REPORT TO: AUDIT AND PERFORMANCE REVIEW COMMITTEE ON 15 APRIL 2015 THE LOCAL HERITAGE SERVICE (EDUCATION AND SOCIAL CARE) PERFORMANCE

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1 Item: 8 Page: 1 REPORT TO: AUDIT AND PERFORMANCE REVIEW COMMITTEE ON 15 APRIL 2015 SUBJECT: BY: THE LOCAL HERITAGE SERVICE (EDUCATION AND SOCIAL CARE) PERFORMANCE CORPORATE DIRECTOR (EDUCATION AND SOCIAL CARE) 1. REASON FOR REPORT 1.1 The purpose of this report is to outline the performance of the Local Heritage Service. 1.2 This report is submitted to Committee in terms of Section (III) (I) (16) of the Council's Scheme of Administration relating to reviewing current performance information for all services. 2. RECOMMENDATION 2.1 It is recommended that Committee: (i) (ii) (iii) (iv) notes that the Local Heritage Service is Moray wide and embedded within the core delivery of each library; notes that the Local Heritage Centre facility offers appropriate advice and support, carries out research and is staffed by specialist staff; notes the actions being taken to meet the national standards and to seek increased income generation; and scrutinises the summary of annual performance and notes the trend towards contact. 3. BACKGROUND 3.1 The Local Heritage Service comprises Local Studies, Archives and Records Management and is managed by the Records and Heritage Manager based at Elgin Library. 3.2 The Local Heritage Centre is currently based at Old East End School and offers access to specialist knowledge and support to use the diverse collections held by the Council and to support and assist in the research undertaken by service users at a local, national and international level. Two

2 PAGE: 2 full-time staff are based at the Local Heritage Centre, one Local Heritage Officer on Grade 8 and one Library & Information Assistant on Grade The budget for the Local Heritage Centre is 70,960. There is an additional budget of 45,755 for the post of Records and Heritage Manager. This post manages the Council s records management functions and heritage service including archives. 3.4 The Local Studies Collection comprises 9,500 books on open access with a similar amount stored in reserve, 20,000 photographs, 16,000 maps, 20,000 microforms, pamphlets, newspapers, genealogical records, census returns etc. 3.5 All libraries carry local heritage material relevant to the locality and this may include books, microfilm, photographs and maps. They work closely with local heritage organisations. 3.6 The Archives Collection is currently held in 3 locations, in Forres, Elgin and Aberdeen and includes burgh records, court cases, school records, title deeds, maps and plans including the Doig and Wittet collections of architectural plans. The overall collection offers a unique record of the way of life in Moray from 13 th century to the present. Archive material is only available to view at the Local Heritage Centre under supervision. 3.7 Good progress is being made in addressing records management with the immediate priority being to find appropriate storage facilities and to ensure an effective approach to electronic records management. 3.8 Access to these collections allows Moray the opportunity to develop heritage and ancestral tourism to support the Castle to Cathedral to Cashmere initiative. 4. SUMMARY OF PERFORMANCE 4.1 How Good Is Our Public Library Service (HGIOPLS) replaced the Public Libraries Quality Improvement Matrix (PLQIM) in 2014 and Heritage Services provided by the local authority are measured against the standards and public entitlements contained in this framework. Library Services are audited against all 5 Quality Indicators on a three year cyclical basis by officers from Scottish Libraries Information Council (SLIC) and Peer Reviewers from other local authorities chaired by an independent convener. 4.2 Benchmarking of services is at the early stages through the implementation of this new self evaluation process. 4.3 Entitlement to apply for Scottish Government funding through the Public Library Improvement Fund is determined by local authority library services gaining at least Level 4 Good, in the quality audit. 4.4 Quality Indicator 4: Individual & Community Engagement which covers community heritage and culture is due to be audited in Moray during 2016.

3 PAGE: Performance indicators covering engagement with heritage are reported to Audit & Performance Review Committee on a quarterly basis: Lifelong Learning Libraries & Museums Cat Local Local Code & Name EdS Number of visitors to heritage attractions EdS Number of people engaging with heritage attractions Current Target 2012/ / / 15 Q3 2013/ 14 Q4 2013/14 Q1 Q2 Q3 Value Value Value Value Value Value Value Value 4,327 35,805 40,346 22,967 5,463 2,929 8,923 14,055 3,398 46,500 61,519 57,045 46,268 57,045 14,152 36,096 55, The table below summarises the performance of the Local Heritage Centre; Visitors (In person) 2,842 2, , (projected) Visitors (Online) N/A 5,499 25,907 5,129 28,226 4,587 2,161 28,706 3,967 Enquiries Income 2,259 1,774 2,409 1, Further statistics that include uptake of heritage services are also supplied to the Chartered Institute of Public Finance and Accountancy (CIPFA) on an annual basis. 5. PERFORMANCE ANALYSIS

4 PAGE: The number of physical visitors to the heritage centre has declined over the last few years with reports from visitors that the location at Old East End School is not adequately signposted and that the limited parking at that site is a further deterrent. 5.2 The electronic contact has increased with and website enquiries increasing and the virtual visits to LIBINDX, the index to Moray s heritage collections has also increased. 5.3 Based on the increasing demand for services and in order to ensure the preservation of these unique resources for future generations, there is a definite need to digitise the collections, thus ensuring their condition is maintained and supporting the potential to generate income from overseas and UK based researchers through the e-shop. Volunteers will be recruited to support staff to proceed with a programme of prioritised digitisation. 5.4 It is anticipated that there will be an increased demand for heritage information to support the Castle to Cathedral to Cashmere initiative as well as the interest fostered by this project. 5.5 The support provided to local heritage organisations across Moray including those represented in Moray Heritage Connections will continue. 6. SUMMARY OF IMPLICATIONS (a) Moray 2023: A Plan for the Future/Service Plan This report supports A growing and diverse economy through heritage tourism and sense of community. Also supports the objectives of the Moray Economic Strategy. (b) Policy and Legal (c) Financial implications (d) Risk Implications (e) Staffing Implications (f) Property (g) Equalities

5 PAGE: 5 An Equality Impact Assessment is not needed because the report is to inform Committee on performance. (h) Consultations 7. CONCLUSIONS The Corporate Director (Education and Social Care); the Head of Lifelong Learning, Culture and Sport; Acting Head of Legal & Democratic Services; Deborah Brands, Principal Accountant; Lissa Rowan, Committee Services Officer, have been consulted on this report and agree with the sections of the report relating to their areas of responsibility. Cllr Anne Skene has been consulted and may make her views known at the meeting. 7.1 That the Committee considers the recommendations set out in Section 2 of the report in regards to the performance of the Local Heritage Service. 7.2 That Committee notes the need to preserve and improve access to the collections through a digitisation programme and the use of trained volunteers. Author of Report: Background Papers: Ref: Sheila Campbell, Principal Librarian