Late Agenda of Council Meeting

Hurstville City Council – Council Meeting Tuesday, 10 December 2013

1. Council Reports

CCL423-13 Section 94 funding for Hurstville Library multipurpose meeting space and storage facility

Report Author/s	Manager Library Museum and Entertainment, Ms R Schulz
File	13/312
Previous Reports Referenced	No
Community Strategic Plan Pillar	Social and Cultural Development
Existing Policy?	No	New Policy Required?	No
Financial Implications	Within Budget
Reason for Report	For Approval

EXECUTIVE SUMMARY

This report seeks approval to allocate $1,000,000 of existing Section 94 development contributions received under Section 94 Contributions Plan No.6 - Library and Information Services for the development and fit out of Hurstville Library’s existing courtyard into an indoor multipurpose meeting and study space and to retro-fit the current storage area for the purpose of collection storage. These works will expand the capacity and services provided by the library, improve access for library customers and enhance the longevity of the historic artefacts held in storage.

AUTHOR RECOMMENDATION

THAT approval is granted to allocate $1,000,000 of existing section 94 funds, received under Section 94 Contributions Plan No.6 - Library & Information Services, for the development and fit out of Hurstville Library’s existing courtyard into an indoor multipurpose meeting space and to retro-fit the storage areas for the purpose of collection storage.

REPORT DETAIL

Council's delivery program

The Hurstville City Library Museum & Gallery (LMG) Strategic Plan proposes broad goals that guide planning through until 2020 that align with Hurstville City Council’s Community Strategic Plan. Goals within this Strategic Plan related to the multipurpose meeting space and storage space include:

· Goal 1 Integrate the quality service delivery model through infrastructure and cultural facility planning

· Goal 6 Manage accessible and relevant collections based on best practice standards

The LMG operates under the social and cultural development pillar of Council’s Community Strategic Plan 2021, with the following aim:

· A.2 Community facilities – Building and maintaining community facilities and services (such as community centres, libraries, museum and public toilets)

Library services - background

Currently, Hurstville Library caters to over 460,000 visitors every year. As shown in Appendix 1, Figure 1, over the past three years visitor numbers have steadily increased.

A study of library user satisfaction in November 2012 found that 58% of Hurstville Library visitors come to the central library to access the collections while another 44% utilise library services such as work spaces, wireless internet and copying facilities. In the same period, 100% of all complaints about Hurstville City Library Museum and Gallery (LMG) related to the provision of facilities with many customers suggesting a need for increased work space.

In 2010 the Hurstville Open Space, Recreation, Community and Library Facility Strategy found that “The Library offers a range of services, including book lending, community meeting space, quiet study areas, children’s play and reading area, photocopying, word processing computers and internet access. These services are all very popular and constantly utilised. Most services are at maximum capacity and the library struggles to meet demand….As this library is positioned in a high density residential area the library has become the “city or community lounge room” as a safe, comfortable and well lit place for families, students and older people to meet, relax and recreate. This is identified as an area of increasing and unmet demand as the library does not have the floor space to provide adequate informal reading areas for local residents to enjoy reading and access to other items in the collection.”

Based on current population levels and anticipated growth over the next ten years in the Hurstville local government area an optimal floor space of 3,779 sqm is required. Current library services cover a floor space of 3,440 sqm. These figures are approximately calculated based on State Library of NSW’s People Places publication guidelines for public library buildings.

Hurstville City Library Museum & Gallery collection storage – background

The local studies and historic artefacts collection are currently housed in a general storage area within Hurstville Library. In 2009 the LMG participated in a Standards Program that assessed the LMG’s performance against agreed benchmarks. The Standards Program highlighted that collection storage and security needed significant improvement. The Program recommended the development of a combined local studies and Museum storage plan, which would include defined secure space and standardised shelving.

