Board Meeting Minutes, September 7, 2005: Wisconsin Public Library Consortium

WPLC Board Meeting Minutes: September 7, 2005
Location: South Central Library System

Present: Mark Arend (WLS), Phyllis Davis (SCLS), Kristen Anderson (WRLS), Steve Platteter (MWFLS), David Weinhold (ESLS), Stef Morrill (SCLS), Peter Hamon (SCLS), Mellanie Mercier (WCFLS), Bob Hafeman (MCLS), Evan Bend (OWLS), Maureen Welch (IFLS), Peggy Shaffer (LLS), Steve Heser (MCFLS), Lin Swartz-Truesdell (KCLS), Linda Miller, Project Manager, and Kathy Schneider, WiLS.

1. Reports from Partners
Partner activity was reported under the agenda items following.

2. OverDrive

Linda reviewed the project status. The first three partners went live on August 23: MCFLS, WRLS, and WVLS. ESLS, WCFLS, and MCLS followed on August 30. Four others are actively working on going live: MWFLS, Winnefox, NWLS, and SCLS. Nicolet and OWLS have indicated that they will go live in 2006 after migration to a new ILS. The three remaining partners, IFLS, Kenosha, and Lakeshores have not yet submitted the OverDrive form for connectivity.

Lin Swartz-Truesdell stated that KCLS is working to get the required SIP2 connection in place. Peggy Shaffer stated that Lakeshores is getting a quote on the cost of the SIP2 license, which will determine when the library system joins. Maureen Welch stated that IFLS is planning to go live in 2006. Costs for 2006,if all fifteen WPLC partners participated in the OverDrive project,were distributed.

The partners discussed ways to encourage the remaining two library systems, SWLS and ALS, to join WPLC. Linda is meeting with ALS later in September to discuss membership. Kathy thinks that it would be possible for the library systems to get access to the original WPLC netLibrary collection. Peter recommended offering the same package as WPLC had previously offered, and all concurred.

Sally Drew had contacted Linda again regarding interest by the Regional Library for the Blind. Linda informed Sally that any customer of the Library could gain access to the OverDrive collection by simply having a patron record in one of the participating ILSs. Steve Heser shared that MCFLS and MPL had also informed the Regional Library that its customers needed to get a local library card to get access.

Linda reviewed the activity reports which showed the overwhelming popularity of the service with all materials in use and many with multiple holds. Kathy reported that the Selection Committee has selected multiple copies to address the hold issue. The partners agreed to spend 50% of remaining OverDrive collection funds now and the remaining in October.

Stef asked about patron-driven selection. Any such program would need to allow the pool to be limited by audio or e-book, format, and cost. Peter wanted to be sure that the patron paid any overhead. Kathy stated that a report would need to be generated so that the MARC records could be ordered. Stef thought that the best approach would be for the program to be limited to purchasing only added copies of titles on hold. Stef will investigate and report.

Evan raised the need to increase funds for collection development and suggested sponsorships as a way to do that. The partners discussed whether this should be a local effort or a centralized effort. Peter stated that SCLS sees collection development and content as a local library responsibility. Evan and an SCLS staff member will investigate and report.

The partners reviewed the membership costs for a second ILS within a partner. The membership fee will include the one time $1500 fee charged by OverDrive plus a one time $300 fee for WPLC project management.

MARC records are available for the titles in the collection. MCFLS has loaded all of them to its database. ESLS has started the process. WiLS is retaining copies of all records for archiving.

Linda thanked the WPLC Implementation Team for its work on planning and implementing the service and thanked Evan for taking the lead on the web site design. All partners live in the program must be using the URL for the live site, dbooks.wplc.info.

OverDrive can disallow downloading to library computers. MCFLS had OverDrive allow downloading only at MPL.

3. NetLibrary

Kathy reported that not all affiliates spend 100% of their content funds and raised the matter of how to allocate remaining funds. Currently, 45% of the fee goes to WPLC, 45% to content which the library selects, and 10% to WiLS. Kathy recommended that at the end of the school year, June 30, each year that any content funds unspent be reallocated to WPLC. Peter added that WPLC specify that the funds be spent on netLibrary content only. Kathy will notify affected schools. The amount currently unspent is approximately $5,000. All agreed on this plan.

Kathy reported that use of the service is stable. Approximately, $12,000 has been spent on collection development in 2005.

4. Budget

Phyllis reviewed the budget. Two partners, MWFLS and IFLS, have moved into a higher membership level because of population growth. They will be invoiced for 2006 fees at the Level 2 rate.

Evan raised concerns that OWLS has: 1) how to maintain older services, such as netLibrary, and how long to maintain these services; 2) how to balance the funds for long term projects and for new services; 3) making OverDrive the priority service over netLibrary and content for OverDrive the priority over other new services; and 4) need for additional funding sources beyond WPLC membership.

Stef mentioned the possibility of patron-based selection for netLibrary.

