Delivery Committee Minutes

October 14, 2021 10:00 am

Virtual Meeting via BlueJeans

 

Action Items: None


Present: Corey Baumann (SCLS Delivery Services Coordinator & Committee Chair), Jen Foster (FCH), Eric Norton (MCM), Jodi Bailey (POY), Leah Fritsche (DEE), Angela Noel (BRD), Mark Penner (MAD) and Todd Cox (DCL)

Absent:  Doug Smith (HAW)  

Excused:  Janet Schroeder (STP), Renee Daley (ROM), Emily Judd (SKC)

Recorder: Corey Baumann

SCLS staff present: none

 

1.      Call to order time 10:00am

a.      Introduction of guests/visitors

                                                              i.      No guests

b.      Changes/Additions to the Agenda

                                                              i.      Changes: None

                                                             ii.      Additions:  None

c.       Requests to address the Committee

 

2.      Approval of previous meeting minutes:  

a.      Minutes for August meeting were approved.

 

3.      Action items : 

a.      None

 

4.      Discussion items:

a.      Cost Formula Group has formed

                                                              i.      Corey shared that the cost formula sub-group had been formed with volunteers representing the diversity of SCLS member libraries with reps from large, medium, and small libraries as well as across most of our counties.

                                                             ii.      The group will begin meeting soon to evaluate delivery cost and how it relates to member fees in an equitable way.

                                                           iii.      Volume charts were shared to show our current volume versus that of pre-pandemic.  That data shows that we have approximately 85% of pre-pandemic volume levels and there appears to be a continuing trend of increase, albeit very modest over the last 5-6 months.

                                                           iv.      The bumps to the trends do seem to match with all of the return to service milestones: Full 5-day service, returning to more open libraries, quarantine reduction/removal, and the advent of vaccination.

 

b.      Friday/Saturday service

                                                              i.      SCLS Delivery will continue to move forward with 5-day service.  Our part-time staff and the hours used on Saturdays (staffed with almost exclusively part-time staff members) has allowed SCLS to better and more efficiently handle the volume load.

                                                             ii.      Saturday delivery would be considerably smaller than in the past and inefficient in terms of opening the building and staffing with a larger group of drivers.

                                                           iii.      The volume does shift to Mondays, however we are positioned to handle the bump there with a greater concentration of hours.  While materials are held over (about 5-10%) until Tuesday, the remainder of the week indicates a substantial reduction in volume that does not warrant additional trips out on Saturday.

                                                           iv.      To alleviate some of the concerns for dropped Saturday service, we have responded by adding a 2nd trip to our Dane North and Dane South members who had Saturday service.  This clears the materials for the weekend that seems to close the gap that some patrons may have sensed.

                                                             v.      Adding a late run for our local Madison routes is being evaluated for the same purpose.

c.       State Delivery Coordination

                                                              i.      Corey shared that the greater statewide delivery coordinators have met for the past 3 months to share issues and concerns with local delivery.

                                                             ii.      There are also 2 sub-groups working on collecting information more specific to the advancement of PLSR:  (1) Cooperative work with private couriers and (2) Data collection and cost analysis.

1.      Private Couriers:  The aim is to agree on standards of service and minimum levels of practice that include delivery consistency, security, safety, communication, and cost.

2.      Data Collection:  The aim is to analyze and employ methods for collecting volume data and cost factors for delivery so as to gain a better and more consistent understanding of delivery operations within our local delivery systems. 

d.      BNAW

                                                              i.      Corey shared that work is continuing on the process for site selection of the new SCLS building.

1.      It has come after an exhaustive search of more than a dozen viable sites in the Madison area

2.      Numerous locations had been eliminated for a variety of reasons

3.      Our final formalities and procedural actions are heading towards a confirmed site and timeline for the building process to begin at Graham Place on Madison’s southeast side.

e.      Delivery Committee

                                                              i.      Corey mentioned that a handful of committee members would have their term expire in December.  We would like for them to re-up if they are interested.  New selections should be nominated via Heidi Moe soon.

f.        COVID procedures

                                                              i.      Corey did a quick recap of current COVID procedures and updates.

                                                             ii.      Committee members shared a number of local procedures that vary from strict local guidelines to a hybrid.  In hybrid settings, libraries described some relaxed situations and locations within a library where staff or patrons may have to observe distance in lieu of mask-wearing.

 

 

 

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, December 9, 2021

 

8.      Adjournment:  10:50am

 

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/10-14-2021