CHORLEYWOOD PARISH COUNCIL

MINUTES of the meeting of the PARISH COUNCIL held in the, Parish Office, South Lodge, Rickmansworth Road, Chorleywood, on Tuesday 22nd July 2014

MEMBERSHIP & ATTENDANCE

Chairman: * T Edwards

Councillors: * Mrs J Clarke * K Morris * J Copley Mrs a Preedy H Davies * D Raw * Mrs B Dickens * M Trevett * Mrs B Green * S Watkins * R Khiroya Mrs J White * R Kipps * Mrs J Wood * Mrs J Leeming * Mrs J Worrall

*Denotes Member present

Officers Present Mrs Y Merritt – Clerk Mrs C James – Deputy Clerk Mrs M Putman – Admin Officer Miss L Hamilton – Admin Officer 14/13 PUBLIC FORUM There were three members of the public present

PCSO Jamie Fannon-Hall 14/14 REPRESENTATIONS FROM THE DISTRICT AND COUNTY COUNCILLORS

Cllr Trevett made a verbal representation and advised that TRDC had changed their system of governance which incorporated the committee and cabinet structure, which he said was working well. He also spoke about Shepherds Bridge, advising Members that two suggestions were currently being discussed, the first to close the bridge for vehicles and the second to introduce phased traffic lights. HCC currently had a monitoring system down to monitor the traffic flow using the bridge.

14/15 APOLOGIES FOR ABSENCE

Apologies for absence were received from Cllrs H Davies, Mrs A Preedy and Mrs J White.

14/16 DECLARATIONS OF INTEREST

A declaration of interest was received from Cllr M Trevett on the Community Plan

14/17 APPROVAL OF MINUTES

The Council RESOLVED To approve the minutes of the • Extra-Ordinary Meeting dated 6th April 2014 • Full Council dated 8th April 2014 And to note the following minutes • Annual Parish Meeting 6th May 2014 – as amended Z:\General\Minutes\FullCouncilMinutes\Council minutes 14-15\COUN122.7.14.doc Page 1 of 4 • Annual Meeting 3rd June 2014

These were duly signed by the Chairman

14/16 MATTERS ARISING

13/81Banking Arrangements – The Clerk advised that she had attended a seminar which had discussed banking arrangements and investments. She had received some useful information which she was investigating further. A full report would be issued to the next meeting of the P&R Committee

13/70 – 13/60 -13/45 Purchase of South Lodge – The Clerk explained the background as to why the Council wished to purchase the property and explained that when TRDC Councillors had discussed the purchase, they had not been in possession of the reasons why the Parish wanted to purchase the building. It had been agreed that once the new TRDC Council was set up the Parish Council’s request would be reviewed. Cllr Trevett informed Members that TRDC were now setting up agreed criteria with regard to possible purchase of assets from the District Council and that our application would be assessed against these criteria.

Cllr Mrs Worrall advised Members that currently the Parish Council was contravening H&S legislation due to the number of people working within the office space. She stated that while this situation was still under investigation, having sought advice, she believed that the Council were safe from prosecution.

14/17 CHAIRMAN’S ANNOUNCEMENTS

The Chairman asked all Councillors if their new emails were up and running and if not to speak to the Deputy Clerk who would organise assistance. He also asked all members to ensure that they had had their photograph taken for the website and all members to return their signed Declaration of Interest if they had not already done so.

He advised Members that the Council had received a response from the Heritage Lottery Fund to the grant funding application for the Nature Trail. They had explained a high demand for funding and as a result felt that our application has not been strong enough against other competition and had therefore declined our application. However they stated they were very happy to discuss our proposals and give tips as how best to improve our bid, with a view to making a new application.

Chairman’s Diary

8th July 2014 Attended TRDC Chairman Les Mead’s photographic exhibition at Watersmeet 12th July 2014 Attended Chorleywood Parish Council Village Day. He said he had received very positive feedback from a number of people. Chorleywood Care were especially pleased having recruited another 10 drivers for their volunteer service. There had been a number of complaints regarding the loud music from the Rhythm Café which used electric guitars this year rather than acoustic. There were also complaints about the Portaloos.

The Chairman advised that he had raised £277 for his Chairman’s Charity and thanked everyone who had contributed. 17th July 2014 Attended the TRDC Planning meeting and suggested that members may wish to look at the agenda and the detail of the reports which showed that TRDC took the planning issues seriously.

14/18 QUESTIONS UNDER STANDING ORDER 9

There were no questions under Standing Order 9.

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14/19 COMMITTEE REPORTS

Village Halls 24th June 2014 It was noted that the previous week planning permission had been approved for the removal of the tree and the two single storey extensions. The Clerk advised that whilst the building works would not be going ahead, the toilet refurbishment would be and this work would start on 8th August.

Planning 1st July 2014

Cllr Trevett Declared an interest and left the room

Cllrs Mrs Worrall gave an update on the Community Plan. She advised that progress was being made with regard to the questionnaire which had been taken from all the various groups involved and made into a standard format. She advised that the September launch had been put back. She also advised that the application to designate the Parish of Chorleywood as a Neighbourhood had been approved.

Cllr Trevett re-joined the meeting

Cllr Mrs Worrall explained the difference between the Community Plan which was devised by the community for the community and the Councils own Four Year Vision which was what the council wanted to achieve.

It was noted that the Green Street Flood Alleviation Scheme would be discussed at the next meeting.

Open Spaces 8th July 2014 It was noted that the Clerk was to email copies of the presentations received at the last meeting to all members and Friends of the Common. The Clerk agreed that this would be carried out.

P&R 15th July 2014

RECOMMENDATION – Review of Standing Orders and Financial Regulations

Cllr Mrs Green and Cllr Mrs Worrall agreed to look at the Standing Orders and compare the NALC model with our own standing orders and make recommendations for change. It was suggested that once this was done, Cllr Mrs Wood and Cllr Trevett review the revised Standing Orders.

Cllr Edwards and the Clerk agreed to review the Financial Regulations. Both drafts would be presented to the next P&R meeting in September.

The Council RESOLVED That Cllrs Mrs Green and Mrs Worrall be pointed to review Standing Orders audited by Cllrs Mrs Wood and Trevett That the Chairman and Clerk review the Financial Regulations.

This was proposed from the Chair and unanimously approved.

14/20 ACCOUNTS FOR PAYMENT

The Committee RESOLVED To approve the payments and direct debits

Chorleywood Village Halls £10,971.11 Parish Council £118,834.18 Z:\General\Minutes\FullCouncilMinutes\Council minutes 14-15\COUN122.7.14.doc Page 3 of 4

14/21 ANNUAL RETURN

Members considered the details with the report and The Council RESOLVED To approve the Accounting Statement for 2013/14 And the Annual Governance Statement for 2013/14 These were duly signed by the Chairman and Clerk

This was proposed by the Chair and unanimously approved

14/22 FOUR YEAR VISION

There was some concern that the items on the current four year vision did not link back to the aims and objectives. It was suggested that another column was needed to address this and make it easier to understand. It was agreed that the details with in the four year vision should only involve what was in the Parish Councils gift. It was likely that other issues would come out of the Community Plan for which the Parish did not have direct control and these would be dealt with differently. After discussion The Council RESOLVED That each Committee review their Four Year Vision and that the results of these come back to Full Council for consideration.

This was proposed by the Chair and unanimously approved.

14/23 HERTFORDSHIRE COUNTY COUNCIL PARIH AND TOWN COUNCIL CHARTER

The Clerk confirmed that invitations were issued to the County Councillors to attend Parish Council meetings or failing that to send a report. It was noted that following the boundary changes communications should also be sent to Cllr Sangster who was also a County Councillor within the Parish.

The Council RESOLVED To note the report

14/24 CLOSURE

The meeting have started at 8.00 pm, closed at 9.44 pm

These minutes have been checked by the Chairman.

Signed ……………………………………………..… Dated ……………………

These minutes have been agreed at Full Council and signed by the Chairman.

Signed ………………………………………Dated…………………………..……

Z:\General\Minutes\FullCouncilMinutes\Council minutes 14-15\COUN122.7.14.doc Page 4 of 4 CHORLEYWOOD PARISH COUNCIL

FULL COUNCIL MEETING Agenda Item 9

Date: TUESDAY 14th OCTOBER 2014

Subject: Clerks Report

This report will form part of the Full Council agenda to update Members on activities that may not be covered under normal committee reports.

Highways Together – The Clerk is involved in a pilot scheme with Herts County Council and the Highway contractors Ringway to see if there are areas where the two tiers can work together offering better service and communications. The task groups will be making presentations at the Highways Conference which will take place on 16th October.

Training – The Clerk and Parish Ranger, Andrew Goddard attended a Training Course Common Management for Land Managers – the programme was good and informative.

Community Policing in Schools – as Members may be aware we have two new PCSOs who are keen to work with all areas of the community. We have put together a programme which we are able to provide in schools. Using a new logo and character Bobby Badger –

The PCSOs have a programme of information and advice they are able to give children of different ages which includes the following

Times of the year Halloween Bonfire Night Christmas/New Year’s Eve – Old Children School Leavers – Road Safety/mobile phones etc.

More general areas Road Safety Week Stranger/danger Bike Marking –immobilise Dangers of drugs/drink Social Media Bullying

We will be running this programme out on the Parish Website, Community Policing Page.

Countryside Management Services – a meeting has been held with the CMS who assist this Council with management issues on our Common and other open spaces. From 1st April 2015 there services will no longer be part of the service provided by Herts County Council, but are currently undergoing a procurement process to tender our their services. It is likely therefore that the current service we receive will either be greatly reduced or that for the first time the Parish Council will have to pay for services other than general advice. Members of the Open Spaces Committee may wish to consider this when looking at their budget for next year.

Appraisals will be taking place with both the office staff and Rangers in the next month.

Dates for your diary

• Remembrance Sunday – 9th November 2014, 3pm at Christchurch – please advise if you wish to attend.

• Parish Council Quiz Night – 22nd November 2014 arrangements are underway with all the tables sold out, we will be emailing a list of auction lots which we hope you will forward to all your friends and family. We have raised in excess of £40,000 in the past five years with all the monies raised going to local charities

• Late Night Shopping – will take place 5th December 2014, the parish council will be having a stand and therefore will be looking for volunteers to man the stand and assist the chairman in raising funds for his charity.

• Christmas Closure – The Parish Council will be closed from

12 noon Wednesday 24th December 2014 and re-open on Monday 5th January 2015

CHORLEYWOOD PARISH COUNCIL To be received by Council 14th October 2014 REPORT OF THE OPEN SPACES COMMITTEE HELD ON 9TH SEPTEMBER 2014

MEMBERSHIP & ATTENDANCE

Chairman: * Mrs B Green

Councillors * Mrs J Clark * Mrs B Dickens * T Edwards (ex officio) R Khiroya * Mrs J Leeming * Mrs A Preedy M Trevett * S Watkins (ex officio) * Denotes members present

There were four members of the public present.

14/13 APOLOGIES FOR ABSENCE

There were apologies for absence from Cllrs Khiroya and Trevett.

14/14 DECLARATIONS OF INTEREST

There were no declarations of interest.

14/15 APPROVAL OF THE MINUTES

The Committee RESOLVED That the minutes of the meeting held on 8th July 2014 which had been discussed at Full Council with no changes made, be approved as a true and correct record.

14/16 MATTERS ARISING FROM THE MINUTES

14/04 13/94 Parking Proposals: In response to a Member’s question it was confirmed that the parking machines were fully operational.

14/17 REPORT FROM THE CRICKET CLUB REGARDING THE PROPOSED RENEWAL OF THEIR CRICKET PAVILLION

Standing orders were suspended at 8.10pm to take a presentation from the Cricket Club under Agenda Item 16 regarding the proposed renewal of their cricket pavilion. Notes are attached in Appendix 1.

The Chairman thanked the Cricket Club representatives for their helpful contribution and the two members of the public representing the Cricket Club then left.

The Chairman of FoCC then spoke on a number of items that would be covered in the course of the agenda.

Standing Orders were re-instated at 8.34pm

C:\Users\User1\Desktop\CW-Parish-Oct14\10a.doc Page 1 of 7 14/18 FINANCIAL COMPARISON STATEMENT 2014/15

In response to a Member’s question the Clerk advised that the budget line 203 Travelling Expenses was close to budget due to Rangers travelling to care for the cattle. It was agreed that an amount could be moved from Salaries grazing budget to cover this increase. It was noted that travelling expenses would not continue at the same level as in the previous grazing period, as the cattle were not generally being put away at night which had previously necessitated the Rangers travel.

With respect to the grazing the Clerk was asked to provide a report to the next meeting on the annual cost of the grazing together with any additional capital costs. Members were informed that Natural England had advised that, as English Longhorn Cattle are being grazed, an extra £35 per grazed hectare would now be added to the grant. . The Committee RESOLVED To note the report.

14/19 OPEN SPACES OFFICER’S REPORT

Seed Harvest: Members were advised that the area of the Common offered for a seed harvest this year had not been species-rich enough to make a harvest economically viable, and seed with the required variety had therefore had to be purchased. It was estimated that the Water Company would require about 10 KGs of this seed for the re-instatement works at a cost of about £400.

Lawn Cemetery – Storage Compound: as the revised quote had not yet been received, this would be brought back to the next meeting.

Work to Top Common Pond: Members were advised that quotes would be obtained for the work required to Top Common Pond which was outside the capabilities of the Rangers. It was possible that some money could be recouped as a capital programme under the Stewardship agreement.

Electrofishing: The mechanics and reasons for undertaking electrofishing were explained.

Tree work to the rear of a property in Berry Lane

The Committee RESOLVED That the work required on Safety grounds be completed but the non-essential work to be covered by the resident for which he would need to seek permission from TRDC.

This was proposed from the Chair by Cllr Mrs Green and carried unanimously

Litter Bins

The Committee RESOLVED That the Clerk purchase covered litter bins to the budget in place to use as replacement of the existing as a rolling programme. This was proposed from the Chair by Cllr Mrs Green and carried unanimously.

The Committee thanked the Officers for a good and comprehensive report.

The Committee RESOLVED To note the report. C:\Users\User1\Desktop\CW-Parish-Oct14\10a.doc Page 2 of 7

ALLOTMENTS

14/20 OCCUPATION

A number of Councillors had been out on a visit to the allotments earlier in the day and had found it to be a useful exercise.

The Council RESOLVED To note the occupation

14/21 WAITING LISTS

The Council RESOLVED To note the details on the waiting list

LAWN CEMETERY

14/22 INTERMENTS

The Committee RESOLVED To note the number of interments that had taken place.

14/23 CEMETERY CHANGE AND MAINTENANCE ACTIVITIES

Members were concerned that a number of planting schemes in the cemetery over recent years had failed and it was suggested that an expert opinion be sought of possible plants that were appropriate for the soil and site, and unattractive to rabbits and other wildlife. With respect to the eight small flower beds along the pathway between Sections A and B, it was felt that they needed to be planted with something tall and a number of options were discussed. It was suggested that the Rose bed in Section B be replanted as a mirror image of the flower bed in Section C, and it was agreed that plants of a similar size needed to be planted. Box hedge was agreed as the most suitable for the children’s section.

The Committee RESOLVED That

• The proposal to delineate the Children’s section in the Lawn Cemetery. • The replanting of the Rose bed at the end of Section B with a mirror image of the shrub bed in Section C, • The replanting of the eight small square flower beds that line the path between Sections A and B • The repainting of the gates and wall chains at the entrance

At a total estimated cost of £1,158 be agreed following consultation with an expert over possible rabbit proof plants.

The Committee RESOLVED To note the next areas of the cemetery to be occupied

C:\Users\User1\Desktop\CW-Parish-Oct14\10a.doc Page 3 of 7 14/24 CEMETERY PLAQUES

The Committee RESOLVED That the disposal of the plaques goes ahead after attempts have been made to contact the families, with any monies received to go towards planting and other improvements in the Cemetery.

This was proposed by Cllr Mrs Preedy, seconded by Cllr Watkins and carried unanimously.

To facilitate this, the Clerk would set up two new budget headings to record income from the plaques and expenditure on the planting.

COMMON AND GROVEWOOD

14/25 NATURE TRAIL

Members were advised that the first submission to the Heritage Lottery Fund (HLF) for the Nature Trail had failed, not due to the case itself but more about the funding available at the time of submission. The Clerk had spoken with the HLF and also with Countryside Management Services who deal with similar funding applications on a regular basis and helpful pointers had been given by both bodies.

The Committee RESOLVED That the Temporary Research Assistant be re-engaged for approximately 15 hours at a cost of £150 to work with the Clerk on a re-application for the Nature Trail to the Heritage Lottery Fund.

This was proposed by Cllr Watkins, seconded by Cllr Edwards and carried unanimously.

14/26 REQUEST FOR PERMISSION TO RUN OUTDOOR FITNESS SESSIONS WITH EQUIPMENT ON CHORLEYWOOD COMMON

Members discussed their concerns of possible damage to the Common by the equipment being proposed, areas of the Common where fitness sessions should not be allowed, and experience from elsewhere of noise and disturbance to other users of the Common.

The Committee REOLVED To grant a trial period of six weeks with the caveats of • Areas to be used to be limited to the Fire rides • To exclude any equipment which is dragged along the ground eg. Car tyres. • To limit the number of people in any one session to ten plus the trainer

It was also agreed that users be encouraged to use the Lorry Permissive Parking Area to minimise disruption to other users of the Common. It should also be advised that the Council reserved the right to give advance notice of any closures due to filming or ground condition concerns. All would be subject to the provision of suitable risk assessment, public liability and First aid documentation.

This was proposed from the Chair and carried unanimously.

14/27 REQUEST TO CREATE A FORMAL FOOTPATH FROM CEDARS VILLAGE TO THE A404

Members discussed the existing footpath which does not appear to be that well used. As legislation does not permit ‘artificial’ surfaces on the common it was suggested that closer mowing than was feasible by

C:\Users\User1\Desktop\CW-Parish-Oct14\10a.doc Page 4 of 7 the Rangers’ machinery might help the Residents of Cedars Village. The area is mown by the Parish Rangers, but their machinery does not permit close mowing.

The Committee RESOLVED That the Cedars Village Groundsman be allowed to close mow a 1m width along the current line.

This was proposed from the Chair and carried unanimously.

14/28 REQUEST FROM RESIDENTS OF APPLETREE DELL TO REMOVE THE PARKING SPACES OPPOSITE THEIR PROPERTIES

A complaint had been received from residents of Appletree Dell about noise and nuisance from users of the permissive parking area opposite their property. This area is understood to be used by visitors to the Common and dog walkers. If this parking area was removed and the area at Cedars Village extended then the latter would have to be taken out of Stewardship. The principles of Common Land, the designation of the area in question as a permissive parking area for all users of the Common, and the fact that the Council cannot be partial, were discussed in relation to this request.

