Board Meeting Minutes, September 11, 2003: Wisconsin Public Library Consortium

WPLC Board Meeting Minutes: September 11, 2003 (Annual Meeting)
Location: South Central Library System

Present: Steve Platteter (MWFLS), Phyllis Davis (SCLS), Stef Morrill (SCLS), Mark Arend (WLS), Mellanie Mercier (WCFLS), Kristen Anderson (WRLS), Peggy Shaffer (LLS), Rick Krumwiede (OWLS), Doug Baker (KCLS), Peter Hamon (SCLS), Linda Miller, Project Manager, Kathy Schneider (WiLS) and Bob Bocher (DPI) also attended.

The meeting came to order at 10:00 a.m.

1. Partner Reports

Linda Miller shared a report from NWLS that MARC records for netLibrary materials are now in their catalog, and they have already noticed increased usage. Linda also reported that she has been in communication with Bruce Gay from Milwaukee Public Library who could not attend the meeting. Linda will try to meet with him.

WRLS reported that the netLibrary training is continuing.

SCLS reported that since moving to a web-based catalog there have been problems with users getting confused about how to access the netLibrary titles. When a title is found and a user tries to access it, the user is faced with the netLibrary authentication screen prompting for account information. Most users have no idea what to do at this point. They are trying to discuss solutions with netLibrary, such as using referring URL, or the library’s own authentication with a user’s barcode, but no solution has been agreed yet.

OWLS reported that they are up-to-date with their loading of netLibrary records. They are releasing a new version of the web-based catalog next week. Their authentication scripts have been updated so they hope to have no issues with that.

KCLS reported that there has been minimal use of netLibrary. They will be moving to a web-based catalog next year.

2. netLibrary

Kathy Schneider reported that an announcement for another session of the basic netLibrary training will go out next week. The decision was made not to convert the training to the new system purchased by UW. WebCT will continue to be used. When the next training program is created using the new system, it is expected that the cost will be lower.

The CE credits have been determined for the online training. An announcement will be made by WiLS next week regarding this. Mark Arend asked if those that have already taken the course will be given CE credit. Kathy expects that they will, but she will check to be sure.

A quote was received for the consortium to purchase the Going Global series. The cost would be $14,850. This is too much for WPLC to spend, but the board agreed that individual libraries or a group of libraries may purchase the series on their own. Kathy will post this information to the WPLC list.

There is going to be a significant change in the netLibrary model. This will mean that any new WPLC members will not have access to the titles in the shared collection purchased prior to their membership. The new WPLC members would only have access to titles purchased from that time onward. The new model that netLibrary would like to apply to WPLC would result in a new shared collection being created each year. At that time, new members could be added, but they would not have access to the old collection. Existing members would continue to have access to the entire collection.

Kathy commented that this could be good for the academic libraries. Unlike WPLC, they currently require all new members to pay all back fees. After four years this has become a large amount and some of the titles are getting old. The new model would allow them to have new members join without paying any back fees.

netLibrary is willing to offer a transition period before making the change. Publishers are not happy with the current arrangement for shared collections. WPLC currently owns 5,063 titles. Peter Hamon commented that although the raw numbers for usage are low, the frequency of use is three or four times that of a print copy.

Peter commented on the publishers’ complaints that shared collections are resulting in less copies being purchased and some titles being summarily rejected by a large group of customers or an entire state. It is very unlikely that netLibrary is going to back down on this issue.

Peter suggests that WPLC request a transition period into next year. During that time non-members should be encouraged to take advantage of the limited opportunity to join and maintain access to the entire collection.

Kathy said that netLibrary has been asked to make an exception for the schools since they do not normally sell services to schools. netLibrary has not yet given an answer to this request.

Doug Baker agrees with Peter’s suggestion to make one final offer to non-members to join during the transition period. After that, no new members will be added.

Phyllis Davis suggested that WPLC should request a longer transition period. Kathy added that the academic collection and WPLC collections did not start at the same time. More time will be needed to compensate for this. So an 18 month period makes sense.

Peggy Shaffer expressed concern that more time is needed to allow more schools to join.

Peter asked if WPLC should go ahead and create profiles for non-members just in case they decide to join. Doug suggested deciding on that a year from now, as the transition period ends. Non-members should be told that WPLC had no choice in the matter. If they ever plan to join, this is their last chance.

Stef Morrill asked about the offline readers. Kathy said that netLibrary is holding off on that until there is enough compatible content.

