REPORT TO CLEANER OVERVIEW AND SCRUTINY COMMITTEE 5 JANUARY 2017 FUTURE OF THE LIBRARY SERVICE IN TORFAEN – ADDITIONAL INFORMATION Report Submitted & Written by: Catherine Thomas, Head of Economy, Enterprise and

Environment 1. Area Affected 1.1 County Borough wide. 2. Purpose of Report 2.1 To present Members with the additional information requested following their

consideration of the options for the reconfiguration of the Council’s Library and Information Service.

This reconfiguration is required to achieve the Council’s agreed budget savings for the 2017/18 financial year.

3. Suggested scrutiny activity 3.1 Members are invited to:

Review the additional information provided in appendix one to this report;

Re-consider the options set out in the original report (received by this Committee on 10 November 2016) attached as appendix two to this report; and

Collectively agree a preferred option for the reconfiguration of the Council’s Library and Information Service to be communicated to the relevant Executive Member prior to any decision being made.

4. Background 4.1 As members of this committee are aware, all budget savings proposals for the

2017/18 financial year were agreed by Full Council on 1 March 2016, following joint meetings of the Council’s Overview and Scrutiny Committees and several reports to Cabinet.

4.2 One of the measures agreed for 2017/18 was a review of the Council’s Library and

Information Service with a saving mitigation measure of £250,000. 4.3

A report outlining the options to deliver this amount was considered by this Committee on 10 November 2016, but the members who attended that meeting felt unable to determine a preferred option due to a lack of background supporting information.

4.4 In order to address these concerns, members of the committee submitted a list of written questions to the report author. They requested these be answered in order for them to collectively agree a preferred option for consideration by the Executive Member for Regeneration.

5. Issues and Findings 5.1 5.2

5.3

The questions submitted by the Committee are set out in appendix one to this report, together with the associated answers and additional information. Full details of the proposed options put forward to meet the required budget savings in the Council’s Library and Information Service are set out in the original report received by this committee on 10 November 2016, attached as appendix two to this report. In summary, the options are: 1. Shared Premises with Adult Education Services.

2. Closure of One Library.

3. Reduced ‘Book Loan’ Service in all Libraries via self-service facilities – Two

Options

a) Reduce book loaning services via self-service facilities in all three libraries to 3 days a week.

b) Reduce book loaning services via self-service facilities in Blaenavon and Pontypool libraries to 2½ days a week and reduce Cwmbran to 4 days a week.

Following their review of the additional information presented in appendix one, members are invited to offer a collective view to the Executive Member on a preferred way forward.

6. 6.1 6.2 7. 7.1

Risks This savings mitigation proposal was agreed by Full Council in March 2016 as part of the 2017/18 budget. If an alternative method of delivering the Council’s Library and Information Service cannot be agreed by Cabinet for implementation during the new financial year, then alternative savings proposals need to be suggested by the service area, and considered by members, so a balanced budget can be achieved. Action to be taken following this scrutiny activity The recommendations put forward by this committee will be included in a report for consideration by Cabinet on 17 January 2017.

8. 8.1 8.2 8.3

8.4

Conclusion Setting the Council’s budget is a constant challenging process given the continued difficult funding environment faced by the public sector. In November 2015, scrutiny members considered the impact on services of a range of proposed savings measures, which included the reconfiguration of the Council’s Library and Information Service. Providing a library service is a statutory function, with the Council having a duty under the Public Libraries and Museum Act 1964 to:

“…provide a comprehensive and sufficient library service for all persons desiring to make use thereof…”

However, there is no set definition of what is deemed to be “comprehensive and sufficient and it is a matter for the officers, with the knowledge of providing library services in Torfaen, to suggest options for members to consider that mean the service will remain sufficient and comprehensive, within the allocated resource envelope.

9. Suggested Scrutiny Activity 9.1 Members are invited to:

Review the additional information provided in appendix one to this report;

Re-consider the options set out in the original report (received by this Committee on 10 November 2016) attached as appendix two to this report; and

Collectively agree a preferred option for the reconfiguration of the Council’s Library and Information Service to be communicated to the relevant Executive Member prior to any decision being made.

Appendices

Appendix One – Questions asked by committee members in relation to report received on 10 November 2016, with the associated answers and additional information Appendix Two – Report received by the Cleaner Communities Overview & Scrutiny Committee on 10 November 2016 - THE FUTURE OF THE LIBRARY SERVICE IN TORFAEN http://moderngov.torfaen.gov.uk/ieListDocuments.aspx?CId=147&MId=2936&Ver=4

Background Papers

Meeting of all Scrutiny Committees held on Wednesday, 18th November, 2015 http://moderngov.torfaen.gov.uk/ieListDocuments.aspx?CId=149&MId=1398&Ver=4

Cabinet Meeting held on Tuesday, 1st December, 2015

http://moderngov.torfaen.gov.uk/ieListDocuments.aspx?CId=134&MId=1376&Ver=4

Meeting of Full Council held on 1 March 2016 http://moderngov.torfaen.gov.uk/ieListDocuments.aspx?CId=137&MId=1544&Ver=4

For a copy of the background papers or for further information about this report, please telephone:

Catherine Thomas, Head of Economy, Enterprise and Environment Tel: 01633 648002

APPENDIX ONE

QUESTIONS ASKED BY COMMITTEE MEMBERS AS A RESULT OF THE MEETING HELD 10 NOVEMBER 2016,

WITH THE ASSOCIATED ANSWERS AND ADDITIONAL INFORMATION

1. A Breakdown of library costs of each individual library.

2. Opening hours and the effects of any reductions on the service.

The opening hours will remain as existing. However, two days (worth) of these opening hours will be self-service. The current opening hours for libraries are as follows: Blaenavon Pontypool Cwmbran

Monday Closed Closed 9.00 – 5.30

Tuesday 10.00 – 5.00 9.30 – 7.00 9.00 – 5.30

Wednesday 10.00 – 5.00 9.30 – 5.30 Closed

Thursday 10.00 – 5.00 9.30 – 7.00 8.45 – 7.00

Friday 10.00 – 5.00 9.30 – 5.30 8.45 – 6.00

Saturday 10.00 – 5.00 9.00 – 4.00 8.45 – 4.00

Sunday Self-service (quick choice) Closed Closed (The 8.45 – 9.00 start is only for browsing, no staff assistance)

Possible Effects on Service

Self-service will mean that two days (or any variation of) customers will

have to serve themselves with regard to book loans. Users will have

access to the libraries IT, research facilities (in Cwmbran), and

newspapers and on line resource including e-books, e-magazines etc.

Should users require assistance on self-service days this will rely on the

level of demand being placed on the available member of staff.

It is anticipated that self- service will be taken up more and more as users

become familiar with the technology. Officers will also promote them to be

used as a preference.

The proposed self -service machine will allow users to book out, book in

and renew loans. Customers with charges will still need to be dealt with

by a member of staff.

The self- service times will initially be unfamiliar and seem strange to

customers/users as the library environment presumably will feel quite

different.

There will be a need to have a communications plan in place to inform

library users of the changes.

There is a risk of a rise in anti-social behaviour and possible theft. This

will need to be carefully monitored with comprehensive risk assessments

being put in place in consultation with our H&S officer.

Quality of customer experience may be perceived as lowered.

There will be some very limited single staffing.

3. An analysis of the significant changes introduced at Blaenavon and

Cwmbran.

See also Welsh Public Library Standards (assessment and returns 2014/15 & 2015/16 WPLS 1, WPLS 2 & WPLS 3) for library use and statistics. Blaenavon library into the World Heritage Centre

The co-location maintained the Library service in Blaenavon

Mitigation measures achieved the required £100k revenue savings

Re-location of the Blaenavon Library and Cordell Museum to the Workmen’s

Hall to help them to become more sustainable going forward.

