Archived decisions

HAMPSHIRE COUNTY COUNCIL

Decision Report :


Decision Maker:	Buildings, Land and Procurement Panel
Date of Decision:	13 January 2009
Decision Title:	Refurbishment of Basingstoke Library
Decision Reference:	485
Report From:	Acting Director of Property, Business and Regulatory Services and Director of Recreation and Heritage
Contact name: Alec Gillies
Tel: 01962) 845186		Email:	[email protected]

EXECUTIVE SUMMARY

1) Summary of Decision Area:

1.1. This report concerns refurbishment works at Basingstoke Library.

2) Issues Covered in Report:

2.1. Refurbishment of Basingstoke library facilities

2.2. Installation of Radio Frequency identification (RFID) self issue system for Basingstoke Library

2.3. Refurbishment of the Citizens Advice Bureau (CAB) adjacent to Basingstoke Library

3) Recommendations:

That the Panel advises the Executive Member for Policy and Resources that:

3.1. The project to refurbish Basingstoke Library and incorporate a new book self issue system at an estimated total cost of £377,000 including £52,000 from Basingstoke and Deane Borough Council, be approved.

3.2. £250,000 for the main library refurbishment be added to the Policy and Resources 2008/09 Capital programme.

3.3. £75,000 for the Self Issue (RFID known as Fast Track) system be added to the Recreation and Heritage Capital Programme 2008/09.

3.4. A refurbishment of the CAB, fully funded by Basingstoke and Deane Borough Council, be carried out in conjunction with the library refurbishment project, subject to confirmation from Basingstoke and Deane Borough Council and the CAB.

MAIN REPORT

1) Contextual Information:

1.1. The Recreation and Heritage Department have been pursuing a programme of Discovery Centres to drive forward the regeneration of libraries in Hampshire. These facilities widen the scope of services available to the public and encourage people from all sectors of the community to participate in activities, learn a new skill or simply relax and meet friends.

1.2. The Basingstoke Discovery Centre project has been deferred for at least three years. It was deferred because the funding required for the scheme would have been generated by capital receipts which depend on the price of land and assets and given the current uncertain financial climate it was considered appropriate to postpone the project. As a consequence, it has been agreed with various parties, including Basingstoke and Deane Borough Council, to upgrade the existing library facilities at Basingstoke.

1.3. During the last five years, whilst the Basingstoke Discovery Centre project has been planned, little attention has been paid to the fabric of the Library and only essential maintenance has been attended to. The Library now requires an uplift and will benefit from redecoration, new carpets and other remedial works to raise it to a standard befitting a library of Basingstoke's stature with over 350,000 visitors each year.

1.4. £250,000 has been identified in the Policy and Resources Capital Programme for 2008/9 for this project to which Basingstoke and Deane Borough Council will add their contribution.

1.5. Basingstoke and Deane Borough Council propose to fund a refurbishment and workspace reorganisation of the CAB which occupies adjacent facilities. Consideration will be given to the inclusion of this work in the Basingstoke Library refurbishment project at no cost to the County Council.

1.6. The Recreation and Heritage Department propose to roll out a self -issue (RFID known as Fast Track) system across the county. A full Business Case for the installation of FastTrack across Hampshire's library network is being prepared. The intention is to install the system in Basingstoke as a pilot. It makes sense to install it at Basingstoke as part of the refurbishment, because the new system involves redesigning the layout of the Library. It would therefore be more cost effective to introduce RFID as part of this project.

2) Proposals for the Library:

2.1. The proposals for the library include decorations, new carpets, upgrading of the lighting system, some new furniture and upgrade of some of the IT equipment and improved accessible toilet facilities.

2.2. It is proposed to refurbish the existing meeting room within the library for activities with children, learners and community groups. The refurbishment will enable the room to be used much more for community activities such as family learning and as a space to be used by community groups. Basingstoke and Deane Borough Council will contribute £52,000 towards the refurbishment of this space and will work in partnership with the Library Service to plan community based use of the room. Basingstoke and Deane Borough Council are undertaking a mapping exercise of community learning in the borough and this will inform decisions about the type of activities to offer local residents.

