new performing arts library and receive the collection (on loan until ownership can be permanently transferred).
 
Woking Borough Council has already offered premises to house the new facility free of charge. Whilst waiting for the building to be made ready, NewSPAL needs to raise £125,000 for the transition and transfer the entire collection of over 200,000 items to a new online catalogue, employ specialist librarians and more.

How the public can help -
  • By donating or fundraising -  60% (£70,000) of the £125,000 target has already been raised
  •  By signing up to volunteer – many helpers will be needed in the short term to support the move to a new building and to a new online catalogue 
  • By signing up to pre-register as a user of the new service - further information will be emailed to you in due course

​For more information please contact:
Victoria Taylor, Transition Project Manager, victoria.taylor@newspal.org.uk


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SCC approves Library transfer to NewSPAL

26/2/2019

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On Tuesday, 26th February Surrey County Council's Cabinet approved the transfer of the Surrey Performing Arts Library collection to NewSPAL.
 
This is a hugely important milestone in the 15-month campaign by users and supporters of SPAL to save this wonderful collection and give it a more sustainable long-term future in the charity sector.

The campaign's success is entirely down to the generous and vocal support from many individual and group users of SPAL who have been determined to find a better way forward for SPAL. 
 
The full text of SCC's Cabinet decision is set out below. The report to Cabinet can be found on the SCC website.
 
What happens next?

 NewSPAL and SCC will now work together to plan for the transfer of the collection to NewSPAL (initially by way of a conditional loan).  There is a lot which NewSPAL now has to do before that can happen, for example:
 
(1)        agreeing a lease of the new library building in Woking and setting it up;
 
(2)        raising all the money needed to finance the transition (estimated to be about £85,000) as well as to provide a financial cushion (NewSPAL proposed in its business plan a further £40,000) to cover cash-flow and other uncertainties in the early months of operation;
 
(3)        library staff (including a specialist music librarian) have to be appointed;
 
(4)        the proposed new and better IT system has to be bought and set up;
 
(5)        the catalogue of the stock (many thousands of items) has to be re-entered on the new IT system and be fully ready so that when the transfer takes place there will be minimum disruption for users. 
 
NewSPAL will have to be entirely self-financing - SCC will not be providing any financial support - so NewSPAL will also be consulting users about the appropriate subscription levels and hire charges to ensure that these remain as affordable as possible while ensuring that the charity is financially viable. 
 
The Cabinet's Decision

This is what the Cabinet decided:
 
  1. Approval be given for NewSPAL, using the current SPAL collection and equipment, to offer a Performing Arts Library service to the public.
  2. Authority be delegated to finalise the phased transfer of the collection and equipment on a conditional basis for a transitional period to the Director of Education, Lifelong Learning and Culture and the Cabinet Member for All Age Learning in anticipation of a final unconditional transfer and gifting of the collection and equipment.
  3. The responsible officer should agree a set of performance measures with NewSPAL throughout the transition period in order to evaluate progress and performance and inform the final decision by SCC on the transfer.
  4. Approval is given for officers to report on progress to the Cabinet Member for All Age Learning and set a deadline for completion of the lease negotiations between NewSPAL and Woking Borough Council that is appropriate with the transition period.
  5. Approval is given to the responsible officer to report annually on progress towards the final transfer to the Cabinet Member for All Age Learning.
  6. Cabinet will review progress in the Summer of 2021 with the final decision on unconditional transfer and gifting of the collection and equipment to be taken by the Cabinet at the end of the transitional period.
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Surrey Libraries open NewSPAL consultation

20/12/2018

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Having received NewSPAL's 2019 to 2021 Business Plan from the Trustees (downloadable at the foot of this page) SCC have set up a consultation to gauge user reaction to aspects of the Plan.
 
The consultation runs until 3rd February 2019, which means its results will be available for the Surrey County Council Cabinet Meeting, in Kingston, on Tuesday 26th February. This is where the final decision on NewSPAL's suitability to take over SPAL will be decided - the final decision we have waited over a year to receive.
 
Before you complete the survey, we invite you to read the comments below.
 
SCC have represented NewSPAL's proposals for the running of SPAL as well as possible given the limited space (and little time to put the survey together). They have tried hard to paint a full picture. There are always a few things though that don't come across or could be expressed better, hence these remarks:
 
NewSPAL's proposals include taking on all the material currently in SPAL. As well as the multiple music and drama
sets for performance, that includes the chamber music and other music for individuals, the collection of books and other resources related to drama, music, dance and film.
 