Remodelling within the library service budget allowed an increase in delivery

hours for the Library Health and Well Being Information and Support Service.

Maximising use of the WHC building as a community cultural hub. And

consolidating and making more efficient use of council assets.

Leading to synergistic outcomes to the community in one central location.

Achieved co-location of existing Council services in line with WG

recommendations (“that all project applications for 2015 must include the co-

location of Library services along with other public services to create

sustainable community hubs”).

Secured £100k WG (CyMAL now MALD) capital grant funding through the

2015 Community Learning Libraries Development Fund which included

procurement of the self-service machine

Doubling of Blaenavon library service opening hours (from 20.5hrs to over

42hrs)

Service efficiencies achieved through:

Reduction in building and running costs for library

Staff reduction within the library service

Staff reduction of the BWHC Customer Services

New staffing rota integrating library and WHC staff

Changes to job descriptions

Introduction of self- service machine (paid by grant funding)

Introduction of e-mail notifications to contact all Library customers with an

email address saving £7,000 per annum.

Involved extensive partnership working

Delivered on budget and on time

Initially some disaffection among residents.

This has now changed to acceptance and in many cases to increased

satisfaction and pleasure at the results

Cwmbran Library

The information shown below is the budget mitigation measure that was

agreed in Strategic Services budget area in 2015/16. The extract is from the

Nov 2014 Joint Scrutiny Committee (full report attached, later approved by

council). This saving was achieved in Strategic Services due to the rent and

running costs of the building that was vacated over in General Rees Square.

The library service do not recharge any costs or charge rent to the customer

care centre for the shared building. This is part of the joint approach to

reducing council costs across all service areas (i.e. if we charge them, they

can’t save the full value)

60,000

First phase of

Customer

Services 2.0

strategy

following a full

review of

provision and

access

The Customer

Service Centre at

Cwmbran will close

and the provision

will move to

Cwmbran Library

generating a saving

of around £60k.

Changes in building footfall are shown in (WPLS 1 WPLS 2 WPLS3 and Q5

below). Footfall figures were decreasing within the three libraries which was

improved through their co-locations. The Welsh Government assessment

has stated that they believe this is due to under investment particularly with

reference to the ‘book fund’.

The following significant factors are noted:

Retained existing level of service

Initially customer misunderstanding and dissatisfaction (on both sides)

in the early months.

Customers have now become familiar with opening hours and building

changes and use all services. However, little evidence as yet of

customer crossover despite efforts in promotions.

Customer Care reduced their service hours to accommodate the

library being closed on Wednesday. (Some customer dissatisfaction).

No changes to library staff hours or rotas was required.

Computer usage and library issues have more or less remained static.

Additional service in the library building i.e. Credit Union (generates

£1200pa income)

Mutual signposting for customers by all staff within the library.

Refurbishment of the customer toilet facilities

Refurbishment of staff welfare facilities.

Reduction of physical space to the library service on the main floor of

the building

Queuing congestion was initially experienced. However this was

resolved with some minor building alterations.

Initially staff struggled with sharing space, how the building is used

and methods of working. This however has now settled down in the

main.

4. An understanding of whether the number of visits are physical or virtual

visits.

Scrutiny report 10th November Appendix 2 page 4. QI 6. WPLS 1, also see WPLS 2, WPLS3 page 2. In 2015/16 the Libraries received 3095 visits and 895 virtual visits (29%) per 1000 population. In 2014/15 the Libraries received 2783 visits and 910 (30.5%) virtual visits per 1000 population. Members should be aware that virtual visits are limited in what can be offered.

5. An updated trend report on the number of visits per 1,000 population (as

previously provided in June 2015) for each library.

In Scrutiny report 10th November page 4. QI 6. WPLS 1, see also WPLS 2, WPLS 3. Footfall figures were decreasing within the three libraries which are now rising due through co-locations. The Welsh Government assessment has stated that falling footfall and issue figures are due to ongoing under investment particularly with reference to the low book fund. Comparative Visitor Figures

2014-2015 2015-16 MAR 2016-OCT

2016

Blaenavon 20,757 28,664 27,893

Cwmbran 160,906 188,457 135,357

Pontypool 71,218 65,869 38,512

VISITOR FIGURES

BLAENAVON LIBRARY AND BLAENAVON WORLD HERITAGE CENTRE AND LIBRARY

2014/15 MONTHLY VISITORS

2015/16

MONTHLY VISITORS

2016/17

MONTHLY VISITORS

APRIL 2014 1899

2015 1560

2016 3992

MAY 2014 1790

2015 1386

2016 3282

JUNE 2014 1766

2015 1543

2016 3634

JULY 2014 1906

2015 1379

2016 4313

AUGUST 2014 1823

2015 0

2016 4488

SEPTEMBER 2014 1819

*2015 3852

2016 3502

OCTOBER 2014 1786

2015 4390

2016 4682

NOVEMBER 2014 1570

2015 2901 DECEMBER 2014 1462

2015 2318

JANUARY 2015 1519

2016 2671 FEBRUARY 2015 1616

2016 2958

MARCH 2015 1801

2016 3706

TOTAL

20,757

28,664

27,893 *Number of visitors following co-location

VISTOR FIGURES CWMBRAN LIBRARY

2014/15

MONTHLY VISITORS

2015/16

MONTHLY VISITORS

MONTHLY VISITORS

APRIL 2014 13281

2015 11513

2016 20298

MAY 2014 13958

2015 12735

2016 17202

JUNE 2014 12670

2015 13052

2016 18310

JULY 2014 14387

2015 14751

2016 19853

AUGUST 2014 15103

2015 13772

2016 19705

SEPTEMBER 2014 15123

2015 12843

2016 20239

OCTOBER 2014 14373

2015 22195

2016 19750

NOVEMBER 2014 12712

2015 20883 DECEMBER 2014 9618

2015 14214

JANUARY 2015 13481

2016 18370 FEBRUARY 2015 12637

2016 18272

MARCH 2015 13563

2016 15857

TOTAL

160,906

188,457

135,357 *Number of visitors following co-location

VISITOR FIGURES PONTYPOOL LIBRARY

2014/15

MONTHLY VISITORS

2015/16

MONTHLY VISITORS

MONTHLY VISITORS

APRIL 2014 6333

2015 5652

2016 5522

MAY 2014 6508

2015 5662

2016 5068

JUNE 2014 5666

2015 5150

2016 5075

JULY 2014 6648

2015 6530

2016 5756

AUGUST 2014 6500

2015 5794

2016 5769

SEPTEMBER 2014 6073

2015 5958

2016 5840

OCTOBER 2014 6391

2015 5768

2016 5482

NOVEMBER 2014 5494

2015 5230

5230

DECEMBER 2014 4147

2015 4184

4184

JANUARY 2015 5864

2016 5352

5352

FEBRUARY 2015 5713

2016 5202

5202

MARCH 2015 5881

2016 5387

5387

TOTAL

71,218

65,869

38,512

6. Background information and analysis on the reasoning behind the options

presented.

The background information regarding the process is outlined in the Scrutiny Report 10th November. The options presented were developed using tacit knowledge, reference to the background information, reports, case studies meetings Information and reference materials listed below: (Documents are hyperlinked). The main reason for the options presented included:

The report explains why a number of other models were not pursued i.e.

Trusts, Mutuals and Community Libraries (Out-sourcing)

The option on closing a library is included for completeness.

The report reflected Members and Leadership feedback which was

o They would not wish to close a library in any area.

o Retain those services valued by our customers/users. Adult Survey,

Adult Survey %, Children’s Survey, Children’s Comments,

Library@Home Suvey, Shared Reading Group WPLS1, WPLS2,

WLPS3.

The options 3a and 3b took into consideration the need for the required

budget mitigation saving whilst retaining a ‘comprehensive and efficient’

service in all three towns through the use of innovative technology. The

options also considered as far as possible

The retention of the services valued by users.

