To: Winnefox Library System Library Directors and Trustees

From: Mark W. Arend, Interim Assistant Director

Re: WCTS study

Date: 26 June 2006

This spring we contracted with consultant Angela Dodge to evaluate the selection, ordering, cataloging, and processing services of WCTS for efficiency and cost-effectiveness. As a comparison she also examined the same operations at three non-WCTS libraries: North Fond du Lac, Omro, and Winneconne. Angela Dodge is a librarian who has worked in technical services and has experience in accounting and bookkeeping.

Libraries were visited and staff interviewed in March and April. The final report was completed in June.

The study’s conclusions supported the value of WCTS:

ü The per-item cost—the cost of staff time to order, process, & catalog an item—is significantly cheaper for WCTS than for individual libraries. (Table 13, page 7).

ü Cataloging & processing time—the time from when an item arrives to when it is ready to circulate—is faster for WCTS than for individual libraries. (Table 8, page 5).

ü On average, WCTS receives a greater discount from vendors than individual libraries. (Table 8, page 5).

ü Items chosen for the selection list are generally appropriate for smaller libraries. Between 65% and 70% of items on the selection list are ordered by at least one library. (Table 13, page 20).

The study also points out areas which need to be looked at:

ü Sixteen of the 64 rotating circuit memberships are held by non-WCTS libraries. Because circuit dues go only for new and replacement materials and not for personnel costs the WCTS libraries are subsidizing circuit membership for these other libraries.

ü The contract cost of WCTS services—services sold to non-WCTS libraries—should be re-evaluated.

ü Selection lists and orders should be compared to see if there is a pattern to types of items not ordered.

ü WCTS services are underutilized by member libraries. We need to explore this issue and determine what changes in procedures could increase use.

ü While WCTS was initially established as an agency to order, catalog, & process materials, other services now take a significant amount of staff time (for example, rotating collections, CD/DVD refinishing, and workdays)

Based on this report, staff will be looking at WCTS procedures and expect to bring recommendations for changes to the WCTS Executive Committee. The Executive Committee consists of two library directors from each member county, Cindy Wallace, and myself.