Kathy wasn't sure that netLibrary would agree to a pool as low as $20,000, though.

Peter reminded everyone that the WPLC membership fee was frozen again in the 2006 budget. Based on earlier discussions about separating seed money for research and development/new services, the 2006 budget includes a charge for this purpose. Also, the 2006 budget does reflect the fact that OverDrive is the priority for 2006 as only $20,000 is budgeted for netLibrary. To insure that partners contribute fairly to the OverDrive content, a line for that cost is included in the 2006 budget.

Steve Platteter expressed concern about MWFLS' ability to pay its full share, given the increase due to moving to a higher membership level.

David supported continued support of netLibrary as the service is still being used. Mellanie reported that use had quadrupled after records were added to the catalog last month.

Peter stated that the issue is that with the netLibrary and OverDrive projects, the responsibility for funding collection development shifted to a central agency, i.e, WPLC, from the local library, and that the libraries need to be asked to pay for content. David reported that all of the ESLS OverDrive costs are being paid by the libraries, and divided among all libraries, the libraries see the cost as a small amount. Phyllis stated that WPLC may need a mechanism for libraries to contribute. Kathy stated that $20,000 is not enough to continue to develop a collection for the entire state.

The 2006 budget was approved with IFLS abstaining and MWFLS voting against.

5. Project Proposals/New Projects

David reported that Mead is interested in video on demand and also the classical music services available from OverDrive. Phyllis agreed that there was interest in these services but suggested that WPLC revisit this matter six months after all partners are live with OverDrive. David is concerned that bandwidth may be an issue.

Kathy reported that a target group of 64 academic libraries were starting Phase 1 of the Group Services project. WiLS now has costs. WiLS is paying the first 18 months. For libraries with WorldCat currently, the only new cost is the cost of the group catalog. July 2007 would be the first time that any library would be charged. The total cost of the group catalog for 2007/08 is projected to be $34,000. Costs could go down based on the number of libraries which actually participate. This cost is within $30,000 of getting WorldCat for the entire state. If more libraries join the project, that may be possible. The big issue is what the name of the service will be. WiLS is negotiating with OCLC on cataloging costs. A one-time batchload of records from local databases is included.

6. Next Meeting

The next meeting will be on Wednesday, November 16, 10:00 AM at the SCLS office.

Linda K. Miller
LMA Techwork
linda@lmatechwork.com
815-229-8215 voice
815-229-5362 fax