The retention of the existing available book loan service (includes self-

service).

The retention of the existing opening hours that our customers are

accustomed to.

That Torfaen had already set up co-locations to retain services (recognised

as innovative and best practice)

The introduction of the use of innovative technology to a level that officers

believe customers could engage with at this point in time.

New Technology in the future – mobile technology will become more

important in providing information and resources. They offer new methods

of learning and teaching practices i.e. Podcast of e-learning, storytelling etc.

(Providers will be able to deliver free/low cost resources direct to people

wherever they are, as citizens become ‘always connected’ to the internet (Expert Review of Public Libraries in Wales 2014))

Retaining the opportunity to engage with professional and trained staff on

non-self-service days. This would not be available if full automation was

considered.

Option 3b maximizes the amount of time that residents can gain access to

the widest possible range of resources (Public Libraries and Museums Act 1964)

MALD recognises Cwmbran library as the boroughs strategic library.

The Public Libraries and Museums Act 1964.

The principle of free public access to knowledge and information for all

continues to underpin the library service. Libraries Expert Review report.

(http://gov.wales/docs/drah/publications/141021libraries-review-report-en.pdf Income Generation)

The evidence available to the Expert Review Panel demonstrated that the

opportunities for income generation currently under consideration are limited

and unlikely to have any significant impact on the current funding situation.

Libraries Expert Review Report. (http://gov.wales/docs/drah/publications/141021libraries-

review-report-en.pdf committee recommendation 8)

The roll-out of technological enhancement such as RFID will assist service

enhancements such as self-service – see libraries Inspire strategy.

https://libraries.wales/wp-content/uploads/2016/02/LibrariesInspireE.pdf

Borrowing books continues to be the main reason for people to visit their

library. A survey of over 670 library users in Wales found that:

94% said the main reason for visiting a library is to borrow, renew or return books. The self-service option will provide customers with this facility whilst retaining the same available hours for borrowing. Page 19 Libraries Inspire

Strategy. https://libraries.wales/wp-content/uploads/2016/02/LibrariesInspireE.pdf

There are of course many more variations that can be taken up and during consultation other preferred options may arise as a consequence. However, the options put forward maintain the service offer closest to that currently being experienced by customers.

Background information

Corporate Plan 3 http://www.torfaen.gov.uk/en/Related-Documents/Performance-

Improvement/Corporate-Plan/Corporate-Plan-3.pdf

Welsh Library Strategy Libraries Inspire https://libraries.wales/wp-

content/uploads/2016/02/LibrariesInspireE.pdf

Scotinform 2014 Evaluation of Libraries Inspire mid-term

report.http://gov.wales/docs/drah/publications/140721libraries-inspire-midterm-review-en.pdf

Libraries Deliver Strategy (England) https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/573911/Libraries_Deliver

_-_Ambition_for_Public_Libraries_in_England_2016_to_2021.pdf Welsh Government – Expert Review of Public Libraries in Wales 2014

http://gov.wales/docs/drah/publications/141021libraries-review-report-en.pdf

Baroness Kay Andrew Report http://gov.wales/docs/drah/publications/140313-culture-and-

poverty-en.pdf Public Libraries and Museum Act 1964

Case studies Wakefield, Wexford and Lancashire

Bibliotheca information for Torfaen – self service

Visits to other local libraries some with self service

Assessments from Welsh Government

Cabinet Members Feedback PDF’s

Welsh Public Library Standards WPLS1, WPLS2, WLPS3.

Use of customer feedback/surveys Adult Survey, Adult Survey %, Children’s

Survey, Children’s Comments, Library@Home Survey, Shared Reading

Group

Statistic of user groups

Investigatory meetings with: Chief Executive, Asst. Chief Executive

(Communities), Chief Officer Neighbourhood Services, Head of Skills and

Employability, Regeneration Officers, Group Leader Library and Information

Services.

Informal discussions with other library service managers across Wales

regarding self- service and other library issues.

Feedback from all Wales Libraries

Opening hours of South East Wales libraries. (Scrutiny report 10th November

2016)

Corporate budget process- setting of two year budgets

Scrutiny workgroups as part of the budget process.

Information from Head of Skills and Employability.

Library Budgets

Proposed all Wales Library Management System (all Wales LMS)

Retaining the current familiarity of service offer including opening hours as

much as possible.

Introduction of Innovative Technology as new way of delivering service

o There is an ongoing role for library staff as trusted intermediaries for

online information.

o The delivery of public services such as Universal JobMatch and

Universal Credit has highlighted an ongoing role for public libraries in

developing peoples ICT skills, providing assisted access to services

and tackling digital exclusion. http://gov.wales/docs/drah/publications/141021libraries-review-report-en.pdf

o Self-service new technology provides the opportunity whilst reducing

costs to retain comprehensive and efficient library offer.

Following the consultation carried out during December, due consideration will

be given to the feedback when the report is provided to Cabinet.

See also Question 9 for consultation responses up to the 9th December 2016.

7. An analysis of library opening times in Torfaen compared to other libraries

across the country – (Manchester, Newcastle, Hampshire and Greater Gwent)

In addition to analysing Great Gwent, Members are provided with opening hour’s research for Newcastle, Manchester (as request) and Hampshire. This provides a snap shot of English library services along with the Welsh situation.

Greater Gwent Aneurin Leisure Trust The census returns for 2011 show that Blaenau Gwent had a population of 69,814. http://www.blaenau-gwent.gov.uk/council/statistics-data/statistics-data/?L=201607290507000 It is therefore smaller in population than Torfaen though in many respects a similar authority in terms of industrial heritage and demographic makeup. There are 6 libraries within Blaenau Gwent and these are incorporated within Aneurin Leisure Trust. Their strategic library is Ebbw Vale which has recently been the recipient of a Community Learning Libraries Capital Grant from MALD. Ebbw Vale is open for 38 hours per week. Three libraries are each open for 34 hours per week (Brynmawr, Tredegar and Abertillery), while Cwm and Blaina are open for only 20.5 and 19.5 hours respectively. The only late evening opening within the service

is in Cwm Library on Tuesdays until 6:30. The 4 largest libraries are open on Saturdays until 1 pm. This constitutes a restricted offer perhaps reflective of the incorporation within the trust Newport Libraries The population for Newport in 2015 is 147,450. Therefore, the population for the year 2016 is 147,800. (As estimated). This information was posted on January 17, 2016 http://ukpopulation2016.com/population-of-newport-2016.html Newport has 9 libraries. Opening hours are longest in Central Library and Rogerstone Library (41 and 43 hours respectively). Neither Saint Julians nor Pillgwenlly has any weekend opening. Five of the libraries have a late evening offer, three of them on 3 nights per week to 6 or 7 pm. Three libraries offer no opening after 5:30pm. Overall opening hours are relatively limited – Ringland and Bettws offer 36 hours per week, 5 offer between 19 and 26 hours per week. Monmouthshire Population in Monmouthshire is not focussed preponderantly in any one location and their opening hours reflect this According to the National Assembly for Wales 2010 report Key Statistics for Monmouthshire: “Mid 2007 population estimates show that around 80,600 people live in Monmouth. With 97

people per square kilometre the area is less densely populated than Wales as a whole”. Monmouthshire has 6 libraries with a more or less even offer of opening hours in 4 libraries. These are the four towns of Abergavenny, Caldicot, Chepstow and Monmouth. Weekend opening in all of the 6 libraries is up to 1 pm on Saturdays. Four of the libraries offer a late opening night until 6 or 7 pm. Caerphilly

In 2011 the population of Caerphilly County was 178,000.

http://webarchive.nationalarchives.gov.uk/20160105160709/http://www.ons.gov.uk/ons/rel/mro/news-release/census-shows-population-of-wales-is-more-than-three-million/censuswalesnr0712.html There are 18 libraries in Caerphilly with their strategic library in Caerphilly town centre which is co-located with Customer Care services. It is open for 41 hours per week. Bargoed, Blackwood and Risca, the main population centres after Caerphilly town, also open for 41 hours per week. There are 7 libraries open for 15 to 20 hours per week and an intermediary tier of libraries with 28 to 35 hours per week. Nine libraries have no weekend service The four main libraries have Saturday opening until 4 pm, others have Saturday until 1pm. There is late opening until 6 pm in all libraries on either one or two evenings per week.

