Equality impact assessment - library review 2010

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Stage 2: Full Assessment

Step 1– scoping the equality impact assessment (EIA)

1.2. What are the main aims, purpose and outcomes of strategy / policy / procedure / practice / proposal and how does it fit in with the wider aims of the organisation?

To work with local communities, stakeholders, other agencies, users and non-users of the library services, to make sure that the service buildings are the community based centres of the future.

The library team will support the Transformation Programme of Wiltshire Council to 2013 by developing a library service which engages with local communities at every opportunity, contributes to the delivery of digital citizenship and promotes learning for all, including increasing people networks, encourage e-reading and familiarity with technology.

The review meets the following aims of the council:

To promote books, reading and lifelong learning for all citizens, with particular focus on:

• engaging emerging readers;
• contributing to the objectives of formal learning providers in Wiltshire; and
• improving the skills of people who live and work in the county.

To promote digital citizenship by:

• enabling and supporting public access to ICT;
• the development of 24/7 virtual library and information services; and
• contributing to the delivery of the e-government agenda for Wiltshire.

To promote community and civic values by:

• engaging in community planning;
• providing opportunities for public consultation;
• developing the role of the library service to meet local needs; and
• providing a wide range of volunteering opportunities.

To build capacity to support the modernisation programme of Wiltshire Council by:

• delivering customer-responsive council services locally;
• leading the development of customer service, face to face contact in libraries; and
• high quality and cost effective services.

1.3. List the main activities relating to the strategy / policy / procedure / practice / proposal and identify who is likely to benefit from it

In order to achieve the aims identified in 1.2 (above), the library service will be working with all stakeholders to make sure that we are the community based centres of the future, and by integrating with the Workplace Transformation Programme, make sure that the library service provides facilities that are accessible, cost effective, needs centred, fit for purpose for the local communities, and all our customers.

The library services will be:

• part of the wider council’s work and activities with communities;
• putting the customer at the heart of what we do;
• listening to and involving our customers, ensuring that the service we deliver is shaped around their needs and concerns;
• seeking ways to do things differently, to enable operational improvements and a higher standard of service delivery;
• encouraging innovation from others and challenging others to act on new ideas; and
• accessible to all sections of the community.

Overall the intention is to make sure that all our communities benefit from this vital services provision.

What do you already know about the relevance of the strategy / policy / procedure / practice / proposal? What are the main issues you need to consider?

The proposal will make sure that libraries offer a free, inclusive, participatory, empowering, fair and equitable service to all adults and children (whether at work or education or not at work or retired). In this way, there will be strong consideration to enhancing our existing commitment to:

• lifelong learning;
• access to information and information technology;
• access to continuing / further education and productive activities;
• facility for all age groups, Wiltshire’s diverse communities and those who may be disadvantaged in some way;
• promoting community cohesion through literary and other wide range of activities; and
• increase literacy of Wiltshire people.

The proposal for a future service will promote equality of opportunity for all, giving every individual the chance to achieve their potential, free from prejudice and discrimination. It will also encourage community participation and involvement, and promote local resilience.

1.4. What data, research and other evidence or information is available which will be relevant to this EIA?

Customer focus groups - panels of customers, put together with the purpose of giving the library service feedback about how the service currently operates, and how this should be changed to improve its delivery.

The 21 focus groups held have included citizens from – Age UK, pre-school children and parents, youth clubs, disabled people (e.g. learning, physical and sensory impairments), other diverse groups such as minority communities (where English is a second language), a B.M.E. women’s group, current users and non-users of the service, and library management and staff.

Area Boards – Wiltshire Council’s new arrangements for giving communities power and influence, in order to affect policy-making decisions.

All 18 Area Boards throughout the County have been attended, and responses from these Boards concerning a future library service, have been collated.

A link was placed on the Wiltshire Council Library website enabling users of the service to leave comments and opinions about a future library service.

CIPFA survey 2009 - This report presents the results of a national survey for all public libraries, both static and mobile services in Wiltshire. The survey follows strict guidelines laid down under the CIPFA Plus methodology (Chartered Institute of Public Finance and Accountancy) and was undertaken in each library by means of a self completion questionnaire handed to adult library users in September/October 2009.

