Delivery Committee Minutes
August 11, 10:00 am
Virtual Meeting via BlueJeans
Action Items: None
Present: Corey
Baumann (SCLS Delivery Services Coordinator & Committee Chair), , Mark
Penner (MAD), Jen Foster (FCH), Eric Norton (MCM), Jodi Bailey (POY), Leah
Fritsche (DEE), and Todd Cox (DCL) Janet Schroeder (STP), Carolyn (ALB)
Absent: Doug Smith (HAW)
Excused: Renee Daley (ROM), Lisa Renier (SKC),
Recorder: Corey Baumann
SCLS staff present: Martha Van Pelt
1. Call to order time 10:05am
a. Introduction of guests/visitors
i. No guests
b. Changes/Additions to the Agenda
i. Changes: None
c. Requests to address the Committee: None
2. Approval of previous meeting minutes:
a. Minutes for June meeting were approved. Leah Fritsche introduced the motion and Mark Penner seconded. All voted in favor.
3. Action items :
4. Discussion items:
a. Update of Route Efficiency Plan
i. Corey provided some background on the mid-year decision to make some changes to some local routes (to Madison)
ii. Staff had identified some areas where trucks could be maximized to greater capacity in an effort to reduce mileage:
1. Consolidating low-volume stops onto other nearby truck routes
2. Eliminating two Friday afternoon routes that yielded very little in return for the mileage run and adding 4 nearby stops to boost Friday material movement
a. Corey demonstrated the comparison that the two routes that were eliminated had combined for 3 times as much mileage and 5 times as many labor hours than the single route that generated almost double the return of materials.
3. Discussion from the group:
a. Eric @ MCM: Sounds like a lot of good thinking there. Lots of "necessity being the mother of invention" going on. Procedure changing can give you good results but it certainly is never simple, however simple the concept seems.
b. Eric @ MCM: My cluster is generally silent (so I assume satisfied). The changes that you've made so far don't affect us in the Great North Woods.
c. mark penner: I haven't heard any complaints....which is usually a very good sign
d. Eric @ MCM: The clusters down there are, well, clustered where they aren't so much up here.
e. Jodi (POY): I haven't heard any feedback from the Columbia Co. Cluster either. This seems very efficient, Corey. Thank you!
f. Jen FCH: In communication with some of the smaller and a bigger library in Cluster 8 and everyone seems fine with the changes, including losing the afternoon delivery
g. Todd- DCL: As a mobile service, we here at DCL understand the challenges of logistics, and changing routes. Change one thing, and you have to change others. This all makes sense but we don't envy you having to think through all of this.
b. Accident Response Plan
i. Corey explained that there has been work to improve SCLS’ internal accident response plans.
1. This comes as a response to some recent work-related injuries and outcomes that could have been improved if the employee had more information in-hand when seeking medical attention.
2. Full staff training will take place before Labor Day, 2022
3. The basics:
a. All staff will be asked to provide an accident report for any work-related injury the same day or within 24 hours minimum.
b. The report will include a walk-through of what the staff member would need to do if seeking care from a medical professional. The staff member can take the report and documentation along with them to help guide decisions related to capacity to work without fully removing them from the payroll (in lieu of worker’s compensation)
i. Includes a description of the job requirements they perform with frequencies and weight limits
ii. Includes options for light duty and sedentary tasks which can be completed while maintaining full pay
c. The staff member will have the form with them along with the ability to make the decision to attend to medical care. If they do not seek medical care, the document still becomes a record of the incident that can be referred to later as well as catalogued for collecting injury data (i.e. trends)
d. At some time after, the staff member and the Coordinator will review the accident for opportunities and prevention strategies.
e. Eric @ MCM: We've just recently had an employee here notify us from an incident that happened weeks prior to her notification, so I definitely get where you are coming from.
c. New Building Update:
i. Corey and Marty shared the latest condition of the process to acquire a new building for SCLS operations.
1. The site that was referred to as “Walton Commons” on Madison’s southeast side has been formally shuttered by the Board of Trustees.
2. Work is moving along on the viability of a property that currently has a 90-day window to finalize a purchase:
a. The property is an existing building on Madison’s near north side.
b. 10-year old facility that housed a branch of Lakeland University.
c. Investigating the cost and logistics of a remodel of the interior and the addition of a sorting floor and garage for Delivery. All efforts are being made to keep the entire project at or below the Board-approved budget limit.
d. The property has a “ground lease” which was explained by Marty. The lease is an annual “rent” on the land that is very small compared to the annual rent payments for both the current HQ and Delivery sites.
e. Keller (the builder) is working with us to provide renderings and cost estimates for improvements that maintain SCLS needs while limiting cost. These choices involve maintaining as much of the current floor plan of the Lakeland site when possible.
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, October 13, 2022
8. Adjournment: 10:55am
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/08-11-2022