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02.15.18 DTF Minutes

BCCLS Delivery Task Force Meeting

Thursday, February 15, 2018 - 10am

Mahwah Public Library, 100 Ridge Road, Mahwah, NJ 07430

 

Call to Order:

The meeting was called to order at 10:08am by Stephanie Bellucci, Chair.

 

Attendance:

Present - Kurt Hadeler, Mahwah/BCCLS President; Eric Lozauskas, BCCLS; Gretchen Kaser, Ho-Ho-Kus; Sarah Lester, Maplewood; Peter Coyl, Montclair; Judah Hamer, Rutherford; Terrie McColl, New Milford; Gerry McMahon, Franklin Lakes; Ellen O'Keefe, Glen Rock; Stephanie Bellucci, Cliffside Park

Absent - Cindy Czesak, BCCLS

 

  1. Approval of Minutes from February 8

         Motion made by Ellen, seconded by Terrie. Approved unanimously.

 

  1. Reports from exploratory calls with potential vendors for short-term delivery
    1. American Interfile - Sarah
      1. Vendor stated they do not do delivery, so they were removed from consideration
    2. New Jersey Lawyers Service - Sarah
      1. Vendor wanted to meet with the committee in person before committing to a formal quote. A representative will be invited to attend the February 22 DTF meeting.
      2. NJLS would charge per stop. Rep noted that the cost submitted in LibraryLinkNJ's RFP was very low and that $25/stop is more in line with what they typically do.
      3. Would need about two weeks' notice to get up and running. Forward sorting is a possibility and would shorten delivery times.
    3. Sher-Del Transfer - Eric
      1. Sher-Del is very flexible and can accommodate many different requests. Tracking is an option but not required.
      2. If servicing 80 BCCLS libraries/branches, Sher-Del estimates eight vans and drivers would be a good starting point with room for adjustment. They would aim for next-day delivery.
      3. Vendor is very costly and quoted upwards of $36,000/week with 3-day delivery.
    4. UPS - Terrie and Eric; Terrie spoke with a representative on the phone, while other individuals visited the BCCLS Office.
      1. UPS has a very different approach. They would do morning drop-offs and afternoon pickups.
      2. Drivers would have a very specific local route. There are several local hubs.
      3. Pricing is per package with an additional fuel surcharge. Up to six pounds would cost $3.47, while 7-15 pounds would cost $3.63. Right now, the fuel surcharge is 5%; the maximum would be 7%. This adjusts monthly.
      4. Terrie was told UPS would supply “banker bags” for packing; current plastic bags would not work with their system. Eric's rep wouldn't supply the bags but would supply adhesive labels or windows for labels printed on regular paper. Terrie's rep also said there would be the potential for rebates at certain volumes of service.
      5. UPS trucks would be utilized, which can handle up to about 2,100 packages.
      6. Household delivery was offered as an option at an additional cost; the committee felt this unnecessary for the time being.
      7. UPS would provide a quick turnaround and could start as soon as the following week once given a contract.

 

  1. Financial Implications for BCCLS
    1. Kurt discussed the budget with Cindy and BCCLS Treasurer Samantha McCoy. They agreed that existing funds could handle a cost of about $10/stop three times a week through May, totaling $11-12,000 per month. Realistically, BCCLS could fund $40-50,000 in total through May.
    2. There was some concern from the committee about a new statewide vendor starting right before Summer Reading. As a result, supplemental BCCLS delivery might be needed through July.
    3. Ellen questioned whether this short-term BCCLS delivery would be replacing or supplementing Expak. Kurt stated this was up to the committee to explore and decide. Ellen cautioned that we do not want to make it appear to taxpayers that we are double paying for delivery service.

 

  1. Report on County Systems
    1. Ellen spoke with Monmouth, Ocean, and Somerset Counties about their in-house delivery services. Ocean provided the most meaningful information.
      1. Ocean County receives a dedicated county tax that goes towards delivery, so comparison with BCCLS is not truly apples to apples. This is similar to our ⅓- mill but on a county level. BCCLS' only county funding comes from the Bergen County grant, which can fluctuate from year to year.
      2. Ocean County has 21 stops that receive Monday-Friday delivery with 15 receiving Saturday delivery. To accomplish this, they own six trucks.
    2. Eric spoke to Ramapo Catskill Library System (RCLS) in New York. Their system contains 47 libraries with a comparable delivery volume to BCCLS. They have a completely in-house system.
      1. Average turnaround is two days.
      2. Current annual budget is $492,000, which includes gas and vehicles. This works out to about $0.15/item sent through delivery.
      3. Four full-time drivers do the bulk of the work with six on-call drivers for peak times. Drivers do all of the sorting. Forward sorting is done where possible.
      4. The committee agreed that this system is an attractive option for BCCLS as a possible long-term contingency plan in case the new state vendor does not work out, or state funding for delivery is eliminated. If necessary, this could be managed by a new staff member at the BCCLS Office. Some work would need to be done to determine how non-Bergen libraries would pay for the service, as the Bergen grant would likely have to go towards delivery instead of reciprocal borrowing. If this is implemented, transitioning BCCLS libraries to RFID would help with sorting.

 

  1. Next Steps
    1. Follow-ups with other systems
      1. Peter will reach out to The Library Network in Southeast Michigan to see how they handle delivery. They are made up of 75 libraries.
      2. Eric will follow up again with RCLS to see if their delivery specialist could potentially consult with BCCLS in case an in-house system is needed in the long term.
    2. Kurt asked the committee members to think about a recommendation to send to the BCCLS membership about how to handle items lost in transit over the last two months.
    3. Stephanie will work on a statement to the membership about our progress so far, and a second statement with more information can be issued after next week's meeting.

 

Adjournment: 11:35am.

Motion by Gerry, seconded by Ellen. All in favor.

 

Next Meeting: Thursday, February 22 in Franklin Lakes - 10am

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