This case study forms part of "Guidance for libraries and archives on Local Government Reorganisation" which aims to support library and archive Head of Services to prepare for local government reorganisation and the impact this will have on their services. The guidance has been written for Libraries Connected, The National Archives, the Local Government Association and Arts Council England by Shared Intelligence.
LGR context
Surrey is part of the UK government’s ‘fast track’ scheme for Local Government Reorganisation (LGR) and is the first area to have its LGR plans confirmed. From April 2027 two new unitary councils – East Surrey and West Surrey – will replace the existing 12 councils (districts and the county) currently covering the area. The key message from Surrey to other library services is clear; use all available resources now to ensure that services are flexible and ready for change, whatever that change may be. And get ready to understand the new normal!
Getting the service ready for an uncertain future
Shadow authorities will be established one year in advance of April 2027. This will ensure as smooth a transition as possible for Surrey residents. Elections are due to take place on 7 May 2026. The Councillors elected in May 2026 will work as part of 'shadow authorities' for one year alongside the existing councils to oversee the transition to the new governance arrangements.
They will then continue to represent East Surrey and West Surrey beyond April 2027, when the two new unitary authorities officially take over delivering all local services in the area.
Vesting day will be in April 2027 when the new unitary councils will officially become responsible for the provision of services, including the statutory library service, and the existing councils will dissolve.
Given all of this change, it is timely to remember that local government elected Members are elected by residents on a manifesto and serve a term of office. They are responsible and accountable for making strategic decisions and ensuring those are implemented by council officers. Officers can make recommendations based on existing guidance and statutory requirements but final decisions will rest with Members of the new authorities.
Until those Members are in place, the priority for officers is readiness; creating an organisation ready to implement future decisions while continuing to meet statutory duties now. To move quickly after shadow Members have been elected and then after vesting day, services leaders must have robust baseline information and a good understanding of their existing service and users.
To do this, heads of service need to have everything in order and in good time. They should think of their service as a business and ask questions around the key pillars:
- Do you know your workforce and their roles?
- Are contracts well documented and do you know when they expire?
- Do you have accurate information on your buildings and their condition?
- Does your workforce understand the change and what it means for library service provision?
Opportunities and challenges
One of the biggest opportunities of the LGR process is the chance to ‘get the house in order’. LGR provides an opportunity to review, revise and update key systems and information. Library services don’t have to start this review from scratch; they can use resources already available including the Arts Council England ACE Libraries Development Framework and DCMS Task Force guidance.
For library services this is more than an administrative exercise. Officers will soon be tasked with creating services that need to be delivered in a new way.
Having a clear pitch, narrative and vision ready to build the library service’s place in the new authorities will be essential.
Officers must also be cautious not to overstep their roles. The library service for Surrey will not exist in it’s current format and officers need to be aware that new authorities will ultimately decide how to proceed with the service going forward. Strong evidenced proposals for service delivery will enable future unitary organisations to make informed decisions. Evidence and insights will win the day.
Key learnings so far
Use existing frameworks and guidance to help the process
Don’t reinvent the wheel. This is an opportunity to use the wide range of resources that are already available. This includes Arts Council England’s Libraries Development Framework, DCMS Task Force guidance, and other materials like the Charteris report of the Wirral library inquiry from 2009.
Get the house in order
This includes having up to date information, systems and oversight of key mechanisms such as contracts and IT, and making sure that the service is financially viable. Ensure “safe and legal” come vesting day Library services must fulfil their statutory duties from vesting day. Start planning now and avoid last minute risks.
AND finally… the key message from Surrey is that library service leaders must have the confidence and vision to lead their teams through LGR because strong local leadership of libraries, focused on meeting community needs, is vital. Standing still is not an option!