The Wiltshire & Swindon Users Network & Wiltshire People 1st

1.5. What further data or information do you need to carry out the assessment?

Further work is required with customer focus groups to include:

• L.G.B.T. groups – we have made contact with external groups representing LGBT communities but have been unable to have a direct dialogue with potential library service users from this community. However, we have an interagency LGBT forum focusing on young people’s issues set up within the Department of Children and Education (DCE) so we will contact this group in order to gain an increased understanding of the potential needs of LGBT individuals and communities.
• British Sign Language users – we have a forum established within Adult Social Care which we hope will continue to develop hence providing ongoing dialogue to make sure the needs of the Deaf community in Wiltshire are met.
• BME communities – we will contact Wiltshire Racial Equality Council (WREC) to further our understanding of the needs of BME communities in Wiltshire.
• Deaf / blind users
• Equal Chances Better Lives is the new equalities service for Wiltshire so we will make contact to make sure we have comprehensively consulted with all.

• Equality mapping is the term used for profiling communities including the extent of inequality and disadvantage. Wiltshire Council recognises that a robust equalities evidence base will help us achieve consistent and appropriate service planning and delivery in addition to ensuring we comply with our statutory duties. The Corporate Research Team (Public Health and Wellbeing) is undertaking an equalities mapping study that will provide an up-to-date statistical baseline of existing inequalities in Wiltshire based on the “protected characteristics” cited in the Equality Act 2010:

• age;

• disability;

• gender reassignment;

• marriage and civil partnership;

• pregnancy and maternity;

• race;

• religion or belief;

• sex; and

• sexual orientation

The report is due for completion in April 2011and the findings plus any subsequent action planning will inform future library service delivery.

In addition, we are currently developing corporate guidance and promotional literature on equality monitoring which is the process of gathering and analysing data on equality strands to build service user profiles and make sure we are representative of the communities we serve.

By having appropriate and sufficient equality monitoring data we can compare these profiles to the make-up of Wiltshire in order to identify gaps in service provision, the take up of services, equality of opportunity, satisfaction with services and barriers to accessing services.This guidance will inform libraries approach to equality monitoring.

• A further round of Area Board meetings commencing 9 February 2011 is now underway
• Meetings with Parish Councils, where requested, are being held from February 2011 onwards

Step 2 – Involvement, Consultation and Partnerships

2.1. Please outline any previous involvement or consultation which is relevant to this strategy / policy / procedure / practice / proposal

Equality Target Group	Who we contacted and when
Age	Customer focus groups: Age UK – 1, 3, 4 March 2010 Youth groups – 24 February, 1 and 10 March 2010 Nursery group – 23 March 2010
Disability	Customer focus groups: Learning disabilities – 5, 8 February 2010 Physical impairment group - 24 March 2010 Visual impairment group – 18 March 2010 Wiltshire People 1st – 19 October 2010 Wiltshire & Swindon Users network – 16 November 2010
Gender	Women’s group – Trowbridge based
Gender reassignment	Please refer to comments listed in 1.5 above concerning the interagency LGBT group.
Race	Polish community – 20th October 2010 Moroccan community – 8th November 2010 In future, contact will be made with W.R.E.C. (Wiltshire Racial Equality Council for further guidance.
Religion or belief	Contact will be made with W.R.E.C. (Wiltshire Racial Equality Council for further guidance.
Sexual orientation	We have made contact with external groups representing LGBT communities but have been unable to have a direct dialogue with potential library service users from this community. However, we have an interagency LGBT forum focusing on young people’s issues set up within DCE so we will contact this group in order to gain an increased understanding of the potential needs of LGBT individuals and communities.
Human rights	Wiltshire Council is engaged in a human rights pilot project with both the British Institute of Human Rights and Local Governance Innovation and Development Limited. Any learning will be shared across the organisation and service specific examples will be developed, including libraries
Other
Customer focus groups	Staff and Management – 19 March 2010 Library users – 15, 16 March 2010
Area Boards	June – September 2010 February – May 2011
Parish Councils	February – May 2011
Councillors briefing sessions	27 January 2011 31 January 2011
Cabinet Liaison Team	5 January 2011
Rapid Scrutiny Committee	18 January 2011
Overview & Resources Select Committee	21 January 2011

2.2. If consultation and involvement of specific groups did not take place, please state why

Advice sought from the Wiltshire Council Head of Equality and Diversity Department – 14 September & 1 November 2010.