Proposed Library multipurpose meeting space & storage area

An opportunity exists to develop a previously unused courtyard located near the current teenage collection and study area of Hurstville Library. It is proposed to convert this space into an indoor multipurpose meeting and study space to improve access for library users. This would provide an additional 172.5 sqm of space for community use. It would also allow Hurstville City Library Museum & Gallery to run workshops and technology classes that cannot be delivered within current space restrictions. See Appendix 1, Figure 2 for a proposed design of the multipurpose space that would allow for 3 break-out rooms or one large space, dependent on service requirements.

The estimated cost for the construction and fit out of the multipurpose meeting space is $900,000.

There is an opportunity to retro-fit the current Hurstville Library storage area for the purpose of collection storage. This project would significantly improve the care and preventative maintenance of the historic collection held by Hurstville City Council in trust to the rate-payers of the Hurstville local government area. The storage space would provide consistent temperature control and improve storage and retrieval of historic artefacts.

The estimated cost for the construction and fit out of the storage facility is $100,000.

The total estimated cost of the works is $1,000,000 and comprises the following components:

- construction and fit out of the multipurpose meeting space - $900,000

- construction and fit out of the storage facility - $100,000

These estimates include costs related to architects, consultants and engineers engaged in the planning of the project.

Council Officers will also seek grant funding which, if successful, will reduce the value of the Section 94 contribution used for this project.

If approval is granted to utilise Section 94 funding for the purposes listed above, Council Officers will progress architectural designs, development applications, finalise costings and proceed to implementation and construction.

Proposed timeline for project implementation

Development application process	February – April 2014
Development application approval	June 2014
Construction	Start September 2014

Comments from Council’s Section 94 Committee

Under the previous and since-repealed Section 94 Contributions Plan No.6 Library and Information Services Council levied contributions for the provision of library facilities including a central library facility to ensure that an appropriate level of provision of library and information services and facilities within the LGA.

As outlined above the current central library facility is at maximum capacity and the library struggles to meet demand. The current collection storage is well below best practice for the ongoing care and maintenance of an historic and significant local collection. The allocation of funds for the proposed development and fit out of Hurstville Library’s courtyard and storage areas is consistent with the Section 94 Plan.

Financial implications

As at 30 September 2013 there is $3,018,088.00 allocated and available for the provision of a central library and associated services under Section 94 Plan No.6 and this proposal represents approximately 33% of the current funds available.

APPENDICES

Appendix View1

Library visitor numbers and floorplan for multipurpose meeting space

Hurstville City Council – Council Meeting Tuesday, 10 December 2013

2. Committee of the Whole (Closed Council Meeting)

Council's Code of Meeting Practice allows members of the public present to indicate whether they wish to make representations to the meeting, before it is closed to the public, as to whether that part of the meeting dealing with any or all of the matters below should or should not be closed.

RECOMMENDATION

THAT in accordance with the provisions of Part 1 of Chapter 4 of the Local Government Act 1993, the following matters be considered in closed Council Meeting (Committee of the Whole) at which the press and public are excluded.

COW161-13 Further Offer to Enter Voluntary Planning Agreement - 21-35 Treacy Street, Hurstville (12/2129)

(Report by Director Planning and Development, Mr M Watt)

THAT in accordance with the provisions of Part 1 of Chapter 4 of the Local Government Act 1993, the matters dealt with in this report be considered in closed Council Meeting (Committee of the Whole) at which the press and public are excluded. In accordance with Section 10A(2) (diii) it is condidered the matter contains commercial information of a confidential nature that would, if disclosed reveal a trade secret.

THAT in accordance with Section 10D it is considered that if the matter were discussed in an open Council Meeting, it would on balance, be contrary to the public interest as it contains commercial information of a confidential nature that would, if disclosed reveal a trade secret.

THAT in accordance with the provisions of Section 11(2) of the Act, the reports and correspondence relating to these matters be withheld from the press and public.

FURTHER, THAT Council now resolves itself into a Committee of the Whole (Closed Council) and in accordance with Section 10A of the Local Government Act 1993, Council Staff (other than members of the Executive, the Governance Officer and others at the invitation of the Chairperson) and members of the press and the public be excluded from the Council Chamber during consideration of the items referred to Committee of the Whole.