Hampshire Hampshire Libraries (SE England with a large rural population as well as a number of large towns) has 54 libraries serving a population of 1,353.000. Its largest library is in Winchester with 62 hours per week. It has 10 other libraries of strategic service level with opening hours of 50+ per week. This is appropriate to an authority serving a population of this size. In addition it offers two further tiers of libraries: 24 which are open for 30-49 hours per week and 18 libraries which open for between 12.5 and 26 hours per week. The larger Hampshire libraries predominantly offer Saturday opening until 4 or 5 pm, while 27 libraries open until 1 or 2 pm. Two libraries have no weekend offer. Sixteen of Hampshire’s libraries have more than one late opening night per week until 6 or 7 pm, 24 offer one late opening night per week until 6 or 7 pm. Late opening nights are staggered across differing days in differing libraries, maximising availability across the county. Fourteen libraries have no opening after 5:30 pm. Self-service does not feature in Hampshire where customers have to deposit books which they have finished with outside opening hours in a returns “dump bin”, the contents of which are then dealt with by library staff. Manchester Manchester’s population was reported in the Manchester Evening News as follows: “Government data released today showed the city had a population of 520,215 in mid-2014 - up by nearly 6,000 compared to the previous year”. http://www.manchestereveningnews.co.uk/news/greater-manchester-news/greater-manchesters-population-continues-soar-9525200 According to ukpopulation2016.com/population-of-manchester-2016.html, Manchester had a population of around 514,417 in the year 2013. It is situated in the United Kingdom's second most crowded urban region, having an overall population of 2.55 million. This was posted on 19 Jan 2016.

In Manchester City (NW England) the strategic offer is based in the Central Library (60 hours), the City Library (65 hours) and in the co-located Arcadia Library and Leisure Centre, where there are 30 hours staffed by library personnel and 63.5 hours with self-service and no dedicated library staff (though other service staff are in the building). Manchester also has 8 libraries open for 43 or 45 hours per week, 4 libraries open between 30 and 37 hours per week and 7 libraries open between 15 and 27 hours per week. These smaller libraries include 5 designated as community libraries, which have no on-site book stock. Members of the public can access the service catalogue and order titles to be delivered to them there. In reality they are service points, rather than branch libraries. Manchester offers self-service facilities only in Arcadia Library and Leisure Centre and Hulme High Street Library.

Most of Manchester’s Libraries offer Saturday opening until 5 pm although the community libraries mainly offer Saturday until lunch time or not at all in one case. Newcastle The population of Newcastle if given as between 280,000 and 290,000 Source http://ukpopulation2016.com/population-of-newcastle-2016.html Newcastle’s service is made up of 13 libraries and 1 service point. Their strategic offer is concentrated in their City Library which offers 54 hours per week and is open on both Saturday and Sunday until 4 pm. Their other libraries are open on Saturday until 2pm.

Five libraries in Newcastle offer no opening after 5:30 pm. This is also the case for the mini service point in Newbiggin Hall Sheltered Housing unit which is unstaffed.

Self service is available in Blakelaw, Outer West Library and Walker Library alongside staffed service.

Two community libraries in Jesmond and Fawdon are not connected to the local authority which lists no information in relation to them after December 2013 and August 2014 respectively.

Observations

It is evident from examining these other services that the proposed option 3b to retain a strategic offer by maximising the affordable opening hours in Cwmbran Library is in keeping with Wales and England wide good practice. Additionally, the proposals to retain existing opening hours with the largest proportion of the time being fully staffed – with this supported by some hours of reduced staffing - is also in accordance with best practice nationally. The proposals will also retain the much needed late evening and weekend offer for Torfaen residents.

It is clear that all library authorities have one or more libraries (depending upon the size of the authority), which are their strategic libraries. These are based in the largest centres of population and have the highest weekly opening hours. This maximum offer is also usually reflected in their late night and weekend opening. They will also usually be the largest buildings and hold the major reading, information and reference resources for the authority. They are also likely to have the largest concentration of staff, more IT equipment and a heavier offer of added services.

8. Reasons why the libraries are to open at certain times

Current opening hours have been established and therefore they have

become the busiest times and this is the reason why officers have

recommended retaining these hours.

Reductions in opening hours have so far been avoided under austerity. The

Customer Care service reduced their opening hours to accommodate their

move into the library in Cwmbran. Members should note that current opening

hours remain the lowest in Wales (WG assessment of Torfaen Annual Report

WPLS 1).

Quotation from WG assessment of Annual Report 2015-16

“Opening hours in Torfaen libraries have increased compared to last year owing to the

co-location with the Blaenavon World Heritage Centre. This is an example of a change generated

by the need to make savings having a positive impact on service delivery, and is to be

commended. They remain the lowest in Wales, however”

“Libraries base their opening hours on the principle of providing access for

all”. (quote from: Expert Review of Public Libraries in Wales) Torfaen

therefore offer a service which includes some opening on the weekend and

some opening after 5:30pm to accommodate families and people who work

as well as students.

In proposing changes to the libraries service, local authorities have to comply

with the Public Sector Equality Duty as set out in section 149 of the Equality

Act 2010. The guidance from the Equality and Human Rights Commission

states that:

“Your authority has legal duties around eliminating unlawful discrimination, advancing equality of opportunity and fostering good relations on the basis of protected characteristics such as gender, race, disability or age. These duties do not prevent you from reducing services where necessary, but they offer a way of developing proposals that consider the needs of all members of your community”

9. Any consultation response would be useful in making

decisions/recommendations around the report presented.

The linked documents provide responses received up to 9th December. The closing date for the public is 18th December 2016. Consultation Graph. Library Public Consultation comments

10. Details around the lease of Cwmbran library –

Lease expires 2070 and initial rent is £2000 per annum. Although there are

service charge £2859 x 4 = £11,436.

Provisions for review of the rent in 2014, 2035 and 2056 this is only implemented

if Torfaen change the use from a library or other non-commercial local authority

function.

In the unlike event of Torfaen being able to surrender its lease. The Council

would possible need to pay a sum to compensate for lack of income which would

be circa £20k (this is low due to the concessionary rent).

More significant could be the possible cost of dilapidations relating to the

building but without an inspection it is difficult to estimate the cost of this.

However in two recent cases the Council paid or undertook works to the value of

£20k and £30k in respect of lettings of smaller properties of between

2000/3000sq. ft. In total the library is circa 19,000 sq. ft.

The Council could look to assign its lease but this would require consent. There

is unlikely to be any opportunity for significant income for non-retail space as this

would be commercially undesirable.

The Council may be able to sublet but this would require a change of use and

potentially result in an increase in rent to circa £20,000 per annum.

Also to be considered would be the costs of the recent relocation of Customer

Care.

The suggested possible move of the Library to The Highway, Croesyceiliog

would substantially create access difficulty for many library user. The feedback

from the consultation indicate that customer value there library being close to

other shops and main bus stops. Also if the building became surplus

consideration should be given to whether it may be a better option to dispose of

it for residential development realising a capital receipt for the Council.

Relocation of the Cwmbran library would probably be something that would

concern the Council together with the adverse effect on accessibility.

11. Details on ownership/responsibility of buildings used.

See question 10 above for Cwmbran Lease.

Blaenavon World Heritage Centre and Pontypool Library buildings are owned

by the Council and therefore have full responsibility for the maintenance of

the buildings.

12. Numbers of staff and volunteers;

There are 31 staff There are currently 6 ‘read to me’ volunteers although this fluctuates often.