Referred to:

• LGBT group,
• Immigrant communities (Polish / Moroccan),
• Wiltshire & Swindon Users Network
• Wiltshire People 1st group

Customer focus groups were arranged for October & November 2010

2.3. What do previous consultations show about the potential take-up of any resulting activities or services?

This is the first library review project, so there is no history of previous consultations of this type.

Overall:

• Current practices are based on the Council’s policies and procedures, and the professional knowledge of management and staff. There is no evidence of concerns raised about the library service, by particular interest groups.
• CIPFA Plus surveys and Peoples Voice surveys have not recorded any issues raised concerning equality and diversity.
• Staff have previously expressed concern about the need to respond to increasing numbers of people trying to access the service with little or no English (Trowbridge library) – this has been partially corrected by the employment of a Polish speaking staff member. The library service will have regard for similar situations of other minority groups, where English is a second language, and will include the needs of British Sign Language users.

2.4. How are external partners involved, or how do you are intend to involve external partners, in delivering the aims of this strategy / policy / procedure / practice / proposal? (if applicable)

Involvement by others has been encouraged in a number of ways:

• Customer focus groups – held across the county and covering a wide range of interest groups
• Area Boards – all 18 boards have been visited and presentations given
• Press releases – these have been issued to local newspapers
• Wiltshire Council website – library review presentation available
• Response cards – available at all Area Boards and on the Wiltshire Council Library Service website
• Suggestion boxes – available in all library buildings
• Contract to be approved for a supplier of self service units – Radio Frequency Identification (R.F.I.D.) using the ESPO 350 Framework Agreement.

Step 3 – data collection and evidence

3.1. What evidence or information do you already have about how this policy / proposal might affect equality, and what does this tell you?

Previous information is based on the professional knowledge of how the library service operates currently. Statistics held in the library show the following:

Racial / Ethnic groups

Staff have raised concerns about the need to react to increasing numbers of people accessing the service with little or no English. The library service will need to consider the needs of British Sign Language users, and others, for whom English is a second language.

• 80.9% of library customers are white British
• 1.9% are white European
• 0.2% are white Irish
• 0.9% are of any other white background
• 11.5% no data held
• 1.9% preferred not to inform us
• 2.7% other origin

Gender – population and library membership statistics

• 61.2% are female
• 36.2% are male
• 2.5% no data held

Age -

• 26.4% - 0 – 15 years
• 51.1% - 16 – 64 years
• 18.1% - 64+ years of age

Disabilities –

Data relates to self declaration – the library service do not ask what the disability is, therefore the data reflects possible declaration issues with reference to confidentiality:

• 1.8% - have a disability
• 33.4% - no disability declared
• 0.2% - preferred not to say
• 64.5% - no data held

The library service will encourage the need for ongoing positive action initiatives to encourage disabled people to declare.

Religion / Belief / Sexual orientation –

There are currently no methods of recording levels of library use by these groups.

No specific data is held although CIPFA, the Chartered Institute of Public Finance and Accountancy, is the professional body for people in public finance - they have a member network of 14,000 throughout the public services, in national audit agencies, in major accountancy firms, and in other bodies where public money needs to be effectively and efficiently managed.

In the Autumn 2009 CIPFA survey, a question on sexuality (a base of 6,602 active member respondents) –

• 1.6% identified as L.B.G.T.
• 6.0% preferring not to say

In the same survey, a question on religion (a base of 8,205 active member respondents) –

• 58.5% identified as Christian
• 0.5% Buddhist
• 0.2% Hindu
• 0.2% Jewish
• 0.3% Muslim
• 0.1% Sikh
• 1.2% other
• 23.3% no religion
• 15.7% left blank

Informal surveys and comments cards also help the service to be customer driven. Local knowledge of staff is used to determine both activities and stock held in libraries, to reflect the make-up of the local community.

The library service will encourage the need for ongoing positive action initiatives to encourage people to declare.

Wiltshire Council is currently developing a corporate approach to equality monitoring which will reflect the new Equalities Act.

The library service in Wiltshire is also delivered to over 200 local villages where access to a main library building is difficult, with a route review every 2 years.

