To agree future delivery options for museum, library and archive services taking into consideration the results of a soft market test for the management of the services, capital works required for Hereford Library, next phase of delivery for the services and the review of the museum services conducted as part of the Resilient funding from Heritage Lottery.

The cabinet member for contracts and assets introduced the report and highlighted:

·         The proposals recognised that the services were important to users.

·         The proposals do not represent a reduction in service.   

·         There has been no reduction in the opening hours of libraries since 2014.   

·         There is a commitment to maintain the current service levels and develop where possible.

·         There is support from the communities for the services. 

·         Unlike many other councils, Herefordshire had invested in the library service and not made any closures.

The assistant director communities went through each recommendation:

Recommendation a  - members may wish to consider investing in the development of a mezzanine floor utilise the space within Hereford Library and Museum for public benefit. Appendix 2 goes into detail of the options. 

Recommendation b - the Black and White House has been generating an income as outlined in the profile of service, though with greater awareness addition attendance could raise ticket sale that can support the museum service to be sustainable.

Recommendation c – this was to ensure that as much of the archives were open to the public as possible as some permissions are not given even though the archive is held by the council.   If families / estates were unwilling to agree to their records being available, then alternative arrangements would be put in place which could include returning to the family, charging for storage, etc. 

Recommendation d – at the moment it is theoretical that there are organisations who would be willing to provide the services.   A procurement exercise would confirm if there was an opportunity to work with a delivery partner based on current standard of service as benchmark

Recommendations e and  f -  these were opportunities to raise income at HARC.    .

Recommendation g –  this was an opportunity to review the schools library service to ascertain the take up of the service and find out what schools require.  

Recommendation h – this was the executive’s response to the recommendations from the general scrutiny committee.   It was noted that the paragraph reference should be to 62 and not 60. 

The cabinet member for finance and corporate services commented that there was sympathy to those who oppose any change to the services but there were challenges for all public and third sector organisations.    It was unlikely that central government would be providing additional funding for these services.    The recommendations would mean that the council would comply with statutory requirements.   The council is  continuing to invest in the libraries with the £230k set out in recommendation (a) but proposed an amendment that the responsible director undertake soft marketing testing to determine demand before going ahead with the investment in order that space is not created that does not benefit to the community.  

During the discussion of the item, the following points were raised: 

·         Herefordshire has a population of 186k  and delivers services over 2,180 sq m.   This compared with the London Borough of Brent which has twice the population and delivers services over 43 sq m.  in 2011 Brent closed 6 libraries and Herefordshire has closed none.    This is due to the council and dedicated community involvement which was something to be proud of.  

·         The Council has shown that the services are valued but the council has to set a balanced budget and this includes looking at alternative methods of delivery.   The examples of the Courtyard and Halo were used as those organisations are successful and it is their specialist knowledge which makes them successful.   

·         The Black and White House Museum had a certificate of excellence trip advisor rating which was due to the work of the assistant director communities and the hard work of the team. 

·         The current service is protected and if there was a provider who could deliver the services, they may be able to see income generation opportunities

·         The proposals were not about cutting the services but getting the number of visitors to increase. 

·         The soft marketing testing had identified four not for profitable organisations who may express an interest.   All four were charities and two were locally based and two from outside the county.  

·         Review for the schools library service would be welcomed as it was very much in a state of change.   

·         The schools library service was a valued service and reaches many young people.     The different types and sizes of the schools would need to be considered in any change of service

·         The needs of the university would also need to be considered and it was noted that study space may be required.  The students would also have friends and family visiting which in turn could generate more visitors to the services.

·         The work of the volunteers and parish councils was importantin the operation of the community libraries, within museums and archives

The chair of general scrutiny commented that he was pleased to see that the general scrutiny committee’s recommendations had been accepted.    

The group leader for the Green party commented that they were not in favour of outsourcing and also requested that given the market testing that there was also ongoing scrutiny of the procurement process. 

The group leader for It’s OUR County commented that it was sensible to explore the options, provided that the process and assessment was properly neutral and not pre-determined or ideology driven.      It was noted that whilst there were some overlaps in the 3 services, they all had different requirements and any future model needed to recognise that.     The party would have further comments once the review had taken place.  

The group leader for Herefordshire Independents commented the services should remain in council control and it was the only way to comply with the council’s  statutory responsibilities.   The group leader commented that it went without saying that the services were valued by the community.   The Herefordshire Independents would support the alternative option set out in paragraph 4 of the report. 

The group leader for the Liberal Democrats commented that there was a need to look at the alternatives and there may be a way forward which could provide an enhanced service. 

The cabinet member finance and corporate services proposed amendment to recommendation (a) so that it started with “subject to soft market testing showing demand for the use of this space, …”

RESOLVED

That:

(a)       Subject to soft market testing showing demand for the use of this space, up to £230k is invested in the development of the mezzanine floor at the Hereford Library and Museum creating a flexible community use space and multi-agency office, with external funding sought to highlight the historic features;

(b)       A marketing plan for the Black and White House museum is instigated to increase visitor numbers at a cost of £20k and complete a review of opening hours of the Black and White House by December 2019 with any changes agreed by the cabinet member for contracts and assets;

(c)       A policy is instigated that archives held at HARC be open to the public or alternative arrangements in place e.g. return, charging, lower cost storage, with delegated authority to the assistant director communities to implement;

(d)       A procurement process is commenced for the future commissioning of museums, libraries and archives based on current standard of services with a further decision to be made by the cabinet member for contracts and assets on options for implementation;

(e)       A car parking charging scheme is instigated at HARC in consultation with users;

(f)        The principle of increased charging for digital archives is approved with delegated authority to the assistant director communities to agree fees;

(g)       A review is conducted as to the delivery of the school library service including consultation with schools; and

(h)       The response at paragraph 62 to the recommendations of general scrutiny committee is agreed.

The meeting adjourned at 11:10 am and recommenced at 11:25 am