13. Detail around numbers/data of volunteers and activity, including case

studies– community access and cultural activity – how that is equated and

measured.

The activity that volunteers current performance for our libraries is ‘read to

me’. (Role and Responsibility of Volunteers)

List of library activities within Scrutiny report.

WPLS 2 indicates how many users attended events QI 7 with some narrative

providing details of the range and type of events.

Impact case studies. These were submitted with the WPLS report to WG.

Feedback from WG i.e. “Torfaen provided 3 excellent impact case studies

which showed the real difference the library service makes”.

Feedback from the impact surveys of adults and children Adult Survey, Adult

Survey %, Children’s Survey, Children’s Comments, Shared Reading Group

Feedback from impact survey of Library@home

Numbers and feedback from IT skills session attendees. In WPLS 1 in QI 4.

See also WPLS2, WPLS 3 QI 7.

They are evaluated and monitored through reports to WG and their feedback. Customer Survey Feedback, Customer comments and attendance figures.

Wales Council for Voluntary Action’s (WCVA) model volunteering policy guidelines state: “Volunteering is a legitimate and crucial activity that is supported and encouraged but is not intended to be a substitute for paid employment” Unison Consultation response 8th December stated: “We welcome the rejection of a ‘trust or community’ model for reasons outlined in

the report and are pleased to see that there are no suggestions of an expansion of the use of volunteers. Any such job substitution would be vigorously resisted”

14. Information on the use of vending machines in libraries

This could be considered over the next few months. This will require a number of contractors attending site to provide information on costs etc. However, Cwmbran Library did have a vending machine some years ago but it proved to be unviable. In addition, the library did receive negative feedback on the council providing unhealthy snacks and drinks. Cool water dispenser is available in Cwmbran and Pontypool Libraries and a café in Blaenavon. Officers would be keen that drinks are kept to one area (such as a Café area) to avoid damaging library materials and equipment through accidental spills and food debris.

15. The basic cost of opening each library on a daily basis – overheads to include

staff, heating, lighting, lease costs, etc.

See Budget spreadsheet.

16. Statistics on user groups - percentage of library users in age groups

Total members 58129 %

under 16 12,689 21.82%

16-25 8,552 14.71%

26-50 20,761 35.71%

50-59 7,341 12.62%

mature 8,786 15.11%

58,129 99.97%

17. Research information and feedback on other local authorities-

Matrix information in Scrutiny report 10 November 2016.

Self- service feedback by Local Authorities in Wales

See also list in question 6 above

18. Detail on the range of innovation ideas explored;

Co-locations already achieved in Blaenavon and Cwmbran (this is viewed as

innovative approach and Best Practise)

Introduction of Innovative technology – self-service in proposal.

Use of shared buildings co-location of more services within Pontypool i.e.

Adult Education, Pontypool Indoor available in Pontypool.

The Scrutiny report outlines why Trusts, Mutuals and a Community Library

model (out-sourcing) was not taken forward as options at this time.

For example, a community supported/partnership library model may entail establishing a partnership between the local authority public library service and a community group. This involves a commitment from the library service to provide ongoing support in terms of resources, for example book stock, ICT and staff time which together with an equivalent commitment from the community partner might provide a sustainable community model. (This option could lead to a similar or further cut/remodelling to those already proposed)

Greater collaboration is likely to offer a more sustainable model going forward. However, at the time of exploring options, local authorities were awaiting Welsh Governments decision on proposed Local Government

reorganisation. Local authorities are currently working on how Local Government will take forward the collaboration agenda under the Cabinet Minister for Finance and Local Government Mark Drakeford AM.

It should be noted that there are innovative collaboration initiatives already in

place between all types of welsh libraries in delivering services. They

include:

National Strategy for libraries

Welsh Public Library Standards

Cross sectoral collaboration mentioned the importance of borrowing

and access arrangement between public and academic libraries, and

the regional library partnerships operating in Wales. (i.e. Book4U)

The all Wales Book Purchasing Consortium.

Wales e-book Consortium

Joint procurement of public library management system for Wales.

Torfaen to implement in 2018.

National libraries portal - searchable catalogues of library resources –

CatCymru (Welshlibraries.org)

Co-operating with partners e.g. Communities 2.0 programme and

Jobcentre Plus.

Regional/national training programmes

National Literacy Initiatives (ECALM, Summer Reading Challenge and

Reading Ahead)

Regional health and wellbeing information initiatives with partners

Co-locations with other council services

19. Customer survey feedback. - see WPLS1, WPLS2, WLPS3 Reports and Adult

Survey, Adult Survey %, Children’s Survey, Children’s Comments, Library@Home

Suvey, Shared Reading Group

Other specific questions submitted by members (some of which may be covered

above)

When and where is the strategy for libraries detailed and can we get a copy? https://libraries.wales/wp-content/uploads/2016/02/LibrariesInspireE.pdf

As members of the Society of Chief Librarians Wales (SCLW) we work closely in collaboration and are led by the All Wales Library Strategy “Libraries Inspire”. Welsh Government along with this group will develop a new strategy over the next year. However, the SCLW have agreed that in the interim they would be guided by the Department for Culture Media and Sport’s strategy “Libraries Delivery” Ambition for Public Libraries in England”. https://www.gov.uk/government/uploads/system/uploads/attachment_data/file/573911/Libraries_Deliver_-_Ambition_for_Public_Libraries_in_England_2016_to_2021.pdf

Can we see a copy of all cost centres by library showing a full breakdown of

costs such as rent, power, establishment, stock etc. etc? See Question 1

above.

Can we be told why these costs cannot be re-modelled reduced?

There is no reason why these cost cannot be re-modelled.

However, officers believe that the options put forward go some way to continue to meet customer needs, comply with the Public Libraries and Museum Act and still provide best practice and innovative solutions.

Can we see the research that leads to 2 of the options leaving the libraries

open for 9 days in total, other than achieving a saving of £250k? What is the

information behind the rationale other than achieving the saving; because

there are many variations on this theme that could have been considered? EG

Pontypool/Blaenavon 2 days and Cwmbran 4 or Pontypool and Blaenavon 2

and a half days and Cwmbran 3 days(as per scenario 2) thus saving another

day and more money. Or why not 10 or 11 days opening in total?

It is not the case that the proposed options opening hours offer only 9 days opening per week. It is 15 days in total as all buildings will be open (as they are now) for 5 days albeit at staggered times. This is to ensure equality. Therefore options put forward were to retain the existing service as far as possible and only replace two of those days (or other variations of) with the book loaning service though the use of innovative disruptive technology i.e. self-service machines. You may also say that Blaenavon WHC is technically open for 6 days if you include the limited self -service on Sundays making a total of 16 days opening.

There is no reason not to look at other variations if more or less saving is required. However, the feedback from Member’s in saving the required sum was to ensure we achieve a legal budget and if possible to retain the three existing libraries in each of its towns. Officers had no mandate to save further revenue which would have had further adverse impacts on the service. It also may have needed further approval from Cabinet and Council.

If members want more then 15/16 day opening it would increase the building costs. This would be the case even if we were to use innovative technology to keep the buildings open to the public by the use of PIN access and self-service.

Can you show the analysis of changes in Cwmbran and Blaenavon? Two

separate models of change.

See Question 6 above

Why is self-service an option now and not when Blaenavon was re-modelled?

Can you state the reason in financial terms between then and now including

the capital requirement (which would not have varied)? Can you also show

what annual savings might have been achieved had self-service been

introduced into the other two libraries at the same time as Blaenavon?

Blaenavon remodelling was to achieve the mitigation measures approved by Council in 2014/15. This was achieved by co-locating the Library and the Cordell Museum which is seen as best practice. The funding of £100,000 to do this was successfully obtained through a Cymal (now MALD) Capital Grant and included the costs of the self-service machine. This required Council match funding of £16,400.