The Library service is designed to be as accessible as possible:

• counter areas are fitted with induction loop systems;
• all leaflets and information provided by the library service can be made available in languages other than English, including the British Sign Language;
• all leaflets and guides can be provided in large print, (details contained on the reverse of information leaflets held in all libraries);
• all leaflets and guides can be provided in audio format (details as above);
• a 'Home Library Service' is delivered to housebound users;
• larger libraries have sheet reading magnifiers, for use with books;
• computer 'Dolphin Supernova' screen reading software is available in 10 of the largest libraries, to assist those users with visual impairment;
• book collections contain a large numbers of titles, providing information about a wide range of disabilities and medical conditions including mental health issues;
• the library book stock contains a variety of material covering equality issues, available from local libraries, or through the inter lending library service;
• visits to registered travellers sites, supported by a member of staff from the Traveller Education Service who is also on board the mobile library at appropriate stops;
• all library buildings are fully Disability Discrimination Act (D.D.A.) compliant;
• all library staff complete the on-line Equality and Diversity training modules provided by Wiltshire Council;
• all new library staff attend a half day disability awareness course as part of their ‘Connect’ library training; and
• all new library staff attend a presentation containing information about the library offer for those users who could be adversely affected by the Equality & Diversity Act.

As well as a physical presence throughout 31 sites and 5 mobile library vehicles, Wiltshire provides:

• an interactive 24/7 virtual library service including facilities for remote self-management of renewals and reservations;
• web content which is accessible in other languages;
• access to an award-winning Wiltshire Community History resource including old photographs and maps;
• the Wiltshire Clubs and Organisations Directory, a listings database containing over 5,000 local clubs, groups and organisations;
• a range of free online information services, including national newspapers;
• the library service promotes Equalities and Diversity events such as ‘No Barriers week’ and ‘Age No Barriers’;
• the library service has access to the Information Language line which provides a translation service for those who people who have English as a second language; and
• a member of the mobile library service is a trained ‘signer’ for those users who are hard of hearing.

Any complaints are dealt with in accordance with the Council’s complaints procedures –

Complaints and comments from the last 12 months indicate that there were 8 comments or complaints which could be construed to be within the field of equality and diversity:

12.02.10: Salisbury

• Please could a table be provided to help selection of books for someone unable to bend down?
• Answer – Table now located and in place.

20.03.10: Salisbury

• Salisbury library needs at least 2 small readers for use by people who do not have the full use of their right hand.
• Answer – A machine has been provided which links to a PC where researchers can save their work to a memory stick.

22.03.10: Salisbury

• Could we have access to the Age Concern chat rooms?
• Answer – Currently access to chat rooms are deemed insecure for use. A change of Council policy is required. Access to the Age Concern web site, however, is unrestricted.

18.06.10: Chippenham

• Large print books have been moved from their own section, and incorporated within the main displays. Can this decision be reversed?
• Answer – This move was taken as a result of many previous comments about large print displays. We will continue to monitor comments for this area.

09.07.10: Trowbridge

• Newspapers and magazines never appear to be specifically aimed at the BME community. Can we have more publications?
• Answer – We continue to review the periodicals held within the library, and would respond to a significant number of requests. Currently this is not the case. The peoples’ network is available within the library to access “The Voice” periodical on-line.

26.07.10: Devizes

• The computers in use within the library service do not have tradition Chinese characters as an option. Can this be changed?
• Answer – Internet Explorer will not automatically display Chinese characters, and needs a special language pack installed. The Wiltshire IT service team are currently engaged in trying to install this pack.

17.08.10: Trowbridge

• There are no baby changing facilities available in the library.
• Answer – A new library facility is being planned for Trowbridge, which will include public toilets and baby changing facilities. Currently you can use our staff facilities, by enquiring at the reception desk.

18.08.10: Chippenham

• I am unable to access Facebook in your library in order to market my work (I am a disabled artist without computer facilities at home).
• Answer – It is now possible to access Facebook and other social networking sites on library service free customer access computer terminals.

3.2. What does available data tell you about the potential take-up of any resulting activities or services?

The issues raised through customer focus groups, local knowledge of the community, staff experience, and information from the area boards was collated, and used in determining the type of service to be delivered in the future and for creating resilient communities.

The scope of the service delivery was also dependent on the results of the October 2010 spending review, when the budget for the years 2011 – 2014 was determined.

3.3. What additional research or data is required to fill any gaps in your understanding of the potential or known effects of the strategy / policy / procedure / practice / proposal? Have you considered commissioning new data or research?

