Item 4: Stoke Library
Remediation
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Community Services Committee
29 April 2019
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REPORT R10160
Stoke
Library Remediation
1. Purpose
of Report
1.1 To
confirm the scope, location and resources for the Stoke Pop Up Library during
the closure of the main Stoke Library for watertightness assessment and
repairs.
2. Summary
2.1 The
Stoke Library has sustained water damage and a call for tenders to undertake
remedial works received nil responses. It is now planned to remove the internal
wall linings to assess the extent of the damage and determine a way forward.
2.2 The
library is heavily utilised and the community will expect library services to
be available during the closure period, with a Pop Up Library recommended.
2.3 Until
the wall linings are removed, it is not possible to ascertain the extent of the
damage and therefore the duration of closure. A potential Pop Up Library would
therefore need to have a flexible length of stay.
2.4 Several
locations have been scoped for the Pop Up Library with the former Stoke Seniors
Hall being the most suitable.
3. Recommendation
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That the Community Services Committee
1. Receives
the report Stoke Library Remediation (R10160);
and
2. Approves the creation of a
Stoke Pop Up Library during the Stoke main library closure; and
3. Allocates up to $40,000 for
the creation of the Stoke Pop Up Library as unbudgeted operational
expenditure; and
4. Agrees to the Stoke Pop Up
Library being located in the former Stoke Seniors Hall.
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Recommendation to Council
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That the
Council
1. Approves unbudgeted
expenditure of up to $40,000 for the creation of temporary library services
at the former Stoke Seniors Hall.
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4. Background
4.1 The
Community Services Committee has the responsibility for libraries, and the
power to make recommendations to Council regarding unbudgeted expenditure to
address remediation of the Stoke Library.
4.2 The
issue of the weather tightness of the Stoke Library was discussed by the
Community Services Committee on 4 October 2018. This included a report on the
Weathertightness on the structural roof beams (A2022791). On 27 November 2018,
Council resolved:
That the Council
Approves unbudgeted
expenditure of $200,000 for an immediate short term structural renewal for the
Stoke Library.
4.3 Tenders
for this remedial work closed on 21 March 2019 with none submitted.
Discussions with potential contractors suggested that the reasons for lack of
interest include the uncertainty and degree of risk involved with tendering
without clear knowledge of the extent of damage incurred.
4.4 The
Council’s consulting engineers, Calibre, have recommended that to reduce
this element of risk and to encourage contractors to submit, an investigation
be undertaken. This would involve closing the library for a period of up to
four weeks and removing internal wall and ceiling linings to identify the
potential damage. This work is programmed to begin on 27 May 2019.
4.5 Three
scenarios could result:
a. Should
the extent of the damage be as expected, repairs will be made, linings replaced
and the library re-opened. Tenders will then be called to repair the exterior
work. The total closure time would be up to four weeks.
b. Should
the extent of the damage be beyond the scope of the current funding allocation
the interior linings would be replaced while a report is presented to the
Community Services Committee to determine a way forward. The initial closure
time would be up to two weeks. The library may, or may not then reopen. If a
decision is made to continue with repairs, tenders would be called and the
library would close again for a further period of up to four weeks while those
repairs were undertaken.
c. Should
the damage be extreme the library would remain closed and the long term future
of the Stoke Library considered. $2.5m is included over the period 2021 to 2025
for extension or relocation of the Stoke Library. The library would be closed
indefinitely in this scenario.
4.6 Officers
will report back to the Committee with the results of the investigative work,
and will provide cost estimates once these are known. In the meantime,
the focus of this report is the provision of temporary library services in
Stoke.
4.7 Various
locations have been scoped for a temporary Pop Up Library with the former Stoke
Seniors Hall at the rear of the Stoke Memorial Hall identified as the most
suitable. This venue does not have confirmed forward bookings. Other venues
including Video Ezy and Benge Fruit Shop would require extensive investment
before use.
4.8 While
Whanake Youth has indicated an interest in using the former Stoke Seniors Hall,
at this stage they do not have firm plans for the venue and are establishing
service delivery from their new office.
4.9 The
suitability of the large function room in the Greenmeadows Centre was assessed
for suitability as a Pop Up Library but ruled out due to resource consent
conditions which mean that;
During the competitive
sporting seasons for cricket and rugby, space within the Centre may not on
Saturdays between the hours of 9am and 5pm be used or hired for events or gatherings
involving more than 50 persons or attendees.
4.10 This
condition would not allow a temporary library to open on a Saturday during the
rugby season.
4.11 Separate
window damage sustained when a car collided with the Stoke Library building
will also be remediated during the library closure period.