If Torfaen had put self-service machines into Pontypool and Cwmbran 2014/15 the funding would have had to be found from within the libraries revenue budget in the same year as the £16,400 putting a greater strain on the library revenue budget for that financial year such as the Book Loan fund.

The funding of £30,000 for the two machines will need to be found within the revenue budget next financial year 2017/18.

In terms of annual saving:

o The machines themselves do not provide cost savings but offer a different

innovate way of working that provides access to valued book loaning

services through automation. Other example of this would be self-service

bank ATMs, supermarket checkouts, flight check-in etc.

o To have obtained savings in Pontypool and Cwmbran in 2014/15 a similar

restructuring as currently being undertaken would have been required.

What are the extra annual costs of self service (maintenance, depreciation

etc.) and the anticipated life of the equipment?

The maintenance cost for Blaenavon self-service machine is £1,919.75 for 5 years.

This is £383.95 p.a.

2 additional machines x £1,919.75 = 3,839.50 for maintenance cost for the next 5

years.

What services provided within the libraries, other than the usual library

services, are being affected? If there is no affect why is the library service

taking the 'hit' alone?

o With the continued cuts to Council funding along with increased demand for

services it is expected that by 2021, the Council will have made £63million in

savings during the previous ten years. To date the Council has had to make

year on year budget savings and in doing this all services have been affected

and have had to find savings which is set to continue over the next decade.

It is therefore not the case that library services is taking the ‘hit’ alone, it

should be seen within the whole council budget mitigation measures. In

addition, within the latest relocation other services were affected.

o The relocation of the library into the World Heritage Centre saved £100,000

but also saw the reduction of both Library Staff and Front of House (FOH)

staff along with one cleaner. All staff took up additional responsibilities within

their roles to ensure they were able to undertake some additional duties.

o The relocation of Customer Care within Cwmbran Library provided a further

£60,000 savings to the authority. The library service is therefore helping to

retain Customer Care services within that building.

o The current corporate plan 3 has specifically identified 3 priorities to ensure

that the Councils resources are targeted in the main at those services.

What are the actual cost implications of closing each of the libraries

individually in relation to leases and claw back of grants previously received?

They are somewhat tenuous in the paper.

See budget costs.

Blaenavon and Pontypool do not have Leases Torfaen own the properties.

See Cwmbran Lease details in question 10.

Claw back would only be enacted if we ‘close’ a library. In such a case, Welsh

Government may choose to claw back a percentage or all the funding. The

Grants were:

o Blaenavon £100,000

o Pontypool £300,000

o Cwmbran £80,000

What will library provision in Torfaen look like in 5 years’ time?

This will depend entirely on Members priorities going forward. It should be noted however, that within the Councils new Corporate Plan 3 (the key strategic document that will guide how Torfaen council delivers its services over the next five years 2016-2021) libraries are not a priority.

A framework for managing possible continued budget reduction for the library service should be considered going forward.

Can you show the trend in physical visits to each library (for library activity

alone) over the last 2 years? Highlighting the period when each library was re-

modelled?

See Q5 above

What are the reasons for not considering, or analysing, a fully automated

service such as those operating in Newcastle and Manchester Trafford?

Within Newcastle Library service one of their libraries (service point) is fully automated and is located within a Sheltered Housing Complex. They do however have self-service machines in the majority of their libraries along with staffed provision.

Customer feedback indicates that users prefer to be able to engage with library staff. The proposed options put forward would provide a service that offers both staffed and self-service provision. Extended self-service whilst offering increased opening hours would also increase building costs (heating, lighting etc.) and would entail customers using the buildings later in the evenings which many may find intimidating. It would also require a much larger capital investment.

The options put forward offers customers the opportunity to engage with library staff on non-self-service days whilst also overcoming the challenge of the required budget savings and have avoided library closures. The proposed solutions offer similar services as those provided by Manchester and Newcastle library services.

Peterborough City Council overcame the challenge of budget cuts and avoided library closures with the implementation of bibliotheca open+. This option allowed all branches to remain open through a combination of staffed and extended self-service hours, including new Saturday opening hours, whilst still operating within budget constraints. This again is a similar model to the options put forward to members.

Given the pressures in this area over a long period where are the details of

any income generating ideas? Can we see minutes of these discussions? Report for email notifications. Minutes of Staff Forum.

http://www.torfaen.gov.uk/en/Libraries/Librarycharges/Library-Charges.aspx

Note. Room hire was not available in the Old Blaenavon Library.

The principle of free public access to knowledge and information for all continues to underpin the library service. (Expert Review of Public Libraries in Wales 2014 –

Income Generation and the Public Libraries and Museum Act 1964)

Can you show what is being done to propagate virtual library visits and what

are the results of this activity?

The council has had a 24hr access for around 10 years and has been promoted

through the following medium:

By word of Mouth – Library Staff

On Torfaen Web Site

Torfaen Talks

Libraries e-Newsletter

Most active Facebook and Twitter pages within the council

On line catalogue

Posters/leaflets

The virtual visits are listed within the Welsh Public Libraries Standards

2015/16. 895 virtual visits per 1000 population per annum. Ranked 13th out

of 22 Local Authorities.

The currently on-line library resource is not a substitution for loaning books and provides a

limited offer.

This is an area that the new Wales strategy will need to consider in taking libraries forward in the future i.e. Cloud libraries. This would require collaboration by all the Welsh libraries and Welsh Government as it will require significant research and investment.

What use do primary schools make of the 3 libraries?

Every Child A Library Member (ECALM – Welsh Government)

Summer Reading Challenge – promoted by Librarians in schools before summer

the children break up for their holidays. Children then use the library throughout the

summer entering competitions etc. The project helps to stop the literacy attainment

level dropping.

Library Skills visits

Lego club – linked to stories

Homework support

A further question received by Councillor Bevan on 12th December 2016

Last week, the government’s Libraries Taskforce pledged a £4m innovation fund to support

disadvantaged communities through libraries

Will Torfaen receive any of the additional funding that is to be made available to

disadvantaged communities through libraries?

This is a funding only available to English Libraries. Welsh Government has provided

funding over a number of years that has enabled Welsh libraries to innovate and take up

new technologies. The English fund is now just being made available to them.

The Libraries Opportunities for Everyone Innovation Fund will enable library services to

trail innovative projects that will benefit disadvantaged people and places in England. This

activity could include:

Improving access for people to, and better use of technology by, library services

Increasing literacy

Increasing opportunities for disabled users

Increasing children’s access to and use of libraries

Supporting employment opportunities

Supporting businesses to establish and grow

Supporting creativity, use of new technologies and new business opportunities

Improving health and wellbeing

Increasing arts and cultural activity through libraries.

“But despite the grim outlook, libraries are continuing to transform and innovate, adapting to changing visitor habits and providing a raft of new services and offerings.”

Could we have details of how the libraries are being transformational and innovative with new services and offerings in Torfaen – if libraries in other areas can still innovate despite a backdrop of cuts?

These concerns are outlined within this report and in the previous scrutiny report in November 2016.

APPENDIX TWO

REPORT RECEIVED BY THE CLEANER COMMUNITIES OVERVIEW & SCRUTINY COMMITTEE ON 10 NOVEMBER 2016 –

THE FUTURE OF THE LIBRARY SERVICE IN TORFAEN

REPORT TO CLEANER OVERVIEW AND SCRUTINY COMMITTEE 10 November 2016 THE FUTURE OF THE LIBRARY SERVICE IN TORFAEN Report Submitted & Written by: Catherine Thomas Head of Economy, Enterprise and

Environment 1. Area Affected 1.1 County Borough wide. 2. Purpose of Report 2.1 To present Members with options for the reconfiguration of the Library and

Information Service in order to achieve the Council’s stated budget set for 2017/18. 3. Suggested scrutiny activity 3.1 To consider the options put forward to achieve savings to help to contribute to the

development of Corporate policies and strategies. 4. Background 4.1 Setting the budget has proven to be a constant challenging process for Torfaen

Council given the continued difficult funding environment for the public sector. The Council have over several months followed an extensive budget setting process. It was considered by Cabinet on several occasions and by a pivotal Joint Scrutiny Committee meeting in November 2015. A report was presented to Council on the 1 March 2016 for final consideration of the budget for 2016/17, the financial plan for 2017/18 and a medium term financial plan up to 2020/21.