The Committee RESOLVED That after due consideration the request to move the parking spaces opposite properties in Appletree Dell be rejected. This was proposed by the Chair and carried unanimously

14/29 REQUEST FROM THE BEAVERS TO USE THE COMMON TO DO A CYCLING BADGE

A number of members expressed concerns about mixed messages in relation to cycling on the Common. Members were advised that although cycling on the Common is prohibited under the bye laws, the Council is allowed to permit such an event as a one-off and it therefore does not set a precedent. It had been done before and the opportunity used to re-enforce the message that cycling at all other times was prohibited.

The Committee RESOLVED That the request from the Beavers to use the Common to do a cycling badge be permitted.

This was proposed by Cllr Watkins, seconded by Cllr Mrs Clark and carried with 5 votes in favour, one vote against and one abstention.

GENERAL

14/30 APPOINTMENT OF REPLACEMENT PARISH MEMBER TO THE CHILTERN AREA OF OUTSTANDING NATURAL BEAUTY (AONB) CONSERVATION BOARD

The Clerk advised that she had spoken to Margaret Jarrett who is standing down from the Chiltern Conservation Board who had provided some information.

The Committee RESOLVED To accept Margaret Jarrett’s recommendation of Simon Deacon

This was proposed by Cllr Edwards, seconded by Cllr Mrs Preedy and carried unanimously. C:\Users\User1\Desktop\CW-Parish-Oct14\10a.doc Page 5 of 7

14/31 REQUEST FOR A CATTLE RACE IN THE RAILWAY FIELD

The reasons for the request for a cattle race in the Railway field were discussed, with Members being advised of the current arrangements to deal with the cattle on site which involved the grazier bringing hurdles etc. to the Common for which the council was charged. It was agreed that the Rangers need to be able to safely deal with the cattle when the need arises, such as the replacement of a battery in the collars, and the construction of this structure would allow them to do this without the need to call out the grazier.

The Committee Resolved That the cattle race be constructed in the Railway Field at the proposed cost of £1280 This was proposed by Cllr Mrs Preedy, seconded by Cllr Mrs J Clark and carried unanimously.

14/32 10TH ANNIVERSARY OF THE LOCAL NATURE RESERVE

The Clerk advised that the 14th November will be the 10th anniversary of the Common being designated a Local nature Reserve and asked whether members wished to mark this in any way. Discussion took place on the type of events that could be run either on the anniversary or over the forthcoming 10th anniversary year. A photographic competition, to be run over the year, with a calendar at the end of the year was suggested. It was agreed that there would be a launch in November publicising the anniversary with events, as yet to be agreed, to follow over the next year. FoCC offered to help publicise and seek volunteers as required.

14/33 CLOSURE

The meeting having commenced at 8.00 pm closed at 10.37pm.

Signed Agreed by the Chairman by email ………… Date ………25/09/14………...…..

These minutes were agreed as a true and correct record at the Open Spaces meeting and signed by the Chairman.

Signed………………………………………………………. Date…………………………..

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CHORLEYWOOD PARISH COUNCIL Agenda item 16 Appendix 1

REPORT OF THE OPEN SPACES COMMITTEE HELD ON 9TH SEPTEMBER 2014

Members were advised that an Ecological Survey had been commissioned by the Cricket Club and the Clerk confirmed that all Councillors had received a copy. The Cricket Club advised that they were meeting with the Modular Building Company the following day to discuss the final design. Concerns were raised in several quarters over the proposed 15 – 20% increase in footprint and suggestions made that the possibility of two storeys be considered. Members were advised by the Cricket Club that as part of their pre-planning submission to Three Rivers District Council, Officers there had expressed concerns about the current proposed roof height which implied that they would not agree to a second storey. The need for disabled access to a second storey was also discussed. The Cricket Club also advised that a response had been received from DEFRA with regard to the issue of the potential larger footprint of the new pavilion. Three examples of cricket pavilion extensions on common land were cited and it was agreed that this information would be forwarded to the Clerk for distribution to the Councillors. The Cricket Club were advised that when they were ready to present their plans to the Council, they would need to be presented to Full Council, the next meeting being on the 14th October. The Cricket Club expressed their view that there was no point going for full planning permission without full support from the Parish Council, neighbours and other interested parties.

Friends of the Common (FoCC) represented by the Chairman of FoCC expressed interest in the plans and support for the Cricket Club in recognising better facilities being required to meet the standards now required by the English Cricket Board but hoped that all avenues would be explored before agreement was reached to increase the footprint of the building.

C:\Users\User1\Desktop\CW-Parish-Oct14\10a.doc Page 7 of 7 CHORLEYWOOD PARISH COUNCIL To be received by Council 14th October 2014

REPORT OF THE POLICY & RESOURCES COMMITTEE MEETING 23rd SEPTEMBER 2014

MEMBERSHIP & ATTENDANCE

Chairman: * T Edwards

Councillors: * H Davies * Mrs B Green R Khiroya * R Kipps * M Trevett * S Watkins * Mrs J White * Mrs J Worrall

*Denotes members present

Officers Present: Mrs Y Merritt – Clerk to the Council

There were two members of the public present

RECOMMENDATION

1. Building on Chorleywood in Bloom Lyn Sutherland addressed the Committee on behalf of the Chorleywood Residents Association. She showed floral examples of neighbouring villages and towns and stated that in comparison the village looks tired and uninviting. It was noted that a working party had in the past, looked after the beds in Main and New Parade but these were now looking un-kept. It was considered that the best way forward was to slowly make changes and hopefully this would build up the momentum. It was agreed that the watering of the plants was the issue and that shop owners would have to commit to looking after the baskets, which could be supplied by the Parish Council. Sponsorship was also discussed. It was agreed that the best way forward was to form a Steering Group. The Committee RESOLVED to Recommend That a Steering Group be set up to look into building on the Chorleywood in Bloom which could be made up of Councillors and Parishioners.

This was proposed by Cllr Worrall, seconded by Cllr Edwards and unanimously approved.

14/14 APOLOGIES FOR ABSENCE

There were apologies for absence from Cllr Khiroya

14/15 DECLARATIONS OF INTEREST

There were no declarations of interest

14/16 APPROVAL OF MINUTES

C:\Users\User1\Desktop\CW-Parish-Oct14\10b.doc Page 1 of 3 The Committee RESOLVED That the minutes of the meeting dated 15th July 2014 be approved as a true and correct record.

14/17 MATTERS ARISING FROM THE MINUTES

14/10 Parish Council Insurance – the Clerk confirmed that the £5000 insurance for office equipment covered all items and that no one item exceeded that amount 14/04 Bank Account – The Clerk confirmed that she was still comparing banks, creating a table of what each one provided and the associated costs. The issue currently was the facility to pay in cash, and that to withdraw it without the need for a personal cash point card. Results would be issued to the next meeting

14/18 FINANCIAL COMPARISON STATEMENT

The Committee RESOLVED To note the financial comparison statement.

14/19 REVIEW OF STANDING ORDERS AND FINANCIAL REGULATIONS

Financial Regulations (Chairman & Clerk) – the Chairman explained the colour coding, numbering system and method to get to the draft before members. The Clerk confirmed that financial limits were viable and present in the current financial regulations. Members agreed that this draft was acceptable for recommendation to Full Council without amendment Standing Orders (Cllrs Green & Worrall) - They too had gone through standing orders using the NALC model and numbering system. They had highlighted the changes in the NALC model and made a few minor amendments, however there was a vast difference in the NALC model and our present standing orders for Standing and Advisory Committees, which Cllrs Green and Worrall felt were outside their remit. Two areas that differed were the position of Ex Officio’s, the use of substitutes who elected the chairman of standing committees. It was agreed that Standing Orders would be deferred to the next meeting. All councillors would be asked to look at the current Standing Orders 19 – 24 and send their comments via the Clerk to Cllrs Green & Worrall and these would be discussed at the next meeting.

14/20 REVISED BUDGET 2014/15

The Clerk advised members that the budget was basically on track the increase was due to changes in legislation with regard to the payment of superannuation, which was now calculated on all pay and not just the basic. She also confirmed that in some cases the percentage paid by officers had increased which had a knock on effect to the employers’ contribution. As the Council had no jurisdiction over the increase The Committee RESOLVED To agree the revised budgets for 2014/15

This was proposed by Cllr Worrall, seconded by Cllr Green and unanimously approved

14/21 BUDGET STRATEGY 2015/16

Members discussed the report and

C:\Users\User1\Desktop\CW-Parish-Oct14\10b.doc Page 2 of 3 The Committee RESOLVED To advise all spending committees to look at an inflationary increase of 2% on the budgets for 2015/16 for income and expenditure this will be reported back to this committee. Spending Committees are also asked to consider any capital items for consideration

This was proposed by Cllr Worrall, seconded by Cllr Trevett and unanimously approved.

14/22 QUARTERLY CASH BOOK

The Committee RESOLVED To note the quarterly cashbook figures

14/23 BUILDING ON CHORLEYWOOD IN BLOOM

See Recommendation 1

14/24 MAKING DOCUEMENTATION MORE USER-FRIENDLY BY USING CLLRS FIRST NAMES

Cllr Green suggested that to make council documentation more user friendly first names should be used and in written documentation the marital status of female councillors should cease. It was agreed that the title of Councillor should still be used and that for written minutes, just the Cllr title and surname should be used for all Members. The Committee RESOLVED To approve this less formal approach to documentation.

This was proposed by the Chairman and unanimously approved.

14/25 CiLCA UPDATE

The Clerk advised that she had completed two more modules, and was on target for completion of CiLCA by Christmas, assuming that Standing Orders and the Financial Regulations were approved.

14/26 CLOSURE

The meeting having started at 8.00 pm, finished at 9.42 pm

These minutes have been checked by the Chairman.

Signature ……………….....…………………….. Date…..……………….…………

These minutes were agreed as a true and correct record at the Policy & Resources meeting and signed by the Chairman.

Signature ………………………………………. Date ……………………………

C:\Users\User1\Desktop\CW-Parish-Oct14\10b.doc Page 3 of 3 CHORLEYWOOD PARISH COUNCIL To be received by Council 14th October 2014

REPORT OF CHORLEYWOOD VILLAGE HALLS MANAGEMENT COMMITTEE MEETING ON TUESDAY 16th SEPTEMBER 2014

MEMBERSHIP AND ATTENDANCE

Chairman: *Cllr R Kipps

Members: - *Cllr J Copley *Cllr H Davies *Cllr T Edwards (ex officio) Cllr R Khiroya * Cllr K Morris Cllr Mrs A Preedy *Cllr S Watkins (ex officio) *Cllr Mrs J Wood

Also in attendance: Mr S Manson – Surveyor *Mrs Y Merritt – Treasurer Mrs M Putman – Secretary *Denotes members present

RECOMMENDATION

1. Indoor Table Top Sale

Discussions took place for the indoor table top sale which could take place on one Sunday morning per month. Investigations would take place as to the most appropriate date. It was suggested that tables could be sold in advance and if there were still vacancies tables could be sold at a premium on the day. There would need to be a marketing strategy to get people to come along. The Clerk also pointed out that to keep Council costs down, this should be run by Cllrs and not staff, as they would be paid at double time which would not be cost effective.

The Committee RESOLVED To Recommend to Full Council That the Council organise a monthly Indoor table top sale which would be manned by Cllrs providing there was sufficient volunteers prepared to commit to running the event on a monthly basis. If the outcome is positive all marketing and publicity could be carried out by office staff.

2. War Memorial Hall Refurbishment

There was concern that following the original quotation of £116,000 to carry out the refurbishment works that the second phase would require another large increase in the precept. The Clerk advised that this figure was from a contractor who paid his staff hourly and the cost had been down to the Councils very tight time line. Having completed the toilet and changing room refurbishment which an expected £14,000 left in the budget for this year, and the fact that external works

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could commence whilst the hall was still open to hirers the Clerk was confident that the final figure would be considerably less than that originally quoted. With this in mind The Council RESOLVED to recommend to Full Council That the tender process for phase two of the War Memorial Hall refurbishment commence, with a view of agreeing if the works to go ahead at the December Meeting.

This was proposed by Cllr Davies, seconded by Cllr Morris and unanimously approved.

14/10 APOLOGIES FOR ABSENCE

There were three apologies for absence: Cllr R Khiroya, Cllr Mrs A Preedy and Mrs M Putman.

14/11 DECLARATION OF INTEREST

There were no declarations of interest received.

14/12 APPROVAL OF THE MINUTES

The Committee RESOLVED The minutes of the meeting dated 24th June 2014 were approved as a true and correct record,

14/13 MATTERS ARISING

There were no matters arising.

14/14 SECRETARY’S REPORT

War Memorial Hall

WW1 Commemoration

The Committee noted the report and wished to publically thank all those involved in putting on and helping with the event. Refurbishment

The Clerk advised that the contract had been delivered on time and on budget with very pleasing results. The Office staff, caretaker and Cllrs Mrs Preedy and Mrs White had cleaned the hall following the contractors from top to bottom ready for the opening of the hall to the autumn season of bookings. The chairman wished to thank all those involved.

Textile Recycling Unit

It was noted that there were four charity shops in Chorleywood all looking for donations and it was felt that a recycling bank would be in open competition with charities also raising funds for worthwhile causes.

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The Committee RESOLVED To turn down the offer of a recycling unit at the War Memorial Hall or any other premises within the parish. This was proposed by the chair and unanimously approved.

The Committee noted all of the other reports with no further action required.

14/15 TREASURER’S REPORT

The Clerk reported that for the first time in three years the income was slightly ahead of schedule, but was a long way off breaking even

The information pack was discussed, and it was agreed to move this forward. John Roberts and Hetherington’s had agreed to hand out information packs. Sponsorship was discussed however it was felt that this should be put on hold until it was known if phase two of the refurbishment was to go ahead as following the building works it would be a good time to have a new brochure with all the details and photos of the hall facilities.

The Committee RESOLVED To note the report.

14/16 WAR MEMORIAL HALL REFURBISHMENT

See Recommendation 2.

14/17 CLOSE

The meeting having commenced at 8.00 pm, closed at 8.50 pm

The Committee Chairman has agreed these minutes. Signed …… … ……….… ………………………… Date ………………..

These minutes were agreed as a true and correct record and signed by the Chairman.

Signed ……………………………………………… Date …………………………….

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Chorleywood Village Halls Cheque list Start of year 01/04/14 Cheque Paid number Tn. no date Gross Vat Net Cttee Supplier Details W403234 672 26/06/14 Salary for June £1451.21 WMH Arnold M salary june W403235 673 26/06/14 WMH Sears Derek salary june W403236 674 26/06/14 WMH Watts Mrs L salary june W403237 675 26/06/14 £520.91 £0.00 £520.91 WMH Inland Revenue tax & ni june W403238 676 26/06/14 £793.68 £0.00 £793.68 WMH Hertfordshire County Council Superannuation W403239 677 16/07/14 WMH Putman.m salary july W403240 653 17/07/14 £44.16 £7.36 £36.80 WMH Hertfordshire County Council Furniture Polish,Bleach,j Cloth,Bin Liner W403241 654 17/07/14 £29.96 £1.66 £28.30 WMH Petty Cash Petty Cash W403242 655 22/07/14 £35.00 £0.00 £35.00 WMH Mills Window Cleaning Services window cleaning for WMH W403243 656 22/07/14 £62.34 £10.39 £51.95 WMH Morleys of Bicester Ltd Feet for chairs W403244 657 22/07/14 £150.00 £25.00 £125.00 WMH Optima Magazine WW1 Article W403245 658 22/07/14 £64.20 £10.70 £53.50 WMH Avica Hand Towels W403246 678 22/07/14 WMH Watts Mrs L salary july W403247 679 22/07/14 Total Salary for July £1839.05 WMH Arnold M salary july W403248 680 22/07/14 WMH Sears Derek salary july W403249 669 06/08/14 £432.21 £0.00 £432.21 WMH Inland Revenue Tax and N.I. W403250 670 06/08/14 £717.90 £0.00 £717.90 WMH Hertfordshire County Council Superannuation W403251 671 06/08/14 £55.00 £0.00 £55.00 WMH Aaron Piano Company Piano tuning - WMH W403252 684 15/08/14 WMH Putman.m Salary W403253 681 15/08/14 £26.14 £4.36 £21.78 WMH Hertfordshire County Council Bin & washing up liquid W403254 682 15/08/14 £41.34 £6.89 £34.45 WMH Hertfordshire County Council Dust pan/brush fairy liquid W403255 683 15/08/14 £36.00 £6.00 £30.00 WMH Hertfordshire County Council Floor polish W403256 685 19/08/14 Total Salary for August £2031.64 WMH Mrs Lynne Watts Salary W403257 686 19/08/14 WMH Arnold M Salary W403258 687 19/08/14 WMH Sears D Salary W403259 688 02/09/14 £52.00 £0.00 £52.00 WMH Philec Bullsalnd Hall Extractor Fan W403260 689 02/09/14 £376.57 £62.76 £313.81 WMH British Gas Business Care Plan -WMH W403261 690 02/09/14 £419.15 £69.86 £349.29 WMH Merritt Y D Toilet Roll holders and Soap Dispensers for WMH W403262 697 09/09/14 £517.96 £0.00 £517.96 WMH Inland Revenue Tax and Ni W403263 698 09/09/14 £763.55 £0.00 £763.55 WMH Hertfordshire County Council Superannuation W403264 699 09/09/14 £48.42 £8.07 £40.35 WMH Phs Group Ltd Duty if care contract W403265 699 09/09/14 £48.42 £8.07 £40.35 WMH Phs Group Ltd Duty of care Bullsland W403266 700 09/09/14 £40.46 £6.74 £33.72 WMH ARCO Limited first aid kits W403267 701 09/09/14 £6.00 £1.00 £5.00 WMH Hertfordshire County Council Bin Liners W403268 702 09/09/14 £282.74 £47.12 £235.62 WMH Hertfordshire County Council Tables for Bullsland W403269 703 09/09/14 £61.32 £10.22 £51.10 WMH Hertfordshire County Council teapot,dusters,celling brushes,white spirit,stain remover,mop w403270 704 16/09/14 Sears Derek Salary Sept w403271 705 16/09/14 Total Salary for September £1822.22 Arnold M Salary - Sept W403272 706 16/09/14 WMH Watts Mrs L Salary w403273 707 16/09/14 WMH Putman.m Salary

Chorleywood Village Halls Cheque list Start of year 01/04/14 Cheque Paid number Tn. no date Gross Vat Net Cttee Supplier Details

