Cabinet Member Report
Meeting (Decision Maker):
Cabinet Member for Community Services
Date:
16th February 2011
Status:
For general release
Title:
Fees and Charges for Westminster Libraries and
Archives from April 2011
Wards Affected:
All wards
Policy Context:
The Fees and Charges report is presented annually
to set levels of charges for the following year. This
report seeks an adjustment to current charges to
take effect for 1 April 2011.
Financial Summary:
The 2011-12 draft budget includes anticipated
income from customer and client receipts of
£636,000. The proposals in this report will support
the achievement of this target.
Report of:
Tony Rice, Customer Services Manager
Telephone: 020 7641 8970
E-mail: trice@westminster.gov.uk
1
1.
Executive Summary
1.1
This report proposes changes to fees and charges for the Libraries and
Archive Service for 2011-12, to take effect from 1 April 2011. A full listing of
all current and proposed charges is given in Appendices B and C. Proposed
changes are highlighted in bold type.
1.2
The changes affect existing charges and proposed new charges and these are
fully detailed below.
1.3
Standard eligibility criteria for concessions, and standard concessionary rates
were established for Libraries & Archives in 1995/96. These are updated and
detailed in Appendix D.
2.
Recommendations
2.1
That the Cabinet Member approves the proposed charges for the Libraries
and Archives services, as set out in Appendices B and C, to be operational
from 1st April 2011 until further notice.
3.
Reasons for Decision
3.1
The City Council’s Financial Regulations (E4) requires that charges for
services be reviewed annually. The charges have been reviewed and
changes are proposed to take effect from April 2011. This will provide
increased revenue to meet the £636,000 target set for 2011-12 as required
through the budget planning process in order to meet the City Council’s overall
financial remit. Discounts for My Westminster ResCard and Youth Passport
holders and concessionary charges are available. A decision is required now
so that new charges can be publicised in good time to be implemented from
1st April 2011.
4.
Background
4.1
The Cabinet Member for Community Services agrees the fees and charges for
Westminster Libraries and Archives annually. The statutory basis for public
library charges is set out in the Public Libraries and Museums Act 1964 and
the Library Charges (England and Wales) Regulations 1991
Any charges normally take effect on 1st April each year.
4.2
Libraries and Westminster Archives generate comparatively high levels of
income. These have been achieved through a combination of:

high and above average levels of use

higher than average levels of charges

innovative approach to services
2
4.3
Detail
The charges fall into two categories – fixed and discretionary charges:
Fixed charges are non-variable Citywide charges fixed as stated in Appendix
B by Cabinet Member decision.
Discretionary charges are maximum charges which can be reduced at the
local manager’s discretion to reflect local demand.
4.4
Westminster Libraries are aiming to maximise income where possible within
the boundaries of the restrictions on charging laid down in the 1991
Regulations. However any significant increase in prices in the present
economic climate will deter some users, lead to reduced demand and
therefore a net reduction in income.
4.5
Libraries income currently has an underlying shortfall in income. The largest
single income stream comes from the collection of overdue charges on late
returned items. This line of income has fallen in recent years as the service
has made it easier for customers to renew their items on line and by
enhancing the overdue notification system. Other traditional areas of income
for libraries such as DVD rental and CD hire are also in decline due to
technological changes in the market place. New sources of income are
required to address the short fall and declining income streams.
4.6
The City Council aims to help users to find work opportunities, research
business improvements and to write CVs, for example through the Internet,
the stock of the libraries both online and hard copy, and through offering
training to enable people to improve their life skills. High charges can also be
a deterrent to socially excluded groups. In reviewing the charges, these
factors have been taken into account.
4.7
All charges have been reviewed, taking into account the views of Site
Managers and their teams, customer feedback, an assessment of market
conditions and the City Council’s overall financial position.
4.8
Price comparisons have also been made with other library authorities and, in
light of potential future tri-borough working, more specifically with
Hammersmith and Fulham and Kensington and Chelsea. Where it has been
considered appropriate, some alignment of charges has been proposed.
4.9
The revised charges proposed in this report are for some existing services
and some new services. My Westminster ResCard holders receive a 20%
discount and Concession holders are given a 50% discount on many
discretionary charges. In some instances there are specific discounts for
Youth Passport holders. The City Council has recently withdrawn this service
and it is no-longer available to new applicants, but libraries will still offer these
discounts to those who still have a valid passport.
4.10
For the majority of charges it was considered that the current charges were
correct and that to further increase these would reduce demand, use,
3
customer satisfaction and net income. In this context, the key changes being
proposed to existing charges and proposed new charges are as follows.
Changes to Fixed Charges
Overdue Charges
4.11
Overdue charges are the single largest income stream contained in the fees
and charges schedule. Income in 2010/11 is expected to be in the region of
£174,000. The current standard charge is 25p per day, with a maximum
charge of £10 per item. These charges are already at the top end of the
scale compared to other inner London authorities. Hammersmith and Fulham
currently charge the same rate and Kensington and Chelsea are proposing to
raise their daily rates from 20p to 25p in 2011/12. It is recommended that
these charges remain the same as an increase is likely to alienate customers.
4.12
Customers who do not return their items within the due date are sent overdue
notification notices. Customers can choose a “preferred means of being
contacted” which allows them to be notified by e-mail, text, voicemail or post.
Customers who are notified by email, text or voicemail are currently not
charged for that service as it is relatively low cost and involves limited staff
intervention. Customers who choose this form of contact also receive an
additional reminder to renew or return their items on the day they are due for
return.
4.13
Customers that are notified by post are charged a standard fee of 50p (20p
forl children) which partially covers the cost of postage, stationery costs
(specialised “datamailer” stationery needs to be used) and the staff time spent
in the production and sending of the notification.
4.14
It is proposed to increase postal notification charges to £1 for adults and
40p for children in order to recover a greater proportion of the costs.
4.15
These charges are avoidable. Customers do have the choice of choosing e-mail
or texting as their” preferred means of communication” for which there is no
charge. The majority of customers avoid the charge by either returning their
items in time or by renewing them. This will also incentivise customers to shift
to self service channels.
Reservation Fees
4.16
Library members can reserve an item that is in Westminster Libraries stock to
be put aside for collection at a specific library, and, can also request the
service to source items not in stock.
4.17
Libraries currently have a flat rate charge for all reservation placed regardless
of the level of staff intervention and cost of sourcing the “harder to find” items.
70p is the standard charge for requesting an item and standard Rescard and
concessionary rates apply.
4
4.18
Comparisons with other inner London boroughs is not particularly straight
forward as some have a relatively complex charging schedule, differentiating
between “in-stock” items and “not in-stock” items, but generally Westminster’s
standard charge is at the upper end of the scale.
4.19
Customers can either self serve using the library web catalogue and either
place a hold on items that we have in stock or request items that we do not
have, or alternatively hand in reservation cards to staff which involves a higher
level of staff intervention.
4.20
For items that we do not have in stock we may choose to buy the items, if they
are in print and are appropriate for our collection. Alternatively we may source
