Delivery Services Advisory Committee Meeting Minutes 2004

Delivery Services Advisory Committee
Meeting Minutes
September 23, 2004
9:30 a.m. to 12:00 p.m.

The meeting of the statewide Delivery Services Advisory Committee was held September 23, 2004 at the Reference and Loan Library.

Committee members present: David Weinhold (Chair) Maureen Welch, Peter Hamon, Ellen Pedraza, Lorie Docken, Alan Engelbert, Peggy Shaffer, Charles Elfman, Chloe Lauer

Committee members absent: See Cha, Liisa Eyerly, Linda Bailen, Joyce Huang, Elizabeth Yost

DLCL and SCLS Staff members present: Sally Drew, Bob Blitzke, Bruce Smith, Donna Steffan

David Weinhold brought the meeting to order. Committee members introduced themselves. The minutes were approved.

Sally Drew described the two tests for patron-generated requests that were carried out. So far a total of 25 libraries have offered their patrons the ability to create requests which were then mediated by the library staff. No unmediated requests have been so far created by patrons. The test included 22 public libraries and three technical colleges. The test libraries, overwhelmingly, wanted to continue the service. Sally mentioned that the Library Information Technology Advisory Committee (LITAC) had approved an expanded approach that would include up to 60 libraries using this service. Delivery Service Advisory Committee members concurred with this concept. Some committee members mentioned that schools might be interested in using this service to allow staff and teachers to place requests. Sally said that she would send to committee members a Powerpoint presentation done by Mary Clark at LITAC and a list of libraries currently taking part.

The committee discussed the use of electronic document delivery. Sally Drew said that both OCLC ILLiad and VDX had the capacity to allow staff to send documents electronically and described how each worked. Electronic document delivery can be accomplished by sending an electronic copy of the actual item or by sending an email with a URL where the item can be viewed. Chloe Lauer said that it was better to use the latter method where copyright could be an issue. She then described some of the issues that had come up during the lawsuit that WiLS had dealt with. She said the lawsuit had been resolved when the filers realized that WiLS was not a commercial company.

David Weinhold asked if an ILLiad user could send to a VDX user without any problem. No one seemed to know the answer to that for sure. Sally pointed out that the purpose of electronic document delivery is usually to send the materials directly to the patron, not to send library to library. Lorie Docken said that she would check to see how the UW might delivery from ILLiad. Chloe Lauer said that while VDX and ILLiad may not be able to communicate, libraries could use Ariel. Peter Hamon asked why not just use ILLiad for everyone. Maureen Welch said that Indianhead had not seen a lot of local need for this service. UW has reported that 10% of articles can be filled by electronic journals.

Committee members talked about school library participation. Sally Drew shared information from Winding Rivers Library Service on the proposed new structure for affiliate membership, which would apply to schools. Sally also shared lists of schools that are on the delivery service. Bob Blitzke said that he is in the process of revamping the list on the SCLS site. He will be separating participants by type of library. He said that this has been a difficult process because he does not always know if when a school, technical college, or other library is listed if others are also included through district delivery. Maureen Welch said that in Indianhead schools are listed as being on the delivery if the school staff pick up at the public library. David Weinhold said that one school mentioned has all levels of schools on a single campus. Bob would like systems to be more specific about which schools are served so he can break out schools in a district. David wanted to know if any systems were charging for serving schools. Peter Hamon said that he is allowing schools to do unmediated requests through LINK and it would be good if the materials came to the public library. Sally Drew said that she was working to be able to have the WISCATILL form indicate that requests for specific schools could go to the public library using the delivery service. She would like to pilot this with several locations where school and public libraries are willing to try it. She asked committee members to give her names of schools/public library combinations that could take part in a pilot.

Sally Drew reported on the budget. She said that State Superintendent Elizabeth Burmaster had included in the DPI budget request, funding requests for public library system delivery costs, the addition of one or more encyclopedias to BadgerLink, public library system aids at 13%, and funding for library contracts. David Weinhold said that he would write a letter to Burmaster thanking her for including these budget items.

Peter Hamom, Bob Blitzke and Bruce Smith reported for South Central Library System. SCLS has created a blog for delivery services. Updates will be made via the blog. Mendota Mental Health Patient Library and Oakhill have started delivery services again now that they have new staffing. A full time driver has been called up a second time for military service and will be in Iraq again.

