Contact: Richard Ward Ext: 6621 [email protected],

Whitchurch

1 Introduction

1.1 The purpose of this report is to present a proposal for the building of a new library as part of the proposed Whitchurch Community Facility scheme. This scheme is being managed by Basingstoke & Deane Borough Council and this report seeks the Recreation and Heritage's Policy Review Committee's support for the inclusion of a library within the scheme, to be funded and managed by Hampshire County Council.

1.2 This scheme is intended to assist meet Aim 5 of the Corporate Strategy - Improving services - by providing the residents of Whitchurch with a much improved library.

2 Background Information

2.1 During 2004, in response to consultations undertaken by Basingstoke & Deane Borough Council, the Head of Library and Information Service approached officers of the Borough Council's Leisure Services Division to express an interest in providing a library as an addition to the new community building.

2.2 There are a number of community benefits which would be derived from this joint venture, such as improved library services and opportunities for integrated programming between the community centre and the library. Whilst a planning application for the stand-alone community centre scheme is being progressed, Basingstoke and Deane Borough Council have agreed to explore further with the County Council the opportunities afforded by the potential of including the library within the project.

2.3 Preliminary discussions have taken place with Basingstoke and Deane Borough Council planners, officers from the Environment Agency and from English Nature which have suggested the following:

a) The Head of Library and Information Service believes this is an opportunity to be explored to achieve the delivery of a new library for Whitchurch as part of the community centre scheme .

b) Based on a preliminary assessment, the current Whitchurch Library site is considered likely to achieve a capital receipt of around £250,000 and if realised would provide the necessary funding to enable the inclusion of a new library within the proposed scheme.

c) Basingstoke and Deane Borough Council have agreed the need to enter into a legal agreement which would formalise the basis of the arrangement in terms of funding, property and management issues.

d) There is general community support for the library moving to its new location as part of the Whitchurch Community facility scheme.

3 Current Situation

3.1 The existing library is in a prefabricated building built in 1970 and is in poor condition. The proposal for the library to be incorporated into the proposed community centre building enables the town to have a new library facility in line with the Discovery Centre concept. The funding can be realised from the disposal of the existing library site aided by support from capital resources.

3.2 Officers from Basingstoke and Deane Borough Council have carried out an initial feasibility assessment of the project and subject to planning permission, a joint scheme would be possible. It is intended that the library could be accommodated by the creation of a first floor in the community centre. The library would be completely separate from the other community facilities in terms of access and also for utility services to ensure clarity of management and responsibilities.

3.3 Whilst the Borough would manage the project, the County Council will be liable for any additional costs associated with altering the project to include the library including an allocation of shared costs. Negotiations remain to be undertaken with the Borough Council on the detailed financial arrangements. If the library scheme doesn't take place then the County Council will be responsible for any extra cost to the Borough caused by delays to the existing community scheme. The primary risk is that planning permission for housing development of a scale required to raise adequate funding is not forthcoming in relation to the existing library site. However, initial indications are that such consent is likely to be achieved. The centre project is timetabled for construction to commence on site in June 2005 with a project completion at the end of the year.

4 Consultation Already Undertaken

4.1 The views of the Whitchurch community have been sought through meetings with representatives of leading groups, by presenting a proposal at the Whitchurch Town Council meeting and through a public display of the proposals at Whitchurch Library.

4.2 The design of the Community Centre was made available to public consultation in December 2003. There were high levels of support for the original scheme. In May 2004 further consultation was carried out on the principle of including a library in the scheme. The Library Service believes that this scheme represents the best way forward for the future provision in Whitchurch, and indeed 92% of the people responding to the consultation supported the scheme.

4.3 The Basingstoke and Deane Borough Councillor Portfolio Holder for Recreation and Culture and the Ward Councillors for Whitchurch support the principle of investigating the viability of the scheme, although concerns have been expressed about the potential delay of six months to the start of the revised scheme.