items from another library authority or in some cases we may source the
“harder to find” items from the British Library or a University library.
4.21
Items that have to be sourced from the latter two sources have significantly
higher costs attached to them. The standard supply of loan is £10.80 and the
cost of sending an item back costs between £1.85 and £2.40. So essentially
Westminster Libraries attract a direct charge of approximately £13 for each
item supplied. There are also additional staffing costs involved in sourcing
and returning the item.
4.22
It is proposed to replace the flat rate payment system and introduce a
tiered charging structure that is more in line with the cost of sourcing
the items requested. It is proposed to increase the basic reservation
charge to £1.00 which would apply to “self service” items that customers
request via the web. Although Westminster’s standard charge is high
relative to many inner London boroughs it is still low relative to the overall cost
sourcing the items and notifying customers, particularly so when ResCard and
concessionary discounts are taken into account. This will retrieve a greater
proportion of the cost of supplying reservations without being prohibitive, and
will still be a relatively small cost to reserve items for Concessions and
ResCard holders. This will also align Westminster with Hammersmith and
Fulham’s charges although will be double the rate K&C are proposing for
2011/12.
4.23
It is proposed to increase the reservation charge to £1.50 for requests
handed into staff. The higher price will reflect the higher level of staff
intervention and again will retrieve a greater proportion of the cost of supplying
reservations without being prohibitive and will incentivise customers to shift to
self service channels.
4.24
It is also proposed to introduce an additional charge of £13 (ResCard
and concessionary discount will not apply) for items that are sourced
from the British Library or academic libraries. The £13 fee would claw
back the additional direct costs involved in supplying this premium service and
would align our charges with Kensington and Chelsea charges for 2011/12.
Hammersmith currently charge £7 for sourcing such items.
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4.25
During 2010/11 Westminster Libraries are likely to source somewhere in the
region of 600 items from the British Library. If the same levels are reached in
2011/2012, this would attract direct costs and income of £7,800 making this
aspect of the service cost neutral. If as anticipated, the demand for British
Library books was to fall, then the income and associated costs would fall at
the same rate and would remain cost neutral.
Reservation of periodicals
4.26
Customers can request copies of periodicals to be supplied to a library.
These are invariably supplied through the British Library who charge £6.85 per
article. Customers are currently charged a rate of £1.00 + 10p per page
(concessions apply)
4.27
It is proposed to charge customers a standard charge of £7.00 (ResCard
and concessionary discount will not apply) in order to recoup the costs
of this service. This will also align Westminster’s charge with Kensington and
Chelsea’s. Hammersmith and Fulham do not have a specified charge for this.
New Fixed Charge to be introduced
4.28
Library members currently can access a variety of on-line learning packages by
registering at the library to use Learning Nexus (IVY). The types of courses
available are agreed as part of the licence that Westminster Libraries buys to
access this package. There is an opportunity to re-jig the package options and
introduce foreign language courses for 2011/12 and to be able to charge
members for this service. Courses covering about a dozen of the most popular
foreign languages will be available. This can be achieved without any increase
in the cost of the licence.
4.29
It is proposed to introduce a new on-line language course service with a
charge of £5 to access a course for 12 weeks. There will not be a charge
for online English language courses in line with our charges for courses
on CD.
Changes to Discretionary charges
Fax Transmission
4.30
Customers can fax documents from Westminster Libraries. The sending of
faxes require the involvement of staff and it is not possible for customers to self
serve. The current fee is low relative to some other library authorities. We
currently charge £1 for the first page and 50p for subsequent pages. While
Kensington and Chelsea for example will be charging £1.50 for the first page
and £1.00 for subsequent pages in 2011/12.
4.31
It is proposed to increase fax transmission charges and align with K&C
and charge £1.50 for the first page sent and £1.00 for subsequent pages
Room Hire at Mayfair Library
6
4.32
Room hire charges at Mayfair Library have been set at the same price for three
years. The Site Manager is of the view that the rooms are priced quite low for
the area and that the advertised prices could be increased without having an
adverse impact on demand.
4.33
The proposal is to increase the maximum hourly, half daily and daily rates from
between 10% and 16% for the large and small meeting rooms. The full rates are
contained in appendix B. The new maximum charges would be as contained in
the table below:
Hourly
Half Day
Full Day
Small Room
£35
£85
£140
Large Room
£55
£140
£230
Room Hire at Archives
4.34
The manager at Archives is of the view that the meeting room hire charges could
be raised by a small percentage without having an adverse effect on take-up.
4.35
The proposal is to increase the maximum rate for room hire by 5%. The full
rates are contained in appendix B. The new maximum charges would be as
contained in the table below:
Morning session
Afternoon session
All day
Small Room
£245
£245
£355
New discretionary charges to be introduced
PC Booking
4.36
Currently all library members are entitled to use the public internet PCs for up
to one hour a day. Staff feedback suggests that there is customer demand for
additional time on PCs and that many customers would be willing to pay.
4.37
While free access to PCs is the norm across most public libraries there are
