AGENDA ITEM 17

BOROUGH OF POOLE

CABINET

9 September 2008

HAMWORTHY COMMUNITY LIBRARY: REPORT OF THE PORTFOLIO HOLDER FOR STRENGTHENING OUR COMMUNITIES

1.Purpose of report

1.1To seek member approval for the project and the associated funding plan.

2.Decisions Required

That Council be recommended to:-

2.1Approve of the Hamworthy Community Library Scheme.

2.2 recognise the £370,000 Council commitment to the Project in line with the Council’s currently approved Capital Programme.

2.3 To allocate £80,000 of the Council’s Corporate Capital Contingency to the Scheme to create sufficient contingencies in line with the Council’s practice on similar projects.

2.4 Note that the above approvals for the currently designed Scheme are subject to full planning approval.

Cabinet is requested to note:

2.5 Section 4.1 of the Report that highlights the potential for a further report to Cabinet (including details of the associated funding plan) on the option to integrate a Children’s Centre within this Project.

2.6 Section 6.6 of the Report describes how the Hamworthy Community Library Scheme is dependent on the relocation of the Learning Support Service by December 2008. A delay in vacating the Site would require negotiation with the Big Lottery Fund and incur additional project costs.

3. Background Information

3.1In December 2007 the Borough of Poole accepted an award of £1,162,632 from the Big Lottery Fund for the redevelopment of a community library in Hamworthy.

3.2 The project will deliver:

  • Increased community vitality and cohesion,
  • New learning facilities to raise skills and provide personal development for people of all ages.
  • Shared working will produce efficiencies and better facilities for library, youth, school, voluntary, community and health workers.
  • Increased numbers of volunteers, increased community activity and fewer people feeling disengaged are some of the key deliverables that the local residents will experience from this project.

3.3 Developing this project has been a positive experience that has galvanised local residents and local organisations. This project will generate a range of positive outcomes for the community and is a scheme that could act as a model for the management of inclusive local public library services in the future.

4. Recent developments in the project

4.1Children’s Centre

The project has recently added plans for the integration of the Children’s centre expansion in Hamworthy. This development is still being considered and will require further approval through the Children’s Service’s Capital Programme Board and subsequently Cabinet/Council. If this initiative does proceed the assumption is that any additional costs will be met from Children’s Service’s Capital Programme.

4.2Other new partners

The Library Service has negotiated with CAB to provide an outreach service one day a week, together with permanent advisory leaflets and information in the new library.

The library service is in discussions to accommodate the local community police and the council’s community support officer in the new building.

Written approval from the Big Lottery Fund to integrate these services within the Library is being obtained in order to comply with the terms and conditions of the grant.

5. Project Progress and Timescale

5.1 The project is led by the Head of Culture and Community Learning and appropriate plans are in place to ensure effective project management. In development since November 2006, the project has included extensive consultation with the local community.

5.2 The capital team have been appointed. The Big Lottery has approved the Business Plan and Community Engagement Plan and they are currently assessing our Capital Delivery Plan. A planning application has been submitted.

Project Timetable

August 2008 / Submit planning application
October 2008 / Tender for construction
December 2008 / Vacate Library and Gaff
January 2009 / Commence demolition
January 2009 / Commence construction
January 2010 / Construction completed
Jan/Feb 2010 / Library Fit-out
March 2010 / New Library Open

6. Financial Analysis

6.1 The total project costs together with the various sources of funding are set out as follows:

Previously Approved
Amount £ / Latest
Estimate
Amount £
Total Project Costs / 1,903,000 / 1,983,000
Sources of Funding
Big Lottery Fund Grant / 1,163,000 / 1,163,000
Local Public Service Agreement / 370,000 / 370,000
Borough of Poole Capital Contribution / 370,000 / 370,000
Contingency – Further recommended allocation from corporate capital contingencies / 80,000
Total Sources of Funding / 1,903,000 / 1,983,000

The previously approved Borough of Poole Capital Contribution was as part of the Medium Term Financial Plan 2008/09 to 2010/11 report to Cabinet on the 5th February 2008.

Cabinet approved the Local Public Service Agreement reward grant allocation on the 4th March 2008. This was subsequent to approval from the Local Strategic Partnership Management Group.

6.2 It is recommended as prudent to increase the level of contingency for the project by earmarking £80k from corporate capital contingency fund to create sufficient contingency for the project in line with the advice received from the Council's project managers. It may not prove necessary to draw on this contingency but it is considered prudent to request this set-aside before works begin.

6.3Members should note that in applying £80,000 from the Council’s Capital Programme Contingency that the overall contingency balance will reduce from the £957,000 available (as per Appendix B of the July Council Budget Monitoring report) to £877,000. The implication is that the Council will have fewer resources to act as a cushion against variations or changes to other schemes within the current programme or to potential address new or developing issues.

6.4Transitional Costs

Within the Capital costs as shown a provision of £10,000 has been made to cover the costs associated with moving to temporary accommodation. This includes removal and relocation costs as well as the costs of renting temporary premises.

6.5Revenue Implications

In designing the library the aim has been to minimise any additional revenue pressures and this is based on a number of expectations:

  • Staffing costs and opening hours of the library will not be increased. Any increase in opening hours will be delivered through community support and volunteers etc.
  • Provision has been made within the Capital sum for investment if the RFID and self issues system.
  • The Youth Service and other partners will where appropriate be charged with a proportion of the operating costs of the new community library in line with existing arrangements.
  • The design of the new library will include low carbon use considerations, which will minimise utility costs
  • That proposed solar panels (see section below) are developed which will power electrical use with any excess being sold back to the national grid.

However as the building will be 1 ¾ the size of the current building it is inevitable that there will be additional costs associated with rates and utilities etc. and that these will be more than the current budgetary resource. The current tentative estimate is, as a minimum, that there will be £25,000 revenue pressure on the Library Service.

This additional cost will need to be addressed as part of the Council’s Medium Term Financial Strategy that forms a separate report on the Cabinet Agenda for the 9th September 2008.

6.6Financial risk – dependent on relocation of Learning Support Service

The timeframe for the Hamworthy Community Library project is based on work commencing on site in January 2009. This is a very demanding schedule for the Learning Support Service but any delay in vacating the site will cause additional costs to the library scheme and would require officers to negotiate any change with the Big Lottery Fund. Children’s Services have applied for grant funding to develop a new permanent base for the service and it is hoped to have the result of this application in late September. As an interim measure provision is being made in the Medium Term Financial Plan for a temporary relocation of the service and it is anticipated that a report on this will come to Cabinet in the near future.

6.7Financial Risk – Big Lottery Award

As part of the conditions of the Grant from the Big Lottery Fund they will require a deed of dedication or a restriction (charge) over the asset to be placed with the Land Registry. The implications being that if in the next 20 years the Council decides to change the use of the new building it maybe required to repay some or all of the grant award.

7. Environmental Initiatives

7.1The architects have incorporated environmental objectives into the design, which maximise natural light and temperature control. The design also includes rainwater harvesting to flush toilets.

8. Public Art

8.1 The Arts development service will be investigating funding streams to facilitate any public art. Discussions with the local community have indicated a desire for a community led arts project, with possible community bids for additional funding and the potential for a joint Arts development / community led scheme. A professional artist will be employed to deliver any public art for the new community library.

Background Papers

Hamworthy Community Library - Business Plan - Community Engagement Plan -Capital Delivery Plan

Councillor Adams

Portfolio Holder for Strengthening our Communities

Contact Officer: Kevin McErlane, Head of Culture and Community Learning

Tel: 01202 262400