Lorie Docken reported for the University of Wisconsin system. She said that the UW system delivery service contract will expire in December, 2004. Lorie has been working with the UW office of procurement on options. She has gotten approval to develop a waiver of bid for sole source procurement. She needs to build the case for this. The waiver will need to be sent to the Governor"s office and that such requests usually take up to three months. If this is approved, they would not have to issue an RFP.

Sally will send out a list of potential January dates for the next meeting.

The meeting was adjourned.

Delivery Services Advisory Committee
Meeting Minutes
May 13, 2004
10:00 a.m. to 3:00 p.m.

The meeting of the statewide Delivery Services Advisory Committee was held May 13, 2004 at the Reference and Loan Library.

Committee members present: David Weinhold (Chair) Peter Hamon, Judy Aakre, Linda Bailen, Joyce Huang, Maureen Welch, Elizabeth Yost, Charles Elfman, Chloe Lauer

Committee members absent: See Cha, Ellen Pedraza, Lorie Docken, Liisa Eyerly, Alan Englebert, Peggy Shaffer

DLCL and SCLS Staff members present: Sally Drew, Bob Blitzke

Sally Drew started the meeting as David Weinhold had been delayed. Committee members introduced themselves as there were a number of new members.

In reviewing the agenda, it was agreed that an issue about school participation raised by David Wienhold would be considered under the CESA delivery report, that discussion of the problem related to Lakeshores and Mid-Wisconsin delivery would be discussed under delivery volume report, and that the new Library Emporium would be discussed under the South Central Library System report.

The minutes of the last meeting were approved on a motion by Judy Aakre and a second by Peter Hamon.

Committee members discussed the list of key issues from the initial meeting of the advisory committee. Following some comments, Sally indicated that she would put issues related to patron generated interlibrary loan requests and electronic delivery services on the agenda for the next meeting.

The committee generally agreed that these issues were still important and that the summary of existing activity was accurate.

Sally Drew went over the budget request. She explained that this was still early in the process and that staff had been asked to submit requests internally. She had filled out the form for the delivery service, but she could still submit changes based on the committee discussion and action. The committee consensus was to leave the strategy (on whether or not to combine this request with system funding) to the Division and to act on the amount to be requested. Joyce Huang moved to request $350,000 in 2004-2005 and $445,000 in 2005-2006. The motion was approved unanimously.

Bruce Smith showed committee members the type of information that is available on the SCLS delivery web site, including library participation and route information, sample volume information, instructions on labeling and shipping materials, and the ability to print routing labels.

The committee discussed information about school participation provided by Linda Bailen on Northern Waters Library Service and Judy Aakre on CESA activity and Winding Rivers Library System activities. The following general points were made:

• Delivery service from CESAs to schools has declined over the last few years.
  
• Schools need to pay for services and some schools have dropped delivery services.
  
• Winding Rivers Library System has signed a new contract with schools that includes interlibrary loan and delivery services.
  
• CESA 9 and 12 have merged media centers.
  
• It would be useful to explore the potential for cooperation between public and school libraries for intersecting with a delivery stop.

David Weinhold asked if it were possible to encourage schools and public libraries to cooperate so that materials could be requested by schools through interlibrary loan, but delivered to the public library for pick up by school staff. Sally explained the current problem with doing this. The WISCATILL shipping lists display delivery location by system and library based on profiles for each library. There needs to be a way for the system to display a pickup location that is different from the name of the library making the request. Staff is looking at WISCATILL to see if this can be worked out.

For the next meeting Sally agreed to merge the CESA information prepared by Judy and Linda, to provide a list of schools (by system) that participate in WISCATILL, and to provide a list of schools on public library system or statewide delivery routes.

Peter Hamon and Bruce Smith reported on delivery volume and routes with potential problems. They reported that at this time there was not a need to split any routes. SCLS is purchasing larger vans as vehicles need replacement, and this is helping the situation. The largest problem is with traffic between Lakeshores Federated Library System and Mid-Wisconsin Federated Library System. The two systems are cooperating in operation of a shared library system that includes participation of some libraries in each system. This has increased the volume of traffic that goes between the systems and this traffic is currently being carried by SCLS delivery vans. There is a similar situation between OWLS and Nicolet library systems, but they have solved this by using their system level delivery service to handle this traffic. Lakeshores and Mid-Wisconsin have asked their private carrier to carry the materials, but the carrier said they could not. If the volume continues to grow, the cost of adding larger vehicles or a route split would currently need to be passed on to all participants of the delivery service. This may not be perceived as fair. Peter said that there were three potential options.