some that charge. Enfield for example allow their customers to use public
PCs for one hour per day free of charge then charge 25p per 15 minutes
thereafter. Hammersmith and Fulham allow library members half-hour free
per day and then 50p each subsequent hour.
4.38
It is proposed to continue to allow members free access to PCs for one
hour per day and to then charge for any use over and above that hour
for the number of minutes used on a pro rata rate of £1 per hour, with a
minimum charge of 25p.
7
4.39
PCs are in much demand at peak times of the day, but there are periods when
there is spare capacity. If it is very difficult to say what level of income this
may yield but if each library averaged 5 hours additional bookings per day that
would produce approximately £18,000 income during 2011/12.
4.40
Note Westminster Libraries have in the past charged for PC booking. It did
not raise the expected level of income and resulted in a down-turn in PC use,
empty computers and a waste of resources. The proposed approach will
allow us to explore whether there is a market for additional time on PCs and
an income stream opportunity without posing any significant risk to the current
level of use as the “free hour” will still be available.
Scanning
4.41
The City Council now have Multi-functional Devices (MFDs) in all libraries
which are primarily being used as photocopiers for public use. With
adjustments, these machines also have the capability to scan documents to
save to a USB stick or be emailed to an individual email address.
4.42
Very few library authorities appear to offer this charged service.
Walthamstow are one, they charge 60p for the first sheet and then 10p per
sheet thereafter. Bromley are another, they charge 55p per sheet.
4.43
It is proposed to set an initial charge of 50p per scanned sheet subject to
review. Implementation costs need to be analysed to ensure that this
development is financially viable. Once the MFDs are fully functioning
the charge will be reviewed in light of service take-up.
Westminster Local History Network
4.44
The Westminster Local History Network is a new initiative as detailed in
2010/11 Business Plan designed to link up community and amenity groups
with the archives. Organisations that join the network will enjoy a variety of
benefits, including a free guided tour of the archives, annual history study day
with external speakers and a quarterly e-newsletter.
4.45
It is proposed to charge societies £25 per annum to join the network.
5.
Financial Implications
5.1
Income from fees and charges contributes to overall income targets for
Westminster’s Libraries and Archives. The table sets out actual income levels
for 2009/10, budget for income projections for 2010/11 based on performanceto-date and the draft budget for 2011/12 incorporating the proposals in this
report.
5.2
As mentioned in 4.5, and shown in the table below, libraries have an
underlying shortfall in income. The new areas of charging being introduced for
2011/12, along with new income streams that have come on-line during
8
2010/11; rent from the new meeting rooms in Church Street Library for
example, will allow any net income to be used to offset the shortfall.
5.3
The majority of library income lines do not attract VAT payments. However
there are some that do; for example income from photocopying, sales of
withdrawn audio visual material and CD ROM print outs. These will be
impacted by the recent increase in VAT. It is estimated that libraries will see
VAT payment increase by approximately £1,900 in 2011/12. It is expected
that the new areas of charging will enable libraries to absorb this increase.
Table: Income budget 20009/10 – 2011/12
2009/10
2010/11
Outturn (£)
Original
Budget (£)
Circulation Income*
Photocopying
Music CD
Orchestral sets
Lost Membership
Cards
CD ROM Prints
Misc Lettings
Rents
Other*
TOTAL
2010/11
Current
Projected
Outturn (£)
358,697
28,468
12,489
37,178
338,200
25,500
11,400
35,600
324,967
28,572
9,796
33,769
2011/12
Draft Target
Incorporating
Proposals Set
Out in This
Report (£)
338,200
25,500
11,400
35,600
5,581
18,875
48,483
62,800
110,691
683,262
5,000
16,000
56,500
62,000
85,800
636,000
6,105
20,580
57,053
45,422
99,663
625,927
5,000
16,000
56,500
62,000
85,800
636,000
*Circulation Income includes Overdue charges, Reservations, DVD rental, Computer
games
* Other includes a multitude of sales line included sales of withdrawn materials, hire
of language courses, sales materials and events income
6.
Legal Implications
6.1
There are no legal implications arising from this report.
If you have any queries about this report or wish to inspect one of the
background papers please contact Tony Rice on 020 7641 8970, fax 020 7641
2764, email trice@westminster.gov.uk
9
BACKGROUND PAPERS
The documents referred to in compiling this report are:
 CIPFA – Public Library Statistics Estimates 2009/10
 SINTO – Fines and Charges in Public Libraries in England and Wales 2010
 The Library Charges (England and Wales) Regulations 1991
10
For completion by the Cabinet Member for Community Services
Declaration of Interest
I have <no interest to declare / to declare an interest> in respect of this report
Signed:
Date:
NAME:
Councillor Steve Summers, Cabinet Member for Community Services
State nature of interest if any …………………………………………………………..……
…………………………………………………………………………………………………..
(N.B: If you have an interest you should seek advice as to whether it is appropriate to make a
decision in relation to this matter)
For the reasons set out above, I agree the recommendation(s) in the report entitled
Fees and Charges for Westminster Libraries and Archives from April 2011
and reject any alternative options which are referred to but not recommended.
Signed ………………………………………………
Cabinet Member for Community Services
Date …………………………………………………
If you have any additional comment which you would want actioned in connection
with your decision you should discuss this with the report author and then set out
your comment below before the report and this pro-forma is returned to the
Secretariat for processing.
Additional comment: …………………………………….……………………………………
……………………………………………………………………..……………………………
…………………………………………………………………….…………………………….
