Minutes Board of Meeting 06 March 2026

Present:

Board Members:

• Ashok Ahir (President and Chair)
• Andrew Evans
• Gronw Percy
• Heledd Bebb
• Jo Williams
• Andrew Prescott
• Quentin Howard
• Mohini Gupta
• Susan Davies
• Janet Wademan
• Michael Gibbon
• Hannah Lindsay

Executive Team:

• Rhodri Llwyd Morgan, Chief Executive
• Mererid Boswell, Director of Corporate Services
• Owain Roberts, Director of Collections
• Rhian Gibson, Director of Communications and Engagement 

Also present:

• Annwen Isaac, Human Resources Manager
• Sion England and Ellie King, Partnership Council
• Nicky Guy, Welsh Government
• Llinos Williams, Executive Officer to the CEO

Minutes:

• Annwen Isaac

Apologies:

• David Hay
• Andrew Cusworth
• John Allen
• Phil Roberts

 

Section 1

1. General Matters 

1.1 Chair’s welcome, opening remarks and apologies

The Chair welcomed everyone to the meeting. 

Nicky Guy from Welsh Government and Sion England and Ellie King, representing the Library’s Union, were welcomed. 

1.2 Declaration of interests relevant to the agenda

Rhodri Llwyd Morgan declared an interest in relation to point 4.1 as a former member of Aberystwyth University staff as did Mererid Boswell because her spouse is a current member of staff at the University.

All the staff attending declared an interest in relation to point 4.2, the update on the Pension Consultation. 

1.3 Minutes of the meeting of 9 January 2026 and matters arising not on the agenda 

The minutes were approved as an accurate record of the matters discussed, with minor changes to the English version. 

Section 2 

2.1 Chief Executive’s Report 

Rhodri Llwyd Morgan presented his report, noting the following points: 

• The Friends of the Library as an Individual Charity had come to an end. Discussions with the President of the Friends scheme had made it apparent that they had found the last few months difficult in terms of their own resources and capacity. They will transfer the remaining money to the Library for specific projects. A further discussion on the nature of the Friends scheme will be held in the future and will be reported back to the Board during the Summer
• He reported that the application to the Cooperation programme between the Ireland and UK Governments on the theme of “Celebrating our unique characteristics and connections as institutions” which had been presented by the National Libraries as a collective had been successful, €750m had been awarded for the programme and details of the project will be announced in the next week at a conference in Cork, Ireland.
• During his visit to Ireland he had the honour of seeing the Sallwyr Rhygyfarch manuscript, one of the incredibly valuable manuscripts produced in Llanbadarn church at around the end of the 11th Century – this item will be loaned to the Library during the autumn as part of a plan which sees the return for the first time of rare manuscripts believed to have been created in Llanbadarn during this period.

Janet Wademan noted that the Friends should be thanked formally for their work since 1960 and that she will look forward to how the Library will build on this work. Andrew Prescott noted that the British Library offers a “Membership Scheme” and that the Library could consider this for the future.

Rhian Gibson confirmed that the Library will display an Exhibition on the History of Aberfan during the autumn as part of a project which receives funding from Welsh Government. She also reported that the Library is doing engagement work on the theme of Cynefin and Belonging with Schools and Communities in the valleys at present.

It was also noted that many organisations want to work with the Library and that it was difficult to parter with all of them. We are currently working with Theatr Bara Caws celebrating 50 years since its founding. 

Section 3 

3.1 Corporate Risk Register

Mererid Boswell presented the risk register which gave an update of the main risks that the Library faces, and how they are managed.

Jo Williams asked how our risk appetite is applied to risk 2- “affordability of the employers’ pension scheme”, should a recovery plan be included in the risks. Mererid stated that there is a specific risk register for the Pension Scheme separate from the Corporate Risk register. 

Mererid noted that she agreed that there is more work to do on our risk appetite and that this would be a further discussion for the Audit, risk and Assurance Committee with new member Angela Williams. 

It was reported that the work on Fedora 6 was complete and the risk reduced. With the increase in the Library’s profile and that we’re partnering with various organisations, the importance of measuring the work in conjunction with the Library’s Strategy and Engagement Strategy was noted. 

It was agreed that a questionnaire would be shared with Board members for their opinion on risk appetite, and that checking whether there is already a statement on risk appetite is required.

The Corporate Risk Register was approved. 

Section 4

4.1 Update on the second site: The Programme Business Case Several relevant papers had been shared for the Trustees in the Teams channel prior to the meeting. It was reported that the Stage 2 Gateway Review had taken place between 28 - 30 January 2026. A praiseworthy green/amber report was returned, which showed that the paperwork was in place, and the plans developing well and as a result, only 3 recommendations were noted. 

