Agenda item

To approve the receipt of funding from Arts Council England’s Libraries Improvement Fund to enable the roll out of Library+ programme.

Resolved:

1.1 That approval be given to receive funding of £495,000 from Arts Council England’s Libraries Improvement Fund to roll out Library+ to 10 libraries, following a pilot at Thimblemill Library, in line with action C6 of the Corporate Plan.

1.2 That the Director of Borough Economy be authorised to accept the funding from Arts Council England’s Libraries Improvement Fund on terms and conditions agreed by the Director – Borough Economy in consultation with legal services to enable roll out of Library+ to proceed.

1.3 That the Director of Borough Economy, in consultation with the Section 151 Officer, be authorised to:

• Prepare any necessary Tendering documentation;

• Procure, in accordance with the public procurement rules, the

Council’s procurement and financial regulations a contractor(s)

to carry out works on site; to award a contract and to enter into

or execute under seal any financial agreement(s) as may be

deemed necessary in relation to the project; and

• Accept Grant funding from the Art Council England on terms

and conditions to be agreed by the Director of Borough

Economy in consultation with the Director of Law and

Governance & Monitoring Officer.

1.3 In connection with 1.1 and 1.2 above, that the following action points identified within the financial appraisal of the funding application by Strategic Finance, be implemented to reduce any risk to the council:

• That cost estimates are reviewed to ensure that any future

costs can be managed within the allocated funding.

• That a corporate Risk Register is produced for the project, with

target risk scores and dates for mitigation included.

Approval was sought to receive funding of £495,000 from Arts Council England’s Libraries Improvement Fund to roll out Library+ to 10 libraries, following a pilot at Thimblemill Library, in line with action C6 of the Corporate Plan.

The Chair of Children’s Services and Education Scrutiny Board asked whether it could be guaranteed whether this project would receive the best publicity possible to highlight the positive work done. In response, the Cabinet Member for Culture and Tourism stated that all Cabinet Members and officers involved were very enthusiastic about this project and would ensure that it would be promoted as much as possible.

The Cabinet Member for Community Safety congratulated the Cabinet Member for Culture and Tourism and Library Services on the project.

Reason for Decision

Inward investment from Arts Council England would enable the delivery of the Library+ project at 10 of the borough’s libraries.

Approval to accept the Arts Council England funding would enable officers to complete and submit the necessary grant paperwork.

The project would enable access to the council’s libraries to be extended beyond current advertised opening hours.

By authorising the Director of Borough Economy to oversee the implementation of recommendations would ensure the timely and efficient roll out of this key project.

The project would assist in the Council’s efforts to help residents access libraries for books, computers, events and activities for longer and allow local groups to use libraries outside of advertised opening hours.

Strategic Finance colleagues had carried out an appraisal of the funding application, which had been evaluated against HM Treasury Green Book guidance. The appraisal process recorded a score of 72%, with some areas of risk identified. The appraisal recommended action points to mitigate any risk to the Council.

Alternative Options Considered

No alternative options were considered for this project. Whilst the ‘Do nothing’ approach was an option, it would result in the loss of potential inward investment along with a missed opportunity to make libraries more accessible to local people. As such it was not considered a satisfactory option.

?

Agreed:-

(1)     that approval be given to receive funding of £495,000 from Arts Council England’s Libraries Improvement Fund to roll out Library+ to 10 libraries, following a pilot at Thimblemill Library, in line with action C6 of the Corporate Plan;

(2)     that the Director of Borough Economy be authorised to accept the funding from Arts Council England’s Libraries Improvement Fund on terms and conditions agreed by the Director – Borough Economy in consultation with legal services to enable roll out of Library+ to proceed;

(3)     that the Director of Borough Economy, in consultation with the Section 151 Officer, be authorised to:

·      Prepare any necessary Tendering documentation;

·      Procure, in accordance with the public procurement rules, the Council’s procurement and financial regulations a contractor(s) to carry out works on site; to award a contract and to enter into or execute under seal any financial agreement(s) as may be deemed necessary in relation to the project; and

·      Accept Grant funding from the Art Council England on terms and conditions to be agreed by the Director of Borough Economy in consultation with the Director of Law and Governance & Monitoring Officer.

(4)     that in connection with Resolution (1) and (2) above, the following action points identified within the financial appraisal of the funding application by Strategic Finance, be implemented to reduce any risk to the council:

·      That cost estimates are reviewed to ensure that any future costs can be managed within the allocated funding.

·      That a corporate Risk Register is produced for the project, with target risk scores and dates for mitigation included.