Issue - meetings

This report updates the Cabinet on progress with the establishment of Explore Libraries and Archives Mutual (Explore). It asks Members to approve the award of a contract to Explore, the key principles of the founding legal agreements and the 1 April, 2014 as the date on which to transfer the operation of the Council’s libraries and archives services to Explore.

Resolved:  That Cabinet agree to:

(i)        Approve the award of a contract to Explore Libraries and Archives Mutual through a single tender action.

(ii)       Approve the key principles of the founding legal agreements set out in the report together with Schedule 2 of the Contract for Services set out at Annex 2, and delegate to the Director of Communities and Neighbourhoods in consultation with the Director of Customer and Business Support Services authority to conclude:

·        The Transfer agreement.

·        The Contract for Services between the Council and Explore.

·        Leases to be used for the premises.

·        The Collections Loan and Management Agreement.

·        Targets against the indicators set out in Annex 3 of the report.

(iii)        Approve 1 April, 2014 as the earliest date on which to transfer the operation of the Council’s libraries and archives services to Explore.

Reason:     To create the best delivery model for libraries and archive services in York.

Consideration was given to a report which updated Cabinet on progress with the establishment of Explore Libraries and Archives Mutual (Explore). Since agreement to the establishment of Explore as a Community Benefit Society in July 2013 an implementation plan had been taken forward by a project board with the key areas of work set out at paragraph 4 of the report.

It was confirmed that staff and the public had been kept updated with progress on the setting up of Explore and the new mechanism for service delivery through community hubs within the libraries to provide flexible spaces for a wide range of activities and events.

Information on the legal agreements including, the Contract for Services, Transfer Agreement, leases and the Collections Loan and Management Agreement were reported in the Annexes and at paragraphs 17 to 37 of the report.

It was noted that the future pensions contribution rates had now been assessed, with Explore paying a contribution rate of 14.5% with an additional cap of 5% with a new valuation due in 3 years’ time.

The financial, legal, equalities, human resources, and property implications and the key risks of transferring the service to Explore had been identified in the report together with any mitigation measures.

The Cabinet Member referred to Explore, the first staff led community enterprise in the country which would be tailored to meet the needs of York residents. She made reference to the safeguards put in place, consultation undertaken and staff support and to the challenging business plan which would deliver the required savings.

Officers confirmed the extensive work undertaken to implement the proposals and to continued work with the Council to create the Community Hubs and improve library services in the city.

The Cabinet Member and Leader thanked all those involved including the non executive and staff director for all their hard work in bringing this proposal to fruition.

Following further discussion it was

Resolved:  That Cabinet agree to:

(i)        Approve the award of a contract to Explore Libraries and Archives Mutual through a single tender action.

(ii)       Approve the key principles of the founding legal agreements set out in the report together with Schedule 2 of the Contract for Services set out at Annex 2, and delegate to the Director of Communities and Neighbourhoods in consultation with the Director of Customer and Business Support Services authority to conclude:

·        The Transfer agreement.

·        The Contract for Services between the Council and Explore.

·        Leases to be used for the premises.

·        The Collections Loan and Management Agreement.

·        Targets against the indicators set out in Annex 3 of the report. ^2.

(iii)        Approve 1 April, 2014 as the earliest date on which to transfer the operation of the Council’s libraries and archives services to Explore. ^1.

Reason:     To create the best delivery model for libraries and archive services in York.