ITEM CA13 CABINET – 17 APRIL 2007 WESTGATE LIBRARY REFURBISHMENT Report by Head of Cultural & Adult Learning Services and Head of Property Introduction 1. This report updates Cabinet on the prospects for securing substantial improvements to the Westgate Library as part of the planned development of the Westgate Centre, and to seek approval for alternative arrangements for library service provision during the period of refurbishment. Background 2. Westgate Library is the county’s central library. It is by far the busiest in the county, and is indeed the fifth busiest public library in England. It is well located in the city centre and provides a good range of services, including Oxfordshire Studies, an important local and family history resource. 3. As a result of negotiations with the partnership appointed by the City Council to develop the Westgate Centre, it is likely that agreement will be reached for a complete refurbishment of the library, largely at the developer’s expense, in return for a land swap which will provide an alternative entrance and giving up a minor part of the present floor space to retail use. 4. This is a unique opportunity to secure improvements to the library resulting in a more attractive and inviting environment for users, which is also better suited to the purpose of providing services required of a 21st century library. More efficient use will be made of space, which will more than offset the loss of overall floor area. Parts of the library currently used for office space will be brought into public use. Oxfordshire Studies 5. This opportunity to reconfigure services prompted a review of the advantages and disadvantages of bringing together Oxfordshire Studies with the Archives Service in Cowley to create a unified History Centre. Although such a facility has some real attractions, and many current users of Oxfordshire Studies have indicated that they would welcome it, it has been concluded that creating a History Centre at this point would be outside the likely time scale for the work on the Westgate Library and beyond the capital funding available to the County Council. It is therefore not proposed to pursue the option of a History Centre for the foreseeable future, and Oxfordshire Studies will remain fully a part of the library. 6. The present division of the library into separate departments, each with its own service point, will be replaced by a more open and connected series of spaces fulfilling all the roles required of a busy modern main library. Oxfordshire Studies, though still occupying a clearly defined and substantial part of the building, will thus be a more integral part of the library. This is a change which will maintain the quality of the service, founded upon the collections and expertise built up over the years, at the same time as bringing additional benefits. Opening hours in Oxfordshire Studies will be the same as the rest of the library. Collections will not be diminished, although they will be stored more efficiently and more attractively. There will still be staff on hand with specialist knowledge to deal with more complex enquiries, and that expertise will be shared with other colleagues, so there will be a larger staff base available to ensure that service is no longer vulnerable to unexpected staff shortages. And it is expected that many more members of the public will be attracted to find out about the history of their county and their families as a result of the service being more visible. Timescale 7. Although the timescale for developments has yet to be confirmed, it is likely that work on the library could start in early 2008. If the contractors have vacant possession of the library, the construction period will be a little over twelve months. It is possible, therefore, that a refurbished library might be opened in mid 2009. Alternative Service Provision 8. During the period of refurbishment, it will clearly not be possible to maintain a full library. There are three main options for alternative provision during that period: · no alternative provision (Option A); · provision from alternative city centre temporary premises (Option B); · provision from within the library, “working around” the refurbishment work (Option C). 9. It is advised that a period of over a year is too long for the county – and the city centre in particular – to do without a central library. This is the least preferred option. 10. Alternative temporary accommodation could take one of two forms: use of suitable temporarily vacant premises, or construction of a temporary building on a suitable site. If the former can be identified, this would be the most straightforward solution and probably best as far as the level of service which could be provided. Such empty premises are of course not plentiful in the city centre, but at least one option is currently being explored. 11. The developers have experience elsewhere of providing temporary accommodation for a major city centre library in portable buildings. This would be a viable option provided a site close to the shopping centre can be located. 12. The final option would involve a two-stage process, whereby access to the present library was temporarily provided from the rear, while work was done on creating new retail space at the front of the building, followed by a period in which the library service was housed in the new retail space, while the actual refurbishment of the library itself was carried out. This is a more complicated solution and would probably extend the construction period. It may also be more expensive and, although the cost would be borne by the developer, it could erode the amount available to spend on the refurbishment itself. However this has to be at least a “fall back” option, if no alternative temporary relocation opportunity is identified. 13. In any case, the level and range of services will be reduced during the period of refurbishment Financial and Staff Implications 14. The County Council has set aside £400,000 in its capital programme for Westgate Library. The remainder of the costs of the scheme, once agreed, will fall upon the developer. 15. During the period of refurbishment and alternative service provision, there will be some adverse impact upon library service income from the rental of audiovisual items. Mitigation of this loss is part of the negotiation with the developers. RECOMMENDATION 16. The Cabinet is RECOMMENDED to: (a) note the progress in negotiations to secure improvements to Westgate Library; (b) agree that the option of relocating all or part of Oxfordshire Studies with the Archives Service to create a History Centre, though attractive, is not viable at present; and, (c) agree that the preferred option for library service provision during the refurbishment of Westgate Library is to relocate to alternative city centre premises (Option B). RICHARD
MUNRO NEIL
MONAGHAN Background papers: Nil. Contact
Officer: April 2007
|