1. Two systems could create their own delivery connection and carry the materials between systems.
   
2. SCLS could carry the volume, but charge this back to the two systems involved.
   
3. SCLS will carry the materials at its discretion, and if there is not enough room in the truck, then delivery may have to wait until the next day or a day when there is room in the truck.

The committee agreed that if the first option were not feasible, then the other options should be explored in the order listed above. Sally was asked what was happening in relationship to Milwaukee Public Library and Milwaukee County Federated Library System. She said that the delivery has been reinstated with partial funding from LSTA. She has told the Milwaukee County Federated Library System that they will be expected to pick up the cost of delivery starting 2005. The LSTA Advisory Committee did not recommend allocation of funding for this purpose.

There was discussion as to how to proceed concerning best practice for delivery services. It was suggested that systems be asked if any have guidelines for system level delivery services.

Sally and Betty Yost provided an update on correctional institution delivery services. Some progress has been made in this regard, although several institutions have decreased interlibrary loan volume. Sally said that she would combine the two charts into one for future reporting. New institutions are located at New Lisbon, Stanley, Chippewa Falls, and Sand Ridge.

South Central Library System shared information about the Library Emporium. This service assists libraries in selling library materials over the Internet. Proceeds are shared with the libraries.

Linda Bailen reported for Northern Waters Library Service and said that they are allowing schools to join the shared automated system. Phelps schools will access delivery through the Phelps Public Library. She also reported on the WALTCO and Wisconsin Valley Library Service costs related to delivery.

The UW-System will be rebidding their delivery service contract and expect to know if they will continue with South Central Library Service by September.

The next meeting was scheduled for September 23, 2004.

The meeting was adjourned.

Delivery Services Advisory Committee
Meeting Minutes
January 22, 2004
9:00 a.m. to 11:30 a.m.

The meeting of the statewide Delivery Services Advisory Committee was held January 22, 2004 via video-conference and audio-conference.

Committee members present: David Weinhold (Chair) Peter Hamon, Leanne Hansen, Mary Williamson, Judy Aakre, Linda Bailen, Alan Engelbert, See Cha, Joyce Huang, Ellen Pedraza, Rosalie Ness, Lorie Docken

Committee members absent: Jeff Larson, Diana Anderson, Lois Redic.

DLCL and SCLS Staff members present: Sally Drew, Bob Blitzke

Sally Drew provided information on the status of state funding for the interlibrary loan contracts and the use of federal LSTA funds to fill in some gaps in service. The committee was provided with the proposals that had been presented to the LSTA Advisory committee at their November meeting. Due to state funding cuts it had not been possible for the Division to fully fund the Milwaukee Public Library and WiLS contracts. The Milwaukee Public Library contract had ended in September, 2003 and WiLS requests were only being sent for requests for the Wisconsin Historical Society. The Division proposed to the LSTA Advisory Committee that funding be allocated for WiLS ($40,000), Milwaukee Public Library ($36,000) and South Central Library System ($10,000 for delivery to Milwaukee). This funding was approved by the committee after a long discussion. In addition, the committee recommended an additional $50,000 be added for the statewide delivery service provided by South Central Library Service for a total of $110,000 subsidy for delivery services. The committee also approved a $15,000 to continue funding Northern Waters Library Service internal system delivery service.

Sally also explained that Milwaukee Public Library has begun to fill interlibrary loan requests screened and sent by the Reference and Loan Library. The Milwaukee County Federated Library system is preparing to discuss whether or not the system will be able to also work with Milwaukee Public Library to manage requests sent by system libraries. Currently only Wauwatosa, and Greenfield are sending and filling interlibrary loan using WISCATILL. Sally is working with the system to determine if more libraries would be interested in doing this now that continued statewide delivery service is assured.