Wiltshire Council is facing a budget reduction of 28.4% over the coming years. In order to help the Council meet this budget reduction, the library service will need to reduce its budget by a similar amount. This reduction in funding forms the background for the proposal, and any changes to the service must take account of this.

The initial savings will be made by reducing the library stock fund by £149,000 per year to £707,000 per year, by rationalising library opening hours and by working with volunteers to operate our smallest libraries and extend opening hours at other locations.

Equality mapping is the term used for profiling communities including the extent of inequality and disadvantage. Wiltshire Council recognises that a robust equalities evidence base will help us achieve consistent and appropriate service planning and delivery, in addition to ensuring we comply with our statutory duties. The library service will therefore continue to consult with a wide sector of the community in considering further developments and enhancements to its service.

Step 4 – Assessing impact and strengthening the strategy / policy / procedure / practice / proposal

What evidence do you have about how the strategy / policy / procedure / practice will affect different groups and communities in relation to equality and human rights?

4.1. How does / will the strategy / policy / procedure / practice / proposal and resulting activities affect different communities and groups?

Key points from the proposals:

• all 31 of Wiltshire’s libraries will be retained;
• all five of Wiltshire’s mobile libraries will be retained;
• all current library branches will continue to be funded by Wiltshire Council (premises costs, heating, power, cleaning);
• library stock will continue to be provided to all current library branches; and
• all volunteer operated libraries will receive training and support from Wiltshire library staff, including equality and diversity training.

The main changes are:

• Wiltshire’s 21 largest libraries will see a reduction in their opening hours, although with help from local communities, it is hoped these will be regained, or even extended;
• Wiltshire’s 10 smallest libraries, accounting for 3% of visits overall, will be operated in partnership with volunteers, and supported by the library service;
• opening hours will be rationalised so similar sized communities will have the same library opening hours;
• accessible self service technology (Radio frequency Identification - R.F.I.D.) will be introduced to all libraries to help communities extend library opening hours through support, where it is appropriate to do so;
• volunteer recruitment will be accessible to all sections of the population and supported by Wiltshire library staff; and
• volunteer training will include Equality & Diversity issues within the current legislation.

4.2. What measures do, or could, the strategy / policy / procedure / practice / proposal include helping promote equality of opportunity?

Wiltshire Council is fully committed to its libraries, and understands how important they are to communities. These proposals will allow the library service to retain all the current network of library buildings. This will make sure that the current standards of service across all sections of the community are maintained.

Through the review process, and with engagement work with communities, Equality and Diversity issues, for the future, will be highlighted.

4.3. What measures does, or could, the strategy / policy / procedure / practice / proposal include to address existing patterns of discrimination, harassment or disproportionally?

This proposal is based on customer based evidence through Area Boards, customer focus groups, customer comments received in libraries and the Library HQ, and comments collected from the web. Complaints are monitored in accordance with the complaints procedure and there is no evidence of major public concern. Apart from the language issue mentioned in section 2.3 (staff have now recruited to assist in these areas) and the customer complaints listed in section 3.1 (with solutions given), staff and customers have not raised any concerns with reference to discrimination.

4.4. What impact will the strategy / policy / procedure / practice / proposal have on promoting good relations and wider community cohesion?

The proposal sets a customer focussed vision that will enable libraries to offer the service customers want, whilst contributing to the broader goals of the council and Big Society objectives.

Rationalised opening hours based on a core offer for communities of similar size and ensuring that opening times are focused on periods of highest demand. Traditional services will be underpinned by a high quality online library service, accessible from home as well as libraries, and making use of Web 2.0 and social networking to draw in new users, widen access, and put the library service at the heart of working with customers.

There will be wide opportunities for volunteers and communities, to work in partnership with the service to operate smaller libraries, and to extend the core hours of other libraries. The library service already has considerable experience with volunteers and currently works with over 270 across the county, who support the service in a variety of ways, including assisting with the Summer Reading Challenge, and with the home delivery service for housebound residents

The proposals depend on a new mechanism of delivery in libraries, Radio Frequency Identification self service units, for which a business case has been submitted. These units will be accessible to all.

4.5. If the strategy / policy / procedure / practice / proposal is likely to have a negative effect (‘adverse impact’), what are the reasons for this?

