Minutes Board of Trustees Meeting 07 March 2025

Meeting: National Library of Wales Board of Trustees Open Meeting

Date: Friday, 07 March 2025

Location: Ty Pawb, Wrexham

Present: 

Board Members: 

• Ashok Ahir (Preseident and Chair)
• Gronw Percy
• Andrew Evans
• Janet Wademan
• David Hay
• Susan Davies
• Quentin Howard
• Andrew Cusworth
• Lee Yale-Helms
• Hannah Lindsay
• John Allen
• Mohini Gupta
• Michael Gibbon
• Heledd Bebb

Executive Team: 

• Rhodri Llwyd Morgan, Chief Executive
• Owain Roberts, Director of Collections and Digital Services
• Mererid Boswell, Director of Finance and Corporate Services

Also present: 

• Annwen Isaac, Human Resources Manager
• Llinos Williams, Executive Officer to the Chief Executive
• Andrew Prescott, Prospective Trustee
• Sara Weale, Parternship Council
• Nicky Guy, Welsh Government
• Mary Ellis, Welsh Government
   

Minutes:

• Annwen Isaac

 Apologies:

•  Rhian Gibson, Director of Communications, Engagement and Partnerships

Section 1

1. General Matters

The Chairman welcomed everyone to the meeting, extending a special welcome to the three new Trustees namely Heledd Bebb, Mohini Gupta and Michael Gibbon.  We also welcomed Phillip Roberts and Mary Ellis on behalf of the Welsh Government and Sara Weale on behalf of the Library Partnership Council.

1.1 Welcome from the Chair, opening remarks and apologies

The Chair welcomed everyone to the meeting. He noted that it was pleasing to see everyone yesterday at the presentation by David Morley Architects on the feasibility study to improve the visitor experience across the Library building.

The next steps in the process will be to evaluate the priorities and consider the costs and budget, submit a Heritage Impact Assessment to Cadw and then report back to the Board meeting in July.

Andrew Prescott was welcomed to observe the meeting. Andrew will officially join as a Trustee on 1 May 2025.

Nicky Guy and Mary Ellis from the Welsh Government and Sara Weale on behalf of the Library Unions were welcomed.

1.2 Declaration of interests relevant to the agenda

There were no declarations of interests relevant to the items on the agenda.

1.3 Minutes of the meeting held on 10 January 2025 and matters arising which are not on the agenda

The minutes were approved as a correct record of the matters discussed.

 

Section 2

2.1 Chief Executive's Report

The Chief Executive presented his report highlighting the following areas for the attention of the Trustees.

He noted that it was a pleasure to be in Wrexham and that he had already visited Coleg Cambria, Wrexham University and Wrexham Library.

He reported that it was almost a year since he had undertaken the role and the main areas he had focused on were developing the Strategy, initiating the Change and Renewal Programme and introducing a suitable staffing structure to deliver the strategy.

It has been a challenging year as temporary mitigation measures had to be imposed due to the financial situation. He reported that the Library had now come through the difficult period and was in a more stable position to raise its profile and move the Library forward.  It was noted that staff were pulling together well and that there was meaningful collaboration with the Trade Unions.

Susan Davies noted that she was ready to provide input into the Education Strategy

It was confirmed that 100 new clips are being added daily to Clip Cymru and that the opening of Clip Corners is continuing.

 

Section 3

3.1 Strategy 2025-2030

A consultation on the strategy took place between 30 January - 21 February 2025 where 40 written responses were received.   Comments were received from individuals, public authorities, the cultural and heritage sector, including the Culture Division and Prospect Trade Union. Comments were also received from disability and advice on diversity bodies. The responses were very supportive of the direction of the strategy and praised the milestones of the main projects. As a result of the consultation there is no need to change the main objectives.

Encouraging the inclusion of clearer commitments to open access principles was discussed, although policies are in place, there will be an opportunity to consider this further when developing the Collections Strategy.