5. Discussion
The
need for a ‘Pop Up Library.’
5.1 The
Stoke Library is busy, with an average of 10,000 visits per month. Core
services include the issuing and return of books, programmes for young and
older people, internet and customer service functions including the sale of bus
tickets and accepting rates payments.
5.2 Older
people in particular would be particularly affected by a closure as they are
high library users and tend not to travel to the CBD or Tahunanui even with
free bus services. Young people are also high users and face transport barriers
accessing alternative library locations.
5.3 Maintaining
Council customer services is important as there are no alternate customer
service facilities in Stoke. Other agencies could be recruited however the
practicalities around security, training, technology and cost make this a
complex task. Alternatively a kiosk could be set up in Stoke, although this
would attract set up, lease and staffing costs.
5.4 While
the community may tolerate loss of services for a short time, if the closure
was more than a couple of weeks it is anticipated there would be community
pressure to provide an alternative library.
Scope of the Pop
Up Library
5.5 A
Pop Up Library would need flexibility around duration and scope given the
uncertain duration of closure. Planning will initially focus on a 4 week
duration, which will be up scaled if the closure turns out to be longer.
5.6 The
Pop Up Library offers an opportunity to be fun, innovative and provide
programmes and activities not available in a ‘normal’ library. Some
examples might be art classes, kappa haka or cooking demonstrations.
5.7 A
minimum level of service to be provided short term (up to 4 weeks) includes bus
tickets, rates payments, council information and drop off, printing and
photocopying, home delivery pick up, short term internet sessions, wifi,
browsing / limited lending services, newspapers, programmes and library led
programmes such as children’s story time. The size of the
collection housed in the temporary library will be dependent on the space
available and will focus on popular categories including fiction and
children’s books. Other items can be requested from the catalogue and
collected the next day.
5.8 The
cost difference between setting up a minimum service Pop Up Library and more
comprehensive services is not great; for example the costs of three internet
computers is not a lot less than five and the costs of maintaining a small book
collection are similar to a larger collection. The major limitation is the size
of the building available. Improvements to furnishings and wifi will benefit
future building users.
5.9 If
the length of stay was extended beyond 4 weeks higher levels of service would
be added to include a larger or rotating collection, more internet computers
and increased programming at minimal extra cost.
Location of the
Pop Up Library
5.10 Several
venues were scoped and considered as locations.
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Advantages
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Disadvantages
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Recommendation
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Video Ezy
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· Close proximity
to existing library.
· Highly visible
site.
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· No toilets,
plumbing or kitchen facilities.
· Dilapidated
state.
· Lease to
negotiate.
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Not suitable due to building condition.
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Benge Fruit Shop
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· High visibility site.
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· Small.
· Requires
infrastructure investment.
· Lease to
negotiate.
· Availability
unknown.
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Not recommended due to investment required.
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Former Stoke Seniors Hall
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· A vacant council
building.
· Limited impact
on potential users.
· A great cozy space.
· Reasonable
parking.
· Flexibility
around duration.
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· Low profile
site.
· Limited IT
infrastructure.
· Will require
venue management variation with CLM.
· Extra security
may be needed.
· Limited public
and staff toilets.
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Recommended option.
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Greenmeadows large function room
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· Existing council
building.
· No forward
bookings.
· Existing
infrastructure.
· An engaging new
space.
· Opportunity to
activate and promote the new space.
· Good proximity
to the café and Stoke central.
· Secure premises.
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· Library cannot
operate on Saturdays.
· Commitment given
to other users, including Stoke Rugby offered room during peak periods.
· Lost opportunity
cost for accepting alternative bookings.
· May not fit with
stated purpose of this community venue.
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Not recommended.
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Resourcing the
Pop Up Library
5.11 It
is difficult to accurately budget the costs for the pop up library as the scope
and duration of the stay is uncertain. There is no existing budget that can
readily be reallocated and the project would need to be resourced as unbudgeted
operational expenditure.
5.12
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Item
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Description
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Total
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IT
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Phone, wifi, IT
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$4,000
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Moving out expenses
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Packing, shifting, cleaning
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$8,000
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Moving back expenses
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$4,000
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Fit Out
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Shelving and furnishings
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$5,000
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Additional staff costs for the move.
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Staff costs to assist with moving
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$3,000
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Comms
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$3,000
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Additional staff allocation for project planning
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$3,000
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Contingency
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$10,000
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Total
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$40,000
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Alternatives to
a Pop Up Library
5.13 Alternatives
to providing a Pop Up Library have been considered. The estimated cost of
shuttles and a kiosk is $6250 per week plus $3000 set up costs.