If you do not wish to approve the recommendations, or wish to make an alternative
decision, it is important that you consult the report author, the Head of Legal and
Democratic Services, Strategic Director Finance and Performance and, if there are
resources implications, the Strategic Director of Resources (or their representatives)
so that (1) you can be made aware of any further relevant considerations that you
should take into account before making the decision and (2) your reasons for the
decision can be properly identified and recorded, as required by law.
Note to Cabinet Member: Your decision will now be published and copied to the
Members of the relevant Policy & Scrutiny Committee. If the decision falls within the
criteria for call-in, it will not be implemented until five working days have elapsed from
publication to allow the Policy and Scrutiny Committee to decide whether it wishes to
call the matter in.
11
Appendix A
Other Implications
1. Resources Implications
There are no significant resource implications, minimal changes to the library
management system will need to be made by Information Services
2. Business Plan Implications
This report is part of the annual financial planning requirements.
3. Risk Management Implications
Changes to the fees and charges schedule are relatively small and do not represent
a significant risk to the overall scheme.
4. Health and Wellbeing Impact Assessment including Health and Safety
Implications
There are no health and wellbeing implications arising from this report
5. Crime and Disorder Implications
There are no crime and disorder implications arising from this report
6. Equalities Implications
There are no equalities implications arising from this report
7. Human Rights Implications
There are no Human Rights implications arising from this report
8. Energy Measure Implications
There are no energy measure implications arising from this report
9
Communications Implications
The public will be notified of the changes to the fees and charges schedule 4 weeks
in advance of implemented. This will be done “in-library” and will be posted on the
Westminster Libraries web site.
12
ITEM
CURRENT (2010/2011)
PROPOSED (2011/2012)
ResCard
Charge after
discount
Appendix B
FEES AND CHARGES April 2011– March 2012
(ALL CHANGES FROM 2010/11 are in 2011/2012 COLUMN IN BOLD)
ITEM
CURRENT (2010/2011)
PROPOSED (2011/2012)
Overdue charges
(Fixed)
Standard: 25p per day
Standard: 25p per day
Young Adults age 15-17
(standard) 5p per day
Children and young people aged under 15:
exempt
Young Adults age 15-17
(standard) 5p per day
Children and young people aged under 15:
exempt
No discount
applicable
£10.00
No discount
applicable
£1,00 per adult notice
40p per child’s notice
0p for text and e-mail overdues
No discount
applicable
No discount
applicable
Maximum overdue £10.00
charge
(Fixed)
Notification Charge 50p per adult notice
(Fixed)
20p per child’s notice
0p for text and e-mail overdues
Debt collection” administration fee of £7.75 is Debt collection” administration fee of £7.75
charged per notice
is charged per notice
ResCard
Charge after
discount
No discount
applicable
No discount
applicable
13
ITEM
CURRENT (2010/2011)
PROPOSED (2011/2012)
ResCard
Charge after
discount
Reservations
(Fixed)
Standard: 70p
Concessions: 35p
Request cards processed by staff:
£1.50
Concessions:
75p
£1.20
60p
Self service request:
Concessions:
80p
40p
£1.00
50p
Items sourced from the British Library or
University Libraries: an additional £13
na
Reservation of periodical
Articles:
- £1.00 standard rate + 10p per page
- 50p concessions + 10p per page
BL Loan - periodical article £7
na
Reservations of selected DVDs
at standard & concessionary rates
Reservations of selected DVDs at premium,
standard & concessionary rates
Children under 16: free
Children under 16: free
Young people 16-17 reserving items for
homework: free
Young people 16-17 reserving items for
homework: free
Audio materials to users registered
blind/partially sighted, and Home Library
Service customers: free
Audio materials to users registered
blind/partially sighted, and Home Library
Service customers: free
14
ITEM
CURRENT (2010/2011)
PROPOSED (2011/2012)
Music recordings
(annual
subscriptions)
(Fixed)
All sites
All sites
£8.00 per quarter(8 items at a time)
£25.00 per year. (8 items at a time)
£8.00 per quarter(8 items at a time)
£25.00 per year. (8 items at a time)
Concessions:
Concessions:
ResCard
Charge after
discount
£6.40
£20.00 per
year
Half price standard rate
Half price standard rate
£3.20
£4.00
£4.00
£10.00
£12.50
£12.50
Users registered as blind/partially-sighted, and Users registered as blind/partially-sighted,
Home Library Service customers: free
and Home Library Service customers: free
Music and Non80p
Music recordings
loans
no differential for boxed sets
(pay as you borrow)
(Fixed)
Concessions: Half price. 40p
80p
64p
no differential for boxed sets
Concessions: Half price. 40p
30p
Language courses £2.20 per 6 week loan
Language courses £2.20 per 6 week loan
£1.70
English Language courses NIL per 3 week
loan
English Language courses NIL per 3 week
loan
Talking books £1.00p per 3 weeks loan
Talking books £1.00p per 3 weeks loan
1
80p
Users registered as blind/partially-sighted, and Users registered as blind/partially-sighted,
and Home Library Service customers: free
Home Library Service customers: free
On-Line Language
Courses
(Fixed)
Not available – new service
Standard £5 for 12 weeks access
£4.00
Concessions £2.50
On-line English courses - free
£2.00
15
ITEM
CURRENT (2010/2011)
PROPOSED (2011/2012)
DVD loans
(Discretionary)
Standard indicative charges - varying loan
periods
New releases
£2.50
Standard indicative charges - varying loan
periods
New releases
£2.50
£2.00
Features
£2.00 for 1 week
Features
£2.00 for 1 week
£1.60
TV series
1-4 disks
4+ disks
£2.50 per week
£4.00 per week
TV series
1-4 disks
4+ disks
£2.50 per week
£4.00 per week
£2.00
£3.20
Instructional
Children’s
Language
£1.00 per week
£1.00 per week
£2.20 per 6 weeks
Instructional
Children’s
Language
£1.00 per week
£1.00 per week
£2.20 per 6 weeks
80p
80p
£1.80
2
DVD loans
(Quarterly
Subscription)
(Fixed)
Computer Games
(Discretionary)

