Delivery Committee Minutes

February 13, 10:00 am

Hybrid Meeting (via Zoom)

Present: Amy Trumble (NGL), Leah Fritsche (DEE), Eric Norton (MCM), Nicole Menzel (ROM), Kristina McGuire (PAR), Mark Penner (MAD), Todd Cox (DCL), Jen Foster (FCH), Margie Navarre-Saaf (MPL)

Excused: Emily Whitmore (SGR), Amanda Wakeman (COL), Johnna Grant (STP)

Moderator: Corey Baumann

Recorder: Jeff Grandt-Turke

SCLS staff present: Shannon Schultz, Heidi Oliversen

SCLS staff not present: N/A

1. Call to order: 10:05 a.m.

a. Introduction of guests/visitors/new committee members: welcome to Kristina (PAR), filling in, in place of Amanda

b. Changes/additions to the agenda: Corey added a topic “d” at the end of the Discussion items

c. Requests to address the committee: None

2. Approval of previous meeting minutes:

a. Minutes for the October meeting were unanimously approved.

i. Motion: Mark

ii. Second: Eric

iii. Approved: unanimously

3. Action items:

a. No action items

4. Discussion items:

a. Delivery update:

i. Accident and Accident Response:

· Delivery had the most serious employee accident during Corey’s tenure with SCLS, involving a fall from a three-feet-high platform, which raises up to meet MAD’s dock. The employee is fine, now, but it was dicey.

· Using the platform is standard operating procedure for delivering to/from MAD. Although we recognized some obvious risk is involved, this was a wake-up call, for us. Moving forward, for all the delivery stops we routinely make, we don’t want to simply do what we’ve always done without investigating potentially safer methods.

· In this instance, one of two drivers fell backward off the platform and hit his head, becoming unconscious. His watch alerted EMS, an ambulance was dispatched, and it arrived on the scene quickly. Simultaneously, the other driver was quick to alert MAD staff. Thanks to her, as well as to Mark Penner and MPL staff, for responding quickly and effectively in this critical situation.

· Corey and other SCLS staff were dispatched to the site of the accident. Jeff was sent with the next day’s driver and located a guard rail believed to be on MAD’s dock which, when put into place, would have prevented the backwards fall. The guard rail is too heavy for one driver to lift without potentially trading one injury for another. It was determined to always use the guard rail, which means always sending two drivers or, when SCLS cannot spare extra staff, to coordinate with Mark Penner and his staff for assistance. All such information was promulgated to all Delivery staff members.

· Later that same week several SCLS staff convened with MPL staff at MAD’s dock. All staff agreed to the new plan. Additionally, head of MPL-Maintenance, Brian Jensen, proposed a much more lightweight guard rail be manufactured. He is looking at contractors; once in place, that will further reduce any potential risks lifting heavier rails. Kudos to MPL staff for their efforts in assisting us to make things safer.

· Delivery wants to apply this process to any/all delivery stops which carry certain levels of risk. We want to be proactive, not reactive. If libraries can assess any potential risks and assist us in altering any pathways to delivery to reduce risk and increase safety, please do so.

· Margie, Leah, Todd, and Eric thanked Delivery for taking the time to work through things, for doing risky work, and for looking to find solutions to prevent accidents and keep people safe.

· Corey asked that, especially at this time of year, libraries please keep pathways and entrances clear of ice and snow. Member libraries have been responsive to this missive, and this is very much appreciated by Delivery.

b. Metro South reboot:

· Initially, upon moving into the new building, Delivery was at an all-time low in terms of staffing. We’ve recovered from that, thanks largely to the efforts of SCLS administration in securing new positions, but at this time last year we were forced to do more with less. Among other route re-arrangements, this also meant dismantling Metro South and shopping out MSB, SMB & FCH to other routes.

· The results were that the other routes were returning later, which just makes sense: add more stops, it takes longer to do. This negatively impacted our sorting workflow, however, with our shortest routes not returning until after 9:00. Worse, given the accident and response topic discussed beforehand, drivers were hurrying to get back more quickly, which increases the likelihood of accidents.

· Now that we are properly staffed, we reinstated the Metro South route – MSB, FCH, then SMB – last November. Our sorting workflow has greatly improved, with Metros East & West returning between 8:00 and 9:00.

· Delivery thanks member libraries for pivoting when we make decisions like this. It’s not always easy for libraries to re-arrange staffing due to altered delivery times, and Delivery recognizes and appreciates this.

c. Service priorities for 2026:

· Any thoughts, concerns, or ideas for 2026?

· There was nothing to add currently.

d. Added topic: inter-system deliveries contracted out to Waltco

· We suddenly received notice that Waltco is ceasing its operations with SCLS, IFLS and WVLS by the end of this month. (They are retaining their home-base operations with Nicolet and OWLS, so those delivery networks are still functional.)

· This means that SCLS needs to find solutions for stops previously contracted with Waltco to be picked up directly from Delivery. Those six stops are: UW-Barron, UW-Wausau, UW-Superior, NWLS, WVLS, and Minitex (our connection with Minnesota). IFLS and WVLS are losing their entire delivery networks (more on that, later).

· For some time, Delivery has wanted to minimize Waltco’s involvement; their deliveries to Wausau cost us approximately $22,000 per year, and that’s just for two of the six stops. Coincidentally, Corey, Brad, and Jeff had previously met in January to discuss some options for reaching Wausau, ourselves. This will impact delivery times on both the Columbia and Portage County routes.

o We’re moving WID from Portage County and adding it to Columbia. WID will be third in the route order, after POY and before POR. We are only estimating, but all stops after POY could receive their deliveries approximately 30-45 minutes later than currently.

o This frees us up to deliver materials for UW-Wausau and WVLS on our Portage County route. We would drive up to Wausau to make those connections, first thing, so we’re estimating a similar delayed time of about 45 minutes for all current Portage County route stops.

· SCLS is also trying to find ways to assist IFLS and WVLS in finding alternate couriers. Additionally, we’re looking at using an alternate courier ourselves, perhaps Alliance, to make our connections with UW-Superior and Minitex. We still need to find a connection with NWLS, but none of these connections adversely affects any of our current SCLS routes, just the two mentioned previously.

· Corey and Shannon both spoke on behalf of Delivery managers coming together very quickly as a team to find solutions to these dilemmas.

5. Cluster and governance orientation: Shannon Schultz

a. Shannon completed the orientation.

6. Next Meeting: Thursday, April 10

7. Meeting evaluation:

a. Any feedback from anyone?

b. There was nothing to add currently.

8. Adjournment: 11:05am

For more information about the Delivery Committee, contact Corey Baumann: cbaumann@sclsdelivery.info

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/06-13-2024