Cost Formula Work Group 2019 for 2020 Notes

June 12, 2019, 10:30 am

SCLS Headquarters, Chester Room


Meeting Documents:


To phone in to a meeting: call 866-226-4650 (access code: 461-0318-2019)




1.      Call to Order 10:35

a.      In attendance:† M. Van Pelt, K. Goeden, V. Teal Lovely, L. Oathout, E. Foley, W. Rawson, A. Noel, S. Lee

                                                              i.      Absent:† D. Allen

                                                             ii.      Excused:† R. Roloff, J. Tallman

b.      Introduction of guests/visitors:† none

c.       Changes/Additions to the Agenda:† none

d.      Requests to address the Committee:† none


2.      Approval of previous meeting minutes:

Motion to approve:† K. Goeden,

2nd:† L. Oathout

Discussion:† none



3.      Action Items


a.      Approve adding a 5% SCLS support fee to the Envisionware maintenance fee

                                                              i.      Motion to recommend SCLS charging 5% of the purchase price annually for a SCLS support fee and to start the fee in year one.† L. Oathout made the motion.

                                                             ii.      2nd: S. Lee

                                                           iii.      Discussion:† Formal role of CFWG is to make recommendations to AC for any changes to cost formula.† Also advisory role regarding fees.† This discussion is about a fee, but not about the cost formula.† Suggestion is to send this decision to the ILS committee.† The CFWG will discuss it, but leave it to the ILS committee to approve.† Bibliotheca pays SCLS 17% of the maintenance agreement for SCLS to provide front line support.† With Envisionware itís different.† They are charging a flat rate, 10% of the purchase price, which is a discounted rate for SCLS member libraries.† See attached document for details.† SCLS is proposing adding 5% on top of this fee for a support fee to provide front line support.† Envisionware doesnít charge their maintenance fee the first year.† That starts the 2nd year.† For libraries purchasing equipment from Envisionware, would SCLS start charging their 5% support fee the first year?† The support will start in year 1.† Or do we follow the same model as Envisionware and wait until year 2 to start charging the 5% support fee?† This question will be forwarded to the ILS committee, along with approving the 5% SCLS support fee in general.


Approved.† CFWG recommends adding the fee and starting it in the first year, especially since the libraries will get it back in development later, as the support fee will end up in contingency. The recommendation will go to the ILS Committee for approval.



b.      Approve Integrating replacement costs for wireless access points (WAP) into Network Fees

                                                              i.      Discussion:† Vicki reviewed the attached document outlining replacement costs for wireless access points.† These costs are part of the budget and were approved by the Tech committee.† The Technology budget will be approved by the Administrative Council and then be incorporated into the fees, which will be approved by the Directors at the All Directors meeting. CFWG does not have to do anything with this action item.


c.       Ratify decision recorded on April meeting notes, Number 4, item X.† Recommend no changes to the cost formula to AC [note the Proposal document that accompanied the agenda indicated a vote was not necessary, but it was recommended that a vote take place]

                                                              i.      Motion to approve:† L. Oathout

                                                             ii.      2nd: W. Rawson

                                                           iii.      Discussion:† none



4.      Discussion:† none

5.      Plan for Next meeting: The CFWG work is done.† Will sunset this work group.


6.      Adjournment:† 11:15 am


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

Cost Formula Work Group/Agenda/06-12-2019