		Home > Meetings > Minutes > Board Meeting, September 7, 2005

Members Bylaws Committees Meetings Discussion List Statistics Current Projects Proposals for Future Services Reports Links Home Contact Us		WPLC Board Meeting Minutes: September 7, 2005 Location: South Central Library System Present: Mark Arend (WLS), Phyllis Davis (SCLS), Kristen Anderson (WRLS), Steve Platteter (MWFLS), David Weinhold (ESLS), Stef Morrill (SCLS), Peter Hamon (SCLS), Mellanie Mercier (WCFLS), Bob Hafeman (MCLS), Evan Bend (OWLS), Maureen Welch (IFLS), Peggy Shaffer (LLS), Steve Heser (MCFLS), Lin Swartz-Truesdell (KCLS), Linda Miller, Project Manager, and Kathy Schneider, WiLS. 1. Reports from Partners Partner activity was reported under the agenda items following. 2. OverDrive Linda reviewed the project status. The first three partners went live on August 23: MCFLS, WRLS, and WVLS. ESLS, WCFLS, and MCLS followed on August 30. Four others are actively working on going live: MWFLS, Winnefox, NWLS, and SCLS. Nicolet and OWLS have indicated that they will go live in 2006 after migration to a new ILS. The three remaining partners, IFLS, Kenosha, and Lakeshores have not yet submitted the OverDrive form for connectivity. Lin Swartz-Truesdell stated that KCLS is working to get the required SIP2 connection in place. Peggy Shaffer stated that Lakeshores is getting a quote on the cost of the SIP2 license, which will determine when the library system joins. Maureen Welch stated that IFLS is planning to go live in 2006. Costs for 2006,if all fifteen WPLC partners participated in the OverDrive project,were distributed. The partners discussed ways to encourage the remaining two library systems, SWLS and ALS, to join WPLC. Linda is meeting with ALS later in September to discuss membership. Kathy thinks that it would be possible for the library systems to get access to the original WPLC netLibrary collection. Peter recommended offering the same package as WPLC had previously offered, and all concurred. Sally Drew had contacted Linda again regarding interest by the Regional Library for the Blind. Linda informed Sally that any customer of the Library could gain access to the OverDrive collection by simply having a patron record in one of the participating ILSs. Steve Heser shared that MCFLS and MPL had also informed the Regional Library that its customers needed to get a local library card to get access. Linda reviewed the activity reports which showed the overwhelming popularity of the service with all materials in use and many with multiple holds. Kathy reported that the Selection Committee has selected multiple copies to address the hold issue. The partners agreed to spend 50% of remaining OverDrive collection funds now and the remaining in October. Stef asked about patron-driven selection. Any such program would need to allow the pool to be limited by audio or e-book, format, and cost. Peter wanted to be sure that the patron paid any overhead. Kathy stated that a report would need to be generated so that the MARC records could be ordered. Stef thought that the best approach would be for the program to be limited to purchasing only added copies of titles on hold. Stef will investigate and report. Evan raised the need to increase funds for collection development and suggested sponsorships as a way to do that. The partners discussed whether this should be a local effort or a centralized effort. Peter stated that SCLS sees collection development and content as a local library responsibility. Evan and an SCLS staff member will investigate and report. The partners reviewed the membership costs for a second ILS within a partner. The membership fee will include the one time $1500 fee charged by OverDrive plus a one time $300 fee for WPLC project management. MARC records are available for the titles in the collection. MCFLS has loaded all of them to its database. ESLS has started the process. WiLS is retaining copies of all records for archiving. Linda thanked the WPLC Implementation Team for its work on planning and implementing the service and thanked Evan for taking the lead on the web site design. All partners live in the program must be using the URL for the live site, dbooks.wplc.info. OverDrive can disallow downloading to library computers. MCFLS had OverDrive allow downloading only at MPL. 3. NetLibrary Kathy reported that not all affiliates spend 100% of their content funds and raised the matter of how to allocate remaining funds. Currently, 45% of the fee goes to WPLC, 45% to content which the library selects, and 10% to WiLS. Kathy recommended that at the end of the school year, June 30, each year that any content funds unspent be reallocated to WPLC. Peter added that WPLC specify that the funds be spent on netLibrary content only. Kathy will notify affected schools. The amount currently unspent is approximately $5,000. All agreed on this plan. Kathy reported that use of the service is stable. Approximately, $12,000 has been spent on collection development in 2005. 4. Budget Phyllis reviewed the budget. Two partners, MWFLS and IFLS, have moved into a higher membership level because of population growth. They will be invoiced for 2006 fees at the Level 2 rate. Evan raised concerns that OWLS has: 1) how to maintain older services, such as netLibrary, and how long to maintain these services; 2) how to balance the funds for long term projects and for new services; 3) making OverDrive the priority service over netLibrary and content for OverDrive the priority over other new services; and 4) need for additional funding sources beyond WPLC membership. Stef mentioned the possibility of patron-based selection for netLibrary. Kathy wasn't sure that netLibrary would agree to a pool as low as $20,000, though. Peter reminded everyone that the WPLC membership fee was frozen again in the 2006 budget. Based on earlier discussions about separating seed money for research and development/new services, the 2006 budget includes a charge for this purpose. Also, the 2006 budget does reflect the fact that OverDrive is the priority for 2006 as only $20,000 is budgeted for netLibrary. To insure that partners contribute fairly to the OverDrive content, a line for that cost is included in the 2006 budget. Steve Platteter expressed concern about MWFLS' ability to pay its full share, given the increase due to moving to a higher membership level. David supported continued support of netLibrary as the service is still being used. Mellanie reported that use had quadrupled after records were added to the catalog last month. Peter stated that the issue is that with the netLibrary and OverDrive projects, the responsibility for funding collection development shifted to a central agency, i.e, WPLC, from the local library, and that the libraries need to be asked to pay for content. David reported that all of the ESLS OverDrive costs are being paid by the libraries, and divided among all libraries, the libraries see the cost as a small amount. Phyllis stated that WPLC may need a mechanism for libraries to contribute. Kathy stated that $20,000 is not enough to continue to develop a collection for the entire state. The 2006 budget was approved with IFLS abstaining and MWFLS voting against. 5. Project Proposals/New Projects David reported that Mead is interested in video on demand and also the classical music services available from OverDrive. Phyllis agreed that there was interest in these services but suggested that WPLC revisit this matter six months after all partners are live with OverDrive. David is concerned that bandwidth may be an issue. Kathy reported that a target group of 64 academic libraries were starting Phase 1 of the Group Services project. WiLS now has costs. WiLS is paying the first 18 months. For libraries with WorldCat currently, the only new cost is the cost of the group catalog. July 2007 would be the first time that any library would be charged. The total cost of the group catalog for 2007/08 is projected to be $34,000. Costs could go down based on the number of libraries which actually participate. This cost is within $30,000 of getting WorldCat for the entire state. If more libraries join the project, that may be possible. The big issue is what the name of the service will be. WiLS is negotiating with OCLC on cataloging costs. A one-time batchload of records from local databases is included. 6. Next Meeting The next meeting will be on Wednesday, November 16, 10:00 AM at the SCLS office. Linda K. Miller LMA Techwork linda@lmatechwork.com 815-229-8215 voice 815-229-5362 fax

		Updated November 14, 2005