The ability to bid successfully for funds has become an increasingly important skill for libraries to have. Lorensbergs spoke with Vicky Embrey, Library Services Manager at Stoke Libraries, about her experience in winning a £300k grant from the Libraries Improvement Fund (LIF) for a programme of library improvement.
It included refurbishment projects and the introduction of Netloan Wi-Fi print and kiosk payment integration. We’ll consider the process involved and include practical advice on making your own successful funding applications.
The 2023 LIF bid was managed by Vicky with team input on systems they wished to implement for self-service print payments and wireless printing.
Vicky has worked at Stoke Libraries for over 20 years. Starting as a library assistant, she progressed to become team leader and is now one of three managers reporting to the Head of Service. Vicky is responsible for operations across all 6 library sites and is focused on maintaining high levels of customer satisfaction. With help from recent funding wins, she is pleased that all branches have reached a good standard of interior decoration. They have much greater capacity for community events and engagement, achieved through layout changes and with staff time refocused following print self-service introduction via Netloan.
The refurbishments at the Longton and Stoke sites transformed the libraries. New furniture replaced old shelving and counters. The Longton refurb also required asbestos removal and new electrical wiring to support the PCs. New lighting and some new windows improved both the appearance and sustainability of the old listed building. CCTV and other security provisions were also added.
The team has tapped into other funds to develop services further. This includes Know Your Neighbourhood and microproject funding to stage new events and activities and support outreach work. In each case, the most relevant manager organises the bid, while benefiting from input from the rest of the team.
Making the bid: Advice for successful applications
Here’s what helped to secure the £300k LIF bid for the refurbishment and new print systems project:
- Sufficient time
Foremost is the need to plan ahead, as Vicky advises: “Some funding applications are very long. It’s difficult to give yourself enough time so start as early as you can. You need to have all the costings in advance and you may find yourself up until the small hours trying to meet the deadline as I did!” In the case of LIF, there was a two-stage application process, so the need to plan ahead for both the initial expression of interest and the full bid (approx. 4 months apart) - Project planning
Create a project timeline that fits comfortably within the maximum time allowance to complete the project, allowing for manageable stages. For Stoke, this involved the use of 3 smaller projects to achieve the full transformation programme before the spend deadline. The largest of these was the Longton refurb which used £190k - Working with instalment plans
Consider the payment schedule. The 2023 LIF was in 3 instalments, so Stoke structured the project plan to work with this arrangement. Ensure you allow time for placing orders and the admin involved, and for getting completed accounts to auditors, which can involve chasing suppliers for invoices. You may even need to factor in time to produce the final report on use of the funding - Prepare for the unknown
Build in contingency for inflation and the unknown in your costings, and make this clear in your submission. It could be a year between the initial projections and having the bid approved, then another year or two for the project implementation so you are likely to need this leeway. In Stoke’s case, it wasn’t just inflation but the nature of the building work involved: “The plaster work in the library refurbishment is a case in point. I didn’t know how much of this plaster would need to be replaced. It was a lot more than initially expected. So the contingency costings were essential.” - Secure the full amount
With LIF funding, the final 10% is only received at the end of the project, by which time all spending could already be complete. However, Vicky took time to secure this final payment by suggesting and submitting an additional revised plan for its use: “We tried to use every single penny as we don’t usually have much money and it was important to see the full benefit of the grant.” - Persistence pays off
It’s really important to seek out feedback from any failed bids. In Stoke’s case, the library’s bid for the 2022 fund was unsuccessful. Vicky understood that the aims of their submission were good but there were some concerns about the planned management of the project. After taking feedback, their 2023 bid was a massive success: “I went for feedback and they gave me feedback, which then helped me improve and succeed the next time round.” - Start small, be realistic
Be prepared to start off with simpler projects and build from there. Stoke’s 3 in 1 project was very ambitious and required a huge amount of preparation. It’s kudos to Vicky and the team that it was executed so successfully: “There were a lot of things all going on at the same time. So be realistic about what you can take on!”
Satisfying fund aims with the bid
The aims of the 2023 LIF fund were stated as follows:
- Increase the sustainability and potential for transformation of libraries by developing more flexible, more commercial spaces
- Increase and improve digital access within communities
- Connect libraries to their communities and increase library use
Vicky explains: “Looking at the aims of the fund, they fitted very well with our plans to spend more time on groups, activities and digital inclusion.