2.3. The Disability Information Service run by Adult Services is situated on the ground floor and consideration is being given to the possibility of incorporating this into the scheme. This could allow an enlarged library entrance area, or spaces for community use.

2.4. The existing lift from the entrance area to the first floor is to be upgraded to meet Disability Discrimination Act requirements.

2.5. In addition to the refurbishment works a new self issue system (RFID) for the library will be installed.

2.6. It is anticipated that the refurbishment works will commence on site in late summer 2009 and complete before the end of the year.

3) Outline of Options:

3.1. Option 1: To carry out no improvements to the library.

3.2. Option 2: To build a new Discovery Centre.

3.3. Option 3: To create a new Discovery Centre by extending the existing library.

3.4. Option 4 (*) Preferred Option: To postpone the creation of a new Discovery Centre and refurbish the existing library.

4) Option Analysis / Comparison:

4.1 Option 1 - There is a requirement to upgrade library facilities provided to the public in Basingstoke. The library has had the minimum of maintenance in the last five years because of the plans for the Discovery Centre, and it is appropriate to update the décor and carry out essential maintenance. The population of Basingstoke, the largest town in Hampshire, is expected to increase by 7.8% in the next five years.

Visits to Basingstoke library have decreased by 19.9% from 2004/05 and book issues have also decreased by 24.8%. This represents a higher than average change across Hampshire's 53 public libraries. Recent consultation with library users and non-users identified the appearance of the library as a disincentive to visiting. There is a need to upgrade the facilities at the library, so this option is rejected.

Option 2 and 3 - The Discovery Centre project has been postponed because the funds required would have been generated by capital receipts which depend on the price of land and assets and willing purchasers. Embarking on a new project in this uncertain financial climate would have involved too great a risk so these options are rejected.

4.2 Option 4 (*) Preferred Option - Although not able to provide the same range of facilities as a Discovery Centre, this option is the most viable and will result in an enhancement of the library and is therefore the preferred option.

5. Conclusions

5.1 The refurbishment of the library and other associated facilities will greatly enhance Basingstoke library and given the deferment of the Discovery Centre Project this is considered to be the best way forward by various parties.

CORPORATE OR LEGAL INFORMATION:


LINKS TO THE CORPORATE STRATEGY
	Yes	No
Hampshire safer and more secure for all
Corporate Business plan link no (if appropriate)

Maximising well-being	_
Corporate Business plan link no (if appropriate)

Enhancing our quality of place	_
Corporate Business plan link no (if appropriate)

OR

This proposal does not link to the Corporate Strategy but, nevertheless, requires a decision because:


OTHER SIGNIFICANT LINKS:
Links to Previous member decisions:
Title	Ref	Date



Direct Links to Specific Legislation or Government Directives
Title		Date


Section 100 D - Local Government Act 1972 - background documents

The following documents discuss facts or matters on which this report, or an important part of it, is based and have been relied upon to a material extent in the preparation of this report. (NB: the list excludes published works and any documents which disclose exempt or confidential information as defined in the Act.)

Document	Location

IMPACT ASSESSMENTS:

Race and Equality Impact assessment

Race and equality impact assessment has been considered in the development of this report and no adverse impact has been identified.

Crime prevention issues

The County Council has a legal obligation under Section 17 of the Crime and Disorder Act 1998 to consider the impact of all the decisions it makes on the prevention of crime. The proposals in this report have no impact on the prevention of crime.

Climate Change

This project is for the refurbishment of Basingstoke Library which is an existing facility located in Festival Place shopping centre. Within this context, officers of the County Council will promote best practice with regard to minimising the impact on the carbon footprint and energy consumption in the design and implementation of the project and it's subsequent ongoing operational use. Officers will also promote in the project consideration of the needs to adapt to climate change and be resilient to its longer term impacts.