4.2 The report outlined various budget efficiency measures for the Council. One of the

measures outlined for the financial year 2017/18 was the review of the Library and Information Service with a saving mitigation measure amounting to £250,000.

4.3

In considering library service options going forward, it is also important to note that the library service has undergone continued service changes. Over the past four years the library service has reduced its budget by £315,000 (a 26% decrease) through previous service reductions including the closure of one library and 2 mobile libraries.

4.4 4.5

The most recent Council efficiency measures undertaken in 2015/16 of the Library and Information service was the Blaenavon library co-locating with the World Heritage Centre, TIC and Customer Services and by Customer Services co-locating within the Cwmbran Library. These measures were in line with a report to Welsh Government by the Baroness Kay Andrews who made a key recommendation of creating ‘Community Cultural Hubs’ by co-locating services to ensure access to a broad range of community and cultural services are retained. The costs reductions achieved were through using the Council’s building stock more efficiently, reduced maintenance costs, employee costs, building running costs, tax, rents and rates. The Torfaen Library and Information Service is based within the Economy, Enterprise and Environment Services which currently manages three Libraries operating in Cwmbran, Pontypool and Blaenavon. The Library Service delivers a broad range of community/information support services long with the well understood ‘book loaning’ service, They include:

Free PC and internet access for all

Support for Job Seekers (including access to Websites, help to navigate websites and to develop the necessary IT skills)

Support for Universal Credit claimants upon roll out locally (including access to Websites, help to navigate websites and to develop the necessary IT skills, decoding and interpretation for Plain English)

Basic IT Skills/information Literacy drop- in sessions for over 16s in all libraries (Includes use of tablets and e readers etc.)

Free print outs and photocopying for Job Seekers (within reasonable use)

Health and Well Being Information and Support Service for people living with long term illnesses and chronic conditions. (Officer is a Macmillan professional who helped the piloting of MQUISS standards)

Books on Prescription (Prescribed by participating GPs and based on Cognitive Behaviour Therapy)

Multi agency health events (most recently on 14th October 2016)

Library@Home service (for housebound individuals across the borough)

Therapeutic shared reading groups (Attendees listen while a trained facilitator reads to them and encourages them to talk about their responses) Currently 10 groups are operating: One for clients of Torfaen and Blaenau Gwent MIND, one for CMIG mental health day centre, two in Age Connects hubs, one in Memory Cafe in Llanyrafon, Cwmbran House, Stroke Association, Ty Siriol, Scope).

Monthly saving money online sessions

One to one shared reading. (Weekly sessions delivered by volunteers to housebound individuals in their homes)

Family History sessions at Blaenavon Library (jointly delivered by library staff and volunteers from the Cordell Museum)and another at Cwmbran Library in partnership with Gwent Archives

Every Child a Library Member (Project to enroll every year 4 pupil in Torfaen as a library member) Involves school groups visiting the library, borrowing books and receiving a free book bag

Bookstart and Bookstart Bookcrawl (in partnership with Health Visitors)

Baby rhyme times

Language and Play

Under-fives Storytime’s

School holiday story and craft sessions for primary age children

Story and Lego sessions

4.6

Welsh Public Library Standards and Quality Indicators (WPLS) Members will also be aware that the library service is a statutory function and all Local Authorities are required to complete an annual Welsh Public Library Standards (WPLS) and Quality Indicators (QI) assessments. Each Local Authority receives an annual report providing the Authorities’ ranking in each of the performance measures alongside the other Welsh Library Services. Torfaen’s library performance for 2015/16 annual report is in Appendix 2 of this report for Members’ consideration. A number of indicators have also been provided within the issues and findings section below to assist Members with the implications of the proposed options.

5. Issues and Findings 5.1

5.2

The options outlined below for Members’ consideration does not include a ‘Trust’ or ‘Community’ managed model due to the following reasons:-

The Authority’s libraries have already undergone significant efficiency measures and have where possible been co-located with other services to obtain synergistic efficiencies as outlined in 4.3 above. Therefore, many of the savings associated with the Trust Model will have already been achieved.

Transferring over the assets would be a complex issue due to the co-locations and one of the library buildings is not owned by the Council.

Current evidence on Libraries going to Trust Models is not sufficiently proven with some Council bringing the service back into its control.

The possible Local Government Reorganisation or further collaborations with other Local Authorities should to be fully understood before entering to other complex delivery models.

Community managed facilities would offer a much reduced service than currently being suggested. In the main community models open on very limited opening hours or on an ad hoc basis with the service offered usually only being for book loans.

A comparison table below provides an overview of the library service provision of the ten Local Authorities within South East Wales which shows a mixed picture with some legal issues being experienced by Authorities in adopting different service delivery models.

Local Authority

No. of Libraries

No. Open Less Than

5 Days

Trusts Established

Services Included in Trusts

No. of Community

Libraries Established

Co-Located Libraries

Blaenau Gwent CBC

5 5 Yes

(2014) leisure & culture

None None

Bridgend CBC 10 4 Yes

(2015) leisure None

5 with council services,

1 leisure facilities

Caerphilly CBC

18 12 No NA None 2 council services,

1 cash payments only

Cardiff CC 20 3 No NA

1 - Lisvane (8 hours per week)

5 council services

Merthyr Tydfil CBC

5 3 Yes

(2015) leisure

1 - Aberfan (22.5 hrs/week)

1 leisure facilities

Monmouthshire CC

6 5 No NA None 4 with council services

Newport CC 9 9 No NA 1- Maindee (21

hrs/week)

1 Museum (longstanding shared

building)

RCT CBC 13 4 No NA 1- Beddau (19 hrs

per week) None

Torfaen CBC 3 0 No NA None

2 (1 x WHC +council

services, 1 x council services)

Vale of Glamorgan CBC

9 4 No NA

1- Sully (14 hrs /week), plus 4 pending inc. Rhoose -

plans at judicial review.

None

NB: Data compiled from council websites and from "Local Library News" (on line journal)

5.3 The situation for libraries across the UK is similar to the South East Wales position in that it is a very mixed picture. Many have chosen to co-locate services and retain Local Authority control which is seen as best practice. Others have set up trust and community run models. However, many of the trust set up’s have failed and been brought back into Council control. The ‘Public Libraries News – what’s happening in your library’ provides updates on libraries throughout the UK.

5.4 5.5

In order to achieve the saving of £250,000 the following options have been reviewed for Members’ consideration: 4. Shared Premises with Adult Education Services

Discussions with Adult Education took place to consider sharing Library and Adult Education building space. However, it was felt that circumstances had not significantly changed since their review undertaken in October 2015. A Cabinet paper reported the ACL review and a Members’ Seminar was held on 19 October 2015. One of the delivery options considered was a dispersed model and the use of libraries was put forward within this option, along with the use of other community based venues. The research undertaken at that time demonstrated that:

o there was insufficient capacity within library buildings and other venues to

accommodate the volume of learning provision required to meet the ACL funding targets required by Welsh Government

o there was insufficient capacity for the full range of adult and community learning, including informal clubs

o facilities in libraries and other buildings did not meet the requirements of examination boards

These conditions continue to be the case and therefore sharing of buildings with Adult Education is currently not feasible. However, regular collaboration meetings have been set up and are useful for both service areas in identifying elements of delivery where the services can support each other.