5.14
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Advantages
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Disadvantages
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Resources
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Customer services kiosk at Greenmeadows
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· Customer
services maintained.
· Could include a
book drop / pick up service.
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· 2 additional FTE
needed for staffing.
· Book drop would
require IT, staffing, transport costs.
· Difficult to
create a temporary library later if closure extended.
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· $3000 IT.
· 2 extra customer
service FTE costing $1900 per week.
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Shuttles to Elmer Turner Library
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· Library services
availability.
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· Risk of
undermining existing NBus services.
· Older people
reluctant to use.
· Uncertain
duration / cost.
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· $725 daily
shuttle costs for 6 trips.
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Shuttles to Tahunanui
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· May be a more favoured
destination for some.
· Increased
profile of Tahunanui Library.
· Less likely to
undermine existing bus services.
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· Increased hours
of operation and staffing needed.
· The Tahunanui
library is small with a limited collection and space for programmes.
· Uncertain
duration / cost.
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· $725 daily
shuttle costs for 6 return trips.
· 2
additional FTE for Tahunanui extended opening and patronage.
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No services
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· Economical and
simple to implement.
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· Likely to result
in negative community feedback.
· Difficult to
create a temporary library later if closure extended.
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· Nil
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6. Options
The provision of a Pop Up
Library.
6.1 Option
3 is recommended, a Pop Up Library in the former Stoke Seniors Hall.
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Option 1: Don’t provide
a pop up library
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Advantages
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· Less
expensive.
· Easier
to organise.
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Risks and Disadvantages
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· May need to organise a
Pop Up Library regardless if library closure is extended.
· Organising a Pop Up
Library at short notice may be difficult or not feasible.
· Absence of library
services could inconvenience the Stoke community and draw criticism.
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Option 2: A customer services
kiosk and shuttles to the Elma Turner Library.
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Advantages
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· Lower
establishment costs.
· Continuation
of Council customer services.
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Risks and Disadvantages
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· Reduced
library service.
· Unpopular
with library users.
· May need to organise a
Pop Up Library regardless if library closure is extended.
· Organising a Pop Up
Library at short notice may be difficult or not feasible.
· Weekly
costs will exceed the cost of a Pop Up Library after 6 weeks.
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Option 3: A Pop Up Library at
the former Stoke Seniors Hall.
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Advantages
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· Continuation
of Council customer services.
· Vacant
council owned building.
· The
site of the original Stoke library.
· Staff
consider this a workable site.
· Flexibility
around duration.
· Popular
with the community.
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Risks and Disadvantages
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· Lower
visibility site.
· Lower
quality facilities (toilets, heating, furnishings) than Greenmeadows.
· Greater
IT investment needed.
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7. Conclusion
7.1 Given
the uncertain period of the closure of the Stoke Library, a Pop Up Library is
needed to deliver library and council services. The former Stoke Seniors Hall
is available and has the required flexibility.
Author: Mark
Preston-Thomas, Acting Library Manager
Attachments
Nil
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Important considerations for decision making
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1. Fit
with Purpose of Local Government
The library remediation and providing alternative
library services demonstrates how Council will deliver agreed services to the
community in the most cost effective way.
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2. Consistency
with Community Outcomes and Council Policy
Repairing the library and the Stoke pop up library
plan has been developed to support the delivery of the following Council
Community Outcomes:
Our communities have
access to a range of social, educational and recreational facilities and
activities.
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3. Risk
Repairs to
the Stoke library and creating a Pop Up Library is a medium risk as the
extent of repairs and closure duration is unknown. If there is a protracted
closure of the permanent library, there is financial risk to Council for
repairs and temporary premises, with reputational risk if services are
reduced.
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4. Financial
impact
The cost of library repairs are not quantified.
There are set up costs associated with creating a pop up library, however
once the library is established staffing will be similar to the present.
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5. Degree
of significance and level of engagement
This matter is of low significance as the work
involves essential mantainence to the library. Relocation of library services
are also of low significance given their temporary nature. Given the short
project duration no public consultation is planned.
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6. Inclusion
of Māori in the decision making process
No engagement with Māori has been undertaken in
preparing this report.
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7.
Delegations
The Community Services Committee has the following
delegations to consider
Areas of Responsibility:
· Libraries
Powers to Decide:
· Approval of
tenders or projects (whether capital or operational), which exceed the
parameters of officer responsibility, as set out in Council’s
Procurement Policy.
Powers to Recommend:
· Property
transactions for any land or buildings relating to the areas of
responsibility of the committee, including the acquisition, lease, sale or
disposal, maintenance, management or development of any land or buildings.
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Community Services Committee