Cost Formula Work Group

Minutes

April 18, 2016

Meeting started 1:10 p.m.

SCLS HQ – Badger Room

In Attendance:

Erin Foley : Adams (yes) Bob Stack: PCPL (no)

Shannon Schultz – no longer on committee Andy Barnett: McMillan (no)

Tracy Herold : DCLS (yes) Emily Judd: Sauk City (yes)

Susan Lee, Margie Navarre Saaf: Madison (yes) Suzann Holland: Monroe (no)

Vicki Teal Lovely: SCLS, Chair (yes) Martha Van Pelt: SCLS (yes)

Wendy Rawson: Fitchburg (yes) Kerrie Goeden: SCLS (yes)

Tasks and timeline

  1. Complete: Revise cost formulas to incorporate E-rate discounts and review Network formula —four meetings (2/18; 2/24; 3/8)
  2. Complete: Present draft proposal at March 17 All Directors’
  3. N/A Make adjustments to cost formula based on All Directors’ meeting—one meeting (3/31)
  4. Complete: Review Technology & ILS Base Packages and Other Services & fees for MyPC & PaperCut fees—two meetings (4/18; 4/27)
  5. Complete: Review planned contingency (New)
  6. Complete: Final review of everything—one meeting
  7. Present final Cost formula and other service fees to May 19 All Directors’ meeting
  1. Review notes from previous meeting
  2. 2b- everywhere it says development, it should say SIP profiles.
  3. No other changes
  1. MyPC Startup fee = $15 per PC (no pro-rating)
  2. Agreed by committee
  1. Review Tech & ILS Base Packages again
  2. The Technology and ILS Start Up Costs document will replace the Technology and ILS Base Packages document.
  3. This document adds language that states, the first year start-up fee for the technology services “will not exceed” the first year annual payment + 25%.
  4. Change language to state, “the first year’s fees will not exceed the annual fee + an additional 25% start-up fee.”
  5. Add language, “Options to off-set costs may be available.” Add this at the end of the Technology Services section and at the end of the ILS Services section.
  6. Under the PaperCut Print Management section, add “per site” after $100.
  7. Enterprise Wireless does have a start-up fee, separate from the annual fee.
  1. Iboss fee formula for 2017
  2. Formula divides 2016 costs among the participating iBoss libraries on the network.
  3. Based on % of total budget.
  4. Total for Network: WiscNet fee and Maintenance fee for routers and switches for libraries = $26,900
  5. Highest/Lowest average e-rate discount: each library is eligible for a certain level of discount, however, since we’re applying as a consortium, we have to average the discounts. The range is 58% to 68%.
  6. So the e-rate rebates will cover the basic cost of iBoss filtering.
  7. In 2016 SCLS will pay for the cost of iBoss filtering, so any library can try it out.
  8. In 2017 this formula will apply to distribute costs of iBoss among the participating libraries. Start date would be 7/1/17 (when we pay for iBoss), so we will need to create a separate schedule for this as to when libraries will need to commit to participate and pay for this service. This will be charged separately from the January fees (for now).
  1. Pro-ration of GetIt fees for libraries using it for 2017
  2. Since this is a value added service, the proposal is to have only those participating libraries pay for GetIt fees, as versus everyone paying for it.
  3. Took ILS formula, subtracted Get It fees (they had been included in ILS fees and everyone was paying for it). This leaves just ILS fees.
  4. Then GetIt fees are added back into only the participating libraries.
  5. Establish a hard date by which libraries must commit to GetIt. Base fees on participating libraries.
  6. Can we give an unused account to another library to use? If we shut one down, and then want to start it back up, there’s a $500 fee. We will try to work out a deal with them.
  7. Final proposal is to remove any unused accounts. Give a deadline to libraries to sign on. Participating libraries will pay a pro-rated share for the service, based on collection size. Any added accounts, adds $500 to our annual bill, that will be spread out over the participating libraries. There is also a start-up fee for all new accounts. The new library will pay the start-up fee, plus their pro-rated share of the annual bill. LSTA funds could help pay for start-up fees.
  8. The GetIt start-up fees will be added to the other document, including language stating “options to offset costs may be available.”
  1. Planned Use of ILS and Tech Contingencies
  2. Technology: This contingency account is being built up for future equipment and hardware replacement over time, without having to charge libraries a large amount in one year.
  3. 2015: bigger expenditure year to replace SAN and switches.
  4. E-rate may affect which libraries’ equipment gets replaced first.
  5. Do we have any other uses for the contingencies?
  6. Agreed to keep contingency contribution levels as is.
  7. ILS: not being deliberately built up like the Tech contingency fund. Currently only budgeting $10,000 per year.
  8. Contingency use has not been as high as had been projected.
  9. Projected need for 2016 is $96,283.
  10. We’re fine at current funding level. Stay at the same funding level.
  1. Review decisions for May 19 All Directors
  2. See document: Cost Formula Work Group 2016 for 2017 Decisions

Only hand out this document at the May All-Directors meeting. Wait until July to send out hard spreadsheets outlining firm costs.

  1. Review meeting schedule
  2. We’re done! No more meetings needed.