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Frequently Asked Questions
about the Horowhenua Library Trust
1. Why were we established?The Trust was set up as the result of a review in which Horowhenua District Council found that their libraries were underfunded. Councillors saw no possibility of the libraries getting extra rating funding. Involving movers and shakers in the community as Trustees was seen as a way of getting greater community involvement and strengthening fundraising possibilities for the libraries.
2. Where does the Trust's funding come from?About 85% of our funding comes from Council. The remainder comes from user charges (6-7%), donations, sponsorships and other sources. Council's funding for the libraries is guaranteed for the period of the management contract between the Council and the Trust. The initial contract was for 4 and a half years, the second (signed June 2001) for 4 years, and the third for 3 years (signed 2005). The Trust is paid a bulk sum quarterly in advance and is responsible for looking after all its own money matters.
3. How is the Trust's performance measured?The Management Agreement sets out required performance. The Trust presents a draft Statement of Intent to Council at the start of each financial year, with suggested performance targets and an outline budget. The performance targets are negotiated. The Trust reports quarterly on the targets agreed for that year. The initial Management Agreement (1997-2001) stipulated that the Trust would not increase fees without Council approval, and would spend not less than a minimum amount on the purchase of new stock. The second management contract (2001-5) gives the Trust very wide freedom to act as it sees fit in the best interests of the libraries.
4. What pitfalls were encountered in the establishment period?We experienced few problems. Council involved staff throughout the planning and establishment process, and every staff member was guaranteed a job under existing conditions and remuneration. Establishing guidelines for the different roles of governance (the Trust) and management (library staff) is critical to success. In practice, the role of the Trust is that of a Board of Directors.
5. What is the relationship between Trust and staff?An atmosphere of openness and mutual respect between Trustees and staff is crucial. In Horowhenua the Library Manager attends and reports directly to all Trust meetings. Other staff attend some meetings and participate in joint workshops (on planning, marketing, special projects etc).
6. What contact is there between Trust and Council?Trustees are appointed by Council and serve a two to three year term, renewable for another term. There is no direct Council representation on the Trust Board as Trustees, but 2 councillors are appointed as "Liaison Councillors", and they are invited to attend the quarterly meetings at which the Trust reviews its performance over the completed three month period. His Worship the Mayor and some Councillors usually attend the Trust's AGM and the social or formal functions to which they are invited.
7. What commitment is expected of Library Trustees?Trustees expect to spend not less than half a day per week and the Chairman a full day per week on Trust business. They are paid an honorarium but no meeting fees. A total of $15,000 is divided between our 5 Trustees annually.
8. Who has benefited from the change? What improvements to service have there been?In Horowhenua, library users have benefited from more money being spent on new books, libraries open for longer hours and extensions to the premises of one of our libraries. But the biggest advantage is a different attitude. We now have a more empowered approach to library service - if something is worth doing, we find a way to get it done. If you have more questions about the experience of the Horowhenua Library Trust, you are welcome to contact any of the following:
Trustees: Sharon Crosbie, Chair,
Council: Garry Good, Councillor,
Management: Rosalie Blake, Head of Libraries,
Staff: Kiri Hayes, Branch Coach
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