Issue - meetings

Report DRR15/089

Work to progress a new approach for delivering library services in difficult financial circumstances included an option to consider commissioning the library service. Report DRR15/089 provided:

·  an overview of the soft market testing outcome;

·  the outcome of public consultation and staff engagement (details in Part 2 report DRR15/090).

The report also:

·  considered alternative options for the future of the library service;

·  outlined a proposed joint procurement strategy with L B Bexley to market test the library service; and

·  identified the implications of commissioning the library service on current arrangements, identifying indicative costs, and how risks would be managed (with commercially sensitive issues affecting procurement and contracting arrangements also identified - details in Part 2 report DRR15/090).

The report further provided an update on the separate procurement process to identify suitable community management options for the Council’s six community libraries; the report suggesting an alternative option that could be considered should no such arrangements be agreed.

The new approach also sought to explore opportunities to renovate and improve the physical condition of all library buildings and upgrade the IT infrastructure. Property considerations related to leases, maintenance liabilities and rent were set out in Part 2 report DRR15/090.     

Supplementary information had also been provided to Members setting out the outcome of a consuiltation meeting with Trade Unions and Departmental Representatives on 16^th October 2015.

Concerning Community Libraries, it was anticipated that a recommendation could be available on a potential contract award in the New Year.

Since previous Library service reviews, a number of local authorities had now successfully commissioned  their library service. A number of companies could also provide a range of library services to meet the Council’s expectations. It was now an appropriate time to take the commissioning process forward and test the market.

Members sought clarification on a definition of active Library Service users and clarification that library usage included visits for reasons other than book boroowing. Confirmaton was also sought on statutory requirements for library provision and background to the proposed community managed appproach for community libraries.

The Deputy Leader commended colleagues, particularly the Portfolio Holder for Renewal and Recreation. The Library system needed to be retained and the Deputy Leader was pleased it was possible to retain every library in the borough through a difficult process and to provide improved library facilities at Biggin Hill, Penge and Orpington. The time had now come to consider looking at other models for providing the service and the Deputy Leader congratulated officers on their work. He was excited about the opportunity and the borough’s libraries would be saved with a greater community use in future.

Reference was also made to investment in combining libraries with other services, this being considered a way forward so that library locations could act as a community hub. When combined with other services, evidence suggested that community based libraries increased their opening hours for core library services.

Councillor Angela Wilkins (Crystal Palace) referred to library closures at L B Lewisham and it  ...  view the full minutes text for item 290

Report DRR15/089

In progressing work to implement a new approach to the delivery of library services, officers had worked in conjunction with the London Borough of Bexley to develop a joint procurement strategy, undertake soft market testing and complete further consultation with library staff, library users and residents.

Members were requested to consider:-

•  an overview of the outcome of the soft market testing exercise (due to its commercially sensitive nature, the detailed outcome was considered during the Part 2 section of the meeting);

•  the outcome of the public consultation and staff engagement activities;

•  alternative options for the future of the library service;

•  the proposed joint procurement strategy with the London Borough of Bexley to market test the library service; and

•  how commercially sensitive issues identified would affect the procurement strategy and contracting arrangements (also considered during the Part 2 section of the meeting).

The report also outlined the separate procurement process being delivered to identify suitable community management options for the Council’s six community libraries together with a proposed alternative option that could be considered should no such arrangements be agreed.

The Chairman began by issuing the following statement:-

  "Members of this Committee are asked to pre-scrutinise a report that sets out proposals to commission the library service and to provide our comments on these proposals to the Executive at their special meeting on 9 November.

  This report establishes the business case on which the recommendation is made, including the outcome of soft market testing and consultation with the public and staff.  I would like to thank those staff who have written to me personally with their comments on these proposals.

  There is no doubt that out library service is valued by those who live, work and study in the borough.

  However, like all local authorities, we face challenging financial circumstances.  As an authority, we are committed to reviewing who is best placed to deliver our services under tough economic conditions.  Unlike some other local authorities, Bromley is not proposing to close libraries.  Rather we are trying to find ways of making reductions to our budget whilst protecting front-line services.

  This report recommends that the Council begins a formal procurement process jointly with the London Borough of Bexley, with whom we already have a shared service for back office and management functions, to test the market.  We are being asked to comment on this recommendation and on the proposed procurement strategy.

  This report also provides us with an update on a separate tender process to identify community management arrangements at our six smallest libraries.  There is not one type of community management and at this stage it is too early to say what is proposed for our community libraries however, it is pleasing that there has been interest.  We know that community management has kept libraries open across the country, including in our neighbouring boroughs of Bexley and Lewisham.

  While we are talking about libraries, I also wanted to note that at a previous meeting,  ...  view the full minutes text for item 23