The Board agreed to approve the preparation of a final version of the Strategy and to confirm the publication date and launch with members. 

3.2  Library Structure Proposals

Rhodri Llwyd Morgan presented his paper which proposed a robust staffing structure for the coming years, with a view to ensuring that the appropriate resources are in place to deliver the prioritisation of the Strategy within the available budget.

The proposed structure offers a better balance in terms of the three Directorates where performance, workload etc. can be monitored. There will be 3 Heads of Department within the Collections Directorate and 2 Heads of Department each within the Engagement Directorate and the Corporate Directorate. The proposed structure will also align with the main operational elements of the Strategy namely, developing the national collections, sharing and engaging, and develop, change and improve.

It was noted that constructive discussions had already taken place with members of the Executive Team, the Leadership Team and the Trade Unions on co-designing the strategy and structure.  The next steps will be to confirm the structure up to the level of Heads of Departments by the end of March.  The Library also received the advice of an expert Human Resources Consultant on the proposed structure.

The current commitment of private funds already earmarked for supporting leadership positions in the areas of Communications and Engagement will be required.

On the basis of the above, the Board agreed to support the direction of the proposals relating to the high-level structure.

3.3 Strategy Awareness Campaign following Beaufort’s recommendations

A paper setting out the details of the campaign to raise awareness about the Library was presented as it publishes its New Strategy 2025-2030.  The Library has already gone out to tender to find a company that can support this work, which will include 3 high profile events across Wales, create a suite of digital content for website use and social media platforms, the design and print publication of the strategy document, and press communications.

The dates of the events will be shared soon.

The paper was approved by the Board. 

3.4 Pension Scheme

A verbal report was presented by Mererid Boswell.  She reported that the Government had contributed an additional £725K to the pension scheme, this being in addition to the £500K already received. Nevertheless the deficit persists.  A long-term solution will be needed for the future and enquiries have been made with the Dyfed Pension Scheme and the Civil Service, but there are further considerations regarding the scheme working financially for both sides.

It was reported that the information verification work with WTW is ongoing.

The next meeting of the Pension Scheme Board will be held on 26 March where the draft consultation paper will be discussed with a view to going live with the consultation during April.

3.5 Atrium Project – a document on the lessons learnt from the project

The paper was presented by Mererid Boswell who explained the lessons learnt, specifically in terms of cost, schedule, planning, tendering and contractors; and that these points can be kept in mind when dealing with any future projects. The paper was welcomed by the Trustees.

3.6 Gateway 4 Report - urgent maintenance work to protect the National Collection

A very thorough review was carried out by the Welsh Government into the emergency maintenance work of the Library’s roof. The Library was very satisfied with the result of the report which was amber/green, which is very positive.  Mark Stevens, Head of Estates and Support Services was thanked for all his work.  Hannah Lindsay stated that she was more than willing to assist with any paperwork in relation to the recommendations

Section 4

4.1 Financial Reports

4.1.1 Management Accounts January 2025

The accounts were presented by Mererid Boswell. She noted that the loss at the end of the financial year will be around £329K, this is lower than the previously forecast figure of £646K. The figure is much lower because the commercial elements are performing better than expected and income has also increased.

More was spent on wages than expected because the original settlement of 3.7% increased to 5%.

There is also some underspend on budgets.

Mererid and her team were thanked for a clear and accomplished report.

The accounts were approved by the Board.

4.1.2 2025/2026 Budget

An earlier version of the paper had been submitted to the Finance and Resources Committee, and the latest version of the paper has been upgraded and presented today which shows a shortfall of around £600K.  Welsh Government had provided confirmation that the budget for 2025-26 would be £200K higher than stated. Information has not yet been received regarding funding for an increase to Employer's National Insurance because the Government is waiting to hear from the Treasury.

