BOROUGH OF POOLE

CALL-IN SCRUTINY COMMITTEE

5 MARCH 2008

The meeting commenced at 7.00pm and concluded at 11.20pm.

Present:

Councillor Clements (Chairman)

Councillor Butt (Vice-Chairman)

Councillors Brooke, Lavender (substitute for Councillor Montrose), Walton (substitute for Councillor Gregory).

Present as Witnesses:

Councillors Adams, Brown, Long, Mathews, Moore, Wilson (G), Wilson (L), Woodcock

Also Present:

Councillors Deas, Gillard and Haines

CIS12.08APOLOGIES FOR ABSENCE

Apologies for absence were received from Councillors Gregory and Montrose.

CIS13.08MINUTES

RESOLVED that the Minutes of the Meeting held on 31 January 2008 be confirmed as a correct record and signed by the Chairman.

CIS14.08DECLARATIONS OF INTEREST

Councillor Wilson (G) declared a Personal Interest as a Governor and Chairman of the Community Use Management Committee of Rossmore Community College.

Councillors Brooke and Clements declared that the Liberal Democrat Group had not exercised a party whip.

Councillor Butt declared that the Conservative Group had not exercised a party whip.

CIS15.08CHANGES TO THE LIBRARY SERVICE

The Chairman welcomed those present and outlined the purpose of the Meeting, the powers of the Committee and the procedure to be followed ensuring equal time for all speakers and the opportunity for the committee to ask questions.

Councillor Moore, representing the Councillors who had ‘Called-In’ the Portfolio Holder decision, referred to;

  • There had been no consultation with staff or the public.
  • Frontline services like libraries were what made the Council a Four Star Council.
  • The proposals would lead to a loss of service due to reduced opening hours and loss of floor space.
  • Staff concerns were such that the Trades Union had been involved; this was no way to thank staff.
  • It was depressing that the proposals were made during the National Year of Reading.
  • Blanket closure decisions did not recognise the differing needs of individual libraries.
  • While encouraging lively children the incorporation of the children’s library would cause noise and disturbance to other users.
  • Loss of the upper floor space would make the IT suite more difficult to monitor and support.
  • It is wrong to downgrade a successful service and discourage users
  • Cross-party working groups had successfully helped to address budget pressures in the past.
  • The Council can do better.

Councillor Mathews, a signatory to the Call-in referred to;

  • There was a lack of consultation with staff and users
  • Canford Heath library was the hub of the community.
  • The library was available for work and study and various activities for people of all ages.
  • Greater stresses for parents whose children will create noise and disturb other users.
  • Loss and reduction in number of facilities.
  • Computer availability important to older users and those without computers at home.
  • The proposals represented a retrograde step.

Councillor Long, a signatory to the Call-in referred to;

  • Lack of consultation with public, users and schools
  • Reduction in opening hours results in Rossmoor Community College losing 20% of library time. The school had no separate library being designed as part of the overall complex but no consultation took place.
  • No consultation with users such as Book Club.
  • The staff were not notified until just hours before the information was released to the press.

Councillor L Wilson, a signatory to the Call-in referred to;

  • Library affect on the wider community
  • University students residency built within Poole now a reduced service
  • Dolphin Centre already hit by the loss of the sports centre
  • Libraries are about people and communities

In response to Members’ questions, Councillor Moore stated that;

  • The staff were told of the proposals during the day of the Cabinet Meeting.
  • Councillors only received details of the proposals the day before the cabinet Meeting.
  • The Portfolio Holder had informed Members of ‘budget pressures’ but had not suggested that cuts were likely.

Councillor Adams, Portfolio Holder for Leisure and Culture stated that;

  • He regretted the need to discuss cuts in library hours but it was necessary due to successive years of poor Government funding. The latest three-year settlement was almost the lowest nationally.
  • The savings required amounted to £176,000 and the service was required to balance its budget.
  • There was no general or political support for closure of libraries
  • The measures proposed were designed to minimise impact on public and staff – 7.4% reduction in hours affected only 3.9% of users; split shifts had been avoided.
  • He had requested a thorough wide-ranging review of library service. This review will involve anyone who wishes to contribute.
  • A flexible approach had been taken and the proposals had been amended in response to suggestions. Take responsibility and apologise for any failures in this respect. Suggestions were welcomed, however the budget had to be balanced.
  • Changes do not affect children’s services in any library.
  • Believe all appropriate statutory steps necessary had been followed.
  • Action had been taken to ensure sustainability.
  • Regret stress for library staff and hope the explanations offered were satisfactory.

