Hampshire County Council

Executive Member, Policy & Resources Item

13 November 2003

Romsey Library - Refurbishment Strategy and Reinvestment Proposal

Report by the Director of Property, Business and Regulatory Services

1

Summary

1.1

The Buildings, Land and Contracts Panel recommends to the Executive Member (Policy & Resources) that:

i)

the progress with the project be noted, in particular the agreement of the Appletree Centre user groups to revised access and parking arrangements for the Centre; and

ii)

approval be given to the design proposals, project costs and funding arrangements outlined in the report.

2

Reasons

2.1

The proposals outlined in the report will address maintenance issues with the existing library, create much-needed additional space and allow consideration to be given to establishing a discovery centre for Romsey, whilst ensuring that the needs of the Appletree Centre users are met.

3

Other options considered and rejected

3.1

None

4

Conflicts of interest declared by the decision-maker or a member or officer consulted

4.1

None known

5

Dispensation granted by the Standards Committee

5.1

Not applicable

6

Reason(s) for the matter being dealt with if urgent

6.1

Not applicable

Approved by:

..........................

Date of decision:

.........................

Councillor T K Thornber

Hampshire County Council

Buildings Land and Contracts Panel Item

24 October 2003

Romsey Library - Refurbishment Strategy and Reinvestment Proposal

Report by the Director of Property, Business and Regulatory Services

1

Purpose of the Report

1.1

This report sets out the current position in respect of the development strategy for the Romsey Library site and outlines the progress made in terms of the proposed refurbishment scheme, building extension and associated land sale. The report recommends that the amended strategy be approved.

2

Background

2.1

The development strategy in respect of the overall proposals for the Romsey Library site received the approval of the Executive Member (Policy & Resources) in February 2003. The project envisages the disposal of land currently forming the library car park for housing redevelopment and for the capital receipt achieved to fund the replacement of a temporary building and provide an extension and improvements to the existing library in conjunction with consideration of the potential for establishing a Discovery Centre on the site.

2.2

The Executive Member (Policy & Resources) resolved in February 2003 as follows:

i)

Approval be given to progress the design work for the removal of the temporary building and provide an extension to the Library at an estimated cost of £425,000 including fees, and that a design project appraisal be submitted to the Executive Member (Recreation & Heritage) at the appropriate time;

ii)

an area of outstanding land comprising 0.08 ha (0.2 ac) to the rear of the library be declared surplus to requirements and available for disposal;

iii)

the capital receipt from the sale of the land be retained towards the cost of providing the proposed extension to Romsey Library as a reinvestment project; and

iv)

approval for a funding contribution, currently estimated to be around £75,000 be allocated from the Policy & Resources capital repairs budget.

3

Extension and improvements to the existing library

3.1

The proposed works to the existing library will include the following:

- a single storey extension

- improvements/repair works to the services and fabric of the existing building

- external works including car parking

3.2

It is proposed that a new single-storey extension of approximately 185m^² be constructed to the rear of the existing library in keeping with the scale and historic nature of the building. The proposed extension will provide accommodation to replace the staff areas which are currently located in the existing temporary building and the small flat roofed extension to the north of the library (both theses structures are to be removed). The proposed extension will include a staffroom, workroom, office space, associated toilet provision, plant room and cleaners store. In addition there will be further public areas created to extend the provision in the existing Library building.

3.3

The extension will take the form of a double gabled elevation and will be of traditional construction with walls in red brick and plain tiled roofs. The appearance will match closely that of the existing building. Heating to the extension will be provided by way of underfloor heating supplied from a new boiler and mechanical and extract ventilation will be provided to the public areas, toilets and kitchenette. The lighting, power and associated electrical services will be provided to meet current standards including voice and data wiring throughout.

3.4

Works to the existing building will include repairs to the external fabric including the replacement of spalling and failed brick and stonework and demolition of the flat roofed kitchen extension which is suffering from signs of structural distress. The existing heating will be upgraded using a convector heating system, supplied from the boiler in the new extension and mechanical ventilation will be fitted to all public areas. Emergency lighting and a fire detection system will also be installed to meet the current regulations.

3.5

New vehicular access is proposed and will be provided off Princes Road. The existing parking area to the west of the library will be reconfigured to provide 12 car parking spaces (including 3 disabled spaces) exclusively for the use of Library users. There will be associated soft landscaping provided in this area. A new close-boarded fence will be provided along the new boundary to the north side of the library.

4

Implications and Proposals for the Appletree Centre

4.1

The overall strategy involves developing the existing library car park, which is used informally by the Appletree Centre. Therefore, as part of the scheme consultation, meetings have been held with the user groups and the principle has been established of providing them with a maximum of 10 car parking spaces (including 2 disabled spaces) for exclusive use of Appletree Centre users within their existing boundary. The new parking area would be served by its own access from Duttons Road. The Appletree Centre users have seen the latest drawings and have given their approval to the proposals.

4.2

The brick-built store currently situated within the Appletree Centre boundary will be demolished in order to provide the required number of car parking spaces. It is proposed to provide a new store located to the west of the main building, adjacent to their existing grassed play area.

4.3

The existing brick store is shared by the tenants of the adjoining property known as 2 Duttons Road, who are secure tenants of the County Council and it is proposed to provide these tenants with a replacement timber shed within the curtilage of their existing garden. In principle, this has their support.

4.4

To further improve facilities for the user groups, consultations have taken place in respect of the feasibility of providing a designated dropping off zone for Appletree Centre users within the highway adjacent to their new vehicular access. In principle the Chief Engineer has confirmed that this proposal is feasible although further detailed investigation is required.

5

Disposal Site

5.1

The site to the rear of the library, which currently facilitates library parking, has been identified for potential disposal and, subject to obtaining planning approval, it is anticipated will accommodate a development of 5 town houses and on that basis should realise an estimated capital receipt in the region of £450,000.

6

Financial Implications

6.1

The principles of the financial strategy remain as outlined in the February 2003 Report to Executive Member. Following detailed appraisal, the estimate of total project costs is £675,000. This is an increase of £100,000 over the figure reported earlier and takes account of the cost of works to meet the requirements of the Appletree Centre users, construction costs for the extension, contingencies and fees. The increase in identified costs is complemented by an increased anticipated capital receipt.

6.2

The project costs are now expected to be met from the following:

· the anticipated capital receipt from the sale of land, which is now put at £450,000

· the contribution of £150,000 from Policy & Resources repairs and maintenance budget, reflecting the cost of repairs required to the existing library, including upgrading the heating and electrical systems

· the contribution of £75,000 from the Policy & Resources capital repairs budget, to reflect the replacement of the outdated temporary structure

The total funds available are anticipated to be £675,000. It is recommended that this be set as the cash limit for the scheme.

6.3

The Brief for the proposed Discovery Centre fit-out has yet to be finalised with the Director of Recreation and Heritage and the cost of any proposed works associated with this fit-out will be funded from Recreation & Heritage budgets.

7

Programme

7.1

It is proposed to submit Planning applications in January 2004, with commencement of works on site to the Library and the Appletree Centre planned for the Autumn 2004. Completion of the works to the Library is targeted for Summer 2005.

7.2

It is anticipated that the disposal site will be used by contractors during the build period and it is planned to market the site towards the end of this, in around Spring 2005.

Recommendations

That the Buildings, Land and Contracts Panel advises the Executive Member for Policy & Resources that:

i)

the progress with the project be noted, in particular the agreement of the Appletree Centre user groups to revised access and parking arrangements for the Centre; and

ii)

the design proposals, project costs and funding arrangements outlined in the report, including a cash limit of £650,000 be approved.