Mellanie Mercier mentioned that she will be meeting with MCFLS and could discuss with them the need to join soon. Mellanie asked what their cost would be to join, since Milwaukee Public is already a member. She asked if MCFLS would be a separate member. Peter commented that IFLS simply paid the difference when the system joined. The estimated cost for MCFLS to join would be about $5000. Linda said that she could approach MCFLS with the offer.

Linda expressed the need for active participants in the Selection Committee from the following systems: WCFLS, NWLS, KCLS, MWFLS, ESLS, SCLS, and NFLS. This can be a person from any member library.

Linda distributed copies of the first PR article that was written by Peggy Shaffer. This is also posted to the list. Every quarter a member of the PR Committee will write an article to promote a particular title or segment of the collection. This could be added to a newsletter or distributed in some other way.

3. Review of Voting Practices

A question has been raised regarding how voting should be handled when representatives are not present at the meeting of the board. The practice has been to only count votes from partners that have a representative present at the meeting. The bylaws do not seem to discuss this detail.

Peggy suggested that if a vote were being taken on the budget and all information had been provided to the group beforehand, voting in abstentia should be allowed.

Phyllis commented that it would be impossible for all information to be provided to the group since there may be further discussion of the issue during the meeting. Peggy agrees with this concern. If there is further discussion, then an abstentia vote should not be allowed.

Mark commented on the language in the bylaws stating that “each Partner shall designate its own voting representative, and may change that voting representative at any time.” This would indicate that a Partner whose representative could not be present at the meeting could designate another person in attendance to carry their vote. That person would then have more than one vote. Rick Krumwiede expressed agreement that the bylaws do allow for this.

Rick also commented that there are times when it may be necessary to have a vote from every member. When there is not a consensus on a significant issue, those in attendance at the meeting could vote that all the members be polled on a particular issue. This should not need to be done on a regular basis, however.

The group agreed that the vote on the budget during this meeting will be done by those present and members who gave their proxy vote to another in attendance.

The formation of a committee to handle revisions and amendments to the bylaws was discussed. It was agreed that this committee will consist of Peggy, Peter, and Rick.

4. Adoption of 2004 Budget

The two proposed budgets were discussed. Proposal 1 reduces fees to the 2002 level. Proposal 2 freezes fees at the 2003 level. Phyllis mentioned some of the highlights of the proposed budgets. The primary difference is the amount for reserve.

Doug commented that additional new projects could generate funds for the reserve.

Peggy expressed concern that the change of the netLibrary model may cause the loss of income from schools that may want to join.

Rick shared the concerns of NFLS and that NFLS is in favor of Proposal 1.

LLS is voting for Proposal 1. They want to maintain membership but can only do so with lower fees.

Linda shared a statement from ESLS that Proposal 1 be adopted.

SCLS is voting for Proposal 2 with the idea that in order to be a viable organization, WPLC needs to have some capital available.

WCFLS mentioned the difficulty caused by the WPLC budget being determined in September while their system budget is finalized in May. They need to go with the smaller amount.

Rick made a motion to adopt Proposal 1. Doug seconded the motion. The motion was carried with one dissenting vote.

Doug suggested that raising member fees should be considered earlier in the year to allow for members to adjust their budgets. Rick responded that the Bylaws Committee will review this.

5. Current Project Reports

Stef reported on the Listen Up project. Stoughton Public Library is a new member. They are especially interested in copying titles to CD. Audible.com may make content available with the iPod.

Linda shared the report that David Weinhold gave at WiLSWorld, as well as a flier from Peg Branson on Josh Morrill’s presentation of the survey results that was distributed at the CE Coordinators meeting. Josh will be presenting again at WLA on October 21, 2003. This will complete Josh’s commitment to WPLC for presenting the survey results.

A committee to create a proposal outlining the details and costs for the use of the call center was formed with Peter, Phyllis, David, Josh, and Linda as members.

KCLS may be interested in the use of the call center in 2006. They would like to have cost information for budget planning.

Josh is pursuing a potential project with L.E. Phillips Memorial Public Library in Eau Claire. This could provide a good opportunity to identify and resolve many issues. Josh will include a 5% surcharge for the overall project.

Doug emphasized the importance of getting libraries such as L.E. Phillips to participate since this will allow for valuable comparisons.

6. New Projects Proposals

Phyllis commented that the analysis of the netLibrary usage statistics that was going to be handled by the Selection Committee has not been done yet. She believes that it would still be helpful for this to be done and that perhaps Josh could assist with the analysis. Mark commented that it would help the Selection Committee to make decisions about the collection. The group agreed that Phyllis should prepare a proposal for this project.