W403274 708 16/09/14 £101.22 £16.87 £84.35 WMH ARCO Limited signs for WMH W403275 711 25/09/14 £50.28 £8.38 £41.90 WMH British Gas Business Service Charge W403276 712 25/09/14 £35.00 £0.00 £35.00 WMH Mills Window Cleaning Services Window Cleaning of WMH W403277 713 25/09/14 £70.07 £11.68 £58.39 WMH Minatol Limited Toilet paper W403278 714 25/09/14 £726.66 £0.00 £726.66 WMH Hertfordshire County Council Superannuation W403279 715 25/09/14 £419.09 £0.00 £419.09 WMH Inland Revenue tax & NI W403280 716 £221.40 £36.90 £184.50 WMH Auditing Solutions Independent examiner service for WMH-2013-2014 W403281 717 £225.55 £53.39 £187.98 WMH Chubb Fire Limited Fire Service WMH W403282 718 £94.78 £15.80 £78.98 WMH Chubb Fire Limited Fire Service Bullsland Hall

Total £1493.71 £477.62 £13616.09 Chorleywood Village Halls Direct Debits Cheque Paid number Tn. no date Gross Vat Net Cttee Supplier Details dd-01/04/14 609 01/04/14 £77.04 £0.00 £77.04 WMH Affinity Water Bullsland water bill 1.10.13-19.2.14 dd-07/04/14 612 07/04/14 £9.73 £0.46 £9.27 WMH E.on Hollybush electricity dd-07/04/14 659 07/04/14 £75.14 £3.58 £71.56 WMH E.on Bullsland Hall Gas 03/02/14-20/03/14 dd-08/04/14 608 08/04/14 £130.38 £21.40 £108.98 WMH Co-Op. Bank Credit Card dd-22/04/14 611 22/04/14 £58.35 £0.00 £58.35 WMH Affinity Water Hollybush water 22.10.13 -19.03.14 dd-22/04/14 619 22/04/14 £2,093.08 £348.85 £1,744.23 WMH British Gas Business gas bill war memorial hall 28.12.13-28.3.14 dd-22/04/14 660 22/04/14 £16.70 £0.80 £15.90 WMH E.on Hollybush hall gas- 20/03/14-06.04/14 dd-22/04/14 22/04/14 £2,168.13 £349.65 £1,818.48 dd-28/04/14 661 28/04/14 £414.23 £19.73 £394.50 WMH British Gas/Elec Electric WMH-01/04/14/-29/03/14 dd-29/04/14 662 29/04/14 £110.43 £18.41 £92.02 WMH Bt Payment Services WMh- Telephone Bill1/04/14-30/06/14 dd-01/05/14 610 01/05/14 £371.97 £0.00 £371.97 WMH Affinity Water wmh water 1.11.13-19.03.14 dd-08/05/14 663 08/05/14 £2.00 £0.00 £2.00 WMH Co-Op. Bank Card Fee dd-20/05/14 664 20/05/14 £22.26 £1.06 £21.20 WMH E.on Hollybush Hall Electricity-06/0414-04/05/14 dd-28/05/14 665 28/05/14 £83.07 £3.96 £79.11 WMH British Gas Business Gas WMH dd-29/05/14 666 29/05/14 £126.43 £6.02 £120.41 WMH British Gas Business Elec Bill -2/04/14-01/05/14 dd-09/06/14 667 09/06/14 £2.00 £0.00 £2.00 WMH Co-Op. Bank Card Fee dd-15/06/14 668 15/06/14 £22.80 £1.09 £21.71 WMH E.on Elec- Hollybush Hall dd-14/08/07 691 08/07/14 £388.23 £18.49 £369.74 WMH British Gas Business Gas for WMH dd-14/08/07 692 08/07/14 £2.00 £0.00 £2.00 WMH Co-Op. Bank Bank Charge dd-14/08/07 08/07/14 £390.23 £18.49 £371.74 dd-14/10/07 693 10/07/14 £195.82 £9.32 £186.50 WMH British Gas Business gas bill dd-14/10/07 694 10/07/14 £108.18 £5.15 £103.03 WMH E.on gas bill dd-14/10/07 10/07/14 £304.00 £14.47 £289.53

Chorleywood Village Halls Direct Debits Cheque Paid number Tn. no date Gross Vat Net Cttee Supplier Details

dd-14/22/07 695 22/07/14 £56.23 £2.68 £53.55 WMH British Gas Business Elec- Bullsland dd-14/30/07 696 30/07/14 £103.75 £17.29 £86.46 WMH Bt Payment Services Phone Bill dd-14/11/08 709 11/08/14 £2.00 £0.00 £2.00 WMH Co-Op. Bank Bank Charges

Total £4,471.82 £478.29 £3,993.53

Chorleywood Village Halls Debit Card Payments Cheque Paid number Tn. no date Gross Vat Net Cttee Supplier Detail

dd-08/04/14 608 08/04/14 £130.38 £21.40 £108.98 WMH Co-Op. Bank Spring Fair Banners £128.38, Card Fee £2.00 dd-08/05/14 663 08/05/14 £2.00 £0.00 £2.00 WMH Co-Op. Bank Card Fee dd-09/06/14 667 09/06/14 £2.00 £0.00 £2.00 WMH Co-Op. Bank Card Fee dd-14/08/07 692 08/07/14 £2.00 £0.00 £2.00 WMH Co-Op. Bank Card Fee dd-14/11/08 709 11/08/14 £2.00 £0.00 £2.00 WMH Co-Op. Bank Card Fee

Parish Cheque list Start of year 01/04/14 Cheque Paid number Tn. no date Gross Vat Net Cttee Supplier Details 408558 3558 26/06/14 £4,461.32 £0.00 £4,461.32 Inland Revenue tax & ni June 408559 3560 26/06/14 £4,763.47 £0.00 £4,763.47 Hertfordshire County Council superannuation June 408560 3561 26/06/14 £0.00 £0.00 £0.00 P & R SPOILT CHEQUE spoilt cheque 408561 3563 16/07/14 OS Palmer P salary July 408562 3564 16/07/14 OS Watts C salary July 408563 3565 16/07/14 OS Goddard.A salary July 408564 3566 16/07/14 Total Staff Salary for July £12,577.80 P & R Hamilton L Salary July 408565 3567 16/07/14 P & R James.C Salary July 408566 3568 16/07/14 P & R Merritt Y D salary July 408567 3569 16/07/14 P & R Putman.M salary July 408568 3492 17/07/14 P & R James.C Engraving village day cup 408569 3493 17/07/14 £202.07 £6.50 £195.57 Petty Cash Petty Cash 408570 3494 17/07/14 £294.42 £49.07 £245.35 OS Falon Nameplates Ltd Memorial Plaque A315C 408571 3495 17/07/14 £294.42 £49.07 £245.35 OS Falon Nameplates Ltd memorial Plaque A408 408572 3496 17/07/14 £56.58 £9.43 £47.15 OS Geo Brown Implements Ltd Blot, spring Washer, self-Locking Nut, Pin 408573 3497 17/07/14 £294.42 £49.07 £245.35 OS Falon Nameplates Ltd Memorial Plaque A114 408574 3498 17/07/14 £10.00 £0.00 £10.00 P & R H A P T C Clerks Conference 18/07/14 408575 3499 17/07/14 £124.42 £20.74 £103.68 P & R ARCO Watford Line Paint for village day 408576 3500 17/07/14 £288.00 £48.00 £240.00 P & R St John Ambulance First Aid &Medical cover for Village Day 408577 3501 17/07/14 £864.00 £144.00 £720.00 OS Maydencroft Farms Grazing cattle on common for 4 weeks 408578 3502 17/07/14 £180.00 £30.00 £150.00 P & R Blitz Advertising Ltd Redraw of Logo 408579 3503 17/07/14 £137.51 £22.92 £114.59 P & R Hertfordshire County Council Office Stationary 408580 3504 17/07/14 £99.59 £16.60 £82.99 P & R Neopost Franking system payment 408581 3515 17/07/14 £0.00 £0.00 £0.00 P & R SPOILT CHEQUE Spoilt Cheque 408582 3505 17/07/14 £56.28 £9.38 £46.90 OS Geo Brown Implements Ltd 2x belts for mower 408583 3506 17/07/14 £177.70 £0.00 £177.70 P & R Merritt Y D plants hanging baskets and office flowers 408584 3507 22/07/14 £30.00 £0.00 £30.00 P & R Mills Window Cleaning Services Window cleaning for the office 408585 3508 22/07/14 £63.00 £10.50 £52.50 P & R Travis Perkins Trading Co Ltd Pegs for village day 408586 3509 22/07/14 £444.00 £74.00 £370.00 P & R Elliott Loohire toilets for village day 408587 3510 22/07/14 £7,902.10 £447.29 £7,454.81 P & R Came & Company Parish Council Insurance 408589 3512 22/07/14 £56.28 £9.38 £46.90 OS Geo Brown Implements Ltd belts for Mower 408590 3513 22/07/14 £372.00 £62.00 £310.00 OS District Enforcement Ltd Patrol for car parks 408591 3514 22/07/14 £235.70 £39.28 £196.42 OS Geo Brown Implements Ltd parts for tractor 408592 3562 22/07/14 £0.00 £0.00 £0.00 P & R SPOILT CHEQUE spoilt cheque 408593 3643 22/07/14 P & R Watts L Salary July 408594 3546 06/08/14 £4,487.06 £0.00 £4,487.06 Inland Revenue Tax & N.I. 408595 3547 06/08/14 £4,782.16 £0.00 £4,782.16 Hertfordshire County Council Superannuation 408596 3548 06/08/14 £111.60 £18.60 £93.00 OS District Enforcement Ltd Parking Enforcement 408597 3549 06/08/14 £139.90 £0.00 £139.90 P & R Fleming P Website services 408598 3550 30/07/14 £606.24 £101.04 £505.20 OS Falon Nameplates Ltd A-402 Stowell 408599 3551 06/08/14 £606.24 £101.04 £505.20 OS Falon Nameplates Ltd A-452 - Burbridge Parish Cheque list Start of year 01/04/14 Cheque Paid number Tn. no date Gross Vat Net Cttee Supplier Details 408588 3511 22/07/14 £103.90 £0.00 £103.90 P & R Fleming P website updates 408600 3552 06/08/14 £294.42 £49.07 £245.35 OS Falon Nameplates Ltd A-458B - Bourne 408601 3553 06/08/14 £606.24 £101.04 £505.20 OS Falon Nameplates Ltd A504B - 408602 3554 06/08/14 £636.24 £106.04 £530.20 OS Falon Nameplates Ltd FN655 - Keane 408603 3555 06/08/14 £54.12 £9.02 £45.10 OS Falon Nameplates Ltd A-546 - Williams 408604 3556 06/08/14 £754.56 £125.76 £628.80 OS JRB Enterprise Dog Bags - 408605 3557 06/08/14 £834.16 £139.03 £695.13 P & R Twin Systems Plc Quarterly system support 408606 3579 15/08/14 P & R Putman.M Salary August 408607 3580 15/08/14 P & R Merritt Y D Salary 408608 3581 15/08/14 P & R James.C Salary 408609 3582 15/08/14 Total Staff Salary August £12,032.27 P & R Hamilton L Salary 408610 3583 15/08/14 Watts C Salary 408611 3584 15/08/14 OS Palmer P Salary 408612 3585 15/08/14 OS Goddard.A Salary 408613 3570 15/08/14 £518.02 £0.00 £518.02 OS Christ Church Chorleywood Maintenance of Christ Church 408614 3571 15/08/14 £343.20 £57.20 £286.00 OS Blaines Trailers & Tyres Ltd replacement tyre 408615 3572 15/08/14 £360.00 £60.00 £300.00 OS J Byne Skip clearance 408616 3573 15/08/14 £369.54 £61.59 £307.95 P & R Ricoh Uk Ltd Photocopier rental 408617 3574 15/08/14 £50.90 £8.48 £42.42 P & R Hertfordshire County Council Diaries and paper 408618 3575 15/08/14 OS Gardner B Salary payment for work carried out at for C/W Parish 408619 3576 15/08/14 £93.00 £15.50 £77.50 OS District Enforcement Ltd Parking enforcement 408620 3577 15/08/14 £57.10 £9.52 £47.58 P & R TRDC Bins for Village Day 408621 3578 15/08/14 £898.80 £149.80 £749.00 P & R Banham Aegis Alarms Alarm Maintenance and Monitoring Contract 408622 3586 19/08/14 P & R Watts L salary 408623 3587 19/08/14 £235.00 £0.00 £235.00 OS Mr & Mrs White Refund for right of burial 408624 3588 19/08/14 £205.00 £0.00 £205.00 OS James.C Allotment Comp Prizes 408625 3589 19/08/14 £54.12 £9.02 £45.10 OS Falon Nameplates Ltd Name Plate- Q534B 408626 3590 19/08/14 £294.42 £49.07 £245.35 OS Falon Nameplates Ltd nameplate-Q534A 408627 3591 19/08/14 £132.45 £0.00 £132.45 P & R TRDC Fire Insurance prem 408628 3592 19/08/14 £70.74 £11.79 £58.95 OS ARCO Watford Pressure sprayer & Half Moon Tool 408629 3595 02/09/14 £257.57 £42.93 £214.64 OS Mr F Amor Broken Car Window 408630 3596 02/09/14 £15.00 £2.50 £12.50 OS Travis Perkins Trading Co Ltd Post Crete 408631 3597 02/09/14 £86.39 £14.40 £71.99 OS ARCO Watford Waterproof Boots for AG 408632 3598 02/09/14 £111.60 £18.60 £93.00 P & R Banham Aegis Alarms Alarm Maintenance Contract 408633 3599 02/09/14 £111.60 £18.60 £93.00 OS District Enforcement Ltd Patrol staff Hours 408634 3600 02/09/14 £47.90 £0.00 £47.90 P & R Fleming P Website Main 408635 3601 02/09/14 £15,000.00 £0.00 £15,000.00 CNCL Chess Valley Plumbing LTD Refurb works to WMH 408636 3602 02/09/14 £846.00 £141.00 £705.00 P & R Blitz Advertising Ltd Chorleywood matters production 408637 3603 02/09/14 £288.00 £48.00 £240.00 P & R Footprint Ecology LTD Training Commons Management 408638 3604 02/09/14 £7,125.00 £0.00 £7,125.00 P & R Hertfordshire Police Authority PCSO 408639 3605 02/09/14 £232.32 £38.72 £193.60 OS TBS Hygiene Ltd Collection of Dog Waste Parish Cheque list Start of year 01/04/14 Cheque Paid number Tn. no date Gross Vat Net Cttee Supplier Details 408588 3511 22/07/14 £103.90 £0.00 £103.90 P & R Fleming P website updates 408640 3606 02/09/14 £222.89 £37.15 £185.74 P & R Ricoh Uk Ltd Photocopying Charge 408641 3617 09/09/14 £174.00 £174.00 £0.00 P & R Chorleywood War Memorial Hall payment made inn error from CW book shop to parish acc 408642 3618 09/09/14 £4,143.20 £0.00 £4,143.20 Inland Revenue Tax and NI 408643 3619 09/09/14 £4,461.35 £0.00 £4,461.35 Hertfordshire County Council Superannuation 408644 3620 09/09/14 £360.00 £60.00 £300.00 OS J Byne skip 408645 3621 09/09/14 £152.29 £0.00 £152.29 P & R Neopost franking Charges 408646 3622 09/09/14 £48.42 £8.07 £40.35 P & R PHS Group Annual Duty of Care 408647 3623 09/09/14 £46.34 £7.72 £38.62 OS Hertfordshire County Council Insect rep, Hand gel, Batteries ,facial tissues 408648 3624 09/09/14 £65.72 £10.95 £54.77 P & R Hertfordshire County Council Pens,Dusters,Post its,brushes 408649 2792 09/09/14 £2,100.00 £350.00 £1,750.00 OS Between Time Ltd repairs to Christchurch wall 408649 3381 09/09/14 £2,160.00 £360.00 £1,800.00 OS Between Time Ltd repairs to Christchurch wall 408649 3626 09/09/14 £4,804.20 £800.70 £4,003.50 OS Between Time Ltd repairs to Christ church wall - part payment 408650 3625 16/09/14 £10,000.00 £0.00 £10,000.00 CNCL Chess Valley Plumbing LTD Interim payment of works 408651 3637 16/09/14 £1,912.82 £73.57 £1,839.25 CNCL Emorsgate Wild Seeds Grass Seed 408652 3638 16/09/14 £5,340.00 £890.00 £4,450.00 OS D J Hall Cut and Lift 408653 3639 16/09/14 £57.00 £9.50 £47.50 OS Countrywide Farmers PLC Chemicals for weed killing 408654 3629 16/09/14 Merritt Y D Salary 408655 3630 16/09/14 P & R James.C Salary 408656 3631 16/09/14 P & R Hamilton L Salary 408657 3632 16/09/14 Watts C Salary 408658 3633 16/09/14 Total staff salary September £11,750.67 P & R Palmer P Salary 408659 3634 16/09/14 Goddard.A Salary 408660 3635 16/09/14 P & R Watts L Salary 408661 3636 16/09/14 Putman.M Salary 408662 3647 25/09/14 £30.00 £0.00 £30.00 P & R Mills Window Cleaning Services Window Cleaning - Office 408663 3648 25/09/14 £1,242.00 £207.00 £1,035.00 P & R Bdo Stoy Hayward Llp Audit annual return march 2014 408664 3649 25/09/14 £655.14 £109.19 £545.95 OS Falon Nameplates Ltd Mem Plaque-Q586 Wooster 408665 3650 25/09/14 £294.42 £49.07 £245.35 OS Falon Nameplates Ltd Mem Plaque Q604-Wooster 408666 3651 25/09/14 £606.24 £101.04 £505.20 OS Falon Nameplates Ltd Mem Plaque- A554b- Simpson 408667 3652 25/09/14 £4,400.04 £0.00 £4,400.04 Hertfordshire County Council Superannuation 408668 3653 25/09/14 £3,978.72 £0.00 £3,978.72 Inland Revenue Tax & NI 408669 3654 £20.47 £3.41 £17.06 OS Geo Brown Implements Ltd Nut and Bolt for Hammer x3 408670 3655 £594.00 £99.00 £495.00 P & R D2DDistribution Distribution of chorleywood matters-July14 408671 3656 £290.40 £48.40 £242.00 OS TBS Hygiene Ltd collection of Dog Waste--August 14 408672 3657 £25.18 £4.20 £20.98 P & R Chubb Fire Limited Annual Service 408673 3658 £442.80 £73.80 £369.00 P & R Auditing Solutions Interim Visit-23/09/14

Total £148,216.17 £6,096.61 £142,119.56

Full Council 14th October 2014

Agenda item 14.

Chorleywood Parish Council

Internal Audit Report 2014-15 (First interim)

Prepared by Adrian Shepherd-Roberts

Stuart J Pollard

Director Auditing Solutions Ltd

2

Background and Scope

The Accounts and Audit Arrangements introduced from 1st April 2001 require all Town and Parish Councils to apply an independent internal audit examination of their Accounts and accounting processes annually. The Council complied with the requirements in terms of independence from the Council decision making process at the outset of the updated Regulations, appointing Auditing Solutions Ltd to provide its internal audit service.

