Agenda item

Purpose:  To seek approval for Stratfield Mortimer Parish Council's request for the Council to grant a 99 year lease of the Stratfield Mortimer Library building so they can increase community use of the building alongside the Council's Library Service.

Resolved to work with Stratfield Mortimer Parish Council (SMPC) to negotiate a 99 year lease of the building to the parish council and a Joint User Agreement so that:

•          SMPC is responsible for the cost of the maintenance and upkeep of the building delivering a saving to be reinvested in the library service to improve resilience.

•          The Council maintains its statutory responsibility for delivering a library service - set out in a Joint User Agreement between the Council and SMPC.

•          SMPC are able to continue using the building as their parish council office without paying rent to the Council.

•          SMPC are able to develop the use of the building for community purposes – for example, as Hungerford Town Council has done since taking over the Hungerford library building.

•          SMPC are able to invest in the building to increase the community facilities available – for example, a meeting room, a publicly accessible toilet facility, storage. 

•          The Council and SMPC continue to work together to increase the use of the library service and other community activities in the building for the benefit of residents.

Resolved that Legal, Property and Library Services would work with SMPC to agree the Heads of Terms of the lease and Joint User Agreement by April 2020 or as soon as it possible thereafter.

Resolved that Property Services identify a value for the asset using the Depreciated Replacement cost methodology.

This decision is eligible to be ‘called-in’.  However, if the decision has not been ‘called-in’ by 5.00pm on 24 January 2020, then it will be implemented.

(Councillor Graham Bridgman left the meeting at 5.21pm)

(Councillor Hilary Cole in the Chair)

The Executive considered a report (Agenda Item 7) which sought approval for Stratfield Mortimer Parish Council’s request for West Berkshire Council to grant them a 99 year lease of the Stratfield Mortimer Library building so they could increase community use of the building alongside the Council’s Library Service. If approved, the Parish Council would take on the ownership and management of the building.

Councillor Rick Jones stated that there had been many successes in the Library Service in recent years. There had been a growth in the number of volunteers, libraries had become vibrant community spaces and the Council had been successfully working in partnership with Town and Parish Councils. He made reference, as an example, to Hungerford Library. This had become a community hub and was managed by Hungerford Town Council. This same principle was being recommended for Stratfield Mortimer. It would bring significant benefits to the Parish and the District Council, both community and financial benefits.

Councillor Dominic Boeck previously held the Library Portfolio and he had been involved in the work to transform the Library Service from the outset. He was delighted to see that the Stratfield Mortimer Library was performing so well and gave his support to the report’s recommendations.

Councillor David Marsh turned to the report’s conclusions. He was concerned at the reference made in paragraph 7.1 in relation to the distance between Burghfield Library and Stratfield Mortimer Library, and having two libraries in relatively close proximity. Councillor Marsh felt this reference could imply that Burghfield Library was under threat. This was a concern when many of the Council’s libraries had previously been at risk of closure.

Councillor Jones understood the concern, but made the point that the service was performing well. There would be a further strategic review of the Library Service early in 2020, but this carried no threat to any individual library. The focus of the review would be on benefits to the community.

Councillor Boeck commented that it had not been the Council’s intention to close all its libraries. This further review had been planned since the previous review in 2016. He praised the support given by Parish and Town Councils to West Berkshire’s libraries.

Councillor Hilary Cole added that the involvement of communities and volunteers did much to contribute to this success story.

She also advised that a covenant was placed on the Stratfield Mortimer Library building which meant it could only be used for that purpose. However, the Parish Council could put the building, which was being transferred in a good condition, to community use in addition to library use.

RESOLVED to work with Stratfield Mortimer Parish Council (SMPC) to negotiate a 99 year lease of the building to the parish council and a Joint User Agreement so that:

·         SMPC is responsible for the cost of the maintenance and upkeep of the      building, delivering a saving to be reinvested in the library service to improve resilience.

·         The Council maintains its statutory responsibility for delivering a library service - set out in a Joint User Agreement between the Council and SMPC.

·         SMPC are able to continue using the building as their parish council office without paying rent to the Council.

·         SMPC are able to develop the use of the building for community purposes – for example, as Hungerford Town Council has done since taking over the Hungerford library building.

·         SMPC are able to invest in the building to increase the community facilities available – for example, a meeting room, a publicly accessible toilet facility, storage. 

·         The Council and SMPC continue to work together to increase the use of the library service and other community activities in the building for the benefit of residents.

RESOLVED that Legal, Property and Legal Services would work with SMPC to agree the Heads of Terms of the lease and Joint User Agreement by April 2020 or as soon as is possible thereafter.

RESOLVED that Property Services identify a value for the asset using the Depreciated Replacement cost methodology.

Other options considered:

Continuing with the current arrangements; including the ongoing cost of maintaining the building and limiting community access to 19 hours per week.