In response to Members’ questions, Councillor Adams stated that;

  • The decision had been hugely difficult. The amount of saving required was above expectations. The drop in Video and DVD uptake, £7,000 less than anticipated, exacerbated this.
  • Proposals took a considerable time to develop involving large and complex decisions
  • Informed in October 2007 of the budgetary pressures, immediate pressure to close two libraries had been resisted. After decision in consultation with Cabinet colleagues that no libraries should be closed assessment of affects of changes took 6-8 weeks. Arrived at proposals on 5 February but to avoid distressing rumours announced the day before cabinet Meeting
  • Accept that the process took too long to achieve and apologise for not announcing that the proposals were open to suggestions.
  • Did not have time to involve staff earlier due to depth and complexity of the pressures. Where suggestions had been received they had been acted upon.
  • The ‘paper trail’ of the discussions and decisions with cabinet colleagues that guided the development of the changes can be provided.
  • In hindsight the changes could have been discussed with Ward Members as well as Cabinet Members, although cabinet Members did represent a wide area of the Borough.
  • Discussions held in November 2007 relating to extended-hours at Creekmoor were a special case due to the Children’s Centre at Creekmoor. Reduced hours at other libraries were considered but not implemented at that time.
  • National Library Standards require 128 opening hours/1000 head of population. Poole would have 140 opening hours/1000 head of population after the changes.
  • All options were considered and alternative sources of funding were sought before accepting that adjustments to the library service were unavoidable.
  • Aware of the need to follow the appropriate procedure and Constitutional requirements.
  • Modern technology allows an improved service, enabling users to renew books on line has resulted in a drop in late return fine income in the region of £10,000.

The Head of Culture and Community informed the Committee that;

  • The proposals were announced later than intended in order to prevent distressing rumour of closure.
  • Attempts to secure additional funding had not been successful resulting in identification of savings being necessary.
  • Until proposals were developed consultation was not possible.
  • Budgetary pressure upon the Council as a whole was a big element in the pressures for changes. The service was efficient and successful achieving considerable Value for Money. This makes it difficult to make further savings.
  • The use of a self-issue system had proved effective and cost-saving. In response to suggestions that the system allowed avoidance of late return fines, action had been taken to determine the risk but confident that the risks to the Council were low and at a manageable level. The matter would be drawn to the attention of the Audit Section.

The Chief Executive informed the Committee that;

  • Ideally budget planning would allow time for development of budget strategies but several large unanticipated changes imposed pressures at a late stage of the process.
  • The reluctance to encourage distressing rumours was understood
  • Although the shortfall in funding for the library service was known other budget pressures including the cost of pay equality, and the Superannuation scheme were not defined when the Leader of Council attended the Area Committees. There was an adverse impact on interest earned as a result of the DfES withdrawing from several school projects.
  • There was no constitutional requirement for the proposals to be referred to an Overview Group. Overview Groups are advisory groups of Cabinet but the decision remains with Cabinet.
  • It was usual practice for Councillors to consider changes to services before opening negotiations with staff regarding any changes to working levels.
  • It was intended that the Medium-Term Financial Plan be considered earlier in the year to enable the process more flexibility while providing time for necessary consultation.

In summary Councillor Adams stated that library income had been reduced by;

  • Audiovisual affected by downloads online
  • Late returns affected by online renewal
  • Letting income

The audiovisual income had helped support the library service in recent years.

Councillor Adams left the Meeting.

In response to Members’ questions Councillor Woodcock stated that;

  • The changes had presented the opportunity to improve the service offered by Children’s Services to the current users of the upper floor of the Central Library
  • Move or Pupil Referral unit to Rossmoor
  • The move of the children’s library to the lower floor would improve the service although an appropriate configuration would need to be found
  • He was aware of safeguarding children issues and it will need appropriate management measures including in new arrangements
  • The cooperation and synergy between the library service and Children’s services has been positive and has produced some excellent result, for example the Creekmoor Children’s Centre which, incidentally resulted in a small saving to the library service.
  • Did not feel that later opening hours will have a large impact on users and earlier closing a minimal impact
  • The children’s library, although packed at certain times, is not greatly used at other times; flexible arrangements with the move to the lower floor will enable a better use of space.
  • Recognise the high value placed on the Chill Zone by representatives of the Youth Forum as an area for young people to congregate safely and would like to see something like the existing Chill Zone included in the new arrangements.