This report sets out those areas examined during the course of our first interim visit for the financial year 2014-15 which took place on 23rd & 24th September 2014. We have also reviewed and verified detail of the War Memorial Hall Statement of Accounts for 2013-14, duly signing off the Independent Examiner’s Certificate for submission to the Charity Commission.

Internal Audit Approach

As previously, we have employed a combination of selective sampling techniques (where appropriate) and detailed checks on a number of key areas in order to gain sufficient assurance that the Council’s financial and regulatory systems and controls continue to be appropriate and fit for the purposes intended.

As the Council’s Internal Auditor and under the revised audit arrangements, we have a duty to complete the internal audit certificate in the Council’s Annual Return, which covers the basic financial systems and requires assurances in ten separate areas: this will be undertaken at our final visit for the year.

In commencing out our review for 2014-15, we have again had regard to the materiality of transactions and their susceptibility to potential mis-recording or misrepresentation in the year- end Statement of Accounts and Annual Return. At this visit, we have updated our analysis of income and expenditure to include data for 2013-14, considering any significant variances that may exist compared with prior year detail feeding such into the planning of the current year’s work programme. Consequently, we have commenced our review of the Council’s financial control systems and procedures, undertaking appropriate testing as deemed necessary, to afford suitable assurance as to the soundness of those systems for their intended purpose and to ensure reasonable accuracy in the disclosure of information in the Council’s detailed year-end Statement of Accounts, as summarised in the Annual Return that now forms the statutory accounts.

Overall Conclusion

We are pleased to record that, in the areas examined to date, the Council continues to operate effective controls systems that should help ensure that transactions are free from material misstatement and that they will be reported accurately in the Annual Return and detailed Statement of Accounts for the financial year.

We are pleased to acknowledge that Council members and officers operate a sound, pro-active approach to risk management and corporate governance issues, together with the development and management of effective internal controls and procedural documentation.

Chorleywood PC: 2014-15 (First interim) 09/10/2014 Auditing Solutions Ltd

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Detailed Report

Maintenance of Accounting Records & Bank Reconciliations

The Council continues to use Edge software to maintain its day-to-day accounting records, which also form the basis of the year-end Statement of Accounts and Annual Return. Our objective in this area is to ensure that the accounting records are being maintained accurately and in a timely manner and that no anomalous entries appear in cashbooks or financial ledgers. We have consequently: -  Ensured that an appropriate income and expenditure coding structure remains in place;  Agreed the year’s opening balances to those reported in the closing Trial Balance and Annual Return for 2013-14;  Reviewed the current account bank reconciliations as at 30th April and 31st August 2014, ensuring that no long-standing “out-of-date” cheques or other anomalous entries exist:  Reviewed transactions on the Council’s other accounts where surplus funds are deposited in order to achieve a better rate of interest return;  Tested a further sample of transactions for the year to date between the cashbook and Co-Op bank statements and inter account transfers;  Checked and agreed each “sweep” transfer between the current and business premium accounts for the year to 31st August 2014;

Conclusions

We are pleased to report that no significant issues have been identified in this area at present: We shall undertake further testing in this area at future visits including ensuring the accurate disclosure of year-end balances in the Annual Return.

Review of Corporate Governance

Our objective is to ensure that the Council has a robust regulatory framework in place; that Council and Committee meetings are conducted in accordance with the adopted Standing Orders, that financial transactions are made in accordance with the extant Financial Regulations and that we have a reasonable expectancy of identifying any actions of a potentially unlawful nature that have been or may be considered for implementation.

We note that a further review of the Standing Orders and Financial Regulations is currently under way and will be completed by the financial year end. We have also commenced our review of the full Council and Standing Committee minutes for the financial year to date to ensure that no issues affecting the Council’s financial stability either in the short, medium or long term exist.

Conclusions

Overall, we consider that the Council currently has sound corporate governance arrangements in place. We shall continue to monitor the Council’s approach to governance at future visits.

Chorleywood PC: 2014-15 (First interim) 09/10/2014 Auditing Solutions Ltd

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Review of Expenditure

Our aim here is to ensure that, in addition to confirming that sound financial control procedures are in place: -  Council resources are released in accordance with the Council’s approved procedures and budgets;  Payments are supported by appropriate documentation, either in the form of an original trade invoice or other appropriate form of document confirming the payment as due and/or an acknowledgement of receipt, where no other form of invoice is available;  The correct expense codes have been applied to invoices when processed; and  VAT has been appropriately identified and coded to the control account for periodic recovery.

To ensure compliance with the above criteria, we have selected a sample of payments processed in the financial year to August 2014 including all those individually in excess of £2,000 together with every 30th other non-pay related payment. Our test sample totals £99,666 and equates to 51% of total non-pay related expenditure to date.

Conclusions

We are pleased to report that the controls in place relating to the payment of invoices continue to operate effectively. We shall examine future payments covering the remainder of the year applying the same criteria at future visits.

Assessment and Management of Risk

Our aim here is to ensure that the Council has put in place appropriate arrangements to identify all potential areas of risk of both a financial and health / safety nature, whilst also ensuring that appropriate arrangements exist to monitor and manage those risks in order to minimise the opportunity for their coming to fruition.  We note that an overall strategy, linking risk assessments to policy or strategic objectives has been put in place, together with an updated Risk Assessment, which was approved by Council in February 2014;  We also note that there is a Strategic Management Assessment currently under review;  We have examined the Council’s insurance policy with Aviva for the financial year and confirmed that appropriate cover is in place in each relevant area.

Conclusions

No issues have been identified in this area currently: we shall continue to assess the appropriateness of the Council’s approach to risk management at future visits.

Chorleywood PC: 2014-15 (First interim) 09/10/2014 Auditing Solutions Ltd

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Budgetary Control & Reserves

We aim in this area of our work to ensure that the Council has appropriate procedures in place to determine its future financial requirements leading to the adoption of an approved budget and formal determination of the amount of the precept placed on the Unitary Authority and that effective arrangements are in place to monitor budgetary performance throughout the financial year. We will also confirm that the Council has identified and retains appropriate reserve funds to meet future spending plans.

The Council will commence this process in the autumn: we shall consider the action taken and outcome, also ensuring the formal approval and adoption of the 2015-16 precept at our next visit.

We are pleased to note that members continue to receive regular budget monitoring reports with over/under-spends and the level of earmarked reserves the subject of regular review.

Conclusions

There are no matters requiring formal comment or recommendation in this area of our review process currently.

Review of Income

In considering the Council’s income streams, we aim to ensure that robust systems are in place to ensure the identification of all income due to the Council from its various sources, to ensure that all income due to the Council is identified and invoiced in a timely manner and that effective procedures are in place to pursue recovery of any outstanding monies.

We have examined the controls in place over the identification and recovery of income due to the Council from the 3 allotment sites, examining receipts from the plot holders, the recording of rents due and subsequent banking of income received. We have ensured that, for each allotment hire, hirers have completed and signed a “Hire Agreement Form” and that appropriate fees have been charged and recovered within a reasonable time frame.

Conclusions

We are pleased to report that no issues have been identified in this area of our review process. We shall examine further income streams at future visits and report our conclusions accordingly.

Petty Cash Account

We are required, as part of the annual Internal Audit Certification process on the Annual Return, to indicate the soundness of controls in this area of the Council’s financial activities and note that an imprest style petty cash scheme operates at the Council office with a maximum holding of £200. We have reviewed the Petty Cash file for both the Parish Council and the War Memorial Hall at this visit to ensure that the systems continue to operate effectively, also verifying the physical cash held against the control records maintained.

Chorleywood PC: 2014-15 (First interim) 09/10/2014 Auditing Solutions Ltd

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Conclusions

No matters arise warranting formal comment or recommendation.

Salaries and Wages

In examining the Council’s payroll function, we aim to confirm that extant legislation is being appropriately observed as regards adherence to the requirements of HM Revenue and Customs (HMRC) legislation as regards the deduction and payment over of income tax and NI contributions, as regards employee contribution bandings. To meet this objective, we have:  Reviewed the Council’s payroll preparation procedures;  Checked to ensure that the Council has reviewed and approved appropriate pay scales for staff;  Checked and agreed the amounts paid to individuals by reference to the approved pay rates, examining payments made in August 2014;  Ensured that PAYE, NIC and superannuation deductions have been made accurately by reference to the HMRC software and revised pension contribution bands;  Ensured that the appropriate month’s deductions and contributions have been paid over to HMRC and the County Pension Fund in a timely manner;  Checked that any overtime paid is properly supported by authorised timesheets.

Conclusions

We are pleased to report that no significant issues have been identified in this area:

Investments and Loans

The Council “invests” surplus funds in a Co-op Instant Access account, National Westminster account and a Scottish Widows “60 day investment account”. We have reviewed and verified detail of these deposits and their subsequent repayment to the Council for the year to date, together with accumulated gross interest for the year to date with no issues arising.

The Council has no loans either repayable to or by it.

Conclusions

No issues have been identified in this area to date: we shall extend our examination of the deposits/investments again at future visits, also ensuring the accurate and appropriate disclosure of any such funds in the year-end Accounts and Annual Return.

Chorleywood PC: 2014-15 (First interim) 09/10/2014 Auditing Solutions Ltd

53 Carpenters Wood Drive,

Chorleywood, WD3 5RP

September 29th 2014

Dear Mrs. Merritt,

I am writing to ask who would be responsible for granting permission for a new notice board to go up in the Village.

I chair the Chorleywood Choral Society, and we have a real problem in successfully publicising our very existence and our concerts.

We don’t have a concert venue in the village; the existing halls are not large enough for both choir and audience, and any group of instrumentalists we might wish to include, but our membership is largely drawn from local residents.

We depend upon the kindness of village shopkeepers etc. to allow us to put up posters, but, especially around Christmas-time, we are in competition with a whole host of other such publicity notices. These must, naturally, take second place to the various shops’ own notices, and are not, anyway, in obvious places for members of the public to see.

We use the library, but any musical activities are relegated to a board in the back of the library and are not readily “noticeable” unless you know what you are looking for.

I recently also found out that we can use two boards at the station: one outside, and one on the southbound platform, but those would not be seen by many people. And now I see that the one on the platform has been removed altogether.

Ideally, we would like to use a notice board which would stand in the centre of the village and which everyone would see as they go about their local activities. The Parish Council board is an ideal model – not the untidy-looking Three Rivers one by the telephone box – and one of the local businesses which would also welcome such a board could hold a key (the Bookshop is the obvious choice). There is a number of other societies that would be glad to have a specially-designated site to publicise their occasional events, leaving the permanent business cards etc. to use boards such as the one in Morgan’s deli and café. Amersham on the Hill has a board on the side of a shop in the centre of the town, opposite Boots, and I have seen something similar in various other towns.

I am first of all enquiring as to who would take the initial decision, and would be only too pleased to meet the right person/group of people to discuss this further.

Yours sincerely,

Rosemary Marciniak

Chair, Chorleywood Choral Society Agenda HERTFORDSHIRE COUNTY COUNCIL Item No.

CUSTOMER SERVICE, PERFORMANCE AND LIBRARIES PANEL

DATE OF PANEL 19 September 2014

TITLE Delivering the ‘Inspiring Libraries’ Strategy

Report of the Director of Health and Community Services

Author: Andrew Bignell – Head of Libraries, Culture and Learning (Tel: 01992 588309)

Executive Member: Frances Button (Customer Service, Performance and Libraries)

1. Purpose of report 1.1 To present proposals for the delivery of the ‘Inspiring Libraries’ strategy and ask that Panel recommends to Cabinet that it adopts these proposals.

2. Summary

2.1 ‘Inspiring Libraries: a new strategy for Hertfordshire Library Service 2014-2024’ was adopted by Cabinet on 14 July 2014. This document sets the vision and direction for the service over the next ten years, and provides a framework for future decisions about service priorities.

2.2 ‘Inspiring Libraries’ sets out the ambitions of the Library Service for the next decade, and is based on three main themes: • The library as a vibrant community asset • The digital library – exploiting technology for the benefit of residents • The library as an enhanced gateway to reading, information and wellbeing

2.3 In order to ensure a balanced budget, the Library Service expects to contribute £2.5 million towards County Council savings targets over the next three years from a total budget of £15.8 million. This will be achieved by reducing revenue expenditure, increasing income and reviewing assets. At the same time, there will be a need for continuing capital investment in the Library Service in order to deliver the ‘Inspiring Libraries’ strategy.

2.4 In order to clarify customer expectations, it is proposed that Hertfordshire libraries should be branded and promoted in three distinct Tiers. In the smallest of these (Tier 3), the County Council will offer self-service access to library services, and will invite local communities to work with us to add value to these self-service facilities through volunteer support and the provision of additional activities.

2.5 It is proposed that mobile libraries and outreach services should be reviewed to explore alternative options, including replacing the current mobile library service with an expanded Home Library Service and a more tailored offer to residential homes to support ‘Reminiscence’ work.

2.6 It is proposed that the County Council should seek opportunities to co-locate libraries with other services to achieve savings while maintaining service provision.

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2.7 It is proposed that the Library Service should invest in the development of technology to improve service delivery, to support digital inclusion, and to empower citizens.

2.8 It is proposed that the Library Service should seek to develop new revenue streams in order to generate more income, and should seek to promote services more effectively in local communities.

2.9 It is proposed that a public consultation exercise should be undertaken between 29 September and 7 December 2014 to seek public feedback on the strategy proposals.

3. Recommendation

3.1 That the Panel considers and comments upon the content of the report.

3.2 That the Panel recommends that Cabinet adopts the proposals for delivering the ‘Inspiring Libraries’ Strategy and supports the proposed approach to public consultation.

4. Introduction – Inspiring Libraries Strategy

4.1 ‘Inspiring Libraries: a new strategy for Hertfordshire Library Service 2014-2024’ was adopted by Cabinet on 14 July 2014.

4.2 The strategy is informed by the results of the public consultation, ‘The Future of Hertfordshire Libraries’, which attracted contributions from 15,457 residents between October and December 2013. It is designed to ensure that we can continue to deliver a high quality library service that is sustainable into the future and remains relevant to the diverse and changing needs of Hertfordshire communities.

4.3 ‘Inspiring Libraries’ sets out Hertfordshire Library Service’s ambitions based on three main themes: • The library as a vibrant community asset – shaped with local people and partners to reflect local need, support sustainability and enrich communities. • The digital library – a service that is ambitious in its use of technology and digital formats for the benefit of residents. • An enhanced gateway to reading, information and wellbeing.

4.4 By 2024, Hertfordshire Library Service aims: • to have a network of libraries that are valued local assets at the very heart of the communities they serve. • to attract more visitors (physical virtual and outreach) • to be open to residents for longer hours • to cost the taxpayer less

5. Implementing the ‘Inspiring Libraries’ strategy

5.1 ‘Inspiring Libraries’ sets the vision and direction for the service over the next ten years, and provides a framework for future decisions about service priorities. Some of the changes outlined in the strategy will take time to develop and evolve, and will be delivered as resources allow. Others can be delivered relatively quickly.

5.2 This paper outlines our approach to delivering the new strategy, and sets out in more detail how the first phase of changes will be implemented over the next three years.

5.3 As the proposals are progressed, appropriate consultation will be undertaken with residents and stakeholders, and any identified equalities issues will be addressed. - 2 -

5.4 Regular progress reports will be presented to Panel to enable Members to monitor the implementation of the Strategy.

6. Budget context

6.1 The Local Government Finance Settlement 2014/15-2015/16 has confirmed that the level of funding available from Central Government will continue to be challenging for Hertfordshire County Council. This, together with projections of other income sources including Council Tax and Business Rates, and costs of delivering current services, indicates a funding gap of £145 million by 2017/18.

6.2 The Library Service has contributed £3.4 million towards County Council savings since 2010, and expects to contribute a further £2.5 million over the next three years from a total budget of £15.8 million (including property costs and central recharges). This will be achieved by reducing revenue expenditure, increasing income and seeking revenue savings from capital investment.

6.3 The successful delivery of the strategy will also require investment, particularly in improved technology, and this will be financed from re-engineering current budgets, from Invest to Transform bids where appropriate, from Section 106 funds where available, and from capital receipts where existing library buildings are relocated.

7. Tiering of libraries

7.1 In order to clarify what customers can expect, Hertfordshire’s library buildings will be branded and promoted in three different tiers: Tier 1 – centrally located in large towns, these will offer the broadest range of stock and services, and will be open for the longest hours. They will be staffed by library staff, and we will continue to invite volunteers to support the delivery of some services and activities. Tier 2 – located in smaller towns, these will provide core library services and offer a wide range of popular stock. Additional services will be tailored to meet local need/demand. They will be staffed during current core opening hours, and we will seek to extend access through volunteer supervised self-service, building on the success of established arrangements at a number of Hertfordshire libraries.. Tier 3 – in smaller communities and villages, we will maintain our libraries and provide self-service access to library services, including the issue and return of books, access to IT and study space, and staff assistance via a virtual librarian service. We will invite local communities to add value to these self-service facilities through volunteer support and the provision of additional activities and services as decided by the local community.

7.2 Based on an analysis of Hertfordshire’s libraries by a combination of current usage (visits and issues), and community need (catchment population and social deprivation), the following tiers are proposed:

Tier 1 (11 libraries) Bishops Stortford Hoddesdon Borehamwood St Albans Harpenden Stevenage Hemel Hempstead Watford Hatfield Welwyn Garden City Hitchin

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Tier 2 (18 libraries) Abbots Langley North Watford Baldock Oakmere (Potters Bar) Berkhamsted Oxhey Bushey Radlett Cheshunt Rickmansworth Croxley Green Royston Hertford Tring Letchworth Waltham Cross Marshalswick Ware

Tier 3 (17 libraries) Adeyfield Leverstock Green Bovingdon London Colney Brookmans Park Redbourn Buntingford Sawbridgeworth Chorleywood Stevenage Old Town Cuffley Welwyn Goffs Oak Wheathampstead Kings Langley Woodhall Knebworth

7.3 The tiering of libraries enables the County Council to retain a library in every town that currently has one, whilst meeting budget targets.

7.4 A map of Hertfordshire Libraries showing the proposed tiers is included as Appendix 1 The methodology for the analysis on which these recommendations are based is set out in Appendix 2

7.5 The service delivered through this network of tiered libraries will be complemented by a high quality online library service, available to Hertfordshire library members 24/7 from anywhere in the world. This includes access to information and online reference resources, downloading e-books, ordering items from the library catalogue, access to enquiry services and communication through social media. This reflects the increasing popularity of online library service – over the last five years, virtual visits have risen from 7% to 25% of all library visits in Hertfordshire.

