Agenda item

Mr James Pearson (Head of Libraries, Registration & Archives) and Ms Rebecca Spore (Director of Infrastructure) were in attendance for this item.

1.      Mrs Bell and Mr James Pearson introduced the report and explained that a public consultation on the future town centre location of the Folkestone Library and registration service had taken placed along with analysis of the options available. Mr Pearson provided a summary of the results of the consultation and explained the options that had been considered, and the proposals made, as set out in the report. The two options to progress forward were to explore further to sell or issue a long lease for the Grace Hill building and then lease back part of the building for the library and explore an alternative leasehold site including the option of moving to FOLCA.

2.      Ms Rebecca Spore, Director of Infrastructure, explained that the Asset for Community Value (ACV) process was governed by legislation and enabled communities to ask for an asset to be listed. Ms Spore clarified that in relation to this matter the administrative body was Folkestone & Hythe District Council, and references in the report to disposal related to them starting the Asset for Community Value process. Once listed, KCC as landowner, would not be able to progress with the disposal or enter into a long leasehold, or any other arrangements in terms of the building that would constitute a disposal, unless KCC notified F&HDC, following which a six month monitoring period would start. During that six month period KCC would not be able to dispose of the building but would be able to enter discussions with organisations to develop proposals. KCC was not compelled to dispose of the building at the end of the six month period. Ms Spore confirmed, as set out in the report, that a final decision would be taken in terms of the long term permanent location of Grace Hill Library once those discussions had taken place.

3.      Further to questions and comments from Members, it was noted that:

·         Further officer meetings would take place with Creative Folkestone later in the process to explore timing, viability and affordability of their idea. Conversations would take place alongside those with other community groups.

·         A number of conversations and exchange of correspondence had taken place with Creative Folkestone over the last 6-10 months. KCC could not gift property and the triggering of the ACV process would enable more detailed conversations and proposals to develop fairly and openly.

·         Transparency was required by the Council when considering proposals put forward from any organisation.

·         Work on different options should take place alongside each other.

·         The matter would come back to the relevant cabinet committee once all options had been considered and processes completed, before the decision was taken by the Cabinet Member.

4.      RESOLVED to endorse the proposed decision by the Cabinet Member for Community and Regulatory services to:

A.      APPROVE to issue the draft consultation report set out in Appendix B.

B.      APPROVE to Issue the consultation response set out in Appendix C.

C.      Note that KCC remain committed to a full town centre library provision in Folkestone Town Centre.

D.      APPROVE that further work be undertaken to explore and implement an alternative town centre location for the temporary library and registration service, from which a greater range of services could be delivered, within current budgets, until a permanent library and registration service location is opened in the town centre.

E.      APPROVE that the options for the future of the Grace Hill building which involve KCC retaining responsibility for maintenance and repair of the building, be discounted, acknowledging that this will require KCC to make a disposal of the building to a third party (by way of freehold transfer or grant of a long lease), and progress actions relating to its listing as an asset of Page 57 Agenda Item 8 community value (ACV), including issuing a notice of intention to dispose to Folkestone & Hythe District Council which triggers the AVC process;

F.      APPROVE that further work be undertaken on the two remaining options, including further engagement with Creative Folkestone and, if appropriate, other individuals or groups who may make proposals for the Grace Hill building (including through the ACV process).

G.     DELEGATE authority to the Corporate Director of Growth, Environment and Transport to issue the draft consultation responses

H.      DELEGATE authority to the Corporate Director of Growth, Environment and Transport, in consultation with the Cabinet member for Community and Regulatory Services to proceed with the work required on the remaining two options, noting that these will be subject to further governance and decision making

I.       Delegate authority to the Corporate Director of Growth, Environment and Transport in consultation with the Cabinet Member for Community and Regulatory Services to take other relevant actions, including but not limited to finalising the terms of and entering into required contracts or other legal agreements, as necessary to implement the decision as shown at Appendix A

J.      Delegate authority to the Director of Infrastructure in consultation with the Deputy Leader and Cabinet Member for Finance, Corporate and Traded Services take other relevant actions, including but not limited to finalising the terms of and entering into required contracts or other legal agreements, as necessary to implement the decision as shown at Appendix A.

Post meeting note

Following the discussion at the Cabinet Committee, the Cabinet Member reviewed and updated the decision wording for bullet E. The original wording was ambiguous as it implied that Kent County Council was giving the building to Folkestone Hythe District Council, rather than issuing a notice to FHDC to trigger the ACV process.