Delivery Committee Minutes

October 10, 10:00 am

Hybrid Meeting (via Zoom)

Action Items: None

Present: Amy Trumble (NGL), Eric Norton (MCM), Emily Whitmore (SGR), Leah Fritsche (DEE), Mark Penner (MAD), Janet Schroeder (POCO), Amanda Wakeman (COL)

& Jen Foster (FCH)

Excused: Todd Cox (DCL), & Nicole Menzel (ROM

Recorder: Corey Baumann

SCLS staff present: Heidi Oliversen

1. Call to order time 10:05am

a. Introduction of guests/visitors: None

b. Changes/Additions to the Agenda: None

c. Requests to address the Committee: None

2. Approval of previous meeting minutes:

i. Eric Norton, Motion

ii. Leah Fritsch, Second

iii. Committee unanimously approved

3. Action items :

a. No action items

4. Discussion items:

a. Volume:

i. From the “parking lot”. Corey reported that the most recent one week comparison of volume from the last week of September, 2024 and the the last week of September, 2023 revealed that delivery counts are up. Corey reported that the initial survey of the volume indicated a 9% increase in volume from 2023. He stated that he needed to go back and confirm that because the result was pretty substantial. In doing so, some errors were filtered out and it yielded a 5.3% increase.

ii. 2023: 4994 bins transported; 2024: 5260 bins transported (+266 bins)

iii. Explanations: SCLS is now counting bins that are circulating in Madison that were not previously. These were goldenrod tags associated with “Bulk Loan” transports. We are counting them because they travel in red bins and are often every bit the same in terms of weight and cube as a typical bin containing transit materials.

iv. Volume Data by Category:

Category	2024	2023	Change
Madison	1908	1737	+171 (+9.8%)
Dane County	1984	1950	+34 (+1.75%)
Portage County	205	160	+45 (+28%)
Wood County	265	250	+15 (+6%)
Green County	166	165	+1 (+0.6%)
Columbia County	293	283	+10 (+3.5%)
Sauk County	379	379	Even (0%)
Adams County	60	70	-10 (-14%)

· When eliminating the Madison category, system volume still revealed a nearly 3% increase in volume moved from the same week last year.

b. Metro South:

i. The Metro South Route was a route that we eliminated a few years back as a cost and time saving effort to keep trucks full and utilize our staffing better. It departed daily at 10:00am and stopped at South Madison (SMB), Fitchburg (FCH), and Monroe Street (MSB).

ii. Recently, with the filling out of our latest part-time hires (who have done exceptionally well in ramping up their procedural knowledge), we have entertained re-starting the route to relieve the pressure on the 3 routes those libraries were paired with: SMB (Green County), FCH (Metro East morning), and MSB (Metro West morning). Each of those routes are already pushing the limits of volume and return times each day, but especially on Mondays and post-holidays.

iii. In re-starting the Metro South Route, we are temporarily suspending the plan due to a lack of sufficient box truck back-up. This is caused by a truck that we lost back in May to a serious accident that has put the affected truck into a state of continuous repair and replacement of significant parts related directly to the accident: the box itself, the liftgate mechanism, and airbags. We anticipate moving forward on this in early 2025.

c. Route Evaluation

i. Corey discussed an effort to examine routes and stops on a granular level to seek efficiencies and consistencies between stops. This is meant to look at ways that we can improve the efficiency of stops and equipment use at each that.

ii. Corey stated that, as an example, when libraries are planning for a new building, Delivery is engaged for “best access” ideas. In that regard, Delivery would always like:

1. A close, flat, spacious parking space dedicated

2. A wide door with a key fob entry (rather than a hard key or card)

3. A short entry path away from patrons, furniture, and other obstacles like turns or small spaces

4. An outgoing delivery that is prepared and clearly set for pick-up

5. Smooth, flat surfaces. Including door thresholds and transition curb cuts.

iii. In reviewing these basics for a new library, there is likely opportunities to work with libraries on their current process for delivery exchange

1. Corey shared the example of McMillan some years back where half of the delivery was taken to the back of the library and run up an elevator to the next floor up.

2. The committee shared some initial thoughts. Leah said that this effort should not be problematic if it is meant to seek to solve inefficiencies for both libraries and Delivery.

iv. Red Cart use and space was also discussed as a potential topic.

1. Red Carts are still in demand, but we sit in the “sweet spot” of having enough to complete our mission, but not too many to have storage issues most of the week. We do run the risk of running short if we lose some carts to damage or loss.

d. COVID test distribution

i. Corey discussed the recent effort to act as a conduit for community COVID test distributions

ii. As of 10/14, SCLS has distributed several thousand test kits to member libraries for free distribution to patrons.

iii. There have been three deliveries of kits via the Wisconsin HHS sourcing with a fourth due to come in early next week (the week of 10/21)

iv. The kits will be accompanied by some written materials describing the channeling of positive test results to a UW Madison research project for tracking transmission rates and locations. That literature will be included within the next distribution and hopefully, patrons will help participate voluntarily.

e. Service Priorities for 2026

i. Corey opened the space for an initial discussion of service priorities as a way to plan for a 2026 budget.

ii. Clarifications were made to describe what this means and Corey provided an example of a library inquiring about reducing frequency as a cost saving measure or a new procedure or service that would affect budgeting or fee distribution to members.

iii. At this time, there were no topics offered to begin the discussion, but we will revisit the topic again in December. Committee members were asked to engage the clusters.

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 12

8. Adjournment: 11:15 am

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/10-10-2024