Agenda item

(CSP: HQL1)

Purpose: To consider the recent Needs Assessment and proposals for the future shape of the Council’s Library Service by consultants RedQuadrant and approve public consultation.

Resolved that the three options suggested by RedQuadrant regarding the future shape of the Library Service be noted and agreement be given to putting these options to the public in accordance with the Council’s usual consultation policy. Consultation to take place simultaneously with the publication of the Needs Assessment report to inform responses from stakeholders.

This decision is eligible to be ‘called-in’.  However, if the decision has not been ‘called-in’ by 5.00pm on 27 October 2016, then it will be implemented.

The Executive considered a report (Agenda Item 6) concerning the recent Needs Assessment provided by consultants RedQuadrant and proposals for the future shape of the Council’s Library Service, and to seek approval of the proposals for public consultation.

By way of background to the report, Councillor Dominic Boeck explained that since 2012 the Library Service net revenue budget had been reduced from £1.8m to £1.58m. Staffing restructures had taken place since that time.

The Revenue Support Grant settlement announced in December 2015 further increased the Council’s savings requirement and a proposal went out to consultation to save £690k from the Library Service budget in 2016/17. This proposal, had it been implemented, would have resulted in only Newbury Library and the At Home Service being retained.

There was a high level of response to the public consultation on this proposal, which predominantly objected to the proposal. The consultation also identified that there was much appetite from community groups to support the continuation of the service.

This was followed by the Council being in receipt of the Government’s Transitional Grant and a proportion of it was allocated to the Library Service. This afforded time to review proposals and delay a decision until an independent Needs Assessment could be commissioned and undertaken.

The Needs Assessment had been commissioned from RedQuadrant, an external organisation active in the library field. It was commissioned externally on the advice of Legal Services both to save time and to add greater weight/transparency to the process. The Department for Culture, Media and Sport (DCMS) had also contacted the Council and advised of the need for a fuller review of community needs.

The Needs Assessment process had involved an extensive consultation process which included members of staff, community groups and Parish and Town Councils. West Berkshire Council had also consulted community groups and Parish and Town Councils.

Three options had emerged from the RedQuadrant Needs Assessment for the future direction of the Library Service. Each option contained a level of reliance on volunteers and proposed closure of Wash Common Library. There would also be a reduction from two mobile libraries and the At Home Service into one mobile library. The options, proposed for consultation, were as follows:

A.      50% reduced staffing in branch libraries. Newbury Library would be run by paid staff; and staffing of the remaining seven branch libraries would be split 50/50 between paid staff and volunteers. This option would achieve estimated savings of £580k.

B.      Hub and Spoke Library Network. Newbury Library would be run by paid staff; two ‘hub’ branches would be run 50/50 by staff and volunteers; and the remaining five ‘spoke’ libraries would be run by volunteers, with appropriate support from Libraries staff, but with no paid staff present day to day. This option would achieve estimated savings of £620k.

C.      Seven branches fully volunteer run. Newbury Library would be run by paid staff and would exist as the single ‘hub’, all seven branch libraries would be run by volunteers, with appropriate support from Libraries staff, but with no paid staff present day to day. This option would achieve estimated savings of £645k.

Councillor Boeck proposed acceptance of these options for consultation. This was seconded by Councillor Graham Jones.

Councillor Hilary Cole commended RedQuadrant for their excellent work in conducting the Needs Assessment. She had attended two of the consultation sessions and was very impressed with how they were run. The feedback from these sessions had been invaluable in helping to form options for the future. Councillor Cole highlighted the importance of continuing to work with communities in order to deliver the selected option post consultation.

Councillor Lee Dillon offered congratulations to the Council on following through with the production of the Needs Assessment and the associated public consultation as it was important that open dialogue took place on this important issue. He did however voice his concerns at the proposals formed for the initial consultation to only keep Newbury Library open as acceptance of this would have resulted in the Council failing to meet its statutory duties for a library service. This earlier proposal, which was not deliverable, had also caused undue concern for residents and members of staff.

Councillor Dillon queried whether there was confidence that the options proposed for consultation would fulfil the Council’s statutory duties. Councillor Alan Macro added his concern that residents and members of staff had been unduly concerned by the initial proposal to only keep Newbury Library open, particularly when the Needs Assessment had highlighted that the majority of the savings requirement in this area could still be met from the closure of only one branch library.

Councillor Boeck responded to concerns of legality by explaining that earlier options had not been implemented post consultation and at no stage were statutory duties not met. He added that RedQuadrant were commissioned to produce the Needs Assessment based on their levels of experience in this area and they had stated that the Council would fulfil its statutory objectives by following any of the three options proposed for consultation.

Councillor Macro referred to the efficiency savings of around £230k noted in the report and queried why these had not been identified for 2016/17. Councillor Boeck clarified that these savings had been included in the 2016/17 budget and formed part of the change management process. It was anticipated that they would be delivered by year end, but implementation had been delayed to allow for the Needs Assessment and public consultation process to take place.

Councillor Macro then referred to the costs of the library system software and queried whether there was potential to collaborate with other local authorities in order to reduce/share costs. Councillor Boeck explained that the potential to share book stocks was being explored with other areas. He added that software licensing costs would be reviewed when this contract was due for renewal.

Councillor Macro queried whether Parish and Town Councils were aware that they would be asked for financial contributions and when contributions were expected. Councillor Boeck confirmed that parishes were aware and financial contributions would be sought for the 2017/18 financial year and beyond.

Councillor Mollie Lock noted from the report that each of the proposed options carried a level of risk and queried what these were. Councillor Boeck advised that risks were primarily in relation to an inadequate number of volunteers coming forward or of volunteers being unable to attend on a regular basis.

Councillor Adrian Edwards, speaking as Falkland Ward Member which included Wash Common, noted that only Wash Common Library was proposed for closure. He queried however whether there was scope for it to continue on a voluntary only operated basis if members of the public came forward. Councillor Boeck confirmed this could be considered if there were no budgetary implications of doing so.

Councillor Edwards followed this up by asking if the building could still be utilised by the community. Councillor Boeck explained that this could be considered as part of any proposals coming forward for Wash Common Library and a response to this question could be provided at the appropriate time.

RESOLVED that Executive note the three options suggested by RedQuadrant regarding the future shape of the library service and that they be put to the public in accordance with the Council’s usual consultation policy, and that consultation should take place simultaneously with the publication of the Needs Assessment report to inform responses from stakeholders.

Other options considered:

(1)       The scale of savings required meant that continuing to run libraries the way the Council did now was not a viable option.

(2)       This paper contained three options for the transformation of the library service.