7.6 Library opening hours were reduced in 2011 in order to meet savings targets, and one of the key messages of our public consultation in 2013 was that many library users are not satisfied with the opening hours currently offered. The Library Service has listened to these concerns, and the tiering of libraries is designed to increase access to library services within the constraints of the budget, through extending opening hours in Tier 1 libraries where possible, and through additional self-service or volunteer supervised opening hours in smaller libraries.

7.7 We will re-profile staffing and library stock and review local opening hours in Tier 1 and Tier 2 libraries. Tier 3 libraries will be implemented in line with the development of community partnerships (see section 8).

7.8 The tiering proposals outlined above will be the subject of a public consultation exercise in the autumn of 2014.

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8. Tier 3 – developing community partnerships

8.1 Self-service kiosks are already in place in all Hertfordshire libraries, allowing customers to issue and return books for themselves, access account information and make payments. In Tier 3 libraries, this self-service offer will be further developed through the introduction of self-service printing from public computers and a ‘virtual librarian’ service, enabling customers to summon assistance via a ‘Skype’ type link.

8.2 In a number of Hertfordshire Libraries (Harpenden, Radlett and Bovingdon), we have successfully extended access to library services beyond core opening hours through volunteer supervised self-service.

8.3 Building on this model, we will seek to add value to the self-service offer in Tier 3 libraries by developing community partnerships, inviting partner organisations to provide volunteer assistance and organise additional activities in the library. These partnerships will enhance local services, increase access, ensure sustainability, foster a sense of ownership and involvement and help us to develop these libraries into genuine community hubs. Further details of the community partnership model are included as Appendix 3.

8.4 Once established, these community-partnered libraries will remain very much part of the family of Hertfordshire libraries. The Library Service will continue to work closely with community partners to provide advice, support and ongoing training as required, and we will encourage partners to extend opening hours and develop services to enrich the library offer.

8.5 We will seek to identify one or two communities where there is existing interest in supporting library services as ‘early adopters’ of the Tier 3 community partnership model. The Library Service will work closely with these partners to develop and refine partnership agreement documentation, training packages, communication channels etc and to overcome any teething problems.

8.6 This refined model will then be rolled out to the remaining Tier 3 libraries using key volunteers from the established libraries to provide advocacy and peer to peer support. The experience of other authorities suggests that this roll-out phase may need to be spread over a couple of years.

8.7 Before a Tier 3 library is implemented in any community, we will carry out a local engagement exercise and draw up an Equalities Impact Assessment to ensure that the service remains accessible to all sections of the community. We will seek to use this exercise as part of the process of partnership building, through local public meetings and engagement with stakeholders and library users.

9. Mobile libraries and outreach services

9.1 Outreach Services include the mobile library service, services to centres and residential homes and the Home Library Service.

9.2 The mobile library service currently has seven mobile libraries, which operate 73 routes covering 394 stops across the County. Five mobiles serve a mixture of rural and urban stops across the county on a fortnightly basis. Two mobiles primarily serve residential homes, nursing homes and sheltered accommodation for older people, visiting every three weeks.

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9.3 The service was reviewed and rationalised in 2011, reducing from thirteen vehicles to seven as part of the Library Service Transformation. Since 2012, routes and stops have been reviewed and adjusted on a six monthly basis to ensure that the service is as flexible and efficient as possible. Nevertheless, it remains a fairly traditional service, which has not been able to take advantage of many of the technological advances that have changed the face of library buildings.

9.4 The results of the ‘Future of Hertfordshire Libraries’ consultation in 2013 show that 77% of respondents who used mobile libraries also used other libraries, while 23% used mobile libraries exclusively. 72% of mobile library users said they used mobile libraries because it was more convenient than visiting a library building, whilst 16% said they lacked transport to access their local library. 14% said they used mobile libraries because they had mobility difficulties, and comments from these respondents described the service as a ‘lifeline’.

9.5 The County Council is committed to ensuring that vulnerable and isolated customers who are unable to visit the local library in person are still able to access library services, but the traditional mobile library service may no longer be the most efficient way of achieving this.

9.6 The Home Library Service delivers books and recordings to the home of approximately 500 customers who are unable to access their local library because they are housebound, have a disability, or care for someone at home. The service is delivered by around 180 volunteers across Hertfordshire who visit customers monthly. Some volunteers visit a small number of customers on a more frequent basis if those customers have particular needs and there is sufficient volunteer capacity.

9.7 It is proposed that the current delivery model for Outreach Services should be reviewed. This review will include an analysis of the needs of current service users, and a public consultation to explore the possibility of replacing the current mobile library service by • Expanding and developing Home Library Service delivery • Developing a more tailored service to residential homes in order to support ‘Reminiscence’ work. (‘Reminiscence’ activities are popular and can be used to support people with dementia or as a preventative tool.)

9.8 The current mobile library service is relatively expensive to deliver, costing approximately £14 per person per visit.

9.9 This public consultation exercise will take place in the autumn of 2014.

10. Library buildings

10.1 Our ambition is for all Hertfordshire library buildings to be bright, attractive, welcoming, flexible, tech-enabled spaces in convenient locations. Recent County Council investment in library buildings has demonstrated the potential of ‘state of the art’ library facilities at libraries such as Oxhey, Welwyn Garden City, Harpenden and Borehamwood, and we are seeking to make more capital investment in library buildings.

10.2 It is likely that over the next ten years, the best opportunities for improving library buildings will come through co-locating libraries with other services. Sharing buildings provides opportunities to share costs with partners and enables customers to access a number of services in one visit, potentially attracting new customers to the library.

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10.3 In Hemel Hempstead, the County Council is currently involved in a partnership project to re-provide Hemel Hempstead Library as part of a new Public Sector Quarter in the town, under the same roof as Dacorum customer services, the registration service and community and voluntary sector provision. This could serve as a model for re-providing libraries other towns in the county.

10.4 Based on condition, suitability, size and location (see Appendix 4) the following libraries have been identified as priorities, where we will be actively seeking opportunities to work with partners or with the commercial sector to relocate or re- provide the current buildings: Hemel Hempstead - solution identified Stevenage Central Cheshunt North Watford Oakmere (Potters Bar) Ware Buntingford Sawbridgeworth Redbourn Stevenage Old Town Woodhall

10.5 If opportunities arise to improve library provision and reduce costs in other locations over the next two years, then these will be considered as they arise.

10.6 Whenever proposals are agreed for the re-provision or relocation of any library, a public engagement exercise will be undertaken to ensure that plans for the new library are shaped by the views of the local community.

11. Technology

11.1 We want Hertfordshire Library Service to be ambitious in its use of technology and digital solutions to improve service delivery, to support digital inclusion, and to empower citizens. This is in line with the results of our public consultation, which showed an overwhelming majority (73%) of respondents in favour of libraries developing and exploiting digital technology.

11.2 Within the budget for the current financial year, work is underway to make improvements in Library Service technology by: • Updating the software image on all public access computers • Developing a Library App to ensure that online library services are easy to access via mobile devices such as smart phones and tablets. • Offering ‘Tablet Taster Sessions’ to help people who may lack skills and confidence in the use of computers to use mobile technology to get online. • Enabling self-service printing from public access computers

11.3 The following technology projects have been identified as priorities for development over the next two years in line with customer demand: • Developing Wifi printing to enable customers to print documents from their own devices when using the library Wifi. This will generate income and over time will allow us to reduce the number of desktop computers provided in order to increase study space.

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• Developing a virtual librarian service via a ‘Skype’ type video link to enable customers in self-service or volunteer-supervised libraries to summon assistance from a librarian in another library. • Offering public access to ‘Skype’ style point-to-point video communications technology in libraries. • Exploring the viability of swipe card access to library buildings via a smart library card to extend self-service library access beyond core opening hours. • Offering public access to tablets as part of the library IT offer to encourage customers to access information in digital formats. • Piloting the development of a ‘Maker Space’ at Watford Library where people can go to discover and explore new technologies, such as 3D printing, sound and image editing, and develop programming skills in a safe and supportive environment. • Exploring cloud-based software access to ensure that the software on public access ICT remains robust and current.

11.4 Developing technology requires continuing investment in hardware, software and infrastructure. Part of this will be achieved by reprioritising existing capital budgets. Additional finance will be sought via Invest to Transform bids, from Section 106 funds, and from capital receipts where existing library buildings are relocated.

12. Income generation

12.1 The results of our public consultation show that there is broad support for libraries increasing income in order to support the development and sustainability of services. Our ambition is to increase income generation by £200,000-£300,000 per annum over the next three years, which represents an increase of around 25%. As traditional sources of library income (overdue charges and DVD loans) face considerable pressures, it will be necessary to find new revenue streams in order to meet this target.

This will require the service to adopt a more entrepreneurial approach, and work is already underway to explore the potential of a range of new income generation ideas that emerged from the public consultation in 2013. Examples include, but are not limited to:

12.2 Commissioned services – Libraries may charge for additional services at a rate that helps to support the sustainability of core library services, or seek funding from other HCC Departments or partner organisations for the provision of services that support wider agendas. Examples include funding from Children’s Services for the provision of the Bookstart programme, and finance from Public Health to support the promotion of health information through libraries.

12.3 Hire of library space – We will review the scale of charges for hiring meeting rooms and library spaces to develop a more localised offer, with charges related to facilities available and local market conditions. These facilities can then be marketed more vigorously with clear information available on hertsdirect.org

12.4 Refreshments – We will explore the viability of introducing coffee shops or vending machines in some libraries, both to raise income directly and to increase the attractiveness of libraries as venues for events and activities.

12.5 Events and activities – Working with our community partners, we will promote libraries as venues for events and activities, review our charges for library events, and introduce online ticket sales to make it easier to purchase tickets.

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12.6 Donations and legacies – We will seek to develop a model to encourage library users to support services through legacies and donations.

12.7 Advertising and the sale of products - We will seek to raise revenue through the sale of products in some libraries, and through the sale of appropriate advertising in libraries and in library publications.

13. Promotion

13.1 One of the recurring themes of the public consultation in 2013 was the need to promote library services more effectively, as many people who would benefit from public library services are unaware of the changes that have occurred in recent years and the range of services on offer.

13.2 Given current budget constraints, the challenge for the Library Service is to raise its profile in local communities without diverting funds from service provision into costly advertising campaigns, so it will be important to achieve value for money through the use of free or low cost promotional opportunities.

13.3 Hertfordshire is signed up to the Society of Chief Librarians’ four ‘universal offers’ for public libraries – reading, information, digital inclusion, and support for health and wellbeing, and we will make full use of the national publicity generated by these campaigns.

13.4 We will reinvigorate our use of social media – Facebook and Twitter – to promote local library services, events and activities.

13.5 We will work with local communities to encourage the organisation of ‘Friends’ groups for local libraries, through which volunteers can help us to promote library services in the local area and to raise income.

13.6 We will seek to promote library services through schools and partner organisations, and by encouraging local community contacts, volunteers and customers to become ambassadors for the library service, promoting the service through word of mouth among their peers. This will not only improve awareness, but help us to ensure that libraries remain rooted in the communities they serve and that services are closely attuned to local needs.

13.7 The success of these initiatives will be measured against key performance indicators, such as library visits, issues, active borrowers, attendance at library events, participation in the Summer Reading Challenge etc.

14. Financial implications

14.1 ‘Inspiring Libraries’ is a ten year strategy, which will inform year on year decisions about service priorities and the operation and delivery of library services. In the short term, the implementation of the strategy will need to respond to the financial challenge that the County Council faces over the next three years.

14.2 The Library Service expects to find £2.5 million in savings by 2017/18, as follows: • 2015/16 - £1 million • 2016/17 - £2 million • 2017/18 - £2.5 million

These savings will be made by reductions in revenue expenditure through the re- profiling of staffing and library stock, by increasing library income, and by seeking revenue savings through capital investment.

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14.3 However, many of the changes, which save money are predicated on investment to modernise the service. It is estimated that the technological improvements required to deliver the Strategy will cost between £1 million and £1.5 million in capital investment over the next three years to be financed from re-engineering current budgets, from Invest to Transform bids where appropriate, from Section 106 funds where available, and from capital receipts where existing library buildings are relocated

14.4 Beyond the next three years, there will be a continuing need for libraries to respond to demographic and social change. This will mean continuing to invest in technology to ensure that the Library Service remains relevant and up to date. The service will also consider the best operating models to deliver the strategy within a reduced budget.

15. Equalities implications

15.1 When considering proposals placed before Members it is important that they are fully aware of, and have themselves rigorously considered the equality implications of the decision that they are making.

15.2 Rigorous consideration will ensure proper appreciation of any potential impact of that decision on the County Council's statutory obligations under the Public Sector Equality Duty. As a minimum this requires decision makers to read and carefully consider the content of any Equalities Impact Assessment (EqIA) produced by officers.

15.3 The Equality Act 2010 requires the County Council, when exercising its functions, to have due regard to the need to (a) eliminate discrimination, harassment, victimisation and other conduct prohibited under the Act; (b) advance equality of opportunity between persons who share a relevant protected characteristic and persons who do not share it and (c) foster good relations between persons who share a relevant protected characteristic and persons who do not share it. The protected characteristics under the Equality Act 2010 are age; disability; gender reassignment; marriage and civil partnership; pregnancy and maternity; race; religion and belief; sex and sexual orientation.

15.4 An Equalities Impact Assessment for the implementation of the ‘Inspiring Libraries’ Strategy is included as Appendix 5. This document indicates possible areas of differential impact on groups with protected characteristics, and measures taken to mitigate this. It also sets out where further information gathering is required to identify potential impacts, and where additional EqIAs may be required for specific aspects of the Strategy as implementation proceeds.

15.5 A separate Equalities Impact Assessment is included as Appendix 6, which covers the proposed public consultation to be carried out in the autumn of 2014 to ensure that the consultation exercise engages with groups across Hertfordshire and is representative of the county’s population.

16. Public consultation

16.1 It is proposed that a public consultation exercise will take place between 29 September and 7 December 2014 to seek feedback on the strategy proposals, and in particular the proposals for the tiering of libraries and the future of the mobile library service.

16.2 This consultation will include the use of questionnaires in libraries and online, face to face meetings and drop-in sessions and discussions with key partners and stakeholders.

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16.3 In addition to ensuring that Hertfordshire residents have an opportunity to comment on the specific proposals, it is hoped that this exercise will provide an opportunity to promote the ‘Inspiring Libraries’ strategy more widely and to identify individuals and groups in local communities who may be keen to work with the Library Service to support its delivery.

16.4 The results of the consultation exercise will be analysed and reported back to Panel in February 2015, along with any suggested revisions to the proposals outlined in this paper.

17. Conclusion

17.1 The ‘Inspiring Libraries’ strategy is an innovative and ambitious programme, designed to ensure that Hertfordshire continues to be a leading library authority, providing high quality library services to meet the changing demands of the next decade.

17.2 The proposals set out in this paper will enable the Library Service to continue to develop and deliver services relevant to the needs of local communities, whilst meeting a challenging savings target over the next two years. Hertfordshire library services will look different in future, but their value to local citizens and communities will endure.

18. Appendices

Appendix 1 – Map of Hertfordshire Libraries with proposed Tiers

Appendix 2– Methodology for the proposed tiering of libraries

Appendix 3 – Tier 3 – Developing Community Partnerships

Appendix 4 – Summary of Property Priorities

Appendix 5 – Equalities Impact Assessment for ‘Delivering the Inspiring Libraries Strategy’

Appendix 6 – Equalities Impact Assessment for the public consultation on ‘Delivering the Inspiring Libraries Strategy’

19. Background papers

• Inspiring Libraries: A new strategy for Hertfordshire Library Service 2014-2024

http://www.hertsdirect.org/docs/pdf/i/inspiringlibraries

• Results of the ‘Future of Hertfordshire Library Service’ Consultation 2013.

http://www.hertsdirect.org/services/libraries/aboutlib/publicconsultation/

• Libraries and Heritage Services Transformation Report to Cabinet 2011

http://www.hertsdirect.org/your-council/civic_calendar/cabinet/15930982/

- 11 - Appendix 1 ´ )IH Royston Hertfordshire Libraries

Baldock )IH Letchworth IH )IH Library In Tier 1 )

)IH Buntingford )IH Library in Tier 2 Hitchin )IH

)IH Library in Tier 3 Stevenage )IH Old Town Stevenage )IH Central

Bishop's Stortford )IH Knebworth )IH

Welwyn )IH Sawbridgeworth )IH Harpenden )IH )IH WGC Central )IH Ware Wheathampstead )IH Library and Information Service Hertford Redbourn )IH )IH )IH )IH Tring Woodhall

Adeyfield Marshalswick )IH )IH Hatfield Hoddesdon )IH Berkhamsted )IH Hemel )IH Hempstead )IH )IH St Albans )IH Leverstock Green Hertfordshire London Brookmans Bovingdon IH Colney )IH Park )IH Goffs Oak Districts ) Kings North Langley )IH Abbots Cuffley )IH )IH Hertfordshire )IH Langley Cheshunt )IH Oakmere )IH Stevenage Waltham Cross )IH East North Radlett IH Hertfordshire Watford )IH )

Watford Welwyn Dacorum St. Albans )IH Central Borehamwood Hatfield Croxley )IH Chorleywood )IH Green Broxbourne )IH 0 2.5 5 7.5 10 Rickmansworth )IH Bushey )IH Watford Hertsmere Three Oxhey )IH Rivers Miles

© Crown copyright and database rights 2014 Ordnance Survey 100019606 Appendix 2

Methodology for recommended tiering

Libraries are ranked by a total score out of 5. The total score is made up of four factors (two usage factors and two community need factors) including:

• Annual visits (scored out of 2) • Annual issues (scored out of 1) • Catchment population (scored out of 1) • Deprivation (scored out of 1)

The values for each ranking factor (Visits, Issues, Catchment Population and Deprivation Score) are not directly comparable so for the purposes of the ranking exercise each value has been adjusted into a score out of 1. This is to bring each factor on to an equal scale then an appropriate weighting has been added (Visits x 2, Issues x 1, Catchment Population x 1 and Deprivation Score x 1).

To adjust the value of a factor into a score out of 1, the library with highest value of that factor is automatically given a maximum score of 1. Then the factor value for every other library is benchmarked against the highest library's value to calculate a proportional score out of 1. For example, if the busiest library has 100,000 visits it receives the maximum score of 1, then a library with 80,000 visits receives a score of 0.8 and a library with 10,000 visits receives score of 0.1.

Other factors that were considered but removed from the equation are:

• Stock held and active borrowers because these would multiply the factors directly related to borrowing. Issues is a sufficient measure.

• Floor space because this could create artificial scoring where a library building may be too big or small for the scale service it provides, plus some libraries may be re-provided.