Mark brought up that there are some virtual reference experiments taking place in Wisconsin, AskAway and Ask Wisconsin Libraries. Perhaps a comparison of these services could be done to develop a model for WPLC members to have a role in providing virtual reference services.

Comments were made that both MWFLS and WCFLS are looking to provide such service in the near future.

Phyllis commented that it could assist the projects to share information or coordinate PR, training and support. She suggested that a proposal should be created.

Mellanie mentioned an OCLC service for photographic digitization. Kathy will provide information on this service for the next meeting.

Phyllis commented that a committee had been formed to select information from the survey to use in a brochure. This committee consists of Peter, Mark Merrifield, Peggy, Phyllis, and Mark Arend. Phyllis suggested that this committee meet in conjunction with the next WPLC board meeting.

7. Next Meeting

The next meeting is scheduled for Thursday, November 13, 2003 at 10:00 a.m. at the SCLS office.

The meeting adjourned at 11:45 a.m.


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Members Bylaws Committees Meetings Discussion List Statistics Current Projects Proposals for Future Services Reports Links Home Contact Us		WPLC Board Meeting Minutes: September 11, 2003 (Annual Meeting) Location: South Central Library System Present: Steve Platteter (MWFLS), Phyllis Davis (SCLS), Stef Morrill (SCLS), Mark Arend (WLS), Mellanie Mercier (WCFLS), Kristen Anderson (WRLS), Peggy Shaffer (LLS), Rick Krumwiede (OWLS), Doug Baker (KCLS), Peter Hamon (SCLS), Linda Miller, Project Manager, Kathy Schneider (WiLS) and Bob Bocher (DPI) also attended. The meeting came to order at 10:00 a.m. 1. Partner Reports Linda Miller shared a report from NWLS that MARC records for netLibrary materials are now in their catalog, and they have already noticed increased usage. Linda also reported that she has been in communication with Bruce Gay from Milwaukee Public Library who could not attend the meeting. Linda will try to meet with him. WRLS reported that the netLibrary training is continuing. SCLS reported that since moving to a web-based catalog there have been problems with users getting confused about how to access the netLibrary titles. When a title is found and a user tries to access it, the user is faced with the netLibrary authentication screen prompting for account information. Most users have no idea what to do at this point. They are trying to discuss solutions with netLibrary, such as using referring URL, or the library’s own authentication with a user’s barcode, but no solution has been agreed yet. OWLS reported that they are up-to-date with their loading of netLibrary records. They are releasing a new version of the web-based catalog next week. Their authentication scripts have been updated so they hope to have no issues with that. KCLS reported that there has been minimal use of netLibrary. They will be moving to a web-based catalog next year. 2. netLibrary Kathy Schneider reported that an announcement for another session of the basic netLibrary training will go out next week. The decision was made not to convert the training to the new system purchased by UW. WebCT will continue to be used. When the next training program is created using the new system, it is expected that the cost will be lower. The CE credits have been determined for the online training. An announcement will be made by WiLS next week regarding this. Mark Arend asked if those that have already taken the course will be given CE credit. Kathy expects that they will, but she will check to be sure. A quote was received for the consortium to purchase the Going Global series. The cost would be $14,850. This is too much for WPLC to spend, but the board agreed that individual libraries or a group of libraries may purchase the series on their own. Kathy will post this information to the WPLC list. There is going to be a significant change in the netLibrary model. This will mean that any new WPLC members will not have access to the titles in the shared collection purchased prior to their membership. The new WPLC members would only have access to titles purchased from that time onward. The new model that netLibrary would like to apply to WPLC would result in a new shared collection being created each year. At that time, new members could be added, but they would not have access to the old collection. Existing members would continue to have access to the entire collection. Kathy commented that this could be good for the academic libraries. Unlike WPLC, they currently require all new members to pay all back fees. After four years this has become a large amount and some of the titles are getting old. The new model would allow them to have new members join without paying any back fees. netLibrary is willing to offer a transition period before making the change. Publishers are not happy with the current arrangement for shared collections. WPLC currently owns 5,063 titles. Peter Hamon commented that although the raw numbers for usage are low, the frequency of use is three or four times that of a print copy. Peter commented on the publishers’ complaints that shared collections are resulting in less copies being purchased and some titles being summarily rejected by a large group of customers or an entire state. It is very unlikely that netLibrary is going to back down on this issue. Peter suggests that WPLC request a transition period into next year. During that time non-members should be encouraged to take advantage of the limited