This list connects you with important information, announcements and updates about Van Delivery. It's also THE place to ask other libraries for van delivery bags, as well as items missing in transit.
Please make sure at least one person from your library is subscribed.
This year, the Maine State Library (MSL) is implementing a Van Delivery "open enrollment" period beginning April 15 through April 30, 2025. During this open enrollment period, you can do one of three things:
We will provide a simple online form for you to make your selection. Your decision during open enrollment is your decision for the year starting July 1, 2025 - June 30, 2026 (FY2026). You will not be able to make any changes to your service until the next open enrollment period in April 2026. If we do not hear from your library by April 30, we will assume your library your library is committed to receiving the same number of days per week that it receives currently.
The approximate annual cost for each day of service per week is $2,210. It is possible this cost will increase somewhat; we will know the final cost in May 2025 and inform everyone at that time.
For Minerva libraries:
Minerva will continue to pay for one day of service per week for Minerva member libraries.
The Maine State Library (MSL) contracts with STAT Courier to provide Van Delivery service to support resource sharing among all types of Maine libraries. Currently, over 180 libraries across the state participate in Van Delivery.
At the current rate, the annual cost for one day per week of Van Delivery service is $2,210.00.
As this is a core service for Maine’s libraries and because we’ve heard from public librarians that financial support for this service is critical, MSL is committed to sharing this increased cost equitably. Starting in FY26 (July 1, 2025-June 30, 2026), MSL will partially subsidize one day per week of Van Delivery service for public libraries, and all eligible public libraries will need to pay into the service based on a very reasonable sliding scale (see below).
This change is necessary to keep the service equitable (everyone pays in to support the service) and sustainable (committing money towards this service shows that your library’s community prioritizes this service).
MSL subsidized day sliding scale:
MSL will subsidize one day per week of subsidized van delivery service for public libraries meeting all of the following requirements:
STAT has one sorting facility in Scarborough. They also use two climate-controlled storage facilities in Lincoln and Bangor. Drivers in the northern half of the state drop and pick up totes from these facilities. Overnight, a driver drives between these facilities and drops all the totes at the Scarborough facility for sorting.
All of the bids received through the RFP process came in considerably higher than the previous cost of the service, ranging from $10 to $16 more per stop, with some variations in some of the bids for rural routes. These increases reflect national trends in higher costs for labor, fuel, vehicle maintenance, and other factors affecting courier businesses.
Please find the new labels here.
MSL has not credited libraries for missed deliveries since July 2023. As explained in an email Lori Fisher sent in June 2023:
On May 11, 2023, the federal COVID public health emergency, and therefore the COVID public health emergency declaration in Maine, officially ended. This period between January 2020 and May 11, 2023 marks an unusual period in our collective history, and had a substantial impact on our libraries across the state.
Part of MSL’s COVID response related to van service for our libraries statewide was to implement a credit system where any missed deliveries were credited to the participating library, so that costs while libraries were closed to the public were mitigated to manageable levels. While this was necessary during our period of widely varying library closures, it has become financially unsustainable to continue this model now that the pandemic health emergency has ended.
As of July 1, 2023, credit tracking for library billing for van service will end. MSL will return to a flat rate billing system for all libraries participating in the van service program. Credits for January 2023 through June 2023 will be applied to the FY24 bills sent to libraries in Fall 2023. Flat rate billing without any credits will begin with the FY 25 van service bill in Fall 2024.
Additionally, the credits have to be applied to the cost for each library in next fiscal year, which created a deficit situation for the past two years in which MSL had to make up the difference.
Also, the credits for all missed days were applied to the participating libraries when MSL pays for one day of service for public libraries and, for participating Minerva libraries, Minerva pays for one day. This means that MSL and Minerva were not receiving the benefit of any credits for the days of service they provide.
STAT will contact you in the event they need a key, door code, or alternate location for your deliveries. You can provide a key directly to the driver; please use this form to document that hand off.
