Delivery Committee Minutes

April 14, 10:00 am

Virtual & Hybrid Meeting via BlueJeans

 

Action Items: None


Present: Corey Baumann (SCLS Delivery Services Coordinator & Committee Chair), Renee Daley (ROM), Jen Foster (FCH), Janet Schroeder (STP), Lisa Renier (SKC), Eric Norton (MCM), Jodi Bailey (POY), Leah Fritsche (DEE), and Todd Cox (DCL)

Absent:  Doug Smith (HAW), Angela Noel (BRD), Mark Penner (MAD)

Excused:  

Recorder: Corey Baumann

SCLS staff present:

 

1.      Call to order time 10:05am

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 February meeting were approved.  Eric introduced the motion and Leah seconded.  All voted in favor.

 

3.      Action items : 

a.      None

 

4.      Discussion items:

a.      Cost Formula:

                                                              i.      Corey shared some information regarding where the cost formula for delivery.

1.      The next meeting with cost-formula workgroup would take place in the next two weeks

2.      Marty, Kerrie, and Corey met the previous week to go over a proposed 3-tiered formula approach.

a.      Factors:  A base fee (based on classification/size), Volume Borrowed, and a Stop Fee.  Corey explained that the proposed structure attempts to assess fees in places where users of the service shoulder appropriate amounts in relation to their participation and impact on cost.

                                                                                                                                      i.      The base fee is a small “shelf space” assessment meant to charge all users a portion of our sort floor under our delivery administrative “umbrella.”

                                                                                                                                     ii.      The “volume borrowed” fee is based on the amount of volume trafficked by borrowers and has impacts in both hand-sorting and handling on routes.  The heavier the borrower, the greater the share of this category.

                                                                                                                                   iii.      The stop fee is the evaluation of all costs related to the actual transportation of items regardless of distance and then divided equally across all users evenly by stop.  If there are more stops at a location, the more they will pay for that frequency.  However, each stop is the same regardless of distance from the hub.  This is referred to as “postalization.”  The same idea holds true in the US Mail:  It costs the same to mail a letter across town as it does to mail it across the country.

1.      Eric asked for clarification of what “postalized” means.  It is not a widely recognized term.

b.      Other information:  Marty, Kerrie, and Corey will be meeting again next week to finalize a proposal of the amounts assessed, the impact of State Aid to close gaps, and whether there are other divisions of costs related to administration of delivery.

c.       The Cost Formula team should be able to wrap this up in time for the May All-Director’s meeting.

d.      Corey remains hopeful that there will be no county that would see an increase to fees.  If anything, there could be some consequential reductions in fees.

b.      Cost Considerations for 2023.

                                                              i.      Corey shared some recent updates to cost concerns beyond the cost-formula discussion:

1.      Fuel, motor oil, Post-Its, and contracted services are all seeing significant spikes due to inflation and petroleum-related costs.

2.      The frequency of stops and route structure will stay the same.  Any requests to expand or contract service were evaluated.  However, changes to frequency will best be implemented with a new cost-formula so costs will be evenly distributed appropriately in the event of such a change.

3.      Renee mentioned that ACL has used their own Post-Its.  They did not know that SCLS provided them.  They will continue to do so in the interest of cost savings.  Corey mentioned that SCLS regularly mentions this supply line in the budget and still sees some libraries source them on their own.  It is appreciated that a library independently absorbs these costs.

 

 

 

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 9, 2022

 

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/04-14-2022