In the event of communities being unable to take up the opportunity of operating a library, a mobile service provision could be provided from within the existing service. The mobile service would make sure that all sections of the community would be catered for, including where appropriate, use of the home.

Services mobile vehicle which delivers books to residential care homes. The mobile service would provide a 3 hour stop per week, at each site unable to sustain a community operated library. This service is accessible to all.

Wiltshire library service provides a special services mobile which visits residential care homes across the county.

The library service also works closely with volunteers, in providing a home service to those sections of the community, for whom accessing a library is not possible, or difficult to achieve.

4.6. What practical changes will help reduce any adverse impact on particular groups?

The library service has begun to work with communities and GROW in February 2011 by enhancing Community Support on volunteering projects. GROW is a Community Voluntary Service organisation who, as well as offering support services to local charities, provide a volunteer centre service for Wiltshire. The centre helps anyone who is looking for a volunteering opportunity as well as helping charities with advertising their volunteer roles and offering good practice advice. The volunteering strategy aims to be inclusive, so that all communities will have access to the opportunities available.

4.7. What evidence is there that actions to address any negative effects on one area of equality may affect other areas of equality or human rights?

Service specific implications:

• a successful bid will help to make sure that the library service continues to offer the same geographical coverage;
• rural communities will continue to have access to a service;
• increased participation in localism, and the empowerment of rural communities;
• an increasing role for the voluntary sector and local community inclusion; and
• possibility of an increase to existing opening hours within the service by involvement of the voluntary sector.

Customer access issues:

Mobility:

• the self service Radio Frequency Identification units must be accessible for wheelchair users.

Visually impaired:

• R.F.I.D. units may not be easily operated by this group. Staff will be available to assist in the manual ‘loan and returns’ procedure.

Older and disabled people:

• assistance / training in the use of R.F.I.D. units may be required to include this group of users.

Users who have English as their second language:

• support may be required from library staff or volunteers to the service.

Staff:

• possible redundancies if there are insufficient redeployment positions; and
• loss of positions within the service will predominantly have adverse affects on female staff, as the current workforce composition at that level is largely female. However, wherever possible, redundancies would be voluntarily applied.

4.8. What will be done to improve access to, and take-up of, services or understanding of the policy / strategy / function / proposal or procedure?

• The Cabinet paper has been available on-line since 17 January 2011
• A press release was provided to the media in January 2011
• A Councillors briefing session was held in Chippenham on 27 January 2011
• A further Councillors briefing session was held in Salisbury 31 January 2011
• A round of Area Board briefing sessions are planned between March and May 2011
• A hard copy of the library review is available in every library
• A web based copy of the library review is available on the Wiltshire Library web site
• A staff question and answer sheet is available in every library for customer queries
• The library management team have been briefed on the approved proposal over several sessions
• Staff briefings on the proposal have taken place since January 2011
• Briefing sessions are planned with Parish Councils, where requested
• The Wiltshire Library web site has a link for customers to leave comments
• Comments cards are available at every library
• Radio interviews have been completed explaining the proposals
• Volunteering will be encouraged among local residents – request forms are available in every library
• Information leaflets are available, on request, in other formats and languages other than English

Step 5 – Procurement and Commissioning

5.1.Consideration of external contractor obligations and partnership working

The contract for R.F.I.D. unit procurement is still to be awarded, but will include the following specifications:

Clause 24:

• The Supplier agrees that there shall be no discrimination by it against any person with respect to opportunity for employment or conditions of employment, because of – age; disability; gender reassignment; marriage and civil partnership; pregnancy and maternity; race; religion or belief; sex; and sexual orientation.

• The Supplier shall in all matters arising in the performance of the Agreement comply with the provisions of the Disability Discrimination Act 1995 and any regulations made there under.

• The Supplier shall in all matters arising in the performance of the Agreement comply with the provisions of the Employment Equality (Age) Regulations 2006.

• The Contractor shall implement and maintain policies to comply with its statutory obligations under the Equality Act 2010, the Human Rights law 1998, and any statutory instruments, orders, guidance and codes of practice made there under.

• Accordingly, the Contractor will not treat one group of people less favourably than others, because of their – age; disability; gender reassignment; marriage and civil partnership; pregnancy and maternity; race; religion or belief; sex; and sexual orientation.

• All Contractors supplying goods/services should make sure that all employees of the Contractor are eligible to work in the UK.