4.2 Consultation on the Pension Scheme 

Rhodri Llwyd Morgan reported that consultation and detailed and challenging discussions on changes to the Pension Scheme had taken place since October 2025. Concerns around staff wellbeing during the consultation have been apparent to us and the Library has communicated via the Unions, has held information sessions and encouraged discussions with line managers and trade unions throughout the consultation to ensure staff wellbeing.

Measures which reduced the original offer following formal discussions with the Unions, staff opinion, evidence and the comments received, were presented to the Board in the Board meeting of 9 January 2026.

The Library has agreed to look again at the price point should there be any decrease in costs to the Library in future. A reduction would be reflected in an equivalent percentage decrease in employee contributions, with the aim ultimately to discontinue the additional contributions. 

Following a detailed discussion with the Unions it is clear that we will have to look to another pension scheme for the future. 

A letter dated 4th March 2026 from Trade Unions Prospect and PCS for the attention of the Trustees, asking for consideration of 4 specific points, has been received. These 4 points have been given deep consideration and unfortunately it is not possible to offer any movement on these points. The President noted that he would acknowledge and respond to the letter. 

Based on this discussion and the paper presented to the Trustees, the changes to the Pension Scheme were approved. The next steps will be to report to the Library Pension Board and then receive permission from Welsh Government to approve the changes, which become effective from 1st April 2027. 

4.3 Draft Operational Plan 2026-2027

It was reported that a previous draft of the Operational Plan had been discussed in the Performance, Quality and Governance Committee and that following a further discussion between Janet Wademan and Mererid Boswell that further work and additional sections had been added to the document. It was noted that the design and presentation were now far better. The following points were noted: 

• English version (p 22) – Environmental Sustainability – target needs to be set
• Need to strengthen the narrative on 2026-27 milestones
• The plan is a challenging one, are staff capacity and budgets sufficient to reach the targets?
• Need to see measurable targets, some that need to be stretched and some already above target
• Is it possible to compare with last year’s targets?
• Need to evaluate regularly.

Mererid Boswell noted that we would have to prioritise according to the resources available. In terms of budget, applications for external funding and project funding could be made and the Leadership Team have already been tasked with seeking possible funding sources.

Regards cross-departmental working, there is some work to do. The Executive Team and Leadership Team are key to improving the cross-departmental cooperation and the key staff are aware that there is a need to focus on this and provide the appropriate training to enable it to happen. 

Nicky Guy noted that the Operational Plan may need to be reviewed and revised once the Government announces the new Governing Programme following the election. Until then, it is expected that business as usual will continue. She welcomed the cross-departmental approach and collaboration in partnership. 

Janet Wademan reported that the Trustees were available to assist where their specialist input with this work is required. 

With the points noted above, the Operational Plan for 2026-2027 was approved. 

4.4 Draft Collections Strategy

Owain Roberts presented an outline of the draft Collections Strategy. He was open to feedback on the general direction and whether there are things which have been omitted that should have been included. 

It was noted that the draft was well formatted and presented clearly, and it was nice to see both languages side by side.

It was confirmed that the Draft Collections Strategy reflects the Library’s Strategy and Engagement Strategy, and that it will be implemented from now until 2030. It was suggested that a table (as per the one in the Engagement Strategy) noting the timescale and key milestones should be included.

It was noted that the Library will work cross-departmentally in delivering the strategy. 

The draft was approved. 

Section 5: Corporate Matters 

5.1. Financial Reports 

5.1.1. January Management Accounts 2026 

The management accounts up to the end of January 2026 were presented by Mererid Boswell. These are the main points noted: 

• The financial year-end public outturn is expected to show a deficit of £250
• Pen Dinas is performing well
• Vacant posts remain in the structure as staff move on to more senior roles.
• We need to look at our administration of income processing, is the time spent giving value for money when some processes could be automated
• Revenue is going well
• Aiming to complete capital projects in the last quarter, better timing of procurement and project management in 2026-27 will prevent this in future
• Thanks to Welsh Government for the additional £44K towards the windows refurbishment, the work is now complete, and the scaffolding has been dismantled
• Private funds continue to grow and are in a good position 

Rhodri Llwyd Morgan noted that we are in a good position, but we must be very vigilant whilst considering our spending leading up to the 2026-2027 budget. We must be careful because the situation remains tight. 

It was explained that because of the restructuring within the Collections Directorate, some vacant posts remain in the staffing structure as staff move internally, but that the Directorate’s senior roles are now all in place. 