There will be one open enrollment period each year mid April through April 30. At that time, current participants may change their service levels (adding or dropping a delivery day), and public libraries which meet the minimum ILL threshold of 100 ILLs per year based on the latest certified Public Library Annual Report data can join van delivery. Please note that dropping service days may increase the overall price per stop for ALL libraries participating in the service. The open enrollment period will be announced on the MSL Delivery listserv in mid-May.
As this is a core service for Maine’s libraries and because we’ve heard from public librarians that financial support for this service is critical, MSL is committed to sharing this increased cost equitably. Starting in FY26 (July 1, 2025), MSL will partially subsidize one day per week of Van Delivery service for public libraries, and all eligible public libraries will need to pay into the service based on a very reasonable sliding scale (see below). This change is necessary to keep the service equitable (everyone pays in to support the service) and sustainable (committing money towards this service shows that your library’s community prioritizes this service). For FY25 (July 1, 2024), the current free day for public libraries will remain as is. MSL is aware that this type of change is an impact to individual public library budgets and each library received an email in late July 2024 with their projected FY26 cost so they can include that information in their FY26 budget requests.
MSL subsidized day sliding scale:
STAT should be able to provide totes on a more regular basis. MSL just purchased 300 new totes to help get more into circulation. Also STAT continues to tweak routes based on volume so drivers' vehicles should have more room for empty totes.
As STAT continues to hone routes and train drivers, transit times should improve in November.
Please continue to submit the Feedback Form whenever you experience a missed or incomplete delivery, wrong materials delivered, or other problems with the service at your library. This form goes to both MSL and STAT staff. We are also tracking these issues, which provides documentation to hold STAT to their contractual obligations.
Please also use the Feedback Form to continue to report library closures and request totes.
We request that you use the Feedback Form as this is the best way to ensure MSL can follow up if needed to, as well as to document the issue and response in writing.
If a library has lost internet or can’t use the form for other reasons, please call the STAT dispatch line: (636) 695-5870. Please contact MSL, too, so that we can follow up if needed. This also helps us document issues.
When you need bags, please use the MSL Delivery list to request them from other libraries, who will send them to you on Van Delivery. STAT cannot supply bags.
Please place a ticket with the Maine InfoNet Ticketing system.
STAT Courier uses independent contractors for their drivers, who use their own vehicles and equipment such as hand trucks to make deliveries. This is a business model that we may not be used to, but one that is the nationwide industry standard in the courier business. Our contract with STAT is based on their service outcomes, not their business model.
The statewide courier service in Georgia is served by STAT Courier using this model. Staff in Georgia who oversee the program provided an excellent recommendation of STAT’s high level of customer service, reliability, timeliness, and accuracy. We expect the same level of service from STAT here in Maine.
Based on STAT’s extensive experience and evaluation, they’ve found that fewer errors occur when drivers create their own system for sorting the totes on their own routes. This is to avoid labels falling off and other issues. Some drivers label which totes go to which library with sticky notes, though it varies. It takes a week or two for new drivers to devise a system that works for them, so it may seem like this process takes a few minutes; they should adjust soon so it’s more efficient.
P.S. Please remove any such sticky notes on your totes before sending them out again.
No, you can place the books loose in the tote, zip tie the tote shut, and secure the label on top of the tote. Please do NOT place the label on the side of the tote. Drivers are trained not to open totes that are zip tied.