In summary Councillor Woodcock stated that;

  • The proposals were very largely positive
  • Moving the children’s library less clear cut but a definite positive
  • Better service for one to one education
  • The reductions in costs need to be managed or libraries will need to be closed, these proposals avoid closures.
  • Discrete areas and communities in Poole need community facilities such as local libraries

Councillor Woodcock left the Meeting.

Mike Ellis, Branch Secretary of UNISON and Lin Stanley Chairman of UNISON branch and library employee informed the Committee that;

  • Apologies to the Committee for the nature of comments made by library staff in written representations, ask the Committee to take into account the strong feelings of staff and belief in the level of service offered.
  • Loss of recent investment in the upper floor of the library
  • Self-issue system permits avoidance of late-return fines resulting in a loss of income to the library service
  • Pressure on library service this year – what next year? Dementia service already sold off
  • No consultation with Trades Union before Cabinet considered the proposals, one meeting since and requested information not supplied. Could damage industrial relations.
  • An Equality Impact Assessment has not been undertaken
  • Gershon efficiencies can be provided in improved services, not necessarily as reduction in costs.
  • The Council will still be liable for the rent for the upper floor so no overall savings
  • Thank the Councillors for reading the comments from staff and users.
  • Libraries are not quiet dusty places but lively and vibrant places.
  • Libraries have striven for many years for excellence
  • Many new members as development of Poole increases but less able to offer services after changes.
  • Community services are very important for young people and feel joint funding would enable service provision to continue
  • With consultation and consideration feel that the service can move forward.

In response to members’ questions Mike Ellis and Lin Stanley stated that;

  • It was felt that the library service could facilitate services and assist other services
  • An Equality Impact Assessment was a legal requirement – would suggest likely impact on young mothers by later opening and manual workers for earlier closure
  • During the previous month 2-300 new members likely fall in membership result of changes and impact on quiet areas, use as a meeting place and community centre
  • Why reduce service in face of users’ expectations.
  • Usual procedures relating to negotiation not followed
  • Not possible to manage with reduced staff numbers as new arrangements likely to lead to more requests for assistance.
  • Full involvement of union and staff.

In response to Members’ questions the Head of Personnel and Training stated that;

  • When changes were made to service an assessment of the impact on equality strands was required
  • Acknowledge the need to work with staff and Unions
  • Once decision was made able to listen
  • Advice to provide requested information as soon as possible.

The Chairman invited members of the public to make short interventions. In response Members of the Public made reference to issues including;

  • Felt the proposals are ‘ridiculous’
  • Suggest a small charge for the use of computers
  • Promote ‘sensible’ use rather than game playing
  • Feel the decision is a ‘fait accompli’ before being presented.
  • Elderly people require quiet area to read papers and socialise
  • Feel staff has been treated shabbily, changes affect working condition – deserve better

In response to a question from a Member of the Public the Chief Executive stated that the matter before the Committee could be summed up as, ‘Was the Cabinet properly informed when making the decision?’

At the Chairman’s invitation Councillor Wilson (G) addressed the Committee making reference to issues including;

  • No consultation had taken place with Rossmoor Community College Community Use management Committee
  • The school would lose 20% of its library facility as a result of the later opening hours. Ask the committee to recommend that this does not happen.
  • The Council invested £800,000 in the Central Library and was now proposing to reduce the use before getting the benefit of this investment. The loss of the upper floor would result in £250,000 investment on that floor being lost. Is this a decision that cabinet can decide in view of that amount?
  • Recognise the need to achieve a balanced budget and the need for savings in some quarter.

At the Chairman’s invitation Councillor Brown addressed the Committee making reference to issues including;

  • A blanket decision had been taken that took no account of the needs of users in individual libraries
  • Cabinet report suggests minimum impact – not so!
  • Three Wards with libraries suffering changes to hours are not represented by members of the Cabinet
  • Councillor Adams admitted that a mistake had been made in only considering overall figures, the decision was unfavourable and not properly informed. Announced changes to the proposed Broadstone library opening hours an admission of inappropriate process.
  • Ask Committee to refer to Cabinet for full consultation with staff and users before referring to full Council for full decision.

In summary, Councillor Moore, representing the Councillors who had ‘Called-In’ the Portfolio Holder decision, referred to;

  • The decision was made with NO consultation
  • A reduction in staff is proposed; the Union MUST be involved
  • Reducing service as membership is increasing
  • Branch libraries not looked at individually
  • The loss of floor space would be irreversible and impact on quiet areas
  • The libraries are a success story and should be celebrated not treated in this manner
  • A cross-party solution to the financial pressures should be sought

During general discussion Members made reference to the main issues and aspects of the charges including;