Meeting Agenda & Important Information

PLYMOUTH PROPRIETARY LIBRARY ASSOCIATION

AGM AGENDA

Saturday 5th September 2026

Apologies

1. Minutes of the 2024 annual general meeting

2. Treasurer's accounts 2025

3. Presidents annual report 2025

4. Election of president

5. Election of other officers and trustees

6. Development Proposal Plan Vote – See appendix One
   
   The following proposal will be put before the meeting of PPL members and voted on at the AGM on the day

If you are unable to attend on the day you will be able to register your vote by secret ballot in the library in advance of the meeting or by post

See Appendix 1 for further details about the proposals and how to register your vote

Option 1 - Adopt the proposal as recommended by the development committee and progress to applying for planning permission ahead of applying for funding
Option 2 – Reject the proposals of the Development Committee and move to develop an alternate proposal
Option 3 – Put all development proposals on hold and continue ‘As is’

Any other business as permitted by the chair of the meeting

Plymouth Proprietary Library Association, St Barnabas Terrace,
Plymouth PL1 5NN

Tel: 01752 659907   email: admin@theppl.org.uk 

Website: www.theppl.org.uk

Additional Background Information

Below are links to other documents (not attached with this email) that may assist you in deciding which development option you wish to vote for.

All Members are encouraged to read the documents in advance of casting their vote either in advance or on the day as the result will affect the future direction of the library. Hard copies are available to view in the Library.

After detailed consideration it has been proposed that the vote on the 3 options will take place immediately after they have been presented. 

Members have access to the considerable documentation on the subject along with the executive summary of the full consultation of members following on from the June 2026 presentation.

The result will be announced after voting has been completed. The trustees hope that clarity and simplicity will be brought to bear on the subject and that we can go forward as a united body.

Peter Howarth. President PPL.

Supporting Documents

 The Development Committees PowerPoint Presentation  Proposal (As presented to members on Saturday 6th June https://www.theppl.org.uk/latest-news/5-year-development-plan

The anonymised executive summary of the results of the feedback consultation following on from the presentation https://docs.google.com/document/d/1d93N3C6abbjDful2mPCksYKx_Q2EUCrvQHapCIKqh80/edit?usp=sharing

MK Kitchens Plymouth Ltd  – Kitchen Proposal drafted since the big reveal to clarify the kitchen proposal in more detail https://docs.google.com/document/d/1ttBSpDBDKEf6u76QoQwzf6aP06rAbjxDXqA3mg4DBR0/edit?usp=sharing

Appendix 1

Following the Trustees meeting of the 22nd August it was unanimously agreed that any decision as regard to the future of the PPL should be put to the full membership by way of a secret ballot at the forthcoming AGM – An online / postal option would also be available to those members unable to attend on the day. A simple majority to determine the outcome.

There are three options on the table

Option 1 - Adopt the proposal as recommended by the development committee and progress to applying for planning permission ahead of applying for funding

(this includes moving the kitchen and toilets and creating a new all-purpose study space as well as the proposed library extension)

Option 2 – Reject the proposals of the Development Committee and move to develop and alternate proposal

(to reject proposed changes to relocate the kitchen and toilets and to seek a new solution from the same/alternate architect as to the position of these rooms – the library extension stays as is but would also be reviewed as part of the process)

Option 3 – Put all development proposals on hold and continue ‘As is’

(The proposal is put on ice until the trustees choose to revisit the proposal at a later date)

For either option 1 or 2 to go forward past the planning stage the PPL would still need to appoint additional trustees and PPL Ambassadors (ideally 4 or 5), for any funding bid to have any chance of success.

If option 1 is voted for the next stage will be to finalise the drawings and confirm the final positions of doors / windows etc as these are not currently set in stone), and then seek outline planning permission. This cost would initially be borne by the PPL but could be claimed back retrospectively from any successful bid

If option 2 is voted for the next stage will be to appoint a development committee to consult with either the same or a new architect to develop an alternate plan. Whilst this will incur additional cost given the size of the project this should not be seen as a barrier to choosing this option. Any alternate plan would still need to conform to the current planning and fire and building regulations.

The Vote

 Will be via secret ballot

On the Day

Attendees will be given an envelope containing their voting form to be used after the options have been presented. At the discretion of the President there may be limited time to take questions from the floor ahead of the vote.

By Email

If you are reading this email and you will be unable to attend on the day simply click on the link already sent to you by separate cover

Select the option required and click on [Vote] icon

Your vote is registered automatically, and you will not be able to vote a second time 

IMPORTANT: If you only receive this email once and you have joint membership you will need to provide a second email address to vote online as only one vote per email address is permitted for security or else request a postal vote or vote in the library

If you want to wait and vote on the day then simply do nothing as this option will still be available to you on the day

IT WILL NOT BE POSSIBLE TO VOTE ONLINE AFTER MIDNIGHT 4th SEPTEMBER

By Post

Enclosed is your voting form that can either be posted or used on the day. We must receive your reply by midnight 4th Sept ( remember 2nd class post can take up to 7 days to come through)

You can also pass in your postal vote at the library in advance or on the day.

After the vote there will be a short recess whilst the votes are counted before the result is announced

It is important that as many members a possible vote as any decision will affect the future direction of the library