Community Library Workshop Welcome Cllr Colin Hayfield Cllr Colin - - PowerPoint PPT Presentation

Warwickshire County Council

Community Library Workshop Welcome

Cllr Colin Hayfield Cllr Colin Hayfield Portfolio Holder Customers, Access and Ph i l A t W i k hi C t Physical Assets, Warwickshire County Council

Warwickshire County Council

Library Support

Ayub Khan Head of Libraries (Strategy) Head of Libraries (Strategy)

Warwickshire County Council

I t d ti Introduction

• Warwickshire Library and Information

Service (WLIS) is developing an Service (WLIS) is developing an extensive support package for community run libraries community-run libraries

• The support available is both

technical and professional ongoing technical and professional, ongoing and - where necessary - bespoke

Warwickshire County Council

Initial training and support

• Initial training will cover basic library

transactions such as loans and returns transactions such as loans and returns

• Procedures manual for community

libraries libraries

• Level of training will depend on whether

community groups opt to use our library management system (LMS) - or g y ( ) develop their own systems

Warwickshire County Council

Library Management System (LMS) (LMS)

C it lib i t t th

• Community libraries can opt to use the

county’s library management system

• Efficient and effective way of managing

loans loans

• Customer access to countywide stock

Warwickshire County Council

Technology

• Community libraries using LMS will each

get free or charge: get - free or charge:

• One staff computer
• One public computer giving access to the

virtual library - including licence and virtual library including licence and maintenance F bli ifi i i ti lib b ildi

• Free public wifi in existing library buildings

Warwickshire County Council

Stock

• Stock maintenance (quarterly cycle)
• Stock processing and cataloguing

Stock processing and cataloguing

• Access to all Warwickshire library stock for

those using LMS those using LMS

• Local delivery of customers’ orders
• We could also liaise with our suppliers, on

behalf of community libraries, to request discounts on any additional new stock they buy

Warwickshire County Council

Fixtures and fittings

E i ti fitti d f it ill b

• Existing fittings and furniture will be

available to community libraries, free of charge

• These will include shelving furniture and

These will include shelving, furniture and any copiers or printers owned by WCC

Warwickshire County Council

Ongoing help and advice

• Free telephone helpline for day to day
• Free telephone helpline for day-to-day

library procedures

• Quarterly visit from a member of WLIS

staff

• Performance monitoring and annual

review review

Warwickshire County Council

Additional support

The WLIS can provide bespoke support or additional equipment such as: q p

• Specialist staff support

Specialist staff support

• Further training
• Extra IT equipment

Extra IT equipment

• Self-service machines

However there will be a charge for these services

Warwickshire County Council

A th ti ? Are there any questions?

Warwickshire County Council

Community Support y pp Arrangements – Community R Lib Bid Run Library Bids

Nick Gower Johnson – County Localities and Partnerships Manager – 01926 412053 nickgower- johnson@warwickshire.gov.uk j @ g Paul Tolley – Chief Executive, Warwickshire Community and Voluntary Action 01788 561637 paul@wcava org uk Voluntary Action – 01788 561637 paul@wcava.org.uk

Warwickshire County Council

Support available

• From the Localities and Partnerships Team at WCC
• From WCAVA CWCDA and other organisations
• Accessing the Support
• Funding Opportunities – Big Society Fund and Area

Committee Community Grants

Warwickshire County Council

Questions / Clarification a) General Questions (Now) b) Individual Enquiries (this afternoon)

Warwickshire County Council

Property

David Soanes David Soanes Service Manager - Strategic Asset Management Asset Management

Warwickshire County Council

L /t f f i Lease/transfer of premises

A WCC owned buildings

• A. WCC owned buildings
• Initial 5 year lease

Initial 5 year lease

• First year peppercorn rent
• Second – fifth year, at an appropriately discounted

Second fifth year, at an appropriately discounted rental (on the market rent), based on the community/social benefits being provided

• Lease can be broken at any time on giving 6 months

notice

• Draft heads of terms will be provided together with
• Draft heads of terms will be provided, together with

the Code for Leasing Business Premises, which provides guidance on how a lease is structured.

Warwickshire County Council

Lease/Transfer of Premises

• After 5 years (or earlier if the group wishes), transfer

the building on a long leasehold basis (125 years) the building on a long leasehold basis (125 years)

• Payment by way of a premium – starting point Open

Market Value, then discounted to reflect , community/social benefit

• Need to get your own legal/professional

t ti representation.

