BOROUGH OF POOLE PLACE OVERVIEW AND SCRUTINY COMMITTEE 7 November 2017

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1 BOROUGH OF POOLE PLACE OVERVIEW AND SCRUTINY COMMITTEE 7 November 2017 AGENDA ITEM 7 PUBLIC LIBRARY SERVICE UPDATE ON SHARED SERVICE ARRANGMENTS FOR BOURNEMOUTH AND POOLE REPORT OF THE HEAD OF CULTURE AND COMMUNITY 1 PURPOSE OF THE REPORT 1.1 To ensure that Members are informed on progress of the joint public library service. The report updates Members on progress following the decision to set up a joint Bournemouth and Poole library service in March Since then consultations have been held with staff and Trades Unions, Bournemouth staff transferred to Borough of Poole employment and a joint management team appointed. Other staff changes are ongoing and legal and financial arrangements are in hand. Usual library services continue to operate from 22 libraries and outreach services. 2 RECOMMENDATION 2.1 Members are asked to consider and comment on the implementation of the joint public library service for Bournemouth and Poole since the proposals were agreed by Cabinet in March BACKGROUND 3.1 Borough of Poole and Bournemouth Borough Council have endorsed the principle of reviewing and introducing joint working and shared services where appropriate to support the delivery of each Council s strategic priorities, for increased efficiency, service resilience and improvement which is necessary to meet increasing financial pressures and changes in service requirements. 3.2 A jointly developed report was presented to Borough of Poole Cabinet on 14th March 2017 and to Bournemouth Borough Council s Cabinet at their meeting on 22nd March Both Cabinets approved the recommendations of the March report: To exercise the joint management of both Poole Public Library Service and Bournemouth Public Library Service under a legal agreement which will secure the discharge of this function under section 101 of the Local Government Act and all other enabling powers That the Borough of Poole be the lead authority for the new joint service To appoint a joint Library Manager as soon as possible and the planned transfer of staff into the lead authority s employment during 2017/18 under TUPE regulations.

2 3.2.4 That authority is delegated to the Head of Culture and Community, Poole, and Service Director for Community Learning and Commissioning, Bournemouth, in consultation with the appropriate Portfolio Holders, the Chief Finance Officer and Heads of Legal Services of the two Councils to finalise the terms and conditions of the shared service arrangement. 3.3 The aim of the project is to produce a joint working service between Bournemouth and Poole Library Service staff teams to achieve estimated 566,000 budget savings across both Councils by 2019/20 through a staff restructure without reducing the public library service statutory provision. 3.4 The outcomes to be achieved are: A sustainable library service for residents that continues to meet statutory obligations Service designed around local needs and local identities Meeting the requirement to reduce costs Focus on front line service to residents 3.5 During the first year the new joint team will have a dual role to achieve the current business targets and to plan the future transformation of the joint service. The joint team will consult and produce a public library strategy bringing both services together. 4 PROGRESS TOWARDS THE JOINT LIBRARY SERVICE 4.1 Briefing meetings were held with Bournemouth and Poole library staff on 21st, 23rd and 28th February 2017, and on 1st and 3rd March 2017 before the proposals were taken to the Cabinets of both Councils. A consultation meeting was held with Trade Union representatives on 20th February An interim joint Library Service Manager: Bournemouth & Poole libraries was seconded in May 2017 to work for both library services. 4.3 Face to face consultation meetings with library service staff and Trade Unions were held on 14th and 15th June 2017 to discuss the TUPE regulations and process. The TUPE consultation period ended on 17th July Staff briefings about the proposals for staff restructuring were held with library staff and attended by HR and Trade Union representatives. Staff meetings were held 26th and 27th June. Senior managers and HR staff also met with Trade Unions on 12th June. The staff restructuring consultation period closed end of July. 4.5 During the TUPE and restructuring consultations a dedicated website was set up for staff information and shared access to documents. Dedicated accounts were provided for enquiries from Bournemouth and Poole library staff.

3 4.6 During July and August, face to face discussions were held with individual library staff with HR officers, and Trade Union representatives, if wished, in attendance. Due to TUPE legal regulations, a new staff structure could not be implemented until after TUPE transfer of the Bournemouth libraries staff. 4.7 On 1st September Bournemouth Libraries staff formally transferred employment into the Culture and Community service unit Borough of Poole in compliance with TUPE regulations and council policies to deliver the joint libraries agreement between the two councils. 4.8 A joint library service Bournemouth and Poole management team has been appointed following competitive internal recruitment process. These staff started in post in September 2017 and the structure chart is attached as Appendix Further internal staff appointments are underway following post TUPE discussions with individual staff Joint staff operational working groups have been set up to review and align front line procedures, staff training and health & safety. Further joint working groups will follow The day to day library service provision continues across the 22 libraries, the Home Library Service and other normal levels of service have been maintained during this period of change. Regular activities, such as the Summer Reading Challenge for children, have continued to be delivered through the local libraries. 5 FINANCIAL IMPLICATIONS 5.1 TUPE transfer took place in September and appointments are still being made with periods of notice still being worked. Financial outcomes will be validated and reported through the two councils financial management systems and we are working with joint financial services on this. There is an agreed joint governance process in place to ensure performance management and to protect each council s interests including allocation and achievement of savings. 6 LEGAL IMPLICATIONS 6.1 An inter-authority Agreement for the library shared service has been prepared by legal officers of both Councils based on existing arrangements for shared services between the Councils. As the lead authority, Borough of Poole is responsible for the performance, delivery and line management of the library service across Bournemouth and Poole. The assets and buildings remain in ownership of each Authority; and the Private Finance Initiative (PFI) remains with Bournemouth Borough Council. 6.2 TUPE (Transfer of Undertakings Protection of Employment) Regulations apply to organisations of all sizes and protect employees rights when the delivery of the service they work for transfers from one employer to a new employer. Bournemouth libraries staff transferred as Borough of Poole employees on 1st September 2017.

4 6.3 Section 101 of the Local Government Act 1972 permits arrangements for the discharge of functions by Local Authorities and allows an Authority to arrange for its functions to be discharged by another Local Authority. 6.4 Local Authorities have a statutory duty under the Public Libraries and Museums Act 1964 to provide a comprehensive and efficient library service for all persons in the area that want to make use of it, taking into account local needs and within available resources. 7 EQUALITIES IMPLICATIONS 7.1 An equalities impact assessment has been completed. In the public service there are no negative outcomes on equalities groups identified. The joint service arrangements do not reduce the provision of the statutory library service. 7.2 Any equalities impacts arising for the staff through restructuring are being managed through the Councils agreed processes for organisational change. APPENDIX: Joint Library Service Management Team Structure HEAD OF CULTURE AND COMMUNITY, KEVIN MCERLANE Contact Officer: Medi Bernard, Library Service Manager medi.bernard@poole.gov.uk

5 Joint Library Service Bournemouth & Poole Management Team Appendix 1 Library Service Manager Bournemouth & Poole Customer Services Manager Specialist Services Librarian Digital & Information Services Librarian Children & Young People s Librarian Reader Development Librarian Stock Income Manager Operations & Project Manager Senior Library Assistant Poole Library Senior Library Assistants Bournemouth Library Senior Library Assistant Kinson Library Branches: Branches: Branches: Branches: Branches: Branches: Branches: Poole Bournemouth Castlepoint Rossmore Boscombe Southbourne Kinson Hamworthy Westbourne Springbourne Broadstone Canford Heath Tuckton Charminster Parkstone Winton Ensbury Park Creekmoor West Howe Branksome Canford Cliffs Oakdale

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