The 11 top ranked libraries (scoring 2 or more) have been designated as Tier 1. The next 19 libraries (scoring more than 0.75) have been designated as Tier 2. The remaining 17 libraries have been designated as Tier 3.

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Appendix 2

Library Band Visits Issues Catchment Deprivation Total Rank Recommended Score Score Population Score Score /5 Tier Score St Albans Band 1 2.00 1.00 0.79 0.47 4.26 1 1 Stevenage Band 1 1.32 0.80 1.00 1.00 4.12 2 1 Hemel Hempstead Band 1 0.93 0.65 0.91 0.85 3.35 3 1 Watford Band 1 1.51 0.75 0.52 0.53 3.31 4 1 WGC Band 1 1.22 0.79 0.47 0.33 2.81 5 1 Bishop’s Stortford Band 2 1.02 0.78 0.45 0.20 2.45 6 1 Harpenden Band 2 0.84 0.84 0.40 0.11 2.19 7 1 Hitchin Band 2 0.73 0.65 0.48 0.32 2.18 8 1 Borehamwood Band 2 0.83 0.44 0.42 0.50 2.18 9 1 Hoddesdon Band 2 0.89 0.53 0.38 0.28 2.08 10 1 Hatfield Band 2 0.73 0.41 0.45 0.43 2.03 11 1 Letchworth Band 2 0.65 0.58 0.36 0.35 1.94 12 2 Cheshunt Band 2 0.48 0.39 0.44 0.47 1.79 13 2 Hertford Band 2 0.66 0.48 0.40 0.21 1.76 14 2 North Watford Band 2 0.42 0.43 0.42 0.40 1.68 15 2 Ware Band 2 0.52 0.40 0.33 0.17 1.42 16 2 Rickmansworth Band 2 0.59 0.43 0.25 0.14 1.42 17 2 Royston Band 2 0.66 0.43 0.20 0.09 1.38 18 2 Oxhey Band 2 0.52 0.29 0.27 0.27 1.35 19 2 Berkhamsted Band 2 0.57 0.41 0.25 0.08 1.31 20 2 Bushey Band 2 0.34 0.37 0.33 0.21 1.25 21 2 Oakmere Band 2 0.38 0.35 0.26 0.19 1.18 22 2 Tring Band 3 0.46 0.36 0.17 0.07 1.06 23 2 Marshalswick Band 3 0.44 0.40 0.16 0.05 1.04 24 2 Waltham Cross Band 4 0.55 0.09 0.10 0.17 0.92 25 2 Baldock Band 3 0.39 0.28 0.16 0.09 0.92 26 2 Croxley Green Band 3 0.35 0.30 0.14 0.04 0.83 27 2 Abbots Langley Band 3 0.24 0.22 0.19 0.13 0.78 28 2 Radlett Band 3 0.32 0.23 0.14 0.08 0.76 29 2 Buntingford Band 3 0.29 0.20 0.13 0.05 0.66 30 3 Woodhall Band 4 0.23 0.16 0.13 0.14 0.66 31 3 Bovingdon Band 3 0.32 0.20 0.06 0.02 0.60 32 3 Chorleywood Band 3 0.29 0.19 0.07 0.01 0.57 33 3 Goffs Oak Band 4 0.24 0.14 0.10 0.05 0.54 34 3 Kings Langley Band 3 0.20 0.19 0.10 0.04 0.53 35 3 Sawbridgeworth Band 3 0.21 0.14 0.11 0.07 0.53 36 3 London Colney Band 4 0.15 0.11 0.10 0.07 0.43 37 3 Knebworth Band 3 0.12 0.13 0.07 0.03 0.35 38 3 Redbourn Band 4 0.13 0.11 0.07 0.04 0.34 39 3 Wheathampstead Band 4 0.14 0.10 0.05 0.03 0.32 40 3 Cuffley Band 4 0.12 0.08 0.06 0.02 0.28 41 3 Leverstock Green Band 4 0.11 0.11 0.03 0.01 0.26 42 3 Welwyn Band 4 0.12 0.09 0.03 0.02 0.26 43 3 Brookmans Park Band 4 0.08 0.07 0.06 0.03 0.24 44 3 Adeyfield Band 4 0.10 0.08 0.02 0.03 0.23 45 3 Stevenage Old Town Band 4 0.10 0.07 0.03 0.02 0.21 46 3

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Appendix 3

TIER 3 LIBRARIES – DEVELOPING A MODEL FOR COMMUNITY PARTNERSHIP

The development of community partnerships to support Tier 3 libraries is designed to enhance local services, increase access, foster a sense of ownership and involvement and develop the library into a genuine community hub.

Community partnerships HCC will seek to develop partnerships with local community groups to manage and deliver services in their local Tier 3 Libraries. These may be existing community groups (parish councils, civic societies etc.) or groups established specifically to support the library.

Community partners will be invited to add value to self-service library facilities by providing volunteer assistance and organising additional events and activities of their choice to enhance the library as the hub of their community.

HCC will continue to own/lease the library building, and will be responsible for: • Building maintenance. • ICT – hardware and support • Supply of library stock – which will continue to circulate between libraries to ensure best value for money.

Partnership agreements Community Partnerships will be governed by partnership agreements setting out in detail the roles and responsibilities of all parties. The partnership agreement will confirm that the County Council will continue to own/lease the library building and will be responsible for building maintenance, ICT facilities and the supply of library stock, which will continue to circulate between libraries to ensure best value for money.

Training and Support The Library service will work with community partners to develop volunteer role outlines and competencies. Library staff will deliver initial training to key volunteers, who can then cascade training to the rest of the team. This will include training in public library values and the provision of services to customers with protected characteristics under the Equality Act. Library staff will supervise community partnered service delivery when it is first launched, and this direct supervision will be gradually withdrawn as volunteers gain in confidence.

Once established, the community-partnered libraries will remain very much an integral part of the family of Hertfordshire libraries. The Library Service will continue to work closely with community partners to provide advice, support and update and refresher training as required. A procedures manual will be provided and volunteers will be able to contact a ‘buddy’ library for support when required. Volunteers will be given access to a simplified version of Spydus (Library Management System) to make training more manageable.

- 1 - Library Buildings - Priorities for improvement Appendix 4

Service Point Name Location Size Layout Condition Image Comments Accessibility Overall suitability Possibility of economic improvement by HCC Sustaining service delivery - need to relocate within 7 years

Undersized for the growing population, poorly configured building on Hemel Hempstead Library ARRRRAR x 9 3 floors with no lift. Less than ideal for modern service delivery.

Poorly configured building on 2 floors in poor location at wrong end Stevenage Library RGRGRRR x 9 of town centre. Exterior shabby and unattractive. Less than ideal for modern service delivery Poorly configured listed building, less than ideal for modern service Cheshunt Library RGRARRR x 9 delivery in poor location away from main shopping area. High maintenance liability.

Aging and poorly configured building in need of major repair. No North Watford Library GGRGRRR x 9 visibility from outside. Less than ideal for modern service delivery

Poorly configured building with structural issues. Most undersized Oakmere Library (Potters Bar) RRRGRRR x 9 library in county for the population served. Poor location for current shopping centre.

Poorly configured listed building less than ideal for modern service Ware Library GGRRRRR x 9 delivery. Structural issues & high maintenance liability.

Small library in large building with excess space accessed via steep Buntingford Library GRAAAAR x 9 ramp. High maintenance liability.

Cramped & poorly configured library on 2 floors with no lift. Less Sawbridgeworth Library AGRRRRR x 9 than ideal for modern service delivery. High maintenance liability.

Wooden frame building with limited life and shabby exterior. Redbourn Library AGGARRR x 9 Separated from shops. Long ramp for Disabled access via side door.

Small library in large building with excess space on first floor. No lift. Stevenage Old Town Library GRAAAAR x 9 High maintenance liability.

Building larger than necessary for community served with some Woodhall Library GAGGRRR99 structural issues. Equality Impact Assessment (EqIA)

Delivering the ‘Inspiring Libraries’ Strategy (EqIA) Appendix 5

Guidance is available on Compass. Completion of an EqIA should be proportional and relevant to the anticipated impact of the project on equalities. The form can be tailored to your project and should be completed before decisions are made. Key EqIAs should be reviewed by the Business Manager or Service Head, signed off by your department’s Equality Action Group (EAG) and sent to the Equality and Diversity team to publish on HertsDirect. For support and advice please contact [email protected].

STEP 1: Responsibility and involvement

Title of proposal/ Delivering the Head of Service or Andrew Bignell project/strategy/ “Inspiring Business Manager procurement/policy Libraries” Strategy Names of those Russel Barrow Lead officer contact Russel Barrow involved in completing Andrew Bignell details: the EqIA: Michele Murphy Sue Valentine Jean Holmes Claire Barraclough Rachel Bilton Chris Bann Martha Goodhill Date completed: 26/08/2014 Review date: A min of one year from completion date, or earlier if required

STEP 2: Objectives of proposal and scope of assessment – what do you want to achieve?

Proposal objectives: Hertfordshire has developed a new strategy for public library − what you want to achieve services to respond to changing community needs, customer − intended outcomes demands and technological opportunities within the context of − purpose and need continuing pressure on local government budgets. The new strategy, “Inspiring Libraries” sets the vision and direction for the service over the next ten years, with changes and improvements to the service being delivered over a period of time as resources allow. [www.hertsdirect.org/services/libraries/inspiringlibraries]

This EqIA accompanies the paper “Delivering the ‘Inspiring Libraries’ Strategy”. The purpose of the paper is to outline how the first phase of changes will be implemented across Hertfordshire. It outlines the requirement for budget savings and explains the approach that Hertfordshire will take for:

1. Branding and promoting Hertfordshire Libraries in three distinct Tiers, in the smallest of which (Tier 3) the County Council will offer self-service access to library services, and will invite local communities to work with us to add value to these self-service facilities through volunteer support and the provision of additional activities.

Please email completed EqIAs to [email protected]

Page 1 of 20 Template updated February 2014

Equality Impact Assessment (EqIA)

2. Reviewing mobile library and outreach services, including an analysis of the needs of current service users, and a public consultation to explore the possibility of replacing the current mobile library service by expanding and developing Home Library Service delivery and developing a more tailored service to residential homes in order to support reminiscence work. 3. Seeking opportunities to re-provide unsuitable library buildings through co-location with other services. 4. Investing in the development of technology to improve service delivery, to support digital inclusion and to empower citizens. 5. Developing new revenue streams in order to generate more income 6. Promoting services more effectively in local communities 7. A public consultation exercise between 29 September and 7 December 2014 to seek public feedback on the strategy proposals. Stakeholders: Internal: Who will be affected: Staff in Libraries, Culture & Learning the public, partners, staff, County Councillors service users, local Member etc

External: Library customers, including people from hard to reach groups, e.g. some people with protected characteristics

External Organisations: Partners and other HCC departments. These are too numerous and varied to list in full here because the database of partners includes over a thousand contacts, but examples include: Hertfordshire Adult and Family Learning Service (HAFLS), local colleges, Children’s Centres, schools, local groups who use library facilities such as reading groups, local history societies etc.

STEP 3: Available data and monitoring information

Relevant equality information What the data tell us about equalities For example: Community profiles / service user demographics, data and monitoring information (local and national), similar or previous EqIAs, complaints, audits or inspections, local knowledge and consultations.

HCC Community Profile data • Hertfordshire’s population will become larger and more diverse over the next decade. This growth is not evenly distributed across the age range. By 2021 42.6% of the population will either be under 20 or over 65.

• The number of young people is forecast to increase, with 0-19s up by 11.3% and 0-5s up by 11.7%.

Please email completed EqIAs to [email protected]

Page 2 of 20 Template updated February 2014

Equality Impact Assessment (EqIA)

Relevant equality information What the data tell us about equalities For example: Community profiles / service user demographics, data and monitoring information (local and national), similar or previous EqIAs, complaints, audits or inspections, local knowledge and consultations. • The older population will increase significantly during the lifetime of the library strategy. Currently one out of every five households in Hertfordshire contains only residents that are aged 65+. 59% of these households contain one person living alone. The Office of National Statistics projects that by 2021 the number of over 65s will have increased by 22.4% and the number of over 80s will have increased by 28.2%.

• The growing older population may require changes to the way in which the County Council’s information services are provided to older people, people with disabilities and carers in order to ensure that they are not disadvantaged by the “digital by default” agenda. The 2011 Census found that 8.1% of Hertfordshire residents have never used the internet. In the 2013 public consultation, “The Future of Hertfordshire Libraries” 18% of library users responding to the questionnaire said that they did not have a home computer with internet access.

• The 2011 Census shows that the Hertfordshire population has become increasingly ethnically diverse over the last ten years and this trend is likely to continue. 19.2% of Hertfordshire residents identified themselves in the 2011 Census in ethnic groups other than White British, compared to 11.23% in 2001. Over a quarter of school aged children in Hertfordshire, 26%, are from BME backgrounds. Across all ten districts in Hertfordshire, the largest non-UK national population is Polish. During 2012-14 the top three most requested languages for interpreting and translating by the Council’s interpreting and translation service, INTRAN, were Urdu; Polish and British Sign Language. The majority of Hertfordshire residents have good English language skills; however, it is important to bear this data in mind and remember the importance of interpreting services in communicating the library strategy to diverse communities in circumstances where service users have poor English skills.

Please email completed EqIAs to [email protected]

Page 3 of 20 Template updated February 2014

Equality Impact Assessment (EqIA)

Relevant equality information What the data tell us about equalities For example: Community profiles / service user demographics, data and monitoring information (local and national), similar or previous EqIAs, complaints, audits or inspections, local knowledge and consultations. • HCC’s community profile data shows that 69,000 people in Hertfordshire have a disability. This includes 23,000 people with a severe physical disability. Around 26,000 people have a learning disability.

• The impact on equalities for library services is that people with disabilities are statistically less likely to be employed than people who have no disabilities. Having to pay for services could therefore impact on this group more. The nature of the disability can also impact on people’s ability to access services.

Service user data • Library membership statistics - equality • Library membership statistics, including monitoring data is recorded at the time of new borrowers and active borrowers joining the library and this is recorded on the • Borrower categories and ethnicity customer membership file. statistics Reports provide snapshot information on the library membership profile (e.g. numbers of members from different borrower categories

Local knowledge consultations/ • The results of “The Future of Hertfordshire engagement Libraries” public consultation informed the • "The Future of Hertfordshire Libraries" – development of the new library strategy, public consultation held October– “Inspiring Libraries: a new strategy for December 2013 Hertfordshire Library Service 2014-24”. http://www.hertsdirect.org/your- Following an equality impact assessment, council/civic_calendar/custserperfandlibc actions were taken as part of the consultation p/17990306/ planning process to enable people with protected characteristics to contribute to the consultation. People with protected characteristics have therefore helped to inform the development of the strategy.

• Lessons learned from other Library • Hertfordshire has consulted with other Library Authorities and from judicial reviews Authorities such as Buckinghamshire and Surrey in order to learn lessons from their experiences with community-managed and community-partnered libraries. These lessons have been taken into account in drawing up proposals for the implementation of the strategy for Hertfordshire Libraries.

Please email completed EqIAs to [email protected]

Page 4 of 20 Template updated February 2014

Equality Impact Assessment (EqIA)

Relevant equality information What the data tell us about equalities For example: Community profiles / service user demographics, data and monitoring information (local and national), similar or previous EqIAs, complaints, audits or inspections, local knowledge and consultations. • Hertfordshire has also studied the outcomes of judicial reviews relating to the change programmes of other Library Authorities in order to be sure of taking into account the judgements of those reviews in the implementation of the Hertfordshire strategy.

STEP 4: Impact Assessment – Service Users, communities and partners (where relevant)

4.1 – Tiering of libraries

Protected Potential for differential impact What reasonable mitigations can characteristic (positive or negative) you propose? All protected Some people with protected 1. HCC will seek to develop characteristics characteristics may need more partnership agreements with support to use library resources. local community groups to There is potential for differential support Tier 3 libraries. impact if trained library staff Community partners will be aren’t in the library to provide invited to add value to self- that support. service library facilities by providing volunteer assistance. The community-partnered library Community-partnered libraries model has the potential to be will remain part of the family of positive for people with protected Hertfordshire libraries and the characteristics because the new Hertfordshire Library Service volunteering opportunities ethos of customer service and offered through this model can equalities will continue to prevail help to give people from all across all service points. The minority groups a sense of Library Service will work closely ownership and community with community partners to involvement. provide advice, support and ongoing training for volunteers as required, including training in the additional support that may be needed by people with protected characteristics - for example, older service users or service users with disabilities.

Please email completed EqIAs to [email protected]

Page 5 of 20 Template updated February 2014

Equality Impact Assessment (EqIA)

Protected Potential for differential impact What reasonable mitigations can characteristic (positive or negative) you propose? 2. The potential for differential impact on people with protected characteristics through tiering of libraries and re-profiling of facilities in smaller communities and villages to self-service access will require further analysis in terms of actual impact and potential mitigations, including further public consultation and individual equality impact assessments for the proposed tier 3 libraries.

Age Some older people may lack 3. In Tier 3 Libraries, volunteers will confidence in using technology be trained to support customers or self-service facilities. in using self-service facilities. Hertfordshire Library Service also Some older people visit their recruits IT Champions in a local library for company and to number of libraries to support alleviate isolation. customers in using public access computers.

There may be a potential impact 4. The development of community on children and young people partnerships to support Tier 3 through the re-profiling of library libraries is designed to enhance stock and library opening hours local services and increase in tiered libraries access, developing the library into a genuine community hub. The value added to the service by volunteers creates the potential for more social engagement for elderly isolated people.

5. Further analysis will be undertaken to ensure that the re- profiling of stock and library opening hours for tiered libraries takes into account the needs of people with protected characteristics.

Please email completed EqIAs to [email protected]

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Equality Impact Assessment (EqIA)

Protected Potential for differential impact What reasonable mitigations can characteristic (positive or negative) you propose? Disability Some people with disabilities, 6. HCC will develop a ‘virtual Including Learning including people with learning librarian’ service via a ‘Skype’ Disability disabilities, may have more need type video link to enable of staffed libraries than other customers in self-service or people or may need more volunteered-supervised libraries assistance to successfully to summon assistance from a access the service. librarian in another library.

There may be a potential impact • See mitigation 1 above on some people with disabilities • See mitigation 5 above through the re-profiling of library stock in tiered libraries, for example, people needing access to talking books or adult literacy stock. Race No unique impacts identified for this characteristic Gender No unique impacts identified for reassignment this characteristic Pregnancy and No unique impacts identified for maternity this characteristic Religion or belief No unique impacts identified for this characteristic Sex Predominantly more women have caring responsibilities than men. See “carers” below. Sexual orientation No unique impacts identified for this characteristic Marriage & civil No unique impacts identified for partnership this characteristic Carers (by Carers may rely on their existing • See mitigation 2 above association with any library service to access of the above) information and resources to help them with their caring roles. They may be impacted if their local library is re-profiled as a community-partnered library and library staff aren’t available locally to advise them about the particular services available to support them in their caring roles. Socio-economic Some users may rely on their 7. The potential socio-economic existing traditional, staffed library impact on some people arising service for access to IT if they from the tiering of libraries will lack confidence in using require further analysis following computers, but need to do so in further public consultation, order to apply for benefits and through individual equality impact jobs online. assessments for proposed tier 3 libraries. 8. See also mitigation 3 above.