- if you are a librarian, MD or committee member of a drama or music group using performance sets from SPAL, you will want to fill in the survey with that 'hat' on
 
- if you are a member of a group that uses SPAL for performance materials, drama or music (even if not responsible for doing the actual research or borrowing), then you too will probably want to complete the survey with your group in mind
 
- if you are a member of a group that uses SPAL for performance materials, drama or music, AND you are also an individual user, whether for music, drama, books or other resources, then you may want to complete the survey in your individual capacity, rather than with your group in mind
 
- if you are solely an individual user of SPAL, independent of any group, please do complete the survey in that capacity
 
- if you are none of the above, you can say so in the survey, and please do still complete it, eg if you're a network, national organisation, local charity, or a festival
 
We hope this will make more sense once you go through the survey... which doesn't ask the capacity in which you are completing it until a fair way in.
 
At every stage you can go back to all the previous questions, so if you decide part way through to change your 'hat', you can always go back and amend your answers.
 
And question 17 gives you scope, in whatever capacity, to write up to 200 words of comments, so if you find you're not able to get your thoughts across with the multiple choice questions, this is your chance to do so.

Click here for:
Surrey Performing Arts Library and the proposed transfer to NewSPAL


Please pass the page link below to your drama and music contacts in Surrey, West Sussex, and further afield. Ne
wSPAL want to demonstrate positive support for our plans from within the County and beyond, and from every type of user. This breadth of interest and support will be essential to the success of Surrey's re-established Performing Arts Library.
                                                                         http://newspal.org.uk/blog.html
 
And finally ! Please put 2pm Tuesday 26th February in your diary when the final NewSPAL decision will be taken at Surrey County Hall in Kingston. We hope to see as many of you there as possible.


Click here to support NewSPAL with funds and/or by volunteering 

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Further Delay from Surrey County Council (SCC)

27/11/2018

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Despite submitting our Report to Cabinet on time, we were informed as late as November 8th that it would NOT be presented to the November SCC Cabinet Meeting on Tuesday 27th.
 
The Chairman of NewSPAL therefore expressed our amazement and our disappointment in the letter below, sent to each Councillor member of the SCC Cabinet:
 
 
Dear Cabinet members,
 
At your meeting in June you invited NewSPAL to produce a detailed business plan for our proposed takeover of the Surrey Performing Arts Library for you to consider in "the Autumn". With the assistance of a highly qualified  consultant appointed by NewSPAL we have done so. With a view to the  internal timetable leading to your 27 November meeting, a preliminary draft of the plan was given to your officers in early October. We received "final comments" from your officers on 30 October. We were also asked to provide a short letter to you which could be annexed to  the officers' report to you. We did so on 1 November. On 7 November we provided your officers with the revised plan which addressed the comments we had received. On 8 November we were informed by Liz Mills that your officers now considered our proposal would need to be the subject of a public consultation before it could be presented to you.
 
The main elements of our proposal have been in the public domain since March. Although we were, accordingly, slightly surprised that no mention of a further public consultation was made at any stage in our discussions with your officers until we received Liz Mills's email on 8 November, we understand the reasons why a public consultation might be appropriate. A fair consultation exercise should help to re-galvanise public interest in how best to provide a long-term sustainable future for this highly-valued service. To assist to make the consultation as well-informed as possible, we intend to make both our 1 November letter and our plan publicly available.  
 
There is nothing in our 1 November letter which needs to be changed as a result of the proposed public consultation. As a courtesy, therefore, I am attaching a copy of it for your information before it is made public.
 
Yours sincerely,
Mark Welling ♦ Chair, NewSPAL (registered charity (England and Wales) no. 1176729)
 
 
Reply: The Cabinet Member for Community Services is very pleased to receive proposals from NewSPAL in respect of the Surrey Performing Arts Library and acknowledges the significant progress
made in moving towards robust new arrangements. We are committed to making a decision about the
new arrangements at the earliest opportunity and in order to achieve this will undertake a final consultation over the coming weeks. It is planned to take the proposals to Cabinet in February 2019 for decision following the consultation.

 
Ms Denise Turner-Stewart
Cabinet Member for Community Services
27 November 2018

 
♦  View the relevant section of the SCC Cabinet meeting on this link.  ♦
 
 
What happens next:
 
We are waiting to hear the new timetable SCC will impose on us.
 
Until we are given SCC Cabinet approval we cannot:

  • sign any buildings lease
  • recruit librarians
  • contract a specialist firm to move the stock
  • purchase Nottingham City's specialist software to manage the sets collections

  • but most of all we cannot...

