Agenda item

To present the report of the Head of Learning.

The report of the Head of Learning incorporating a proposed draft Library Service Strategy for 2017 to 2022 was presented for the Committee’s consideration.

The Portfolio Member for Education, Libraries, Youth & Culture reported that that the draft Library Service Strategy proposes a three-tier approach to the future provision of library services on Anglesey thereby aiming to lay firm sustainable foundations that will enable the service to meet residents’ needs as well as fulfilling the statutory requirements over the coming years. The three tiers consist of Area Libraries (Holyhead and Llangefni Libraries) at Tier 1, Council led Community Libraries with elements of community support (Amlwch, Benllech and Menai Bridge Libraries) at Tier 2, and Council led Community Supported libraries (Beaumaris and Rhosneigr Libraries) at Tier 3. In addition to the above, the Mobile Service including the mobile libraries and housebound service will remain part of the Anglesey Library Service provision subject to review as regards the model and routes to be adopted. The public consultation on the draft strategy which was authorised by the Executive in February, 2017 took place over a period of 12 weeks during the summer of 2017; the results of the consultation can be found in Appendix 2. A substantial amount of work has been undertaken to develop a revised library provision model over the past few years; the Committee is asked to endorse the resulting strategy and to provide a view on the 3 options for implementing staffing structure savings.

The Committee considered the draft strategy document and made the following points –

•           The Committee sought clarification of the approach taken to the public consultation process in order to garner as many views as possible from across all affected groups.

The Head of Learning said that there were 2,000 respondents to the initial public and stakeholder consultation held in October 2015 which was undertaken to gather views on the options identified by the Library Service Review and to invite any alternative ideas. With regard to the proposed draft Strategy, the consultation online and offline questionnaire (the consultation survey) attracted a significant response – 450 full responses and 28 incomplete responses. In addition, 748 responses were received from meetings attended by the Council as part of the consultation engagement activities. Section 2 of the consultation report provides a breakdown of the data collecting methodologies used. The options are the best the service is able to provide in order to meet the commitments made in the Corporate Plan 2013-17 to reduce the overall costs of leisure, culture and library services by 60% over the period of the plan and to achieve the target savings for the library service whilst at the same time maintaining a viable service. The three options put forward for realising savings from the staffing budget represent the minimum level of savings (Option A £50k savings); the maximum level of savings (Option B £72k savings) and the median level of savings (Option C £57k savings)

•           The Committee noted that the Officer recommendation offers 2 alternatives – Option B or Option C and that no mention is made of Option A even though the difference with regard to the delivery of savings is only £7k and even though Option A carries fewer risks.

The Officers said that the challenge to the service was to come up with the maximum savings possible; Option A does not meet this objective. In maximising the savings, the service is also seeking to mitigate the effects. The Strategy can be implemented and can work with each of the three options and whilst Option B is the most difficult to deliver in terms of risk and impact, it offers the highest level of savings.

•           The Committee noted that a collaborative model of provision is proposed for Beaumaris Library. Bearing in mind the impact which the loss of a service can have on a community the Committee sought clarification whether if it proves successful, this model can be applied in other areas.

The Library Service Manager said that every community has been canvassed for their views on adopting this approach. Canolfan Beaumaris Social Enterprise has expressed a formal interest in taking over the running of the library in the town; so whilst the Council will be providing a core service, there is scope to extend access through the community. This collaborative model approach has been considered and offered to all areas of Anglesey and thus far, Beaumaris remains the strongest possibility in terms of realising this option. Llanfaelog community council has expressed an interest in safeguarding Rhosneigr Library, pending the receipt of further information following consultation. 

•           The Committee sought clarification of the Officers as to whether they were satisfied that everything possible had been done to encourage community councils and community groups to consider collaborating as a way forward to ensure the continuation of a library service in their area. Particular reference was made to Cemaes especially in light of the advent of Wylfa Newydd and the potential this offers in terms of making an approach to Horizon for community benefits.

