Archived decisions
Hampshire County Council
Recreation and Heritage Policy Review Committee Item 10
18 November 2004
Executive Member - Recreation and Heritage Item 10
18 November 2004
The Mobile Library Service - Future Developments
Report by the Director of Recreation and Heritage
Contact: Richard Ward Tel: 01962 826621 or
This report is concerned with the Corporate Aim 5 Improving Services
1. Introduction
1.1 The purpose of this report is to bring to Members' attention the current position with the Mobile Library Service and to seek endorsement for the future changes proposed.
2. Background Information
2.1 The first Mobile library in Hampshire entered service in 1950 and vehicles gradually replaced the network of village centres. These centres had a small collection of about 500 books replaced every 6 months by road or rail delivery and were staffed by volunteers whilst the Mobile library carried a shelf stock of 2 - 3000 books in constant use.
2.2 In 1974 the fleet consisted of 14 Rural mobiles and 3 Maximum capacity vehicles (MCVs). MCVs became common during the 70's and Hampshire's fleet numbered 8 in the middle of the decade. These vehicles carried a stock of 4500 books and fulfilled the function of a small library often stopping for a day in the centre of a village.
2.3 The Service was reviewed in 1992 and 1996 when issues had started to decline and a number of vehicles were taken out of service. The 90's saw the addition of 4 Community Library Link vehicles - based in Fareham, Winchester, Lymington and Farnborough - as the demand for services in homes and sheltered housing started to expand - a service that Hampshire County Council was in the forefront of promoting. There are over 2,000 individual customers, 160 deposit collections of books, and 550 room visits are made. The Family Library Link takes services to pre-school children in the Leigh Park area.
2.4 In 2002 two internal working groups were set up look at mobile services as
result of the Best Value action plan - The mobile Services Group and
Mobile Design Group. This resulted in an internal management report
"On the services delivered to the users of Mobile libraries and to
housebound people".
2.5 In 2003 the temporary post of Mobile Services Manager was created with
a brief to :-
· Review the current mobile service and to make recommendations and to implement the new service
.
· To manage the fleet of mobile vehicles in a cost effective and efficient way ensuring that the services are rationalised and developed so that their future viability is assured.
· Carry out a comprehensive investigative study of mobile routes and stops as a preliminary activity to rationalising the fleet.
· Manage the replacement of the majority of the fleet (11 vehicles in next two years)
3. Current Position
3.1 The Mobile library fleet in Hampshire consists of:
· 2 Large Mobile libraries ( MCVs)
· 12 traditional Mobile libraries
· 4 Community Library Link vehicles
· 1 Family library link vehicle
· 1 Housebound Van
3.2 The use of the traditional vehicles has dropped over the last decade whilst there have been increasing demands on the services provided by the Community vehicles.
3.3 Vehicles are leased from Hampshire Transport Management who maintain the fleet. The lease period is 10 years. After this length of time vehicles typically become unreliable, spare parts are difficult to source and keeping them on the road becomes difficult and expensive. This leads to more time spent off road, an increasingly unreliable service to the public and a downward spiral of use.
3.4 The present fleet contains 4 vehicles that have been in service for 14 years, 3 in service for 13 years and 2 for 12 years. They are all in urgent need of replacement and are becoming more difficult to keep on the road. The 4 eldest vehicles will not be able to continue for much longer, it is unlikely that they will all pass their next MOT tests and this could result in an immediate cessation of service.
3.5 Although book issues have fallen over the last decade the fleet is still an important part of the Library and Information service :-
· Total Mobile issues 2002/3 1,067,513
· Total stock 135,814
· Stock on open access 52,341
· Over 1200 stops
· Over 13000 "live" families served
· Over 4000 children using mobiles
· Well trained and dedicated staff
· Much valued service to the community
· Well known branded product
· Most visible of public library services
4. Vehicle Replacement
4.1 The immediate objective was to put into operation a replacement program for the fleet. At present the bulk of the vehicles are outdated, and becoming unreliable although they do still provide a valuable and well regarded service.
4.2 Colleagues from Hampshire Transport Management are involved in all aspects of the tendering and procurement process.
4.3 The replacement vehicles will need to be flexible and able to adapt to future demands. They should reflect modern technology and initiatives and provide a pleasant environment for both public and staff.
4.4 All vehicles should be able to be operated by one person if circumstances permit.
4.5 Two types of vehicle are being tendered for:-
MAXIMUM CAPACITY VEHICLES
4.6 The two Maximum Capacity Vehicles will be replaced with 2 vehicles of
similar size. Research has shown that there is enough demand in the North
and South of the County to provide enough stops of half a day each to
accommodate these vehicles. They will be Hampshire's "showpiece"
mobile libraries and will contain a book stock of 3 - 4000 books, two
computers giving permanent access to the internet (with the capacity to
increase terminals) and word processing as well as the library
management system. They would operate over evenings and weekends
and provide opportunities for outreach and partnerships. They will also attract new users and open new markets with a wider and more flexible selection of services, providing a challenge to local managers and teams.
4.7 The specification went to Tender and a body builder was selected to build
two large vehicles. Discussions have started on the detail of the
specification and the vehicles are expected to be completed early 2005.
4.8 The Tender for the provision of Information technology on the vehicles has also gone out to Tender. It is anticipated that both vehicles will have broadband access to the internet and library management system via satellite dish.