  • OPEN your NewSPAL for a full, professionally-managed service to Surrey's playreading, drama, musical, and opera groups, choirs, concert bands, and orchestras
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Public Consultation Meeting

6/10/2018

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January 2019 meeting at Christ CHurch Leatherhead, Music & Drama group leaders & librarians,
Music & Drama group leaders & librarians came from across Surrey & Sussex
Chairman Mark Weller addresses the meeting, with Barbara Eifler (Chief Exec of Making Music) close by,NewSPAL Trustees, Barbara Eifler and Mark Welling (Chair)
Saturday 6th October 2018 ♦ New Surrey Performing Arts Library
- Progress Meeting -

More than 60 people attended a Saturday morning meeting in Leatherhead to hear progress on setting up a new performing arts library for Surrey and the South.
 The main task was producing a report to SCC Cabinet setting out the details they require to reassure themselves our budgets and plans and are sound and well-researched.
 Those present could also view a layout for potential premises offered by Woking Borough Council in the centre of the town, close to on-street parking and a multi-storey car park.
 
Plans include keeping the entire music and drama collection on a single floor, employing a professional librarian and an assistant, and a new online system for users to book sets in advance. After the initial presentation by NewSPAL trustee Barbara Eifler (Chief Executive of Making Music) there was plenty of time for questions from the floor.

 
The presentation slides can be viewed below this message.
 
While there are still many details to be finalised, the meeting was unanimous that NewSPAL's Trustees should continue their work and seek SCC approval this Autumn.
 



UPDATE: The Trustees presented the report to SCC Cabinet for consideration at their 2pm, 27th November, meeting in County Hall, Kingston. As you can read above, SPAL was not on the Cabinet agenda.





It may be taking longer than anyone hoped for, but let's all be clear that we have not lost any enthusiasm for securing the future of the Surrey Performing Arts Library - the nation's third largest public music and drama loans collection.
 
Presentation slides (To follow):

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How much longer can this go on?

4/6/2018

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SCC Cabinet should have considered the future of SPAL at its 29 May meeting but, for a 3rd consecutive month, the report on SPAL from SCC's officers was delayed. The Leader of the Council hopes the report will come to the 26 June Cabinet meeting, in which case the report would be published, with the Cabinet agenda, on SCC's website about 19 June.

Nearly 50 people, representing a wide range of music and drama groups, attended the 29 May Cabinet meeting - wearing blue T-shirts urging Cabinet to Give SPAL to the community - to demonstrate their frustration with the continuing delay in bringing SPAL's future to Cabinet for a decision. More than 300 groups, and a large number of individuals, have pledged support to NewSPAL (the charity established on behalf of users to bid to take over SPAL).
 
NewSPAL trustee John Thornely asked a public question about the delay. A written reply from Cllr Denise Turner-Stewart, Cabinet member responsible for Libraries, was tabled at the meeting. (A copy is printed at the end of this update.) According to Cllr Mrs Turner-Stewart, the delay is because SCC is continuing "to explore options for interim arrangements for SPAL".
 
In a supplementary question, John Thornely queried why SCC officer time and money was still being spent on interim arrangements instead of working directly with NewSPAL on a long-term sustainable future. (The obvious interim arrangement is to leave SPAL where it is while all concerned work constructively and transparently on a permanent solution which saves the Council money but can be supported by users.) John therefore asked what ‘interim’ or ‘permanent’ outcomes SCC officers were working towards and when plans would finally come to Cabinet for a decision. 
 
The answer was once again not very illuminating, except it appears there is now an intention to keep SPAL together (rather than the previous plan to separate drama from music), but it is unclear whether that is as an interim (whilst NewSPAL gets ready to take over) or as a permanent in-house solution. Even the 26 June Cabinet meeting is not yet guaranteed to be the one where the future of SPAL will be debated.
 
Meanwhile, NewSPAL is working on a statement of the criteria by which both its own and any alternative in-house proposal from Surrey Libraries should be judged - in terms of what is likely to secure the best sustainable long-term future for SPAL users. Watch out for further information soon.


Thank you to all the users and supporters who have given of their time and pledged support in terms of time, expertise and/or money.
 
WHAT YOU CAN DO NOW:

  1. We still need more support and we urge you to continue talking to your friends (whether active in music or drama or not) and all your local contacts, including your councillor(s), about this issue, so that when Cabinet finally considers the issue, awareness is high.
  2. Please direct those interested to the survey so they can pledge support – moral or otherwise.
  3. If you have contacts with press or media, please point them in the direction of the trustees for comments, quotes, articles or interviews. Contact: Barbara Eifler, barbara@makingmusic.org.uk
  4. Put the dates of the next two Cabinet meetings in your diary and attend the relevant one (we will alert you or check one week before on the SCC website): 26 June and 17 July
  5. FIND YOUR COUNCILLOR: https://mycouncil.surreycc.gov.uk/mgMemberIndex.aspx?bcr=1
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NewSPAL: New Surrey Performing Arts Library
Registered Charity (England & Wales) No 1176729
HMRC Gift Aid Registration: EW91669
Registered address: 1,32 Somers Road, Reigate RH2 9DZ
Email: info@newspal.org.uk
     Tel: 0203 621 8272

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