Please email completed EqIAs to [email protected]

Page 7 of 20 Template updated February 2014

Equality Impact Assessment (EqIA)

4.2 Review of Mobile Libraries and Outreach Services

Protected Potential for differential impact What reasonable mitigations can characteristic (positive or negative) you propose? Age Some older people may use the 1. Analysis work will be done to mobile library because of mobility develop and implement a more difficulties or because they lack cost effective way of delivering transport to easily get to a local services to customers who library building. These people cannot access library buildings. may be differentially impacted by changes to the mobile library 2. HCC will investigate possibilities service for developing a community transport service to collect Some older people may use the customers and take them to visit mobile library as a regular part of the nearest local library. their routine to get out into the community for company and to 3. The potential for changes to the combat feelings of loneliness and mobile library service to have a isolation. Changes to the mobile differential impact on people who library service could have a are unable to visit library negative impact on these people buildings will require further if they are unable to visit a analysis in terms of actual impact staffed library building. and potential mitigations, including further public There may be a potential impact consultation and an individual on some young families with equality impact assessment. small children, who may use the mobile library because they do not have the transport to easily get to the nearest library building. Changes to the mobile library service could make it difficult for these families to use the Library Service.

Disability 13.6% of mobile library users 4. Analysis work will be done to Including Learning responding to the public identify affected individuals and Disability consultation, “The Future of to implement alternative services Hertfordshire Libraries”, said that to meet their needs. they use the mobile library because of mobility difficulties. These people may be differentially impacted if changes are made to the mobile library service.

Race Not currently identified. We will monitor and take any mitigating action identified. Gender Not currently identified. We will reassignment monitor and take any mitigating action identified. Pregnancy and Not currently identified. We will maternity monitor and take any mitigating

Please email completed EqIAs to [email protected]

Page 8 of 20 Template updated February 2014

Equality Impact Assessment (EqIA)

Protected Potential for differential impact What reasonable mitigations can characteristic (positive or negative) you propose? action identified. Religion or belief Not currently identified. We will monitor and take any mitigating action identified. Sex Predominantly more women have caring responsibilities. See carers below. Sexual orientation Not currently identified. We will monitor and take any mitigating action identified. Marriage & civil Not currently identified. We will partnership monitor and take any mitigating action identified. Carers (by Carers living in more isolated or 5. HCC will provide a high quality association with any rural communities may rely on online library service, available to of the above) their existing mobile library Hertfordshire members 24/7 from service to access information anywhere in the world. This will and resources to help them with include access to information and their caring roles. There is the online reference resources, potential for differential impact on downloading e-books, ordering carers if changes are made to items from the library catalogue, the mobile library and if they are access to enquiry services, unable to visit library buildings. communication through social media and streaming of library events.

• See also mitigation 3 above • See also mitigation 4 above Socio-economic Not currently identified. We will monitor and take any mitigating action identified Opportunity to advance equality of opportunity and/or foster good relations (Please refer to the guidance for more information on the public sector duties) The library strategy provides a good opportunity to advance equality of opportunity and to foster good relations in communities. One of the main aims and ambitions of “Inspiring Libraries” is to make Hertfordshire Libraries a vibrant community asset, where libraries are shaped with local people and partners to reflect local need, support sustainability and enrich communities. The public consultation, “The Future of Hertfordshire Libraries”, demonstrated the power of the idea of the public library as a safe, trusted, non-judgemental space for the whole community.

The strategy aims to foster a sense of community ownership of the library, with the service being fully involved in local communities and developing as genuine community hubs. Delivering the “Inspiring Libraries” strategy, therefore, has the potential to bring together people with protected characteristics and people without protected characteristics – supporting community cohesion and fostering good relations between different parts of communities across Hertfordshire.

Through provision of tier 1 libraries that offer the broadest range of stock and services and that are open for the longest hours; and by working with community volunteers to extend access in the tier 2 libraries and to add value to tier 3 community-partnered libraries, the “Inspiring Libraries” strategy provides the opportunity to help to advance equality of opportunity for people with protected characteristics by extending access to valuable community resources, giving all

Please email completed EqIAs to [email protected]

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Equality Impact Assessment (EqIA)

Protected Potential for differential impact What reasonable mitigations can characteristic (positive or negative) you propose? citizens in the community free and equal access to books, e-books, reading resources and authoritative information, advice and guidance services both in library buildings and online.

4.3 Library buildings

Protected Potential for differential impact What reasonable mitigations can characteristic (positive or negative) you propose? All protected There is potential for a negative 1. Whenever proposals are agreed characteristics impact on people with protected for the re-provision or relocation characteristics when local of any library, a public libraries are re-provided or engagement exercise will be relocated if the particular needs undertaken to ensure that plans relating to those characteristics for the new library are shaped by are not taken account of. the views of the local community.

2. Individual equality impact assessments will be carried out whenever a library is re-provided or relocated.

3. Access audits will be an integral part of the planning for re- provided and relocated libraries

4.4 Technology

Protected Potential for differential impact What reasonable mitigations can characteristic (positive or negative) you propose? All protected There is potential for a positive characteristics impact on people with protected characteristics by the development of new “Tablet Taster Sessions” to help people who may lack skills and confidence in the use of computers to use mobile technology to get online. Age Some older people find it difficult 1. All new technology solutions will to use new technology and could be “user-tested” to ensure they find it harder to use the virtual are accessible to people with librarian service to get staff protected characteristics. assistance in the community- partnered libraries or to use a 2. Accessibility standards will be swipe card service to access taken into account when library buildings. developing new technology solutions, including the ‘virtual There is potential for negative librarian’ service and swipe card differential impact on older access to library buildings people arising from the development of swipe card 3. Individual equality impact access to library buildings via a assessments will be carried out smart library card. Some older for all new technology solutions

Please email completed EqIAs to [email protected]

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Protected Potential for differential impact What reasonable mitigations can characteristic (positive or negative) you propose? people may have disabilities that that are implemented. could make it harder for them to use this service. Disability Some people may have physical Including Learning or learning disabilities that could • See mitigations 1, 2 and 3 above. Disability make it harder for them to use the virtual librarian service to get staff assistance in the community -partnered libraries.

There is potential for negative differential impact on people with physical or learning disabilities arising from the development of swipe card access to library buildings via a smart library card. Some people may have disabilities that could make it harder for them to use this service. Race None identified. We will monitor and take any mitigating action identified. Gender None identified. We will monitor reassignment and take any mitigating action identified. Pregnancy and None identified. We will monitor maternity and take any mitigating action identified. Religion or belief None identified. We will monitor and take any mitigating action identified. Sex None identified. We will monitor and take any mitigating action identified. Sexual orientation None identified. We will monitor and take any mitigating action identified. Marriage & civil None identified. We will monitor partnership and take any mitigating action identified. Carers (by None identified. We will monitor association with any and take any mitigating action of the above) identified. Socio-economic None identified. We will monitor and take any mitigating action identified. Opportunity to advance equality of opportunity and/or foster good relations (Please refer to the guidance for more information on the public sector duties)

Please email completed EqIAs to [email protected]

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4.5 Income Generation

Protected Potential for differential impact What reasonable mitigations can characteristic (positive or negative) you propose? All protected There is potential for differential 1. When introducing charges for characteristics impact on some people with services, the needs of people protected characteristics if more with protected characteristics will library services incur a charge be taken into account by because many people with investigating the need for protected characteristics have concessions. lower incomes than people with without protected characteristics. 2. Equality impact assessments will be undertaken as appropriate when new service charges are introduced Protected Potential for differential impact What reasonable mitigations can characteristic (positive or negative) you propose? Age See “all protected characteristics” above Disability See “all protected Including Learning characteristics” above Disability Race See “all protected characteristics” above Gender We will monitor and take any reassignment mitigating action identified. Pregnancy and We will monitor and take any maternity mitigating action identified. Religion or belief We will monitor and take any mitigating action identified. Sex See “all protected characteristics” above Sexual orientation We will monitor and take any mitigating action identified. Marriage & civil We will monitor and take any partnership mitigating action identified. Carers (by Some carers may be See mitigation 1 and 2 above association with any differentially impacted by new of the above) service charges because they may be on benefits due to being unable to work because of their caring roles Socio-economic People on low incomes may be See mitigation 1 and 2 above differentially impacted if new charges for services are introduced Opportunity to advance equality of opportunity and/or foster good relations (Please refer to the guidance for more information on the public sector duties)

Please email completed EqIAs to [email protected]

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4.6 Promotion

Protected Potential for differential impact What reasonable mitigations can characteristic (positive or negative) you propose? All protected People with protected A variety of channels will be used to characteristics characteristics could be promote the service in order to take differentially impacted if account of people with protected promotion methods aren’t characteristics. All promotional inclusive in scope activity will use inclusive language and imagery and will be accessible.

Impact Assessment – Staff

When more detail is decided about implementation of the “Inspiring Libraries” strategy, any impact on staff will be analysed in line with HCC policy and best practice. This will be done for each affected Library Service team, assisted and advised by HR. The current headline figures/workforce diversity profile for Hertfordshire Libraries can be found below.

Protected Potential for differential impact What reasonable mitigation can characteristic (positive or negative) you propose? Age Currently 35.6% of library staff are over Impact on staff with protected the age of 55, compared to 26.1% for characteristics will be analysed in all council departments. 7% of library line with HCC policy and best staff are under the age of 25, practice in a separate equality compared to 4.2% for all council impact assessment. departments, so we have a proportionately slightly older, and slightly younger workforce in comparison to the rest of the Council. Disability 7% of library staff have identified Including themselves as having a disability. This Learning compares to 5.3% for all council Disability departments.

We do not have specific data identifying the number of library staff (if any) with learning disabilities. Race 7.8% of library staff are from Black and minority ethnic communities, compared to 11.8% for all council departments.

Gender Not relevant and hard to publish reassignment without disclosing sensitive personal data Pregnancy and Currently 5 library staff are on maternity maternity leave. Religion or Not relevant and hard to publish belief without disclosing sensitive personal data Sex Only 17.5% of library staff are male, compared to 82.5% female. This compares to 32.8% male staff and 67.2% female across all council departments. So we have many more

Please email completed EqIAs to [email protected]

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Protected Potential for differential impact What reasonable mitigation can characteristic (positive or negative) you propose? females working for us (proportionately) than other council departments. This may mean that more library staff have caring commitments, as proportionately more women have caring commitments than men. Sexual Not relevant and hard to publish orientation without disclosing sensitive personal data Protected Potential for differential impact What reasonable mitigation can characteristic (positive or negative) you propose? Marriage & Not relevant and hard to publish civil without disclosing sensitive personal partnership data Carers (by 201 staff with caring responsibilities as association reported on SAP. with any of the above)

Opportunity to advance equality of opportunity and/or foster good relations (Please refer to the guidance for more information on the public sector duties)

Full impact assessments for staff will be carried out as relevant when each stage of the strategy is implemented

STEP 5: Gaps identified

Gaps identified Tiering of libraries Do you need to collect more data/information or More information is needed to inform the library strategy carry out consultation? implementation process about the possible differential impact of the (A ‘How to engage’ tiering of libraries on some people with protected characteristics. consultation guide is on Compass). How will you The paper, “Delivering the ‘Inspiring Libraries’ Strategy” proposes to make sure your carry out a public consultation on the proposals between September consultation is and December 2014. This consultation will help to identify potential accessible to those differential impacts on people with protected characteristics and affected? mitigations for those people.

All the communities for which a community-partnered library has been proposed are different and the needs of people with protected characteristics in one community cannot be presumed to inform the needs of people in another. Therefore, individual equality impact assessments will be required for each of the community-partnered libraries that are being proposed.

Please email completed EqIAs to [email protected]

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Review of mobile libraries and Outreach Services

Hertfordshire Library Service needs to collect more information to help identify how many current mobile library users are unable to visit library buildings and require an alternative service.

The consultation proposed for autumn 2014 will help to identify potential differential impacts on people with protected characteristics arising from the proposal to change the mobile library service.

As with the 2013 public consultation, an equality impact assessment will need to be carried out as part of the consultation planning process in order to ensure that the consultation is accessible to the people affected by the proposals regarding tiering of libraries and changes to the mobile library service.

Please email completed EqIAs to [email protected]

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STEP 6: Other impacts

Implementation of the library strategy has the potential to have a positive impact on health and wellbeing. Reading for pleasure will be central to the library offer. Reading for pleasure is critical for children as the single strongest indicator of educational attainment, supporting formal and informal education and inspiring creativity. Reading for pleasure can also help older people to stay engaged with a changing world and to remain independent. The library strategy will help to support improved wellbeing for older people, people with disabilities, people with mental health challenges, families, people from poor socio-economic backgrounds and the whole community by providing easy access to health information and advice, and by combating loneliness and social isolation.

STEP 7: Conclusion of your analysis

Select one conclusion of your analysis Give details No equality impacts identified − No change required to proposal.

Minimal equality impacts identified − Adverse impacts have been identified, but have been objectively justified (provided you do not unlawfully discriminate). − Ensure decision makers consider the cumulative effect of how a number of decisions impact on equality. Potential equality impacts identified • Some people with protected − Take ‘mitigating action’ to remove characteristics need more support from barriers or better advance equality. library staff to enable them to access the − Complete the action plan in the next full range of library services. Hertfordshire section. Library Service recognises that there is the potential for differential impact on some people with protected characteristics arising from the proposals to tier libraries

• Some people with protected characteristics may be differentially impacted by the proposed changes to the mobile library service. Major equality impacts identified − Stop and remove the policy − The adverse effects are not justified, cannot be mitigated or show unlawful discrimination. − Ensure decision makers understand the equality impact.

Please email completed EqIAs to [email protected]

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STEP 8: Action plan

Issue or opportunity identified relating to: Officer − Mitigation measures Responsible Action proposed − Further research and target − Consultation proposal date − Monitor and review More information is needed to: A public consultation will be carried out on Michele the proposals detailed in the “Delivering Murphy • Inform the library strategy the ‘Inspiring Libraries’ Strategy” paper implementation process about between September and December 2014 September- the possible negative in order to help identify potential negative December differential impact of the tiering differential impacts on people with 2014 of libraries on some people protected characteristics and mitigations with protected characteristics for those people.

• Help identify how many current Analysis work will be carried out to mobile library users are unable identify which customers are unable to to visit library buildings and visit library buildings and require an require an alternative service. alternative service if the mobile library service is changed

The public consultation proposed A separate equality impact assessment Russel Barrow for autumn 2014 into the will be carried out as part of the planning proposals needs to be accessible for the public consultation in order to September to those affected. ensure that the consultation process is 2014 accessible to people with protected characteristics who are affected by the proposals.

All the communities for which a Individual equality impact assessments Russel Barrow community-partnered library has will be carried out for each of the been proposed are different and proposed community-partnered libraries the needs of people with protected after the public consultation. characteristics cannot be presumed to inform the needs of people in another. Each proposed community will therefore need its own equality impact assessment.

Analysis needs to be undertaken An individual equality impact assessment Michele into the potential impact on people will be carried out for the review of mobile Murphy with protected characteristics of libraries after the public consultation and the proposal to change the mobile before a decision is made regarding February 2015 library service. changes to the mobile library service.

Please email completed EqIAs to [email protected]

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Issue or opportunity identified relating to: Officer − Mitigation measures Responsible Action proposed − Further research and target − Consultation proposal date − Monitor and review There may be a potential negative Further analysis will be undertaken in Sue Valentine impact on some people with individual equality impact assessments (stock re- protected characteristics through for stock and library opening hours to profiling EqIA) the re-profiling of library stock and ensure that the re-profiling of stock and the re-profiling of library opening library opening hours for tiered libraries February 2015 hours in tiered libraries takes into account the needs of people with protected characteristics. Relevant Area Librarians (library opening hours EqIAs)

February 2015

Some people with protected Partnership agreements will be developed Andrew Bignell characteristics may need more with local community groups to support support to use library resources. Tier 3 libraries and community partners There is potential for differential will be invited to add value to self-service negative impact if trained library library facilities by providing volunteer staff aren’t in Tier 3 libraries to assistance. The Library Service ethos of provide that support. customer service and equalities will be reflected in the partnership agreements.

The Library Service will work closely with Andrew Bignell community partners to provide advice, support and ongoing training for volunteers in the additional support that may be needed by people with protected characteristics.

Some users may rely on their Further analysis will be carried out on the Russel Barrow existing traditional, staffed library socio-economic impact on some people service for access to IT if they lack arising from the tiering of libraries by confidence in using computers, carrying out individual equality impact but need to do so in order to apply assessments for the proposed tier 3 for benefits and jobs online. libraries

Some people with protected Investigative work will be carried out into Michele characteristics can’t get to a possible alternative ways of delivering Murphy library building and will need an services to customers who cannot access alternative service if the mobile library buildings February 2015 library service is changed.

Please email completed EqIAs to [email protected]

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Issue or opportunity identified relating to: Officer − Mitigation measures Responsible Action proposed − Further research and target − Consultation proposal date − Monitor and review Some older people who may be Investigate work will be carried out into Michele unable to visit a library building developing a community transport service Murphy may use the mobile library to get to collect customers and take them to visit out into the community for the nearest local library building. February 2015 company and to combat feelings of loneliness and isolation.

Carers living in more isolated or A high quality online library service will be Jean Holmes rural communities may rely on provided and made available to their existing mobile library service Hertfordshire members 24/7 from to access information and anywhere in the world, including access resources to help them with their to information and online reference caring roles and could be resources, downloading e-books, ordering negatively impacted if the mobile items from the catalogue, access to library service is changed and if enquiry services, communication through they are unable to visit library social media and streaming of library buildings events.

There may be a differential impact When more detail is decided about the Andrew Bignell on some library staff with implementation of different stages of the protected characteristics when strategy, any impact on library staff will be decisions are made about the analysed in line with HCC policy and best implementation of different parts practice. of the strategy.

There is potential for a negative Whenever proposals are agreed for the Relevant Area impact on people with protected re-provision or relocation of any library, a Librarians characteristics when local libraries public engagement exercise will be are re-provided or relocated if the undertaken to ensure that plans for the particular needs relating to those new library are shaped by the views of characteristics are not taken the local community. account of. Individual equality impact assessments will be carried out whenever a library is re-provided or relocated.