“My reason for including kiosk self-service for printing was that for staff it’s going to free up their time. When users are able to pay for and release their own prints this will give staff their time back. Then they can support more customers who need that bit more help on computers or finding a book. Our budgets may have been reduced, and our staffing has been reduced, but with Netloan self-service support, the user experience can still be good.
“The experience of using library services has to be modern, and this is why self-service is important. We’re all used to it. We’re all going to supermarkets and shops now, and it’s become an expectation. Modernising both the appearance of the library and the experience of using it can attract more customers, including those that have become disengaged. It was very much about making a newer, more welcoming environment.”
Project success
The main refurb at Longton Library has helped to provide a smarter and more modern interior while supporting better visits. New signage helps users to navigate around better. The changed layout adds more spaces for groups to meet and complements the new initiatives supported by the Know Your Neighbourhood funding for new adult groups. There is also an exciting new feature in the children’s area – a castle which is proving very popular with younger users.
A refurb of the main Stoke Library was smaller scale but also much needed. The removal of a large counter has freed up lots more space for group work and a children’s feature has been another important part of the transformation.
The new shelving has greater capacity for an increase in stock, both here and at Longton. This has helped to maintain overall stock levels following an earlier relocation of the City Central Library to a smaller site.
The new wireless printing service, which was part of the third project phase, has been very well received by own device users. They can print from phones, tablets and laptops then release their jobs at any of the 6 library sites. The kiosk integration enables self-service payment for prints. Together this satisfies user need to bring in own devices and have a quick, effective way to print without logging into a PC.
New print systems feedback
Vicky reports that staff training for Wi-Fi printing and kiosk print release has been straightforward and users are embracing the new services:
“Feedback on the experience of using Netloan Wi-Fi print is very good, both from customers and staff. Customers have quickly got used to the new kiosk integration enabling them to pay for and release their print jobs.
“Staff are using the time they’ve regained to tell customers about the services we’ve got, and support users to become more digital and confident on the PCs. There is more time to run activities as well.”
Print volumes have increased following introduction of Netloan Wi-Fi printing and revenue has further increased following a print price review:
“We’re doing well and felt it was time to review our prices. We were probably one of the cheapest library authorities before that!
“We’re very pleased with where we are at the moment, with the good take up of Netloan Wi-Fi printing and ease of payment. We’re encouraging some of our more reluctant customers to start using the kiosks. Some may be worried that it’s taking our jobs away from us, but we make it clear that it’s simply a better way of working. Now when we’re helping users on the PCs we don’t need to bob back just to release someone’s printing all the time.”
Printing may be for travel, e.g. boarding passes, or postage labels. Students come in a lot, and usage goes up around exam time. Businesses come in for their own printing requirements, to print off posters for example. They know it’s easy and cheap and they love coming into the library.
Event staging improvements
The new layout at Longton library is working out really well. With the extra space created, the activities can run simultaneously with routine library use. It doesn’t need to impact or limit regular use such as book browsing or PC use.
“We’ve started up lots of activities at all of our libraries – groups for history, colouring, Dungeons and Dragons, gardening, home education. Previously, everything was competing with each other. The improvements have helped footfall in itself in this way, we’re getting more people in for activities without regular users being put off. There are new computer pods for PC users’ privacy and new areas for own device use. All in all, it’s the perfect community space.”
Final tip – communicate service improvements
With new services and activities introduced, make sure customers are making use of all that’s new through good communication and publicity. This goes for council colleagues too – it’s always worthwhile promoting what you have and raising awareness.
“We’re advertising the print service with leaflets and pull up banners throughout the libraries. There are plans to display the banners in local colleges and we’re going to see if supermarkets will display them too. A video showing customers using Wi-Fi printing is in the works. It involves some of our regular customers who were just happy to take part in the video making. Plus we’ve produced one showing a school visit and the different activities that take place.
“I don’t think people realise what you can do in libraries, not just the public but colleagues in the council as well. There’s always more recognition and awareness needed and the videos will help with this.”