Committee members discussed the potential planning process for delivery services for 2005. Sally explained that the Division would begin planning for the 2005-2007 budget in the spring, 2004. The committee needs to recommend changes in funding levels and a potential strategy for requesting funding. David Weinhold suggested that the committee approach the Department of Corrections about paying for delivery services for additional institutions or for participation with South Central or through systems. He also suggested approaching technical colleges as a unit. Ellen Pedraza said that technical colleges will be meeting in April at the WAAL meeting in Elkhart Lake. Bob Blitke said that he attended the meeting of technical college people at WAAL last year and that they were enthusiastic about the concept, but were not motivated to seek additional centralized funding for delivery because postage did not come out of their budgets. Lorie Docken said that the UW could potentially include technical colleges in that contract, but that no discussion about this had taken place recently. She said that the UW would need to rebid that contract in soon and it could be discussed at that time.

Peter Hamon said that he did not think there was a strong likelihood that a separate package would be introduced this year. Allen Engelbert said that he still thought that there should be a long-range goal to obtain separate funding for delivery services. Peter said that he would prepare a budget estimate for the spring meeting. He said that there had been no major changes in volume that would dictate making major route changes. There had been an increase in traffic between Lakeshores and Mid-Wisconsin library systems but that the two systems would likely start running their own van between the systems to accommodate this rather than expecting South Central to absorb the traffic. David Weinhold, Peter Hamon, Ellen Pedraza, Sally Drew, and Bob Blitke agreed to work on budget planning activities prior to the next meeting.

Peter Hamon described the activities SCLS had undertaken to develop a document about best practices. Sally asked the committee members if they would be interested in developing a similar document for the statewide delivery or for system level delivery. It was agreed that these would likely need to be two separate documents. Lorie and Leanne said that there was not a similar document for the academic libraries. South Central also has a description of shipping practices for the statewide delivery on the website. It was suggested that Peter make a presentation at SRLAAW to see if there was interest in developing suggested best practices at the system level. David suggested that Peter or Bob conduct a tour of the website for the next meeting. It was suggested that we might also want to set up a tour of the website using Placewhere for public library system staff who may not be fully familiar with it.

The committee discussed the original issues that had been generated at the first couple of meetings about five years ago to see if they were still appropriate. It was suggested that Sally summarize the activities that have already taken place under each one for the next meeting. It was also suggested that the committee develop information on the volume and activity thresholds that would indicate if a stop is cost effective or not. It was also suggested that the idea of best practices be added to the list.

The committee discussed how to go about determining what factors would make it reasonable to extend delivery services to schools. Sally, Linda Bailen, and Judy Aakre provided information about school participation and potential CESA collaboration in Northern Waters Library Service and Winding Rivers Library Service. They will continue to seek information and ways to improve access in those systems and write this up for the committee. Bob Blitze said he would list those schools that are currently accessible through delivery. Donna Steffan suggested that we discuss this at WEMA. She also said that school would now be required to have a policy about interlibrary loan and that this would be a good chance to discuss delivery service potential with them. Sally said that she would be working on a letter to schools about interlibrary loan, WISCAT, and delivery services listing issues that should be addressed in putting together an interlibrary loan plan. Ellen said this document would also be useful to technical colleges. Linda said that Indianhead had also done a study of school interest in delivery services.

Peter Hamon and Bob Blitke provided information for the SCLS report. Peter talked about the reports he had prepared for his system board on delivery services. These had been included with the agenda. He also said that SCLS was trying to judge the impact of universal borrowing on delivery volume. Linda Bailen said that she did not have any more to report for Northern Waters.

Lorie Docken reported for the UW-System. She said that contract with SCLS would be up during 2004. She said it was likely that they would have to use the RFP procurement process to select a new vendor or renew with SCLS. The RFP timeframe would be this summer. The UW has exceeded the trigger in the existing contract so the prices have increased. She also reported that there had been an upgrade to Endeavor's universal borrowing and that it had been somewhat problematic. Bugs were in the process of being fixed and new upgrade would take place in spring.

The committee reviewed the by-laws, but did not have any new changes to suggest.

Sally said it would be necessary to have elections for officers at the Spring meeting.

The next meeting date was set for May 13 with May 20 as a backup date. This meeting will be a face to face meeting at the Reference and Loan Library. Agenda items should include: patron initiated interlibrary loan request update, budget review, best practice document review, tour of the SCLS delivery website, review of issues document, and discussion of corrections and technical college funding.

The meeting was adjourned at 11:15 a.m.

For questions about this information, contact Shiela A. Pollock (608) 224-5395

Last updated on 2/25/2008 12:27:37 PM