While there is a little more flexibility within the budget, the private funding will still need to pay for the three posts within the Communications and Engagement Directorate, and continue to pay the £250K towards the Broadcast Archive posts even though those posts are embedded in the Library’s core posts.

Mererid was thanked for the paper which gave a clear picture of the financial situation for the next three years. It was noted that it would be pleasing that if by the end of year 3 all staffing costs were embedded in the core budget.

A question was raised regarding attracting income e.g. paying for parking and receiving a refund for this in the café; it was noted that parking must be considered carefully as we do not want to see a reduction in our users and visitors at a time when we are trying to attract audiences.  The possibility of a one-year pass or free parking for the first 2 hours was noted.

The budget was approved with £250K of private funds going to the capital budget as it is not anticipated that further capital funding will be given by the Welsh Government.

4.1.3  Fundraising Update

A report on fundraising activities for the period April 2024 – January 2025 was shared for information.

4.1.4 Broadcast Archive Budget 2024-2025

The paper had been submitted to the Finance and Resources Committee, and at the request of that committee a summary of the income and expenditure of the project against the remaining budget was submitted.  It was noted that the staffing budget has to be kept under close scrutiny until the end of the project. 

4.1.5 Grants Upgrade

The paper had been submitted to the Audit, Risk and Compliance Committee which reflects the Library's position in relation to grants. Two new projects were highlighted, namely the Cataloguing of the Workers' Educational Association Archive and the No Welsh Art Engagement Programme.

4.2 Compliance and Risk

4.2.1 Corporate Risk Register

The register had already been submitted to the Audit, Risk and Compliance Committee. The following have been identified as changes to the risk register since the January meeting.

The risk of "failing to keep up with evolving technologies and accessibility standards" was added – specifically regarding HR developments to the technology expectations of users.

Two risks had increased, namely the one regarding decarbonisation where more extensive work is needed to ensure that we meet the requirements of the Future Generations Act. The second to increase, and it is hoped that this will only be temporary, the risk relating mainly to the workforce, with the structure and consultation on changes to the pension scheme.

In terms of financial sustainability, a better-than-expected budgetary settlement was received, which has reduced financial pressures, and also a reduction in governance risk with the appointment of 3 new trustees.

On the basis of the above changes the Risk Register was approved by the Board.

4.2.2 Update on Phase 2 Bookstack 1 and 2

A paper was presented on the Phase 2 update of Bookstack1 and 2.  £1.5M has already been received towards repairing the roof, and that work is ongoing. The Welsh Government has indicated that £850K has been made available in the 2025-26 budget for repairs to the window, and the Library has prepared a business plan ready for submission.

As the scaffolding is already in place, there are savings in combining the two projects under one agreement.  The Library has taken legal advice which is favourable, and therefore, subject to Welsh Government funding and consent, the work can be awarded as a tender extension under the framework document, and to award this as an extension to the existing LEB Construction agreement.

Following discussion and on the basis of the paper the Board approved to award an extension (compensation event) to LEB Construction as the tender process, if funding is awarded, and also to approve a Phase 2 Improvement Project to proceed during 2025-26. 

Section 5

5.1 Finance and Resources Committee Draft Minutes – 11 February 2025

The minutes were shared for information and will be approved at the next meeting of the Finance and Resources Committee - 10 June 2025.

Section 6

6.1 Use of the Library’s Seal

It was reported that the seal had been used twice with the work relating to the re-roofing of Stores 1 and 2.

6.2 Any other matters

This was Lee Yale Helms' last meeting as a Trustee, he was thanked for his service and the Board wished him well for the future. Lee will continue as Chair of the Pension Plan Board.

The interviews for the Trustee (Welsh Government appointment) will take place in March.

Trustees were reminded to return their Declaration of Interest forms to Annwen before the end of March.

The Trustees were reminded to submit their travel expenses forms as soon as possible.

End.

ACTION POINTS/MATTERS NEEDING FURTHER ATTENTION