| Stakeholder Group | Representative | Library | |
|---|---|---|---|
| MSL staff - facilitator | Lori Fisher | MSL | lori.fisher@maine.gov |
| MSL staff - facilitator | Beth Crist | MSL | beth.crist@maine.gov |
| Academic Librarian - 4 yr College/University | Amy Heggie | Bowdoin | aheggie@bowdoin.edu |
| Academic Librarian - 4 yr college/university | Daisy Singh | UME | daisy.singh@maine.edu |
| Academic Librarian - community college | Carin Dunay | Southern Maine Community College | cdunay@smccme.edu |
| MSL Library Development consultant | Chris Dorman | MSL | Christina.Dorman@maine.gov |
| MLAC Representative | Sarah Lesko | Ellsworth Library | director@ellsworthlibrary.net |
| Minerva Representative | Vacant | ||
| Public Librarian - small/rural | Jon Knepp | Thompson Free Library | jon.tflibrary@gmail.com |
| Public Librarian - medium/suburban | Allison Atkins | Kennebunk Library | aatkins@kennebunklibrary.org |
| Public Librarian - large/urban | Holly Williams | Bangor Public Library | holly.williams@bangorpubliclibrary.org |
| Maine InfoNet Representative | James Jackson Sanborn | Maine InfoNet | james.jacksonsanborn@maineinfonet.org |
Beginning in FY2025, the Maine State Library (MSL) is implementing eligibility requirements for public libraries to receive partially subsidized Van Delivery service. This is needed to keep the service sustainable for all libraries statewide and utilize the most cost-effective shipping methods for interlibrary loans. These requirements are:
Beginning in FY2025, the cost for one day of service per week for each library will be $2,158 annually. For a library that has, for instance, 50 ILLs per year, that cost is $43.16 per item. Media mail rates at USPS start at $4.13 per package. Clearly using media mail for smaller volume ILL libraries is far more cost effective than using Van Delivery. For libraries who want to participate in Van Delivery but have less than 100 ILLs per year, there are other options to consider:
These new eligibility requirements are not intended to be punitive. They are also not meant to discourage any library from meeting this new eligibility requirement in the future and joining the service at that time. MSL staff are glad to work with libraries on strategies for increasing their ILL volume.
Twice per year there will be an open period in which libraries can request changes to their Van Delivery service, including dropping or adding a day of service, dropping the service altogether, and joining the service. For FY2025, these will be May for service July 1-December 31, 2024, and November for service January 1-June 30, 2025.
These requirements are tentative and will be presented to the Maine Library Commission in June 2024 for their approval.
Reciprocal borrowing is a program that allows anyone with a valid library card from one of the participating libraries to visit any of the other participating libraries and check out materials in person. It's referred to as "walk-in" borrowing because it essentially turns your local library card into a library card that can be used when you walk into dozens of other libraries across the state!
Not all libraries in Maine are eligible to participate at this time because the computer systems currently required to allow participation are not used by all libraries. The Maine State Library and Maine InfoNet are continuously seeking ways to increase participation by finding solutions that eliminate these systematic and technical barriers.
There are two major reciprocal borrowing groups: the Minerva Shared Borrowing group and the Maine Reciprocal Borrowing group. To know if your library is a part of either of these groups, we have provided a list of the participating libraries from each group. Some libraries (seen in bold) are part of both!
Minerva Shared Borrowing members:
Auburn Public Library, Baxter Memorial Library, Belfast Free Library, Boothbay Harbor Memorial Library, Central Maine Community College, Edythe Dyer Community, Falmouth Memorial Library, Freeport Community Library, Friend Memorial Public Library, Gray Public Library, Husson University, Jesup Memorial Library, Kennebunk Free Library, Ludden Memorial Library, McArthur Library, Merrill Memorial Library, Northeast Harbor Library, Northern Maine Community College, Norway Memorial Library, Old Town Public Library, Orono Public Library, Pittsfield Public Library, Rice Public Library, Saint Joseph's College, Scarborough Public Library, South Portland Public Library, Southern Maine Community College, Southwest Harbor Public Library, Thomas College Library, Thomas Memorial Library, Walker Memorial Library, Wells Public Library, Windham Public Library, York Public Library.
The most up-to-date list of Minerva Shared Borrowing member libraries can be found here.
