Guidance

Introduction to alternative delivery models toolkit

Published 28 March 2017

1. Introduction to the toolkit

This toolkit is designed to support library service managers, council commissioners and transformation teams, councillors, Friends Groups and community groups to consider the desirability, viability and feasibility of a range of alternative delivery model (ADM) options for their library services.

It demonstrates and describes a staged approach to investigation and establishment. It also describes the characteristics and potential advantages/disadvantages associated with each type of ADM.

We want to enable the user to undertake a robust, objective and evidence-based analysis of the various options should they wish to explore moving to a different delivery model.

This toolkit was developed by the Optimo partnership, on behalf of the Libraries Taskforce and the Department for Culture, Media and Sport (DCMS). It brings together a range of technical processes and the real life experiences of the 4 library services that have spun out from their respective councils. These demonstrate some of the challenges and barriers that have been overcome, as well as highlighting some of the benefits that have been realised.

2. Why develop an alternative delivery model toolkit for libraries?

These are challenging times for councils as they cope with significantly reduced budgets, increasing demands for adult social care and changing expectations from local communities. Libraries are not immune from the challenges facing councils and most councils are having to look for more radical approaches and solutions in this changing landscape for a range of services including libraries.

The way people use libraries and their expectations of public services are changing. Financial and demographic challenges are increasing. Standing still is therefore not an option.

Councils remain responsible for overseeing the delivery of a ‘comprehensive and efficient’ library service by listening to and reflecting the changing needs of their communities. Informed by these statutory requirements, an increasing number of library services and councils are taking steps to investigate new models of delivery.

Investigating new delivery models provides a range of stakeholders with an opportunity to consider the services currently offered by a library service. In partnership with communities and public bodies, a number of library service delivery models are developing innovative, needs-led and sustainable services across a range of agendas, such as healthier and happier lives and greater prosperity. New delivery models can, in the right circumstances, be an effective way of promoting sustainability, resilience and innovation across the library sector and beyond.

Locality’s Income Generation for Public Libraries report recognises that increased income generation can be delivered via a number of different models.

This toolkit was commissioned because the Libraries Taskforce and DCMS wanted to ensure that library services have access to the best possible information and advice in making decisions on whether or not to move to an ADM. This toolkit is designed to support you to consider whether your current delivery model maximises your library service’s sustainability. It is also designed to support you to consider whether a new delivery model would lead to benefits associated with a more holistic, innovative and inclusive offer.

3. How to use the toolkit

Using this toolkit will help you to undertake the process for investigation in a structured, robust and objective way. As the toolkit looks at each stage in detail, we have split the document up into separate chapters, whilst providing links between them where this is likely to be helpful.

It provides links to helpful resources and a range of templates that can be used at each stage of the process. The chief executive officers (CEOs) of the existing library service mutuals provide a range of lessons they learned and critical success factors from their transitions, as well as identifying the things they wish they had known.

The toolkit also examines specific technical issues that are likely to arise. Where possible we have provided potential approaches to addressing these issues.

You are strongly advised to source your own expert advice to identify appropriate and bespoke solutions to the specific issues facing your own library service during the options appraisal, business planning and transition stages.

4. The underlying principles of the toolkit

To make sure that the toolkit provides the basis for an objective appraisal of the various ADM options, we’ve designed it in line with the following principles:

The toolkit remains ‘model agnostic’ throughout the investigation process. No one model is promoted as a preferred option. It will give you the necessary tools to identify and establish which option might be right for your particular circumstances locally.

Keeping the library service in-house is considered as an option in its own right. This option assumes that the service may require some level of re-engineering to ensure it remains sustainable and viable.

The toolkit is designed to be scalable. In certain circumstances the library service and/or council may decide not to complete one or more of the stages along the journey to establishment.

We strongly recommend that library services and councils undertake each stage of the investigation and establishment process. But if you can’t do that then we recommend you undertake the following stages as a minimum:

• the options appraisal, business planning and transition stages
• involve important stakeholders, including councillors/portfolio holders, council decision makers and business support services (finance, legal, HR and premises), staff, Friends Groups and other community groups in whatever investigation and establishment process you undertake

5. What other support is available?

Further support to library services and councils who are exploring or working towards establishing an ADM will be made available by DCMS in 2017/18. This support is likely to include:

• coaching and mentoring provided by the CEOs of the existing library mutuals
• technical support provided by experts in business planning, legal and accountancy

The next section of this toolkit looks at why you would consider an alternative delivery model.