• The Supplier shall, at all times, be responsible for and take all such precautions as are necessary to protect the health and safety of all employees, volunteers, service users and any other persons involved in, or receiving goods or services from, the performance of the Contract and shall comply with the requirements of the Health and Safety at Work Act 1974 and any other Act or Regulation relating to the health and safety of persons and any amendment or re-enactment thereof.

• ESPO and the Customer shall be entitled at ESPO’s and the Customer’s expense to inspect such books, accounts and records belonging to the Supplier as are necessary to demonstrate compliance with the above clauses.

Step 6 – making a decision

6.1. Summarise your findings and give an overview of whether the strategy / policy / procedure / practice / proposal will meet the Council’s responsibilities in relation to equality and human rights

The proposals for change were submitted to the following departments for consideration and comment:

• Equality and Inclusion
• Finance
• Legal
• I.T.
• H.R.
• Property services
• Corporate Leadership team
• Rapid Scrutiny committee

Comments were noted and the cabinet paper was amended to reflect each departments issues.

The proposals were then submitted to:

• Cabinet liaison committee
• Overview and Resources Scrutiny committee
• Capital Assets committee
• Full Cabinet committee
• Full Council meeting

The proposals were finally approved by the full Council on the 22 February 2011

6.2. What practical actions do you recommend to reduce, justify or remove any adverse / negative impact?

• Further meetings planned with Area Boards to explain the proposals, where invited to do so.
• Meetings planned with affected Parish Councils.
• Answer personal enquiries via email, letter, telephone, or text phone – spreadsheet held to make sure all queries are answered.
• Staff in libraries briefed to respond to customer queries.
• Briefing summary held, as a hard copy, for customers in each library building.
• Summary of the review is available on-line – with link to a responsive ‘comment card’.
• The additional work outlined in section 1.5 above.

Step 7 – monitoring, evaluating and reviewing

7.1. How will the recommendations of this assessment be built into wider planning and review processes?

The library service carries out an annual review of the services it provides. Action plans from this review are created to improve, or correct, any issues which have been highlighted by management, staff and customers, providing funding is available, and actions are appropriate, within Wiltshire Council policies and procedures. This EIA will feed into any future review process.

7.2. How will you monitor the impact and effectiveness of the strategy / policy / procedure / practice / proposal?

• The library service must deliver the budget savings as a result of the Comprehensive Saving Review. Costs and savings achieved will be monitored and amended as further advice is delivered by the Council.
• Budget Monitoring Reports will be reviewed on a monthly basis.
• Customer comments will be reviewed at each library, and at Library HQ, on an ongoing basis.
• The EIA will be reviewed on an annual basis

7.3. Give details of how the results of the impact assessment will be published

• The Library Head of Service will review and amend the document as appropriate.
• The Service Director will be asked approve the content of the paper.
• Equality and Inclusion will be asked for comments on the publication.
• The EIA will be forwarded to the Web Team for publication.

Step 8 – action plan

	Actions	Target date	Responsible post holder and Directorate	Monitoring post holder and Directorate
Involvement, consultation and partnerships	Consult with Area Boards Consult with Parish Councils Respond to communications Refer to pilot projects with BIHR and LGID Guidance sought from WREC/ ECBL	February – June 2011	Head of Libraries	Service Director
Data collection and evidence	Web content comments Comment cards from libraries	January – August 2011	Children’s Librarian	Head of Libraries
Assessment and analysis	Collate responses from all areas – determine any common themes	September – December 2011	Information Manager	Head of Libraries
Procurement and commissioning	Procure R.F.I.D. units and installation into all library buildings	February – August 2011	Systems Project Manager	Head of Libraries
Monitoring, evaluating and reviewing	Action plan drawn up with Library Management team	January – February 2012	Head of Libraries	Service Director

Sign-off

The final stage of the EIA is to formally sign off the document as being a complete, rigorous and robust assessment. The strategy / policy / procedure / practice has been fully assessed in relation to its potential effects on equality and all relevant concerns have been addressed.

Author of strategy / policy / procedure / practice / proposal and EIA

Project Manager, Business Change - 9 February 2011

Quality check: screening document has been checked by:

Head of the Library Service - 9 February 2011

Director level (sign-off)

Service Director, Department of Community Services - 9 February 2011

Last updated: 16 March 2011