Technology Cost Formula Work Group 2022 for 2023 Minutes

January 25, 2022, 1 pm

SCLS Headquarters, Badger/Chester Rooms or

Via phone/video conference

 

Present: Erin Foley (ACL), Jill Porter (MFD), Nathan Rybarczyk (BAR), Larry Oathout (STP), Wendy Rawson (FCH), Tracy Herold (DCL), Margie Navarre Saaf (MAD), Susan Lee (MAD)
Absent: Lindsey Ganz (COL)
Excused: None
Recorder: Michelle Karls (SCLS)
SCLS Staff Present: Vicki Teal Lovely, Martha Van Pelt, Kerrie Goeden

1.      Call to Order at 1:03 pm

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: N/A

 

3.      Action Items

a.    Approve Charge: Workgroup will determine directions for fee and budget development into the future.

i.        Motion: M. Navarre Saaf moved approval of the Workgroup’s charge.  J. Porter seconded. 

ii.      Discussion: none.

iii.    Vote: motion carried.

b.      Approve Tenets

i.        There is an advantage to the community as a whole if all SCLS libraries participate in the ILS and SCLS network

ii.      Technology, Network and ILS services should have separate fees

iii.    Factors used in the formulas will be taken from easily accessible data

iv.    The formula will generate fees to cover the costs of the services included

v.      Continue to invest enough for current and future services

1.                  Motion: S. Lee moved approval of the tenants.  L. Oathout seconded. 

2.                  Discussion: After some questions of what Technology encompassed in tenant ii, the group decided we need to keep the language generic.  The suggested change for tenant ii was “Separate fees will be charged for each technology service provided.  See XXX for the current list of services.”  With this change, the Formula Summary document should be updated (i.e. SCLS Technology services).   

3.                  Vote: motion denied.

4.                  Motion:  W. Rawson moved approval of the tenants with amending tenant ii to say “Separate fees will be charged for each technology service provided.  See “Formulas to be used to apportion costs for SCLS Technology Services” for the current list of services.” T. Herold seconded. 

5.                  Discussion: none.

6.                  Vote: motion carried.

 

2.      Discussion

a.      Review current fee documents

i.                    Discussion: V. Teal Lovely went through the accelerated through the new director’s orientation.  V. Teal Lovely sent all these documents out in an email.  She also reviewed the Budget timeline. 

                                                                                                              i.      We will look at various documents from the July 2021 All Director’s meeting https://www.scls.info/committees/all-directors/2021-07-15

                                                                                                            ii.      Formula summary https://www.scls.info/sites/www.scls.info/files/meetings/2022-01/Formula%20summary.pdf 

                                                                                                          iii.      Technology Services Startup Costs https://www.scls.info/sites/www.scls.info/files/meetings/2022-01/Technology%20services%20startup%20costs%202019%20final.pdf

b.      Possible items to review:

i.                    Envisionware fees

                                                                                                              i.      Motion: Eliminate first year – M. Navarre Saaf moves to eliminate the first year of SCLS support fees for Envisionware.  T. Herold seconded.

                                                                                                            ii.      Discussion: Margie – nice for libraries, would be made up in future years.  It would be easier for SCLS to account for.  Incentive for libraries – get break on service fees to buy equipment in first year.

                                                                                                          iii.      Vote: motion carried.  VTL will run fees for each library so they can see a difference, discuss at meeting on Feb 16. 

ii.                  Eliminate RFID pad support (part of RFID initiative) – no longer charge $25 per year/RFID tagging stations for libraries. This aligns with the SCLS plan to support libraries with tagging their materials.

                                                                                                              i.      Motion: L. Oathout moved to eliminate the RFID pad support fee.  W. Rawson seconded. 

                                                                                                            ii.      Discussion: The group liked this suggestion.

                                                                                                          iii.      Vote: motion carried. 

iii.                Other ideas?

                                                                                                              i.      Discussion: For 2024, we will probably review network fees as more services are shifting more towards wireless (SCLS ISP; wireless, etc.). We are making sure how we charge for the network makes sense.  We are not ready to look at it this year, but maybe next year. It has been two years since last Cost Formula Workgroup.  

3.      Plan for Next meeting:  Wednesday, February 16 at 10:30 am at SCLS Headquarters or via phone/video conference.

 

4.      Adjournment at 2:22 pm

 

For more information about the Cost Formula Work Group, contact Vicki Teal Lovely.

Cost Formula Work Group/Minutes/01-25-2022