Access audits will be an integral part of the planning for re-provided and relocated libraries

Some older people and some Volunteers and IT Champions will be Jean Holmes people who have physical or trained to support customers in using IT learning disabilities may find it and self-service facilities harder to use new technology solutions, such as the ‘virtual All new technology solutions will be “user- librarian’ service and the proposed tested” with older people and people with swipe card service. disabilities, including learning disabilities.

Please email completed EqIAs to [email protected]

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Issue or opportunity identified relating to: Officer − Mitigation measures Responsible Action proposed − Further research and target − Consultation proposal date − Monitor and review Accessibility standards will be taken into account when developing new technology solutions, including the ‘virtual librarian’ service and swipe card access to library buildings

Individual equality impact assessments will be carried out for all new technology solutions that are implemented.

There is potential for negative When introducing charges for services, Sue Valentine differential impact on some people the needs of people with protected with protected characteristics if characteristics will be taken into account more library services incur a by investigating the need for concessions. charge Equality impact assessments will be undertaken as appropriate when new service charges are introduced

People with protected A variety of channels will be used to Library characteristics could be negatively promote the service in order to take Promotions differentially impacted if promotion account of people with protected Team methods aren’t inclusive in scope characteristics. All promotional activity will use inclusive language and imagery and will be accessible.

This EqIA has been reviewed and signed off by:

Andrew Bignell, Head of Service: Date: 28 August 2014

Reviewed by Library Strategy Board: Date: 28 August 2014

HCC’s Diversity Board requires the Equality team to compile a central list of EqIAs so a random sample can be quality assured. Each Equality Action Group is encouraged to keep a forward plan of key service decisions that may require an EqIA, but please can you ensure the Equality team is made aware of any EqIAs completed so we can add them to our list. (email: [email protected]). Thank you.

Please email completed EqIAs to [email protected]

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Delivering the ‘Inspiring Libraries’ Consultation (EqIA) Appendix 6

Guidance is available on Compass. Completion of an EqIA should be proportional and relevant to the anticipated impact of the project on equalities. The form can be tailored to your project and should be completed before decisions are made. Key EqIAs should be reviewed by the Business Manager or Service Head, signed off by your department’s Equality Action Group (EAG) and sent to the Equality and Diversity team to publish on HertsDirect. For support and advice please contact [email protected].

STEP 1: Responsibility and involvement

Title of proposal/ Delivering Head of Service or Andrew Bignell project/strategy/ ‘Inspiring Business Manager procurement/policy Libraries’ – Public Consultation 2014 Names of those Russel Barrow Lead officer contact Russel Barrow involved in completing Andrew Bignell details: the EqIA: Michele Murphy Sue Valentine Jean Holmes Claire Barraclough Rachel Bilton Chris Bann Martha Goodhill Date completed: 26/08/2014 Review date: A min of one year from completion date, or earlier if required

STEP 2: Objectives of proposal and scope of assessment – what do you want to achieve?

Proposal objectives: Hertfordshire Libraries will be carrying out a major public − what you want to consultation between September and December 2014 as part of achieve the process to implement its new library strategy, “Inspiring − intended outcomes Libraries”. − purpose and need [www.hertsdirect.org/services/libraries/inspiringlibraries] The purpose of the consultation is to seek feedback on the strategy proposals, and in particular on proposals for the tiering of libraries and the future of the mobile library service.

The purpose of this equality impact assessment is to ensure that the consultation process is accessible to the people with protected characteristics who may be affected by the strategy implementation proposals outlined in the paper “Delivering the ‘Inspiring Libraries’ Strategy”.

The consultation will include the use of questionnaires in libraries and online, face to face meetings and drop-in sessions and discussions with key partners and stakeholders.

Please email completed EqIAs to [email protected]

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Stakeholders: Internal: Who will be affected: Staff in Libraries, Culture & Learning the public, partners, staff, County Councillors service users, local Member etc External: Library customers, including people from hard to reach groups and people who commonly experience barriers to participation – e.g. some people with protected characteristics

External Organisations: Partners and other HCC departments. These are too numerous and varied to list in full here because the database of external stakeholders includes over a thousand contacts, but examples include: Hertfordshire Adult and Family Learning Service (HAFLS), local colleges, Children’s Centres, schools, local groups who use library facilities such as reading groups, local history societies etc.

STEP 3: Available data and monitoring information

Relevant equality information What the data tell us about equalities For example: Community profiles / service user demographics, data and monitoring information (local and national), similar or previous EqIAs, complaints, audits or inspections, local knowledge and consultations. HCC Community Profile data • Hertfordshire’s population will become larger and more diverse over the next decade. This growth is not evenly distributed across the age range. By 2021 42.6 % of the population will either be under 20 or over 65.

The number of young people is forecast to increase, with 0-19s up by 11.3% and 0-5s up by 11.7%.

• The older population will increase significantly during the lifetime of the library strategy. Currently one out of every five households in Hertfordshire contains only residents that are aged 65+. 59% of these households contain one person living alone. The Office of National Statistics projects that by 2021 the number of over 65s will have increased by 22.4% and the number of over 80s will have increased by 28.2%.

Please email completed EqIAs to [email protected]

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Relevant equality information What the data tell us about equalities For example: Community profiles / service user demographics, data and monitoring information (local and national), similar or previous EqIAs, complaints, audits or inspections, local knowledge and consultations. • The growing older population may require changes to the way in which the County Council’s information services are provided to older people, people with disabilities and carers in order to ensure that they are not disadvantaged by the “digital by default” agenda. The 2011 census found that 8.1% of Hertfordshire residents have never used the internet. In the 2013 public consultation, “The Future of Hertfordshire Libraries” 18% of library users responding to the questionnaire said that they did not have a home computer with internet access.

• The 2011 census shows that the Hertfordshire population has become increasingly ethnically diverse over the last ten years and this trend is likely to continue. 19.2% of Hertfordshire residents identified themselves in the 2011 census in ethnic groups other than White British, compared to 11.23% in 2001. Over a quarter of school aged children in Hertfordshire, 26%, are from BME backgrounds. Across all ten districts in Hertfordshire, the largest non-UK national population is Polish. During 2012-14 the top three most requested languages for interpreting and translating by the Council’s interpreting and translation service, INTRAN, were Urdu; Polish and British Sign Language. This data shows the importance of interpreting services in communicating the library strategy to diverse communities.

• HCC’s community profile data shows that 69,000 people in Hertfordshire have a disability. This includes 23,000 people with a severe physical disability. Around 26,000 people have a learning disability.

• The importance of this community profile data for equalities in relation to the consultation process is in the Library Service’s awareness of the growing diversity of the communities being consulted. Some communities and some people with protected characteristics may be harder to reach than others, so the

Please email completed EqIAs to [email protected]

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Relevant equality information What the data tell us about equalities For example: Community profiles / service user demographics, data and monitoring information (local and national), similar or previous EqIAs, complaints, audits or inspections, local knowledge and consultations. methodology for feeding into the consultation process needs to be sufficiently varied and accessible as to give people a good opportunity to comment on the proposals. Awareness of the diversity of Hertfordshire will help the Library Service to ensure that the profile of the total respondents to the consultation reflects the diversity of the community.

Service user data • Library membership statistics - equality • Library membership statistics, including monitoring data is recorded at the time of new borrowers and active borrowers joining the library and this is recorded on the • Borrower categories and ethnicity customer membership file. Data includes statistics ethnicity; people under 16; people over 65; people on low incomes who receive benefits; people with disabilities; carers; people with dyslexia, basic skills needs, or who need help to read English.

Local knowledge consultations/ • The results of “The Future of Hertfordshire engagement Libraries” public consultation informed the • "The Future of Hertfordshire Libraries" – development of the new library strategy, public consultation held October– “Inspiring Libraries: a new strategy for December 2013 Hertfordshire Library Service 2014-24. http://www.hertsdirect.org/your- council/civic_calendar/custserperfandlibc • Actions were taken as part of the consultation p/17990306/ planning process to enable people with protected characteristics to contribute to the consultation. At the beginning of the planning process an Equalities Impact Assessment was completed to inform the consultation methodology and to agree actions that were required in order to ensure that people with protected characteristics were able to engage in the consultation. A database of partners and stakeholders contacted as part of the 2013 consultation has been maintained and can be used for the 2014 process. Lessons have been learned from the 2013 consultation which will be helpful for reaching some harder to reach client groups – e.g. young people; people with learning disabilities.

Please email completed EqIAs to [email protected]

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STEP 4: Impact Assessment – Service Users, communities and partners (where relevant)

Protected Potential for differential impact What reasonable mitigations can characteristic (positive or negative) you propose? Age • Consultation process must We will: take account of the fact that • Provide multiple ways for people to the older population isn’t one express their views so that it is as homogenous group with a easy as possible to contribute to the common set of needs, but a consultation process diverse population covering a • Provide pre-paid envelopes to make wide geographical area that it easy for people who use mobile includes older people from all libraries, Home Library Service of the protected groups and users and residents of centres to with a variety of needs return completed questionnaires at • Some older people may not no cost have access to IT and may find • Engage with a variety of older it harder to access information people’s forums to publicise the about the consultation online. consultation • Some older people are isolated • Include copies of questionnaires or living in residential care or with books delivered to clients are unable to leave their through the Home Library Service homes due to poor health. • Engage HLS volunteers to help HLS • Children and young people clients to complete questionnaires may be less likely to take part • Use QR codes to make it easy for in traditional consultation people to access information about processes such as the consultation using their smart questionnaires phones • Provide links to the questionnaire online via Facebook and Twitter • Provide a large print version of the questionnaire

Disability • People who are blind or We will: Including Learning partially sighted may need • Use minimum of 14 point Arial for all Disability accessible copies of consultation documents. questionnaires in order to take • Brief library staff to help people to part in the process complete the questionnaire if they • People with learning are unable to do so themselves disabilities/difficulties may • Use good colour contrast in need additional assistance to consultation documents take part in the process and • Make consultation documents may wish to read consultation available in alternative formats documents in easy-read format where required, including large print • People with mental health and easy-read. conditions may find it harder to • Provide multiple ways for people to express their views in public express their views in writing, online or via social media • Include copies of questionnaires with books delivered to clients through the Home Library Service • Engage HLS volunteers to help HLS clients who ask for assistance to complete questionnaires

Please email completed EqIAs to [email protected]

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Protected Potential for differential impact What reasonable mitigations can characteristic (positive or negative) you propose? Race • Consultation process must We will: take account of the fact that • Engage with representative BME communities are not a community groups to promote the single homogenous group – consultation there are distinct and • Use Language Line and translation significant variations between services to help people whose first and within groups language isn’t English to access the • Some BME communities are questionnaire less likely to take part in formal consultation and engagement processes because they may be more isolated or marginalised – e.g. people from the Bangladeshi community; Gypsies and Travellers; asylum seekers; refugees • People whose first language isn’t English may not engage in the consultation process if they find it difficult to communicate with library staff Gender • Transgender People may not We will: reassignment identify themselves or take part • Engage Transgender People in the in formal consultation consultation by publicising the processes because of the fear process widely, including to of discrimination, harassment partners, community support groups or violence or because friends and networks, such as the LGBT or family are unaware of their Partnership chosen gender role • Some Transgender People have a low expectation of public services Pregnancy and • None identified. We will maternity monitor and take any mitigating action identified Religion or belief • Some Muslim communities can We will: be harder to reach through • Engage with representative formal consultation processes community groups to promote the because they are isolated and consultation marginalised - e.g. Bangladeshi and Somali communities Sex • In some communities We will: questionnaires are more likely • Provide a variety of ways to enable to be completed by men rather both men and women to engage than by women, with the risk with the process – e.g. that those women’s views may questionnaires; online; drop-in not be heard – e.g. Muslim sessions etc. communities.

Please email completed EqIAs to [email protected]

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Protected Potential for differential impact What reasonable mitigations can characteristic (positive or negative) you propose? • Women living in refuges may find • Work with HCC colleagues to it harder to engage in the publicise the questionnaire direct consultation process because of to women’s refuges their domestic circumstances

Sexual orientation • Consultation process must take We will:- account of the fact that lesbian, • Provide multiple ways for people gay and bisexual people are not to express their views so that it is a single homogenous group. as easy as possible to contribute • Lesbian, gay and bisexual people to the consultation process may be less likely to take part in • Engage with community groups the formal consultation process and networks that represent due to lack of confidence or if lesbian, gay and bisexual people they feel marginalised by the – e.g. HCC LGBT staff network; community LGBT Partnership • Some lesbian, gay and bisexual people have a low expectation of local services and expect to be discriminated against. Marriage & civil None identified. We will monitor partnership and take any mitigating action identified. Carers (by • Carers may find it difficult to take • Work with Carers in Hertfordshire association with part in the formal consultation to publicise the consultation any of the above) process because their caring role process takes up all of their time • Carers may feel unable to take part in the process because they feel isolated or because they are experiencing poor health and stress Socio-economic • People living in areas of higher We will:- deprivation may be less likely to • Provide multiple ways for people contribute to the consultation to express their views so that it is process than people living in as easy as possible to contribute more prosperous areas. They to the consultation process may also be less likely to have access to home computers with internet access. Opportunity to advance equality of opportunity and/or foster good relations (Please refer to the guidance for more information on the public sector duties) The consultation will help to ensure that Hertfordshire residents have an opportunity to comment on the specific proposals for the implementation of a major County Council policy. The consultation will also provide an opportunity to promote the “Inspiring Libraries” strategy more widely, helping to identify individuals and groups from across all local communities who may be keen to work with the Library Service to support its delivery, so fostering a sense of ownership and community involvement. This could be particularly beneficial for people from minority groups and so has the potential to advance equality of opportunity and foster good relations.

Please email completed EqIAs to [email protected]

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STEP 5: Gaps identified

Gaps identified Interim analysis of incoming completed questionnaires and Do you need to collect accompanying equality monitoring data will give some early more data/information or indication of gaps in participation by people with protected carry out consultation? characteristics where this data is collected. Gaps will be addressed (A ‘How to engage’ through additional targeted promotion where there is strong evidence consultation guide is on of under-representation by people with protected characteristics. Compass). How will you Data is not collected for the protected characteristics of sexual make sure your orientation, gender reassignment, religion or civil partnership. consultation is accessible to those affected?

STEP 6: Other impacts

N/A

STEP 7: Conclusion of your analysis

Select one conclusion of your analysis Give details No equality impacts identified − No change required to proposal.

Minimal equality impacts identified − Adverse impacts have been identified, but have been objectively justified (provided you do not unlawfully discriminate). − Ensure decision makers consider the cumulative effect of how a number of decisions impact on equality. Potential equality impacts identified Headlines of impacts identified in Box 4 − Take ‘mitigating action’ to remove barriers or better advance equality. − Complete the action plan in the next section. Major equality impacts identified − Stop and remove the policy − The adverse effects are not justified, cannot be mitigated or show unlawful discrimination. − Ensure decision makers understand the equality impact.

Please email completed EqIAs to [email protected]

Page 8 of 11 Template updated February 2014

Equality Impact Assessment (EqIA)

STEP 8: Action plan

Issue or opportunity identified relating to: Officer − Mitigation measures Responsible Action proposed − Further research and target − Consultation proposal date − Monitor and review Some people with protected 1. Make it as easy as possible for people Michele characteristics are isolated and with protected characteristics to Murphy marginalised for a variety of contribute to the consultation process reasons and many have a low by providing multiple ways for them to September- expectation of public services and express their views within the December expect to be discriminated resources available, including: 2014 against. It may be harder to get • Provision of hard copy the views of people from these questionnaires (written using “hard-to-reach” groups. inclusive language) • Electronic copy of questionnaire that can be completed online, including use of QR codes for quick access to the questionnaire and placing of links to the questionnaire on social media sites

2. Publicise the consultation process widely outside of library buildings and to library stakeholder groups so that people know how to access the questionnaire and public meetings and so that they have the opportunity to contribute their views if they want to

3. Use library stakeholder groups to help reach people from “hard-to-reach” groups by: • Ensuring that the library stakeholder Area database is up to date and that it Librarians contains contact details for 15 September community groups that represent 2014 isolated and marginalised communities and people at risk of social exclusion

• Using the library stakeholder database to contact relevant community organisations and groups in order to publicise the consultation to people from “hard- to-reach” groups, including:

Please email completed EqIAs to [email protected]

Page 9 of 11 Template updated February 2014

Equality Impact Assessment (EqIA)

Issue or opportunity identified relating to: Officer − Mitigation measures Responsible Action proposed − Further research and target − Consultation proposal date − Monitor and review o groups supporting older people o groups supporting BME communities o support groups for people with disabilities o support groups for people with learning disabilities o networks for LGBT people o carers support groups o refuges

Some people will find it more 4. As standard, consultation documents Chris Bann challenging to access the will be produced using a clear font 15 September consultation process because of (minimum 14 point Arial) and good 2014 disabilities, including: colour contrast. In addition, produce alternative formats of consultation People who are blind or partially documents, including: sighted • Large print versions of the o People who are deaf or hard of questionnaire in 18 point Arial hearing • Easy read material to support the People with physical disabilities consultation for people with learning People with learning disabilities disabilities

5. Brief library staff to assist people to complete the questionnaire if they are unable to do so themselves.

6. Provide hard copy questionnaires with books delivered to Home Library Service clients and brief HLS volunteers to help clients complete it if needed

Some people will find it more 7. Brief library staff to use Language challenging to access the Line and translation services to help questionnaire because they are people who can’t speak or read unable to speak or read English English to access the questionnaire

Please email completed EqIAs to [email protected]

Page 10 of 11 Template updated February 2014

Equality Impact Assessment (EqIA)

Issue or opportunity identified relating to: Officer − Mitigation measures Responsible Action proposed − Further research and target − Consultation proposal date − Monitor and review Some people with protected 8. Publicise the consultation on Library characteristics are less likely to Facebook and Twitter Promotions engage with formal public Team; consultations using traditional Corporate processes such as questionnaires Comms and public meetings, including: Young people Sept-Dec 2014 Pregnant teenagers Teenage mothers Single mothers

Women living in refuges may find 9. Work with HCC colleagues in HCS Sue Minter it harder to engage in the and Children’s Services to send Sept-Dec 2014 consultation process because of publicity about the consultation direct their domestic circumstances to women’s refuges

This EqIA has been reviewed and signed off by:

Andrew Bignell, Head of Service: Date: 28 August 2014

Reviewed by Library Strategy Board: Date: 28 August 2014

HCC’s Diversity Board requires the Equality team to compile a central list of EqIAs so a random sample can be quality assured. Each Equality Action Group is encouraged to keep a forward plan of key service decisions that may require an EqIA, but please can you ensure the Equality team is made aware of any EqIAs completed so we can add them to our list. (email: [email protected]). Thank you.

Please email completed EqIAs to [email protected]

Page 11 of 11 Template updated February 2014