Warwickshire County Council

Lease/Transfer of Premises

• B. WCC Leased buildings
• WCC will surrender the leases
• Community organisation will enter into lease

Community organisation will enter into lease with Landlord

Warwickshire County Council

Building Fabric

C it i ti ill b ibl

• Community organisations will be responsible

for all maintenance

• Buildings to be taken over in their current
• Buildings to be taken over in their current

condition

• Schedule of condition will be agreed at the

Schedule of condition will be agreed at the start of the lease

• Dilapidations schedule on termination of the

p lease

• Latest condition surveys will be provided
• Alterations can be made to the building

subject to obtaining Landlord’s consent

Warwickshire County Council

Running Costs

• Community organisations to be

responsible for all running costs i.e Electricity, Gas, Water, Rates, Cleaning, y, , , , g, Refuse collection, security, Insurance etc etc

• Breakdown for each centre provided

previously

Warwickshire County Council

A th ti ? Are there any questions?

Warwickshire County Council

Finance

Chris Kaye Development & Support Manager p pp g

Warwickshire County Council

Library Savings By 2013-2014

• £2,000,000 Total Savings (27% of

2011-2012 Budget)

• 50% From Management & Support
• 50% From Frontline Services Network

50% From Frontline Services Network

Warwickshire County Council

Frontline Savings

£419,000 Library Closures/Transfers £393,000 Reduced Opening Hours £95 000 R d ti Of M bil Fl t £95,000 Reduction Of Mobile Fleet £93 000 ICT & Relief Fund £93,000 ICT & Relief Fund £1,000,000 Total Frontline Savings

Warwickshire County Council

Why Ask For Financial Information?

• No Surprises – Complete

Information

• Sustainable Community Libraries

y

• We want you to succeed!

Warwickshire County Council

Fi i l A t C it i Financial Assessment Criteria

Financial Information that:

• 1. Supports the delivery of a Community

Library Library.

• 2. Meets Library Savings Requirements.

Warwickshire County Council

Evaluation Panel Criteria

Community Library Bid That Meet Previous Conditions &:

• Demonstrate

f Or…. financial sustainability.

• Include clear &

concise information

• Have clearly

included VAT,

• n any guarantees
• f underwriting by

Capital, Funding implications

• ther organisations

(ie. Parish Councils)

Warwickshire County Council

Information Packs

• Financial Information For Each Library
• VAT Guidance
• Capital Bid Information
• Capital Bid Information
• Required Financial Information For

Submission.

Warwickshire County Council

Warwickshire County Council

Warwickshire County Council

VAT

• Different VAT Status For Community

Libraries.

• Financial Information Provided Excludes

Financial Information Provided Excludes VAT (Submission may need to consider VAT costs ) VAT costs…)

• Please seek specific VAT advice!!!

Warwickshire County Council

Capital Spending In Community Libraries Capital Spending:

• 1. Buying Assets: Buildings, Equipment,

Vehicles,Computer Hardware & Software, or

• 2. Increases The Useful Life of an Existing Asset, or
• 3. Increases The Value of an Existing Asset, or
• 4. Increases The Usefulness or Capacity of an Existing

p y g Asset.

Warwickshire County Council

Capital Funding Cannot Be Spent on…

• Staff & Volunteer Costs
• Moving Costs
• Books
• Utility Bills
• Leasing Photocopiers
• Leasing Photocopiers
• Consumables
• Repair & Maintenance, or Redecoration of

Assets

Warwickshire County Council

A th ti ? Are there any questions?

Warwickshire County Council

Governance, Insurance and Contracts

Jane Pollard – Corporate Legal Services Manager Paul White – County Procurement Manager

Warwickshire County Council

Governance Arrangements

• Legal Structures
• Support Arrangements
• Community Legal representative
• Community Legal representative

Warwickshire County Council

Insurance Arrangements

• Liabilities
• Material Damage
• Material Damage
• Money / fidelity
• Business interruption
• Trustees

Trustees

Warwickshire County Council

Contract Arrangements g

• Current contracts
• Future arrangements

Future arrangements

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A th ti ? Are there any questions?

Warwickshire County Council

St ffi Staffing

Martyn Thompson y p

Deputy Head of Human Resources & Organisational Development Organisational Development

Warwickshire County Council

Employees or volunteers?

• The consequences of operating with

volunteers or employees? volunteers or employees?

Warwickshire County Council

Criminal Records (CRB) Criminal Records (CRB) checks checks

• required where staff or volunteers are,
• “working intensively or frequently with

children or vulnerable adults and children or vulnerable adults and unsupervised contact takes place” CRB h k b d th h

• CRB checks can be arranged through

the Council and cost £16 each for volunteers

Warwickshire County Council

Health & Safety

• responsibility for employees volunteers

responsibility for employees, volunteers and members of the public i f ‘ i k ’

• is a matter of ‘risk assessment’

Warwickshire County Council

A th ti ? Are there any questions?