Cost Formula Work Group 2022 for 2023 Notes
February 17, 2023, 10:30 am
Via phone/video conference
Action Items:
None
Present: Elizabeth Clauss (MNT), Renee Daley
(ROM), Lauren White (PDS), Larry Oathout (STP), Nate Snortum (DCL), Margie
Navarre Saaf (MAD), Debbie Bird (POR)
Absent: Katherine Elchert (MCM), Wendy Rawson (FCH)
Excused: None
Recorder: Michelle Karls (SCLS)
SCLS Staff: Vicki Teal Lovely, Martha Van Pelt, Kerrie Goeden
1. Call to Order at 10:32 am
a. Introduction of guests/visitors
i. None.
b. Changes/Additions to the Agenda
i. None.
c. Requests to address the Committee
i. None.
2. Approval of previous meeting minutes: February 1, 2023
a. Motion: M. Navarre Saaf moved to approve the February 1 meeting minutes. N. Snortum seconded.
b. Discussion: none.
c. Vote: motion carried.
3. Discussion & Possible Action
a. Review:
i. MyPC startup (no costs, full annual fee charged)
1. Discussion: V. Teal Lovely would like to add the following language to the MyPC section; “There are no startup fees for MyPC. Libraries adding a new MyPC license during the year will be charged the full annual fee of $15 per license.” The group agreed with adding this statement by consensus. (No objections).
ii. Plan for ILS development contingency
1. Discussion: V. Teal Lovely reviewed the ILS contingency history document. We have $5,000 budgeted per year for development (which has decreased over time). It’s offset by money we receive from providing support to libraries that use Envisionware and Bibliotheca. Libraries are not really charged back at this point. We have $75,000 encumbered for current development. Most of this will be spent in 2023/2024 after 7.4 is put into production. At that point, the rough estimate left in contingency is $325,000. We don’t want to go lower than $250,000. A side effect of open development is that it takes a lot of staff time and training is one area that suffers. We have reduced in person training and gone more to web based. This was partly due to the pandemic and also library staff seem to prefer it. We do feel going back to some in person and more live webinar training sessions would be beneficial for library staff. It is a great way for library staff to get out of the library and focus on how to use the ILS without other distractions. This will take more staff time. We do have some internal struggles keeping up with testing for new releases. We are wondering if this group should set a spending cap to slow decline. We could Increase the budget or discuss the possibilities of libraries sponsoring development. V. Teal Lovely recommends not increasing the budget at this time and taking time to figure out an appropriate amount of development. One thing that will need development for in the future is the branch issues with Local Holds. (If it goes forward after the vote.). The ILS Committee will discuss this over the next year and maybe make changes in the next few years. The group agreed with not raising the budget at this time. V. Teal Lovely reminded everyone there will be a significant dip after the 7.4 upgrade, but we should be OK a year or two. MAD and STP are OK with this. The IC will review this.
iii. Possible increase PC costs (declining PC counts)
1. Discussion: V. Teal Lovely went over this at the last meeting. We have had a $250 fee per PC fee since 2014. V. Teal Lovely reviewed the PC Support Fees. In 2020 and 2021, libraries added PCs, perhaps as a result of adding more staff laptops for staff working at home. In 2022 and 2023, there has been about an equal drop in the number of PCs. Libraries are assessing their needs for PCs in the library and this is a good thing. Libraries need to respond to trends. It does effect the technology funding for staffing. There is a point where we could eliminate a staff person, but there is no clear cut position. Every person on the tech team has multiple roles. For example, the Help Desk (Nick) now serves as a network backup. We are hiring for a new field services technician. Emily is now backing up servers support. The question was raised if we raise the fees, will that make it more difficult for libraries to pay for PC support. V. Teal Lovely does not recommend increasing this fee for 2024. We have a healthy contingency right now and we can support the gap for another year. We won’t know the shortfall until May when we are done with the device count. The purpose of this discussion is for libraries to be aware of these issues. This will be reported at the All Directors Meeting in March.
iv. Extra Cisco router fee for network services
1. Discussion: The extra fee issue was resolved at the last meeting. We don’t think this will be an issue going forward. Will is testing Juniper equipment internally as it costs less than Cisco. He is working on integrating it and reports that it’s not easy but it is possible. The next phase of this project would be to test it in a pilot library. We can’t remove all of the Cisco equipment (MAD and other larger libraries need it). The main issue will be long term. If Juniper products aren’t reliable and we have to replace them more often it won’t be cost effective. Cisco equipment is pretty reliable but the costs have been increasing significantly.
v. Other ideas?
1. Discussion: M. Van Pelt mentioned the Technology Service Agreement at the last meet and spoke to the AC again. (No cost or fees associated are associated with this.) We are slowly moving forward with this.
2. V. Teal Lovely plans to allocate about 10 minutes at the All Directors meeting in March to report on cost formula issues. We hope members of this group will continue with us next year if they are able.
vi. We will send notes to approve via email.
2. Plan for Next meeting: N/A
3. Adjournment at 11:12 am
*The notes for this meeting were approved by consensus via email. 3/28/23
For more
information about the Cost Formula Work Group, contact Vicki Teal Lovely.
Cost Formula Work Group/Notes/02-17-2023