Delivery Committee Minutes

June 12, 10:00 a.m.

SCLS Headquarters

1650 Pankratz St., Madison

Hybrid Meeting – via Zoom and in-person

Present: Amy Trumble (NGL), Jodi Bailey (POY), Leah Fritsche (DEE), Eric Norton (MCM), Nicole Menzel (ROM), Mark Penner (MAD), Johnna Grant (STP), Jen Foster (FCH), Margie Navarre-Saaf (MPL)

Not Present: Emily Whitmore (SGR), Todd Cox (DCL)

Moderator: Corey Baumann

Recorder: Jeff Grandt-Turke

Additional SCLS staff present: Heidi Oliversen

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

a. Introduction of guests/visitors/new committee members: Jodi from POY, filling in for Amanda from COL; Heidi O. from SCLS, attending her final DC meeting before retirement. Congratulations!

b. Changes/additions to the agenda: None

c. Requests to address the committee: None

2. Approval of previous meeting minutes:

a. Minutes for the April 10, 2025 meeting were unanimously approved.

i. Motion: Eric

ii. Second: Jen

iii. Approved: unanimously

3. Action items:

a. No action items

4. Discussion items:

a. Staffing report:

· Corey: recently, SCLS had two full-time driver openings. One of our long-time drivers unfortunately passed away. We then hired a full-time driver who never showed, and lost a new full-time driver, with whom we parted ways.

· Corey: to address the current staffing shortage, we will hire just one new full-time driver (hire date: June 23). The second hole will eventually be filled by a fleet assistant position, for which we’re still hammering out the details, but it is necessary to ensure the future of the SCLS fleet.

· Corey: with staff vacations, we are occasionally put in a tough spot to fill all routes. When this happens, we tend to lean on the routes closest to us: delayed routes, or no secondary runs to branches which normally receive them, etc. We prioritize the longest routes, whenever possible; inter-system route cancellations happen only when necessary, as the UW and other stops on those routes shore up costs for SCLS member libraries. SCLS greatly appreciates the patience, understanding, and flexibility of member libraries whenever these situations arise.

· Any questions, concerns, or feedback?

Ø Eric: how are things going for local routes?

Ø Jeff: one example is HAW, which receives their single daily stop in the afternoons; if we cancel the afternoon run, we add them to a mid-morning route so they still receive their delivery.

Ø Margie was consulted and said no news is hopefully good news, as she has heard no complaints from MPL branches.

Ø Eric: is more staff needed?

Ø Corey: due to the confines of the budget, hiring more than one driver is not feasible. Thankfully, we can rely on the three supervisors we hired last year, to fill in on most of the longer-route vacancies; similarly, we can rely on part-time staff to stay longer and drive additional runs.

Ø Eric: I completely understand about budgets, but if it would help to say something, we want to offer our support.

Ø Corey: we certainly appreciate everyone’s support.

b. New Floor Project Update (Begins 6/13/25):

· Sergenian’s was scheduled to install anti-fatigue flooring throughout the entire sorting floor area. In order to avoid a week-long interruption in service, we moved our entire sorting operation out to our garage. To facilitate this, we instituted a staff in-service day on F 6/13.

· No routes were run on F 6/13 except the Dane County Outreach route.

· Corey anticipated that, with all regularly scheduled staff on deck to assist, the task of disassembling and reassembling our sorting shelves in the garage would take two hours, and he was correct.

· We then held safety and HR presentations, with a grill-out following, to thank staff for their help.

· Saturday 6/14 managers ran local Dane County routes, only, primarily to alleviate the bulk of increased volume resultant from not having run Friday routes. This also gave managers the opportunity to test and tweak the garage setup before regular staff returned M 6/16.

· This situation was chaotic, to say the least. Sorting was impacted somewhat, as things were less efficient out there, but we were all caught up by mid-week. Truck loading procedures were impacted, resulting in delayed starts – and thus, delays for all stops en route – and communication was interrupted, with managers not having access to their offices during most/all this time frame.

· (But everything went off without a hitch! All was moved back in by Monday, 6/23, and all that remains are a few minor, in-house details to finish off.)

· Delivery recognizes and appreciates SCLS-member libraries for their continued support and flexibility. Many SCLS staff members have noticed a significant improvement with the new anti-fatigue flooring, so we thank you very much!

c. Budget for 2026:

· Some counties’ costs went down, others went up. Examples given:

Ø Dane County went up some due to one additional stop plus a growth in volume.

Ø Portage County went up, partly because we finally began counting all the baskets of transfers between Portage County branch libraries, and in part because AMH fully joined the system.

Ø For Wood County: when MFD first joined, their volume was initially very high, but now their numbers have stabilized, and the cost formula reflects this.

· Fuel costs have remained stable, too. Moving forward, if such costs remain stable, we expect no major shifts in the cost formula.

· Corey shared that fee would remain flat as an annual objective. It is made possible by confirmation of advanced state aid that was recently confirmed. This allows for our expenses to be covered without impacting delivery fees.

· The budget gets approved in September. Shannon will share all this information with the AC meeting one week from today.

d. Safety:

· Delivery is looking to increase communication on the topic of safety. As managers, we’ll try to be proactive in determining what might be done more safely, at our warehouse as well as on the road and at the stops. We are putting off much of our proposed work on this for now, however, due to the flooring project and getting our workspace back to normal immediately following that.

· Delivery currently has the right staff to conduct this ongoing project. One of the biggest concerns we have is increasing our longevity as Delivery employees due to the physical nature of the job. Many of our longtime employees are good at reporting injuries and know the drill.

· We have begun streamlining our accident report procedures so that managers know what to do in the event of an injury. We’re trying to be prepared to deal with such things, but because injuries and such happen infrequently, it’s hard for these sorts of things to become second nature. Procedures are now printed up in a centralized location. All the necessary forms are in printed packets that are easy to find and grab.

· We want to loop in the libraries on these sorts of discussions and communications, too. If you need anything from us, please don’t hesitate to reach out if there are ways we can help.

e. Final goodbyes to Heidi Oliversen, who closed the meeting by saying: “Thanks, everyone, it’s been a joy working with all of you.”

5. Next Meeting: Thursday, August 14, 2025

6. Adjournment: 10:40 a.m.

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