The Head of Learning said that in the process of consulting several approaches have been made to the community councils to seek a firm commitment on their part to work with the Council to support a library service provision. Some have felt unable to help because of insufficient capacity or because they are a small group of enthusiastic individuals who are not able to take the matter further. The community response in some areas has been poor. Whilst the service is aware of the possibilities linked to Wylfa Newydd, it has now come to the point where consideration has to be given to implementing the draft Library Service Strategy which has been 3 years in the making. The door remains open to further discussions with Cemaes and other communities in future where that is feasible, subject to the financial situation at the time. Likewise, the service is prepared to co-operate with Horizon should the opportunity arise, but for now the priority is to bring the strategy to fruition.

•           The Committee noted with disappointment that the response from the young people’s consultation (Rhoscolyn) had highlighted a lack of awareness of the library service and a lack of knowledge about what it is able to offer. The Committee sought assurance that the service has a strategy to market the library service provision in that and other areas.

 The Library Service Manager said that the revised staffing structure ensures that resources are put into the main libraries – 3 members of staff and a manager; this will create capacity within the service to undertake marketing activities e.g. Facebook etc. and disseminate information about the service to school and communities.

•           The Committee noted that implementing Option B carries with it the risk of legal challenge and/or ministerial intervention even though the savings difference between it and Option C is only £15k.The Committee sought clarification therefore whether the costs of consultation justifies the amount of savings that can be delivered and whether the potential substantial costs of effecting one of the options outweigh any gains that might be derived from it. Given that the Library Service is a statutory service, the Committee sought further clarification whether adopting Option B would likely place the service in a critical position.

The Head of Learning said that the savings which the service hopes to realise at the end of the 3 years are in addition to the £50k of savings secured over the last 3 years bringing the total to approximately £100k. The service has been given project management funding in the previous 3 years to cover the costs of transforming not only the library service but the culture and youth service as well, so it is considered that the cost of one project management officer is justified and provides good value for money in the context of the work undertaken in totality. Additionally, the consultation related work has been undertaken internally by officers within the Council as it is felt that the issue requires a solution from the perspective of the service in Anglesey rather than one that would have been provided at a cost by external consultants. The service has been aware from the outset of the legal challenge and the risk of judicial review hanging over library services in both Wales and England the difference in Wales being the Public Library Standards which Welsh Government uses to establish whether authorities are fulfilling their statutory duty with regard to library services. The service has therefore been receiving legal advice throughout this process in order to ensure that all the procedures followed are correct and that Elected Members are aware of the picture in totality. There is a possibility of Ministerial intervention in the event that the Library service falls significantly below the requirements of the Public Library Standards.  The Officer said that she could not be confident that the service would not come under strain as a result of putting Option B into effect and the report sets out those risks clearly. Therefore, whilst Option B shows how the service has met the savings challenge in full, the report also makes Members aware of the risks that are attached to it.

•           The Committee sought clarification whether in order to mitigate the effects, Option B could be achieved progressively by implementing Option C initially.

The Head of Learning said that from a professional perspective she hoped that the option that is approved will apply to the medium term; the service would not wish to have the burden of undertaking another consultation to reach Option B; neither would it be fair to the staff. Moreover, it would be difficult to manage in the context of the impending sixth Public Library Standards Framework given that the requirements of the standards change with every new framework.

Having considered all the information presented as well as the clarification provided by the Officers on the points raised, it was resolved –

•           That the Committee is satisfied that the service has undertaken the consultation process as comprehensively and inclusively as possible.

•           That the Committee is satisfied, subject to noting the comments made with regard to the need for improved marketing of the library service, that the Equality Impact and Needs Assessment covers all the groups/aspects expected by Members.

•           That the Committee recommends –

•           That the Executive adopts the draft Library Service Strategy for 2017-22, and

•           That it actions the proposed changes in the draft Library Service Strategy 2017-2022 as follows:

•      Close Cemaes Library, Moelfre Library and Newborough Library, continuing to investigate mitigating actions such as community access points and/or increase mobile provision in the areas affected by closure.

•      Develop a collaborative model with Canolfan Beaumaris in respect of Beaumaris Library.

•      Receive a firm commitment from Llanfaelog Community Council in respect of Rhosneigr Library by 2 January, 2018.If no firm commitment is provided, then proceed to close as per the first bullet point above.

•      In order to achieve maximum savings, implement Option B within the draft Library Service costings (Appendix 5 to the report) while accepting the risks as set out.

NO ADDITIONAL ACTION WAS PROPOSED