FEEDBACK FROM CONSULTEES: Appendix B

OTHER EXECUTIVE MEMBERS:

Executive Member & Portfolio	Reason for Consultation	Date Consulted	Response:
Councillor Margaret Snaith - Executive Member for Recreation, Heritage and Communities	Portfolio holder for Libraries	18 December 2008	Comments awaited

OTHER FORMAL CONSULTEES:

Organisation	Reason for Consultation	Date Consulted	Response:
Cllr Jo Kelly	Local Member (Basingstoke Central)	18 December 2008	Welcomes the news that at last the main library is to receive the much needed refurbishment. "I am just very sorry that we have waited for so many years 'for a lick of paint' because of the promise of a Discovery Centre. I hope that during the refurbishment something is done to improve the 'staff quarters' because at the moment that area is unsuitable and we should not expect people to work there. I am pleased the CAB area is to also be refurbished and I hope that although they do not gain more room a better layout will free up much needed space for them. I hope that when Basingstoke receives its well deserved Discovery Centre it is in the Town Centre and I believe that it is just what the 'top of the town' needs to rejuvenate that area"
Cllr Brian Gurden	Local Member (Basingstoke South East)	18 December 2008	Supports the proposals but expressed concern about the facilities available for disabled visitors, in particular feels that the lift needs upgrading to make user friendly for disabled visitors and staff alike. Also made an observation that the decline in book issues may be because of the quality of the book stock .
Cllr Phillip Heath	Local Member (Basingstoke South West)	18 December 2008	Supports the proposals but expressed concern that "we are spending so much on a Library in the wrong location and past it's sell by date; when a new facility in a better location is needed. Whilst expressing that concern if the pilot scheme is of help to the service as a whole then it is worth trying at Basingstoke. I would not wish the refurbishment to be seen as more than a very temporary measure and the new discovery centre is to be listed as a priority once the economy turns"
Cllr Stephen Reid	Local Member (Basingstoke North West)	18 December 2008	Commented on his disappointment that the Discovery Centre Project has been postponed and considers that the upside of the current economic recession is that the building costs are likely to be at a minimum now. When the market turns up, he considers that building costs will rise. Also considers that the County Council and its partners are being hasty in disregarding the opportunities that the recession might offer. Specific points/questions: The town centre is suffering from shop closures - but these also provide potential opportunities for re-siting the Discovery centre. Would it be possible to consider the opportunities that might now be presenting themselves? If the refurbishment goes ahead, we need to ensure no break in operation of the CAB: anticipates their services to be in increasing demand. What will the fallback position be if the RFID pilot is unsuccessful? Will toilet facilities for the public be made available inside the library?
Cllr Jane Frankum	Local Member (Basingstoke North)	18 December 2008	Whilst disappointed that the Discovery Centre Project has been postponed, Councillor Frankum is in full support of the refurbishment scheme at the library and feels it is a priority that the conditions for the present staff be upgraded. She also expressed concern about the disabled toilet facilities and has asked for some urgent attention to be made to the facilities. Councillor Frankum also asked for re-assurances to be made that both the County Council and Basingstoke and Deane Borough Council will remain committed to developing some form of Discovery Centre.
Cllr Elaine Still	Local Member (Loddon)	30 December 2008	Supports the proposals and welcomes the measures to be put into place
Cllr Keith Chapman	Local Member (Callever and Kings Clere)	30 December 2008	Supports the proposals
Cllr Anna McNair Scott	Local Member (Candovers)	30 December 2008	Supports the proposals
Cllr Marilyn Tucker	Local Member (Tadley and Baughurst)	30 December 2008	Supports the proposals and in particular wishes to see updated work space facilities for the CAB.
Cllr John Maxwell	Local Member (Whitchurch and Clere)	30 December 2008	Comments awaited

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CORPORATE OR LEGAL INFORMATION: