Delivery Committee Minutes

April 11, 10:00 am

Hybrid Meeting (via Zoom)

 

Action Items: None


Present: Stuart Bisbee (BRD: for Amy Trumble (NGL)), Leah Fritsche (DEE), Eric Norton (MCM), Nicole Menzel (ROM), Emily Whitmore (SGR), Janet Schroeder (POCO), Amanda Wakeman (COL), Mark Penner (MAD), Todd Cox (DCL), & Jen Foster (FCH)

 

Excused:  

Recorder: Corey Baumann

SCLS staff present: Shannon Schultz, Heidi Oliversen

 

1.      Call to order time 10:05am

a.      Introduction of guests/visitors: 

                                                              i.      Stuart Bisbee attending for Amy Trumble

                                                             ii.      Introduced new SCLS Director, Shannon Schultz

b.      Changes/Additions to the Agenda:  None

c.       Requests to address the Committee:  None

 

2.      Approval of previous meeting minutes:  

a.      Minutes for February meeting were unanimously approved.

                                                              i.      Motion:  Eric Norton

                                                             ii.      Second: Mark Penner

                                                           iii.      Approved unanimously

 

3.      Action items : 

a.      No action items

 

4.      Discussion items:

a.      Delivery Process Update

                                                              i.      After a chaotic transition to Pankratz in the first two months, we appear to be very close to a comfortable process.

                                                             ii.      Most of our warehouse space has been well-labeled and streamlined.  We remain flexible to change processes like never before if something needs improvement or adjusting.  Our managers Jeff and Brad have been free to suggest and implement ideas for the overall betterment and efficiency of our operation.

                                                           iii.      Safety measures will continue to be enhanced with the addition of floor mats and clear signage.  Training enhancements and a safety committee will soon follow.

                                                           iv.      Departure times have recently been realigned to what we did at Gilson.

1.      All routes will now depart at 6:30am (rather than some at 7:00)

2.      This led to confusing start times for staff and later returns

3.      It was an effort to reduce garage congestion.

                                                             v.      Issues still to resolve:

1.      Local route times

a.      I greatly underestimated the impact of being further away from downtown and the far west side. 

b.      We would like to examine different pairings of libraries to help rectify the distances that we are traveling for some of these runs:  Metro West, Campus, and Madison Central.  These routes are taking about 25% longer than we anticipated.  Some is new staff, but the other side is traffic patterns around Lake Mendota, the isthmus, and the beltline to our north side location.

                                                           vi.      Budget formulation continues. 

 

 

b.      Staffing Update

                                                              i.      Since the last DC meeting, we have come a long way.  Back in February, we had just gone through our selection process for adding 3 new delivery supervisors.  (Corey introduced them with a photo)  Carl Stratman, Rick Streed, and Doug Wilson have all been jumping in and helping us to fill in gaps that were created by the loss of two managers near the transition to Pankratz.  Their roles and duties are being finalized, but they have been settling in, setting up offices, and pitching in to help administer all aspects of delivery

                                                             ii.      The supervisors were taken out of the driving roster due to the hiring of 3 regular full-time staff members.  Brian Kelley, Ivan Abarca, and Billy Harwell have all been on board for more than 6 weeks and getting better each day with their permanent route assignments

                                                           iii.      Delivery has added another 4 part-time staff members to help us fill the critical roles of local delivery routes.  Scott Maurer, Tom Kuehne, Mike Goeden, and Adam Trumble have been added to address numerous gaps that coincided with a depletion of our part-time staffover the last few months at Gilson.  We are still looking to fill a few part-time shifts to help us reach full staff.

                                                           iv.      The process for adding new staff worked far better than expected.  With the new means of reaching candidates in more current and innovative ways (QR code to our application), we gathered an unprecedented two-dozen applications over just two months.  From there, we were able to schedule interviews often within two days of reaching out to candidates.  Then, when the interviews went well, we were able to make multiple offers on the same day and get rapid responses in less than a day.  In one case, we started the person the very next day.  This process was welcomed by our manager team as a tangible signal that we were moving quickly to address the staffing deficit.

                                                             v.      Further, we transformed training to broaden tasks that they would see on their first two days.  When we actually broke up the tasks into relevant small parts, we observed a quicker “ramp-up” on the things we needed like route proficiency.

 

5.      Reports (for Committees only)

a.      No Reports

 

6.      Items from clusters (for Committees only)

a.      No Items from clusters

 

7.      Plan for next meeting:

a.      Thursday, June 13, 2024

 

8.      Adjournment:  10:35am

 

9.      For more information about the Delivery Committee, contact Corey Baumann cbaumann@sclsdelivery.info  or 608-266-4695

 

SCLS staff are available to attend cluster meetings to share information and answer questions pertaining to this committee meeting and other departmental projects.

Delivery Committee/Minutes/04-11-2024