TRADITIONAL VEHICLES
4.9 A further eight vehicles will be replaced in three batches over the next eighteen months, built on a traditional lorry chassis. A builder has been selected and initially three vehicles will be ordered for their suitability for the task will be assessed before completing the order to renew the rest of the fleet.
4.10 Many Library Authorities are turning to smaller vehicles based on a "low van" chassis. The vehicles are less expensive to buy and run, more manoeuvrable and accessible to the majority of users. With air suspension access is much improved with a low step or pavement ramp, wheelchair access is by a manually fitted ramp. However, research has shown that these vehicles are restricted by payload and subject to possible overloading, leading to reliability problems and are not recommended by Hampshire Transport Management. Hence the decision to purchase the smaller mobiles on traditional chassis.
5. Timetable
5.1 The timetable for new vehicles is expected to be :-
· March 2005 - 2 MCVs replace existing vehicles based at Basingstoke and Waterlooville
· Spring/Summer 2005 - 3 smaller vehicles replace existing vehicles at Leigh Park, Andover and Fareham
· Autumn 2005 - after assessment of new vehicles (and assuming a satisfactory outcome is achieved) 3 more vehicles to be ordered to replace existing vehicles at Lymington, Bishops Waltham and Winchester.
2 small vehicles will be required for housebound use
and will replace a rural mobile.
· Spring 2006 - 2 more replacement vehicles ordered to replace existing vehicles at Farnborough and Totton
The fleet will then consist of :-
· 2 Large Mobile libraries
· 9 traditional Mobile libraries
· 4 Community Library Link vehicles
· 1 Family library link vehicle
· 3 Housebound vans
5.2 The fleet will be reduced by 3 Rural Mobile libraries, one of which will be replaced by 2 Housebound vans. This reflects current demand and will enable the service meet customer and community requirements in the future.
5.3 The traditional mobile fleet will have, as its nucleus, six vehicles added to the fleet in the late 1990's and not due for renewal for a number of years. They will require updating to mirror the technical capacity of the new vehicles and to make them suitable for single staffing.
6. Routes
6.1 There are approximately 1200 mobile and community stops in the county
at present. The whole of the HCC area is covered from remote rural areas
to urban fringes with stops varying from 10 minutes to 180 minutes. Stops
include schools, playgroups, Homes, Sheltered Housing, and individual
housebound users.
6.2 The configuration of the routes is based historically on old library management areas and divisions and there have many reorganisations with little central planning or co ordination hitherto. There is a great deal of overlapping and crossing of routes which wastes resources.
6.3 All routes and stops will need to be assessed as to viability and the pattern reorganised to reflect current demands and future needs. Evenings and weekend services will need to be investigated as a possible means of extending the service to meet changing lifestyles and social inclusion agendas. A pilot scheme is underway in the North of the county with a 3 hour stop every Sunday which has proved successful and is well attended with a high percentage of children's use.
6.4 It is envisaged that the distinction between mobile and community routes will blur in the future, as the clientele for both services are similar, especially in the shorter mobile stops. The replacement vehicles will be better placed to provide this mix of service.
6.5 In order to assimilate the stops served by the withdrawn vehicles the current vehicles will need to rationalize their stops
6.6 There will be some local changes to routes when the 2 large vehicles come into service at the beginning of 2005. There will also be a review of mobile library bases at this time.
6.7 There will be a comprehensive review of all routes at the end of 2005 when the bulk of the replacement vehicles including the Housebound vehicles are in service, and the vehicles not replaced are withdrawn from service. This will be a complex and time consuming operation requiring careful management and much local consultation.
6.8 Local managers and teams have already started to discuss the implications and logistics of this and are working to ensure that all stops are viable.
NB If Members have any specific comments or questions about particular mobile vehicles, stops or routes it would be helpful if they could notify them in advance to either [email protected] (01962 826621) or [email protected] (01489 891723) so that the answers may be researched before the meeting.
7. Usage
7.1 The primary function of the vehicles will be to carry out their day to day duties as mobile or community vehicles. They will be designed to provide a pleasant and safe environment for public and staff and reflect modern ideas and technology. Attention has been paid to the comfort of staff with adequate heating and ventilation being a prime concern expressed in consultation with drivers and assistants.
7.2 The vehicles will need to be flexible and adaptable in order to reflect the changing demands and circumstances of the future. They will have the capacity to operate over longer periods and would be suitable for outreach or partnership work. The two larger vehicles would be especially adaptable for this kind of work. As well as broadband internet and office facilities they will be equipped with a generator and the ability to convert to a study suite with extra terminals.
7.3 A particularly exciting development in the use of mobile libraries is a new partnership with the BBC. A small section of the new vehicles will be set aside for BBC information and leaflets and once a month a live broadcast will take place from one of the vans. It is likely that live broadcasts will take place from sites in locations such as Liss, Clanfield and Whiteley. The BBC will also make use of the Internet terminals, hold careers surgeries on board, and link in to the "Where I live website".
8. Conclusion
8.1 The mobile library service, in common with the service provided from static branches is in a time of transition. The changes mentioned in this report - the modern design of the new vehicles, the ability to carry ICT equipment, the use of non traditional stopping places and non traditional hours of service should help arrest any decline and ensure a viable future.
Recommendation
Members are asked to endorse the approach outlined for changes in the way the mobile fleet operates and to submit the report to the Executive Member for Recreation and Heritage for his consideration.
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.
TITLE LOCATION
The Mobile Library Service - Future Developments