3
ResCard
Charge after
discount
£30.00 per quarter (2 items at a time)
£30.00 per quarter (2 items at a time)
£24.00
Concessions:
Concessions:
Half price standard rate £15.00
Half price standard rate £15.00
£12.00
£2.00 for 1 week loan
£2.00 for 1 week loan
£1.60
Concessions: half standard rate
Concessions: half standard rate
YP holder
£1.00

16
ITEM

CURRENT (2010/2011)
Photocopying done
 Black & white:
by customers
 10p per page (A4)
(Fixed)
 20p per page (B4/A3)





PROPOSED (2011/2012)
ResCard
Charge after
discount
Black & white:
10p per page (A4)
20p per page (B4/A3)
No discount
applicable
[cost of Cashcard copies - only at Information
Services sites: Card costs 50p plus £2 of
copies, future recharged card price of 9-18p
per copy]
[cost of Cashcard copies - only at
Information Services sites: Card costs 50p
plus £2 of copies, future recharged card
price of 9-18p per copy]
Colour:
Colour:
£1 per page (A4)
£1.50p per page (B4/A3)


[cost of Cashcard copies - only at Information
Services sites: Card costs 50p plus £2 of
copies, future recharged card price of
90p/£1.35 per copy]
£1 per page (A4)
£1.50p per page (B4/A3)
[cost of Cashcard copies - only at
Information Services sites: Card costs 50p
plus £2 of copies, future recharged card
price of 90p/£1.35 per copy]
17
ITEM
CURRENT (2010/2011)
Photocopying done
 Black & white:

by Staff for


customers
 30p per page

(Fixed)


 (40p at Westminster Reference Library,

Marylebone Information Service) with
minimum charge of £2.50 plus £2.50 per item
handling charge
 20p per page (B4/A3)



Scanning

(inc staff assisted)
(Fixed)
Printing from CDROM/Internet
(Fixed)
PROPOSED (2011/2012)
ResCard
Charge after
discount
Black & white:
No discount
applicable
30p per page
(40p at Westminster Reference Library,
Marylebone Information Service) with
minimum charge of £2.50 plus £2.50 per
item handling charge
20p per page (B4/A3)
[cost of Cashcard copies - only at Information
Services sites: Card costs 50p plus £2 of
copies, future recharged card price of 9-18p
per copy]
[cost of Cashcard copies - only at
Information Services sites: Card costs 50p
plus £2 of copies, future recharged card
price of 9-18p per copy]
Colour:
Colour:
£2.00 per page

(£3.00 at Westminster Reference Library and

Marylebone Information Service) with
minimum charge of £2.50 plus £2.50 per item
handling charge
£2.00 per page
(£3.00 at Westminster Reference Library
and Marylebone Information Service) with
minimum charge of £2.50 plus £2.50 per
item handling charge
50p per sheet