The staffing structure of the Communications and Engagement Directorate will have to be looked at owing to the resignation of the Head of Communications, Engagement and Social Media, who will be leaving at the beginning of April. We have advertised the post widely, hoping that we’ll succeed in attracting candidates to work in Aberystwyth. 

Janet Wademan noted that the Broadcast Archive project had been extended until December 2026. It was noted that it is the engagement aspect which has been extended and that the rest of the project’s work had either come to an end or had been embedded into the core work of the Library. 

It was noted that it is predominantly card payments that are received in Pen Dinas. Gronw Percy noted that he hoped to see a reduction in expenditure before the end of the financial year in coming years. The deficit is reducing and is improving. 

The Management Accounts up to the end of January 2026 were approved. 

5.1.2 Draft Budget 2026-2027

The draft budget was presented to the Board in January and was discussed further in the Finance and Resources Committee in February. There is more clarity in the current budget because the Senedd has now confirmed the Welsh Government budget. The Library’s revenue budget will be £12.459M and the capital budget will be £4.75M.

Andrew Evans noted his concerns around the Fundraising situation as we are not making the progress expected in terms of attracting income. Mererid Boswell noted that she is keen to appoint external assistance to support the existing team as there are specific staff available to write business cases and assist with administration work. It is anticipated that this key work will work cross-departmentally between the Corporate and Communications and Engagement Directorates. It was agreed that Income Generation would be discussed further in the Finance and Resources Committee.

The question of whether a charge should be imposed for parking at the Library was raised. This is regularly under consideration by the Executive Team, and the decision at present is that we are not in a position to implement this.

The Budget for 2026-2027 was approved. 

5.1.3 Grants Update

Shared for information

5.1.4 Use of Private Funds

Shared for information. It was noted that there had been a discussion on creating a Special Projects Fund. This will be a fund to which clear task and finish project applications requiring funding in terms of match funding for research work, specialist advice or specific projects, but not to support additional posts, can be presented. It was agreed that a clear framework on how the fund will be administered was needed. £250K per annum will be allocated to this fund. 

Section 6 

6.1 Welcoming Spaces Presentation

Rhian Gibson gave a presentation on the developments regards the Library’s welcoming Spaces. The main areas discussed were:

• The removal of the revolving door by Reception, and the redesign of the Reception area
• Repurposing the office on the lower ground floor as an extension of the Shop retail area
• Offices at the front of the building (floor 1 - south side – becoming exhibition areas which will change every 3 months, to include new collections and accessions beginning with the 1926 strike; League of Nations meeting Aberystwyth, the work of Idris Davies and then an Aberfan exhibition by autumn 2026
• Offices at the front of the building (floor 1 - north side) devoted to the Immersive Kyffin project in three rooms, to include an introduction to Kyffin, Immersive Kyffin experience and a space to reflect and gain more information. We will open the Kyffin exhibition in September 2026. This will be a permanent exhibition, and we will be working in partnership with Oriel Môn
• An exhibition of Kyffin Williams original works is planned for Oriel Gregynog during the summer/ autumn of 2027
• Education area – renovation work currently in progress
• Wayfinding Signage plan– plans for the signage throughout the building and a floor plan of the whole building by the Main Entrance. 

Section 7

 

7.1 Draft minutes of the Finance and Resources Committee – 10 February 2026

The minutes were shared for information. 

7.2 Draft minutes of the Audit, Risk and Assurance Committee – 17 February 2026

The minutes were shared for information. 

Section 8: Any other matters 

8.1 Use of the Library’s Seal

It was reported that the Library’s Seal had been used three times as follow:

• Purchasing a piece of land by Gorwelion for £1
• A new lease with Swansea University – Clip Centre– Storage
• Pension Scheme Deed of Variation for changes in membership 

8.2 Independent Member – Audit, Risk and Assurance Committee 

Huw Lloyd Jones’ term as an independent member of the Audit, Risk and Assurance Committee has come to an end, and because of this Huw will instead become an independent member of the Llanbadarn Project Board. The Trustees approved this appointment. 

It was also agreed that Huw should be thanked in writing for his work as a member of the Audit, Risk and Assurance Committee over the last 4 years. 

In light of this and given that we have recently held interviews for independent members of the Audit, Risk and Assurance Committee in 2024, it was proposed that Angela Williams be appointed as a new independent member from 1st April 2026. The Trustees approved this appointment. 

8.3 Administration Matters 

The Trustees were reminded to do the following: 

• Return their declaration of interest forms
• Return their list of areas of expertise
• Complete the Diversity and Equality training module online
• Confirm their presence in-person/ online for Board and Sub-Committee meetings in to ensure quorum required to hold the meetings. 

8.4 Next meeting

10.00 o’clock, 15 May 2026 in Aberystwyth and online.