Agenda, decisions and minutes

Purpose: To receive any Declarations and advise Members accordingly.

Councillor Veronica Gay declared a personal interest in minute number 41 (Medium Term Libraries Plan – An assessment of the feasibility of the Community Asset Transfer of Rural Libraries) as she was a volunteer at the Sandy Lane Community Centre. 

Councillor Veronica Gay declared a personal interest in minute number 41 (Medium Term Libraries Plan – An assessment of the feasibility of the Community Asset Transfer of Rural Libraries) as she was a volunteer at the Sandy Lane Community Centre. 

Purpose: To confirm as a correct record the minutes of the last meeting.

That subject to the suggested amendments, the minutes be approved as a correct record and signed by the Chairman.

The minutes of the meeting of the Committee held on 2 November 2015 had been circulated to Members with the agenda.

Accuracy

Councillor Dave Mackie indicated that he had not declared an interest in the Connah’s Quay Swimming Pool Community Asset Transfer as recorded in the minutes.  Councillors Paul Shotton and Ian Dunbar indicated that they had both declared an interest but this was not reflected in the minutes.   

            RESOLVED:

That subject to the suggested amendments, the minutes be approved as a correct record and signed by the Chairman.

That the report be received.                

The Member Engagement Manager introduced the report to present the monitoring of progress for the second quarter of 2015/16 focusing on the areas of underperformance relevant to the Committee.  He explained that CAMMS was a software programme for integrated planning, risk management and programme/project management and reporting.

                        Councillor Dave Mackie expressed concern about the name of the software because of its similarity to Child and Adolescent Mental Health Service (CAMHS).  In response to a comment from Councillor Mackie that such issues should be considered when naming software solutions, the Member Engagement Manager advised that CAMMS was the name of the company that had set up the software. 

                        The Chief Officer (Organisational Change) explained that the high level risk area for the Committee related to the capacity and capability of the organisation to implement necessary changes.  It covered three areas which were alternative delivery models (ADM), Community Asset Transfers (CAT) and property rationalisation. 

            Community Asset Transfer

                        The Chief Officer explained that 95 expressions of interest had been received which was a positive position to be in.  A number of CATs were progressing through the legal phase of the process (stage 3) and the Chief Officer explained that a model legal document had been used to allow a less complex set of legal papers to be put forward which would also mean consistency across all CATs.  Interested groups had been encouraged to seek their own legal advice but the overall objective was not to rewrite the model document; it was felt that simplicity and consistency was the best approach. 

            Alternative Delivery Models

                        A number of services such as leisure, facilities management and day care services were progressing to the financial business planning stage and it was anticipated that a review of ADMs would be considered by Cabinet at its meeting in February 2016.  Feasibility of a number of other projects was also being considered.  The Chief Officer commented on the need for support in relation to Social Enterprises and explained that the overall aim was to increase the numbers within Flintshire.  He commented on the social enterprise in Sandycroft that had been established and detailed a number of other schemes that it was anticipated would progress to become social enterprises. 

            Property rationalisation

                        Work was continuing around consolidation of employees working in phases three and four of County Hall into phases one and two and on the finalisation of agreements with third parties that currently leased Council owned buildings.

                        Councillor Dave Mackie commented on Double Click, a recently established social enterprise, and asked for an update on how the project was progressing.  The Chief Officer (Organisational Change) welcomed the suggestion and indicated that the review report could also include the social enterprise for Mancot Library (Friends of Mancot Library).  The aim of social enterprise was to continue the services that were of benefit to the community and the Chief Officer indicated that the report could also provide details of the differences that the social enterprises had made to the communities. 

                         Councillor Ian Dunbar  ...  view the full minutes text for item 40.