5.6 5. Closure Of One Library

Closing one of the libraries would result in many people having to travel some distance to access their Library and Information Service, including the most vulnerable in our communities who often do not have the resources or the means to use public transport or other available modes of travel. This option could achieve the required savings but would not deliver a service that is easily accessible for all citizens of Torfaen.

5.7 5.8 5.9

5.10

5.11 5.12

6. Reduced ‘Book Loan’ Service in all Libraries – Two Options The option provided below will obtain the required saving and continue to provide a reduced library service in all three towns of the County Borough. The Library and Information Service could reduce its staffed opening hours and install self-service facilities as shown in the two options below:

a) Reduce book loaning services in all three libraries to 3 days a week.

b) Reduce book loaning services in Blaenavon and Pontypool libraries to 2½ days a week and reduce Cwmbran to 4 days a week.

Option 3b recognises the population spread of the customers using the libraries within the County Borough and therefore reaches more of Torfaen’s residents. It is anticipated that the reduced service of opening hours will relate to the book ‘loan service’ in the main. It is expected that many of the broader range of community services that are currently provided will continue to be delivered over the five working days. The professional staff could continue to undertake events, school engagements and group sessions throughout the week including on the days the libraries are closed for book loaning but open for self-service. These could include:

IT Sessions

Support for job seekers and claimants

School groups

Health and wellbeing groups

Mother and toddler

Story rhyme time A one off cost of around £30,000 could provide self-service facilities within the Cwmbran and Pontypool Library to assist customers unable to access the reduced book loan service. The Blaenavon library already has this facility. On the self-service days a library assistant could only be available to resolve any equipment problems as front line staffing levels will be at a minimum. The Library@Home service is to continue as currently provided and monitored to evaluate its sustainability.

5.13

Comparison Table of Reviewed Options

CLOSURE OF ONE LIBRARY

OPEN EACH LIBRARY 3 DAYS PER WEEK

OPEN CWMBRAN 4 DAYS, AND

PONTYPOOL & BLAENAVON 2.5 DAYS

PER WEEK

(Option 2) (Option 3a) (Option 3b)

BLAENAVON

(population 6,055)

Would not provide required saving alone.

Closure of this library would adversely affect the World Heritage Centre and Customer Services as staff are integrated.

Probable clawback of WG capital grant for library refurbishment in 2015.

Smallest population served (7%) would have the highest level of access to 33% of library services

Co-location with WHC means that Blaenavon would be able to offer a self-service option whenever the library is not fully open.

Minimum disruption to implement self-service days as staff are trained already.

Collection items limited in range and number of the population.

Smallest population served (7%) would have access to 27.7% of library services

Co-location with WHC means that Blaenavon would be able to offer a self-service option whenever the library is not fully open.

Minimum disruption to implement self-service days as staff are trained already.

CWMBRAN

(population 48,535)

Leasing issues: recently renewed the lease and would therefore have significant costs associated with withdrawing from the contract.

Cost associated with reinstatement to original building condition.

Need to open the Library building for Customer Care Service anyway.

Torfaen received WG capital grant in 2013/14 to refurbish community meeting rooms in library- possible % Claw back.

Largest population served (53%) would have access to 33% of library services

Self-service would be relatively cost effective to install due to higher usage.

Largest population served (53%) would have access to 44.5% of library services

Self-service would be relatively cost effective to install due to higher usage.

Full range of library services available to largest amount of customers for 4 days per week.

CLOSURE OF ONE LIBRARY

OPEN EACH LIBRARY 3 DAYS PER WEEK

OPEN CWMBRAN 4 DAYS, AND

PONTYPOOL & BLAENAVON 2.5 DAYS

PER WEEK

(Option 2) (Option 3a) (Option 3b)

PONTYPOOL

(population 36,485)

Large empty building in Pontypool town centre

Back log of maintenance would make the building less appealing to buyers and Trust model.

Torfaen received £300,000 WG grant to refurbish library in 2010. Possible % Claw back.

Second largest Population served (40%) would have access to 33% of library services.

Self-service would be relatively cost effective to install due to higher usage

Second largest Population served (40%) would have access to 27.7% of library services

Self-service would be relatively cost effective to install due to higher usage

All Libraries

Torfaen would fail Welsh Public Library Standard under “access for all”,

referring to the nearness of residents to their local library either on foot or by the length of time to get there by public transport.

Possible resident dissatisfaction with action

Precedent of judicial review in other areas of UK/Wales over proposed library closures/remodels.

Reduced performance against output driven Welsh Public Library Standards. (Visits, membership numbers, issue figures, attendees at events).

Residents of the town in which the library is closed would not have easy access to services for job seekers, claimants, IT skills sessions, reading groups etc.

Service reductions would be less equal in terms of population distribution of Torfaen.

Very low or possible lowest performance against output driven Welsh Public Library Standards in Wales. (I.e. Visits, membership numbers, issue figures, attendees at events).

Reduced access to drop-in services for baby rhyme time, job seekers, claimants and IT skills sessions.

No building costs reductions as other services are delivered thein building.

Reduced performance against output driven Welsh Public Library Standards. (Visits, membership numbers, issue figures, attendees at events).

Reduced access to drop-in services for baby rhyme time, job seekers, claimants and IT skills sessions etc.

No building costs reductions as other services are delivered in the building

More proportionate spread of service offer for all Torfaen residents.

5.14

Service Reduction Impact on Performance Standards and Other Service Indicators The impact of past and proposed reductions will and have had an effect on the services performance against Welsh Public Library Standards. However, it is worth noting that the reduced book loaning services option will retain a valuable service to all the community who will still be able to access and benefit from book loans and other community support and information services which is sometimes critical to their livelihoods and wellbeing.

5.15

5.16

The number of items stocked in each library. These included books, magazines, DVD’s, and music items etc.

Library Location No. of Items Stocked in each library

Cwmbran 90,859 items

Pontypool 25,751 items

Blaenavon 17,335 items

The number of Items Issued over the last 6 months.

Issue Figures (not including

e books)

Average % of overall issues.

April

26196 CWM 69.52

PPL 20.67

BLVN 9.49

May

23478 CWM 66.44

PPL 23.62

BLVN 9.91

June

23443 CWM 68.80

PPL 22.13

BLVN 9.05

July

25061 CWM 66.26

PPL 22.76

BLVN 10.96

August

27746 CWM 67.53

PPL 22.02

BLVN 10.4

Sept

25337 CWM 67.65

PPL 22.54

BLVN 9.79

5.17

5.18

Footfall for Libraries for example in April - September 2016

Total No. Footfall Library

Location Average % of

overall Footfall

April

29812 CWM 68.08

PPL 18.52

BLVN 13.39

May

25552 CWM 67.32

PPL 19.83

BLVN 12.84

June

27019 CWM 67.76

PPL 18.78

BLVN 13.44

July

29922 CWM 66.34

PPL 19.23

BLVN 14.41

Aug

29962 CWM 65.76

PPL 19.25

BLVN 14.97

Sept

29581 CWM 68.41

PPL 19.74

BLVN 11.83

The Table below provides the relevant saving and reductions of the options

Existing

FTE Proposed

FTE Reduced

FTE

Existing No.

Employees

Proposed No. of

Employees

Reduced No. of

Employees

Proposed Budget Savings

Option 2

22.13 Depending on location.

Figures similar as option 3a and 3b Circa

£250,000

Option 3a

(All 3 days)

22.13 14.31 7.82 33 19 14 £251,614

Option 3b

(4 days and 2.5 days)

22.13 14.21 7.92 33 18 15 £248,959

6. Suggested Scrutiny Activity 6.1 To receive the report and consider the options put forward to achieve savings to

help to contribute to the development of corporate policies and strategies.

Appendices Appendix 1 Wellbeing Assessment

Appendix 2 WPLS 2016

Background Papers

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For a copy of the background papers or for further information about this report, please telephone: Catherine Thomas : 01633 648002