50p per sheet
15p per sheet (Black & White)
15p per sheet (Black & White)
12p
40p per sheet (Colour)
40p per sheet (Colour)
32p
18
ITEM
CURRENT (2010/2011)
PROPOSED (2011/2012)
ResCard
Charge after
discount
Fax transmission
and receipt
(Discretionary)
£1.00 for first page
£1.50 for first page
£1.20
50p for subsequent pages
£1.00 for subsequent pages
80p
No concessions rate
Lost Membership
Card Replacement
(Fixed)
Visitors
Subscription
Membership
(Fixed)
Orchestral sets
loans
(Discretionary)
Adult £3.00
Children 14 and Under £1.00
Adult £3.00
Children 14 and Under £1.00
na
£10.00 per month (2 books at any one)
£10.00 per month (2 books at any one)
na
(Target group – visitors / tourists)
(Target group – visitors / tourists)
Short Piece Hire
£15 p.m.
Medium Piece Hire
£20 p.m.
Long Piece hire
£25 p.m.
Extra long piece hire £30 p.m.
Lost part replacement charge £10.00
Short Piece Hire
£15 p.m.
Medium Piece Hire
£20 p.m.
Long Piece hire
£25 p.m.
Extra long piece hire £30 p.m.
Lost part replacement charge £10.00
£12.00 p.m.
£16.00 p.m.
£20.00 p.m.
£24.00 p.m.
Research
(Discretionary)
£35 per hour
£35 per hour
Not available
Archives “Rush research” and buildings history £55 per hour Archives “Rush research” and
£55 per hour
buildings history
Not available
19
ITEM
CURRENT (2010/2011)
PROPOSED (2011/2012)
Room hire at
Church Street+
(Discretionary)
Small Meeting Rooms
Small Meeting Rooms
Residents Associations £10 per hour
Residents Associations £10 per hour
Voluntary & Community Organisations with
less than 2 staff £10 per hour
Voluntary & Community Organisations with
less than 2 staff £10 per hour
Voluntary & Community Organisations with
more than 2 staff £10 per hour
Voluntary & Community Organisations with
more than 2 staff £10 per hour
Statutory Organisations £15 per hour
Statutory Organisations £15 per hour
Commercial Organisations £20 per hour
Commercial Organisations £20 per hour
Community Meeting Space
Community Meeting Space
Voluntary & Community Organisations with
less than 2 staff £10 per hour
Voluntary & Community Organisations with
less than 2 staff £10 per hour
Voluntary & Community Organisations with
more than 2 staff £15 per hour
Statutory Organisations £25per hour
Voluntary & Community Organisations with
more than 2 staff £15 per hour
Statutory Organisations £25 per hour
Commercial Organisations £30 per hour
Commercial Organisations £30 per hour
Small Room
Small Room
Room hire at
Mayfair
(Discretionary)
Hourly
Half day
Full day
Large Room
- £30
- £75
- £120
Hourly - £50
Half day - £125
Full day - £200
Other hours may be arranged by negotiation.
Hourly
Half day
Full day
ResCard
Charge after
discount
Large Room
- £35
- £85
- £140
Hourly - £55
Half day - £140
Full day - £230
Other hours may be arranged by negotiation.
20
ITEM
CURRENT (2010/2011)
PROPOSED (2011/2012)
All bookings outside the hours of 10.00am –
7.00 pm on weekdays and 10.00am – 2.00pm
on Saturdays and Sunday bookings will be
subject to a £15/hour security charge (£30
minimum)
Equipment Charges
Overhead projector £30 + VAT
Data Projector
£60 + VAT
Video
£30 + VAT
Flipcharts per chart £10 + VAT
Refreshments – charge on request
All bookings outside the hours of 10.00am –
7.00 pm on weekdays and 10.00am – 2.00pm
on Saturdays and Sunday bookings will be
subject to a £15/hour security charge (£30
minimum)
Equipment Charges
Overhead projector £30 + VAT
Data Projector
£60 + VAT
Video
£30 + VAT
Flipcharts per chart £10 + VAT
Refreshments – charge on request
ResCard
Charge after
discount
21
ITEM
CURRENT (2010/2011)
PROPOSED (2011/2012)
ResCard
Charge after
discount
Memory sticks
(Discretionary)
2Gb - £5.99*
2Gb - £5.99*
Not applicable
4Gb - £7.99*
4Gb - £7.99*
*Charge may change in accordance
*Charge may change in accordance with any
variation in the supply cost.
Single set
Single set
Headphones
(Discretionary)
1.50p*
1.50p*
Not Applicable
*Charge may change in accordance with any variation *Charge may change in accordance with any
in the supply cost.
variation in the supply cost.
Carrier bags
(Discretionary)
Lost Identifiable
items (Exc DVDs)
Plastic bags 10p
Re-usable bags £2.00
Full replacement cost
Plastic bags 10p
Re-usable bags £2.00
Full replacement cost
Minimum charge: £7.00
Not Applicable
£1.60
Not Applicable
Full replacement cost
Full replacement cost
Not Applicable
Minimum charge:
Adults' items: £7.00
Children's items: £7.00
Minimum charge:
Adults' items: £7.00
Children's items: £7.00
Adult hardback books or recordings: £10.00
Children's items: £4.00
Paperbacks: £4.00
Videos/DVD's: £18.00
Full replacement cost
Adult hardback books or recordings: £10.00 Not Applicable
Children's items: £4.00
Paperbacks: £4.00
Videos/DVD's: £18.00
Full replacement cost
Not Applicable
£80 per week.
15% commissions on all sales
£80 per week.
15% commissions on all sales
Minimum charge: £7.00
Lost Identifiable
DVDs
Lost unidentifiable
Items
Damaged items
Art Space Hire at
Westminster
Reference Library
(Discretionary)
£64
22
ITEM
CURRENT (2010/2011)
PROPOSED (2011/2012)
PC charging
(Discretionary)
Not applicable
1 hour per customer per day – no charge
New charge
Additional time (over and above the free
hour per day) £1 per hour pro rata
Minimum charge 25p per charged booking
ResCard
Charge after
discount
na
23
ITEM
CURRENT (2010/2011)
Appendix C – ARCHIVE CHARGES
Morning session £235
Archives Meeting
Afternoon session £235
Room charges
All day £340
(Discretionary)
PROPOSED (2011/2012)
ResCard
Charge after
discount
Morning session £245
Afternoon session £245
All day £355
Not applicable
Other hours may be arranged by negotiation
Other hours may be arranged by negotiation
Reduced rates for bookings by WCC, school or
adult education use or by Westminster Local
History Societies
Reduced rates for bookings by WCC, school or
adult education use or by Westminster Local
History Societies
Morning session £195
Afternoon session £195
All day £295
Morning session £205
Afternoon session £205
All day £310
20% discount if 5 or more bookings are made at