Maine Reciprocal Borrowing members:
Auburn Public Library, Bangor Public Library, Belfast Free Library, Berwick Public Library, Bethel Library Association, Blake Library (UMFK), Boothbay Harbor Memorial Library, Brewer Public Library, Calais Free Library, Camden Public Library, Central Maine Community College, D.A. Hurd Library, Edythe Dyer Community Library, Husson University, Jesup Memorial Library, Kennebec Valley Community College, Kennebunk Free Library, Lewiston Public Library, Libby Memorial Library, Liberty Library, Lisbon Library, Goodall Memorial Library, Ludden Memorial Library, Lyman Community Library, Nutting Memorial Library (MMA), Maine State Law & Legislative Library, Maine State Library, Mantor Library (UMF), McArthur Public Library, Mechanic Falls Public Library, Merrill Library (UMM), Millinocket Memorial Library, Northeast Harbor Library, Norway Memorial Library, Orono Public Library, Paris Public Library, Parsons Memorial Library, Pittsfield Public Library, Portland Public Library, Fogler Library (UMO), Ricker Memorial Library, Rockland Public Library, Rockport Public Library, Scarborough Public Library, Skidompha Public Library, South Berwick Public Library, Southern Maine Community College, Southwest Harbor Public Library, Springvale Public Library, Thomas College Library, Thomas Memorial Library, Thomaston Public Library, UM Presque Isle Library, Vose Library, Walker Memorial Library, Wells Public Library, Windham Public Library, Wiscasset Public Library, York Public Library.
The most up-to-date list of Maine Reciprocal Borrowing member libraries can be found here.
In most cases, yes. Think of this program like the inter-library lending program where you can request an item from another library that your own library may not have. Each participating library reserves the right to limit what can be borrowed through this program. Generally, however, if an item is available to borrow through inter-library loan, then it is most likely available to borrow through this program.
This program includes “physical” items only – not digital content available via a library’s website.
Yes! Please make sure your local card is up-to-date, hasn't expired, and has no fees or fines. It must be in good standing to use it at a participating library. Staff at participating libraries may ask that you contact your "home" library directly to resolve any issue with your card or account because the staff at the library you are visiting may not have all of your account information available to them.
While the van delivery service is transitioning, please return the item to the library you borrowed it from, please and thank you for your consideration. The goal of this program is convenience and customer service!
As is currently the practice with interlibrary lending, you the borrower assume the responsibility for the replacement costs of any lost or damaged materials. All notices and bills will be generated by the "home" local library and will be sent to you - the same way they are currently - should an item get lost or damaged
Yes, that's correct! There are public libraries, academic and specialty libraries. Maine libraries are unique in the nation for their ability to collaborate and share their resources with each other. You have access to many of them through reciprocal borrowing.
Talk to your local librarians about any issues and to share your thoughts! Receiving feedback about this program is very important, and we want to make improvements where we can.
If checking out items to a visiting patron, please see the reciprocal borrowing instructions. The short answer is that you will look up the patron's library on the registry to confirm their participation and what system they're part of. Then, if the patron is from a library within your local system, you'll check out just like normal. If they're from another MaineCat library, then you'll use the "Visiting Patron" function and check out that way.
If checking in items, check in just the same as any other item returned if they scan. If they don't scan, see the next FAQ.
If you have an item returned to your library that doesn't show any info when you scan the barcode, simply send it back to the owning library. You can identify the home library either by stamps, text on the barcode, or by looking up the unique barcode leader on the barcode registry.
The system recognizes and prevents checkouts from patrons who have expired accounts or patron blocks on their accounts. Within your system, it will show you the blocks the same as your own patrons. Through "visiting patron," it will give a message saying that the patron is unable to check out that item and to check with their home library (similar to the message you would get when requesting through MaineCat catalog).
Once the item is checked out, walk-in transactions will look exactly the same as if the item had gone through delivery to the patron. In fact, they are indistinguishable once the check-out has happened.
Walk-in transactions use the same loan rules as items sent through delivery.
Since they're coming from the same loan rules, notices and bills are generated and sent to the patron the same as if they had been send through delivery.
Charging for lost/unreturned items will be exactly the same as if the item was borrowed through delivery. In fact, walk-in billed items will be indistinguishable from items borrowed through delivery.
The program is for “physical” items only – not digital content available via a library’s website.