5 Financial Considerations

5.1 A capital budget of £541,000 is allocated by Basingstoke & Deane Borough Council to the provision of the community facility. The additional cost of the library is estimated at up to £300,000 to be funded by the County Council. Safeguards would be put in place through an agreement with the Borough to ensure the risks of any project overspend are managed appropriately.

5.2 Basingstoke and Deane Borough Council suggest that the lease for the library be offered to the County Council on a rent free basis for a period of time calculated by assessing the capital cost of the library against the full market rental value. On completion of the rent free period the full market rent would be payable. This principle has not been accepted yet by the County Council and detailed discussions are underway with an expectation that a very long lease will be achieved at a peppercorn rent.

5.3 The revenue funding for the existing library would transfer to the new site and any fit out costs above the capital receipt would be met from within Recreation and Heritage's existing resources.

Burseldon

1 Introduction

1.1 The purpose of this report is to present a proposal for building a new library as part of the extended Bursledon Community Centre. This is a partnership scheme involving the local Community Association, Bursledon Parish Council, Eastleigh Borough Council and Hampshire County Council. Initial funding for the library project is being provided by the Borough Council.

1.2 This scheme is intended to meet Corporate strategy Aim 5 - Improving services by providing the residents of Bursledon and Lowfield with a branch library.

2 Background information

2.1 Early in 2004 the Head of Library and Information Service was approached by the Community Association and the Leader of Eastleigh Borough Council regarding building a library as an addition to the existing community building in Portsmouth Road. The Leader of Eastleigh is also the local County Councillor.

2.2 This permanent library would replace the fortnightly mobile service to the area, freeing the vehicle to provide services elsewhere.

2.3 The catchment population for the new branch is about 8,000. It is considered unlikely that neighbouring library services, and especially that at Netley, would be affected because of the distances and type of communities involved. The increased opening hours and availability of the service should result in a growth in library business.

3 Proposal

3.1 The Community Association site is in Portsmouth Road and convenient to the communities of Bursledon Green, Lowford and Bursledon itself, to the south of the Windhover roundabout.

3.2 The Community Association owns the freehold to the existing building and land. Planning permission has already been obtained for an extension, but new permission is required for this proposal.

3.3 The Library would be a one room building of approximately 100 square metres with its own entrance, office and staff accommodation. Internet terminals, a printer and scanner would be provided. A minimum of 16 opening hours per week are envisaged.

3.4 The timescale for completion is late 2005 or early 2006, with the library opening to the public in Spring 2006.

4 Financial considerations

4.1 It is proposed that the land for the new facility would be leased from the Community Association to the County Council over a long term (99 years) with a peppercorn rent.

4.2 The cost of building will be covered by the Borough Council, who are putting in £200,000 over the period 2004 to 2006

4.3 As the Community Association owns the existing buildings and land, logically they should own any extension with appropriate guarantees for the Borough Council (as funder) and the County Council (as service provider).

4.4 The Library Service would pay a service charge to the Association, covering those charges that are shared and which need to be apportioned.

4.5 The Library Service will also need to assume revenue costs in 2006/7. It is difficult to give precise figures at this stage but the amount required is likely to be less than £25,000 p.a. This figure will be refined as the planning process proceeds and provision will be made to meet it from 2006/07 during the financial year 2005/06.

Recommendation

Whitchurch

That the Policy Review Committee recommend that the Executive Member for Recreation and Heritage supports detailed negotiations with Basingstoke and Dean District Council with the aim of achieving a new Library as part of the Whitchurch Community Facility Scheme.

Recommendation

Bursledon

That the Policy Review Committee recommend that the Executive Member for Recreation and Heritage supports detailed negotiations with Eastleigh Borough Council, local Community Association, and Bursledon Parish Council with the aim of achieving a new Library as part of the Lowfield Community Centre.

Section 100 D - Local Government Act 1972 - background papers

The following documents disclose facts or matters on which this report, or an important part of it, is based and has been relied upon to a material extent in the preparation of this report.

N.B. the list excludes:

1. Published works.

2. Documents that disclose exempt or confidential information as defined in the Act.

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