(a)       That the assessment of the feasibility of Community Asset Transfers for the libraries in Hope, Mynydd Isa and Saltney, in particular the formal consultation with communities be received, subject to:

(i)         the holding of a meeting with interested parties in Saltney within the next four weeks;

(ii)        the provision of the information requested on the operation of the Library Management System; how it currently relates to book stock and acquisitions and how it could be developed for the future;

(iii)       the increase in the ‘lent book stock’ to community operated libraries being set at 100 books

(b)       That the Committee’s views on the feasibility of Community Asset Transfers and alternative acceptable solutions for the three libraries is noted and referenced by the officers in further developing solutions. 

Councillor Chris Bithell introduced a report to provide feedback on the feasibility of community asset transfers for libraries in the areas of Hope, Mynydd Isa and Saltney. 

                        The report was about the second stage of the implementation of the Medium Term Libraries Plan agreed by Cabinet in March 2015 to ensure sustainable libraries infrastructure for the future based on a combination of hubs, mobile and housebound provision.  The new community library hub based in Deeside Leisure Centre was progressing and would be open by March 2016 and the transfer of Mancot Library was also moving forward.  The second stage was to consider the feasibility of the rural libraries and it was reported that positive interest in the transfer of Hope and Mynydd Isa library services had been expressed.  There had not been any interest from Saltney Community Council in progressing the CAT but both Ward Members had asked for an extension of time for consideration of a CAT.  Work was ongoing with the interested parties to support them through the process and Councillor Bithell gave thanks for the enthusiasm that had been shown by those involved in the establishment of a CAT for the Mancot Library and their determination that the service should continue.  It was anticipated that the completion of a CAT for the Hope and Mynydd Isa Libraries could be finalised during the original timeframe of April to June 2016. 

                        The Chief Officer spoke of the two options for a CAT based on Welsh Government guidance which was for the community to operate a book stock and IT equipment with no professional library input or the community buy back professional librarians and/or access to the library management system (LMS).  He explained that the mobile library service would continue to operate and another option for the renewal of books was the book collection service, for those unable to access a hub or mobile library service, which could hold 75 books and a community play group which could have 30 books.  The option of the community purchasing the LMS and the assistance of professional librarians was the most expensive at £15,000 to £30,000.  The Chief Officer provided details of the LMS and explained that it had to be operated by professional library staff because of data protection issues. 

Hope

Support had been expressed by Castell Alun High School to work with the community to enable the library to be open to the community during school hours.  It was also reported that the local Ward Member had asked for the retention of a professional library service.  Interest in a CAT had been expressed by ‘Friends of Hope Library Group’ and Hope Community Council.  During the formal consultation process, a request had been received that Flintshire County Council provide 108 hours of library service at Hope Library during the schools holidays.  The Chief Officer felt that the completion of a CAT was feasible and could be achieved in the timeframe of April to June 2016. 

Mynydd Isa

The Chief Officer explained  ...  view the full minutes text for item 41.

(a)       That the Forward Work Programme, as amended at the meeting, be approved; and

(b)       That the Member Engagement Manager, in consultation with the Chair, Vice-Chair and officers, be authorised to vary the work programme between meetings.

The Member Engagement Manager introduced the report to consider the Forward Work Programme for the Committee. 

            He detailed the items reported for consideration at the 15 February 2016 and sought clarification on whether the further information on the Library Management System and book stock requested earlier could be submitted to that meeting.  It was agreed that the information would be sent to the Committee as soon as possible rather than waiting until the next meeting of the Committee. 

            The meeting scheduled for 14 March 2016 was to be held off-site at a venue that had been transferred under Community Asset Transfer.  The Chief Officer (Organisational Change) suggested that this could be at a library.  He also suggested that a report on the area of play be considered at the meeting in March 2016.  The Member Engagement Manager added that the Quarter 3 Improvement Plan Monitoring Report would also be submitted to that meeting.       

            RESOLVED:

(a)       That the Forward Work Programme, as amended at the meeting, be approved; and

(b)       That the Member Engagement Manager, in consultation with the Chair, Vice-Chair and officers, be authorised to vary the work programme between meetings.

                        There were no members of the public and one member of the press in attendance.