Cabinet Member for Environment and Economy Ref No. EE14 (10/11) Temporary closures of Bognor, Chichester, Key Decision: Haywards Heath, Horsham, Littlehampton and Yes Worthing libraries to enable the installation of Self–service terminals

March 2011 Part I

Report by Director Operations Communities Electoral Divisions: and Infrastructure and Service Manager- Bognor Regis East, Libraries Bognor Regis West & Aldwick, Chichester East, Chichester South, Haywards Heath East, Haywards Heath Town, Horsham Riverside, Horsham Tanbridge & Broadbridge Heath, Littlehampton Town, Littlehampton East, Worthing Pier, Worthing West, Worthing East

Executive Summary

As part of a modernisation programme for libraries in West Sussex self service equipment (RFID) is to be installed in six libraries across the county. These libraries are Bognor Regis, Chichester, Haywards Heath, Horsham, Littlehampton and Worthing.

A temporary period of closure will be required at each library to allow the installation work and necessary staff training to be undertaken.

Recommendation

That the Cabinet Member for Environment and Economy approves a temporary period of closure for each library of up to three weeks. The exact dates to be agreed with the approved contractor as part of the overall project.

1. Background

1.1 The West Sussex Library Service embarked on a fundamental review of its services in 2009, looking at the way libraries were run as well as the services offered.

1.2 Self service has been introduced by library services across the whole country and the new library in Crawley opened in 2009 with a self service option called Radio Frequency Identification or RFID. This allowed customers to issue, return and renew items themselves without the need to wait at a staffed library counter. It also allowed staff to be more actively engaged with customers.

1.3 RFID proved to be very popular with customers and currently approximately 80% of all transactions are handled through the RFID terminals.

1.4 Building on the success at Crawley and as part of the library modernisation programme a decision was taken to roll-out RFID to a number of larger libraries across the county. These are Bognor Regis, Chichester, Haywards Heath, Horsham, Littlehampton and Worthing.

1.5 The process to install RFID is complicated involving the RFID supplier and a building contractor working together with the IT supplier. At the point at which these three come together to remove the existing counters and install the RFID machines there will be a need for a period of closure to allow the work to be safely and economically carried out. Once the RFID terminals are in place there will be a need for staff familiarisation and training before the library can be re-opened offering the improved service.

1.6 The timetable for installation will be agreed with the successful RFID supplier and building contractor once appointed. It is anticipated that installation will be rolled out across the county starting in April 2011.

2. Consultation

2.1 The proposal has been discussed with the Cabinet Member for Environment and Economy and Community Services Select Committee. Throughout the temporary closure period customers will be kept informed by local publicity which will also indicate alternative services in the area. The programme will be planned to ensure libraries in the same general area are not closed at the same time. Four weeks prior to the closure notices will be displayed in libraries and information handbills will be distributed. The local media will be informed. The local Member will be informed by email.

2.2 As part of a customer survey conducted in November 2009 over 40% of all respondents identified self-service as the new service that was most important to them and in the younger age range the % rose to over 60%.

3. Customer Focus Appraisal

A customer focus appraisal regarding RFID was submitted as part of the initial discussion paper for the library re-design work [COM01 (10/11)].

4. Resource Implications and Value for Money

4.1 The budget for this project is being found from two funding streams. Section 106 development money is held by the County Council for five of the six libraries (there is no section 106 money available for Worthing library). This money can only be used for capital projects within the designated libraries. The remaining costs will be met by savings made within the library service as part of the re-design project as agreed by a previous Cabinet Member decision in January 2010 [COM02 (09/10)].

4.2 In addition the installation of RFID will enable staff savings to be made. The equivalent of one full time library assistant post will be saved in each library.

4.3 The procurement process for the RFID supplier has been completed and the contractor appointed. The procurement process for the building contractor is progressing as planned.

5. Risk Management Implications

In any building project there is a risk of unforeseen complications which may lead to a delay in implementation. In this event appropriate publicity will be issued to keep customers informed.

6. Crime and Disorder Act Implications

There are no identifiable Crime and Disorder Act implications.

7. Human Rights Act Implications

There any no identifiable Human Rights Act implications.

Tony Toynton Lesley Sim Director Operations Communities Service Manager - Libraries

Contact: Alison Merriman ext 82558

Background Papers Expansion of RFID in the Library Service Decision Report and Customer Focus Appraisal [COM01 (10/11)].