the same time.
20% discount if 5 or more bookings are made at
the same time.
Booking cancellations must be made confirmed in
writing. Cancellation less those 12 working days
before the date of hire will be charged at the full
rate.
Booking cancellations must be made confirmed
in writing. Cancellation less those 12 working
days before the date of hire will be charged at
the full rate.
Laptop hire
£100 + VAT
LCD projector
£100 + VAT
TV/Video
£60 + VAT
Tea/coffee/biscuits/water/ orange juice per
Person
£2.00 + VAT
Laptop hire
£100 + VAT
LCD projector
£100 + VAT
TV/Video
£60 + VAT
Tea/coffee/biscuits/water/ orange juice per
person
£2.00 + VAT
£80 + VAT
£80 + VAT
£50 + VAT
24
ITEM
CURRENT (2010/2011)
PROPOSED (2011/2012)
Archive talks and
guided tours
(Discretionary)
Given at the Archive Centre
£80 + VAT
Given outside the Archive Centre
£120 + VAT
Given at the Archive Centre
£80 + VAT
Given outside the Archive Centre
£120 + VAT
Guided tours of the Archive Centre
£80 + VAT
Guided tours of the Archive Centre
£80 + VAT
ResCard
Charge after
discount
£64
£96
£64
Reduced rates for bookings by WCC, school Reduced rates for bookings by WCC, school
or adult education use or by Westminster
or adult education use or by Westminster
Local History Societies
Local History Societies
Given at the Archive Centre
£60 + VAT
Given outside the Archive Centre
£90 + VAT
Guided tours of the Archive Centre
£60 + VAT
Given at the Archive Centre
£60 + VAT
Given outside the Archive Centre
£90 + VAT
Guided tours of the Archive Centre
£60 + VAT
£48
£72
£48
Tea/coffee/biscuits/water/juice - £2.00 + VAT Tea/coffee/biscuits/water/juice - £2.00 + VAT
per person per serving
per person per serving
Friend’s membership Individual - £14
Individual - £14
charge
Charge to societies
to join Local History
Network
Joint (2 people at the same address) - £22
Not applicable – new charge
Joint (2 people at the same address) - £22
£25
25
PHOTOCOPYING IN ARCHIVES
Standard Price
*My Westminster Rescard, Youthcard or Staffcard - 20%
Done by customer
A4 coin operated
A4 (colour)
A3 coin operated
A3 (colour)
15p (up from 10p) Not available
£1.00
Not available
30p (up from 20p) Not available
£1.50
Not available
Done by staff for customer
Per A4 sheet
40p
Plus per item handled £2.50
Minimum charge
£2.90
32p
£2.00
£2.32
Per A3 sheet
80p
Plus per item handled £2.50
Minimum charge
£3.30
64p
£2.00
£2.64
Self service photography permit
£5 daily rate
Non-commercial research - £5.00 for up to 20 images (was £5 daily rate)
Commercial research - £10.00 for up to 10 images
Microfilm and Microfiche Copying - Archives
Done by customer
50p
Done by staff for customer
Per sheet
40p
Standard Price
*Rescard, Youthcard or Staffcard - 20%
£1.00
80p
26
Plus per item handled
Minimum charge
£2.00
£3.00
Digital Microform Copying and Microfiche copying (the latter 50p upped to £1 t align charges)
A4
£1.00
80p
A3
£1.50
£1.20
Done by staff for customer
Per sheet
Plus per item handled
Minimum charge
£2.00
£2.00
£4.00
£1.60
Microfilms
Copy films per reel £65
Larger or institutional orders by negotiation
Westminster City Archives retains the negative film if a new film is made.
Where new filming entails staff making an off-site visit, a handling fee of £50 per order will be charged.
A fee of £5 will be charged for supplying Church of Jesus Christ of Latter-Day Saints references for up to 15 reels
with a further £5 for each additional unit (or part unit) of 15 reels.
Fax transmission and receipt in Archives
UK and EC
£1.60 for first page
80p for subsequent pages
All other
£2.00 for first page
1.20p for subsequent pages
£1.60 for first page
80p for subsequent pages
£2.00 for first page
1.20p for subsequent pages
27
Research Service
Local History, Business History and Gillows Furniture History - £35 per hour (inc VAT)
Building History - £50 per hour (inc VAT). We do not carry out Family History research,
but can refer you to the Association of Genealogists & Researchers in Archives.
Transcription of a parish register entry of known date £5
28
Appendix D
CONCESSIONARY RATES
Standard eligibility criteria for concessions, and standard concessionary rates were established for Libraries & Archives in 1995/96.
Eligibility for concessionary rates was clarified in the report on Fees and Charges for 1995/96 in order to bring practice into line
with elsewhere, including Westminster Leisure Centres. Concessionary rates at 50% where applicable are currently available to:
- Westminster residents who are 60 or over
- Westminster residents currently receiving any of the following benefits:
 Income Support
 Working Tax Credits
 Housing Benefit
 Jobseeker’s Allowance
- Any library users (regardless of residence) claiming:





Incapacity Benefit
Severe Disablement Allowance
Attendance Allowance
Disabled Tax Credits
Disability Living Allowance
Appropriate documentary proof is required each time concessions are claimed. The Director of Libraries is authorised to modify
concessionary eligibility rules for Libraries and Archives in line with any variation in the benefit system. From April 1996 concessionary
rates were also offered to under 18's on the loan of music recordings and this will continue.
My Westminster ResCard, Youth Passport, Senior Passport and WCC StaffCard holders are offered a 20% discount on many charges.
This discount is rounded down where appropriate in order to present customers with clearer and more convenient pricing. The discounted
cost for all charges are set out in the booklet of Fees and Charges available at all libraries.
Visually impaired customers now receive better customer service by the removal of the requirement to produce, on every visit to the
library, documentary proof of eligibility for exemptions. The concession status is now added to the computer system on enrolment (or on
production of documentary proof) and this removes exempt charges automatically. The exemptions include charges such as reservations
for audio items and loan of music recordings and talking books.
29