opportunity to join and maintain access to the entire collection. Kathy said that netLibrary has been asked to make an exception for the schools since they do not normally sell services to schools. netLibrary has not yet given an answer to this request. Doug Baker agrees with Peter’s suggestion to make one final offer to non-members to join during the transition period. After that, no new members will be added. Phyllis Davis suggested that WPLC should request a longer transition period. Kathy added that the academic collection and WPLC collections did not start at the same time. More time will be needed to compensate for this. So an 18 month period makes sense. Peggy Shaffer expressed concern that more time is needed to allow more schools to join. Peter asked if WPLC should go ahead and create profiles for non-members just in case they decide to join. Doug suggested deciding on that a year from now, as the transition period ends. Non-members should be told that WPLC had no choice in the matter. If they ever plan to join, this is their last chance. Stef Morrill asked about the offline readers. Kathy said that netLibrary is holding off on that until there is enough compatible content. Mellanie Mercier mentioned that she will be meeting with MCFLS and could discuss with them the need to join soon. Mellanie asked what their cost would be to join, since Milwaukee Public is already a member. She asked if MCFLS would be a separate member. Peter commented that IFLS simply paid the difference when the system joined. The estimated cost for MCFLS to join would be about $5000. Linda said that she could approach MCFLS with the offer. Linda expressed the need for active participants in the Selection Committee from the following systems: WCFLS, NWLS, KCLS, MWFLS, ESLS, SCLS, and NFLS. This can be a person from any member library. Linda distributed copies of the first PR article that was written by Peggy Shaffer. This is also posted to the list. Every quarter a member of the PR Committee will write an article to promote a particular title or segment of the collection. This could be added to a newsletter or distributed in some other way. 3. Review of Voting Practices A question has been raised regarding how voting should be handled when representatives are not present at the meeting of the board. The practice has been to only count votes from partners that have a representative present at the meeting. The bylaws do not seem to discuss this detail. Peggy suggested that if a vote were being taken on the budget and all information had been provided to the group beforehand, voting in abstentia should be allowed. Phyllis commented that it would be impossible for all information to be provided to the group since there may be further discussion of the issue during the meeting. Peggy agrees with this concern. If there is further discussion, then an abstentia vote should not be allowed. Mark commented on the language in the bylaws stating that “each Partner shall designate its own voting representative, and may change that voting representative at any time.” This would indicate that a Partner whose representative could not be present at the meeting could designate another person in attendance to carry their vote. That person would then have more than one vote. Rick Krumwiede expressed agreement that the bylaws do allow for this. Rick also commented that there are times when it may be necessary to have a vote from every member. When there is not a consensus on a significant issue, those in attendance at the meeting could vote that all the members be polled on a particular issue. This should not need to be done on a regular basis, however. The group agreed that the vote on the budget during this meeting will be done by those present and members who gave their proxy vote to another in attendance. The formation of a committee to handle revisions and amendments to the bylaws was discussed. It was agreed that this committee will consist of Peggy, Peter, and Rick. 4. Adoption of 2004 Budget The two proposed budgets were discussed. Proposal 1 reduces fees to the 2002 level. Proposal 2 freezes fees at the 2003 level. Phyllis mentioned some of the highlights of the proposed budgets. The primary difference is the amount for reserve. Doug commented that additional new projects could generate funds for the reserve. Peggy expressed concern that the change of the netLibrary model may cause the loss of income from schools that may want to join. Rick shared the concerns of NFLS and that NFLS is in favor of Proposal 1. LLS is voting for Proposal 1. They want to maintain membership but can only do so with lower fees. Linda shared a statement from ESLS that Proposal 1 be adopted. SCLS is voting for Proposal 2 with the idea that in order to be a viable organization, WPLC needs to have some capital available. WCFLS mentioned the difficulty caused by the WPLC budget being determined in September while their system budget is finalized in May. They need to go with the smaller amount. Rick made a motion to adopt Proposal 1. Doug seconded the motion. The motion was carried with one dissenting vote. Doug suggested that raising member fees should be considered earlier in the year to allow for members to adjust their budgets. Rick responded that the Bylaws Committee will review this. 5. Current Project Reports Stef reported on the Listen Up project. Stoughton Public Library is a new member. They are especially interested in copying titles to CD. Audible.com may make content available with the iPod. Linda shared the report that David Weinhold gave at WiLSWorld, as well as a flier from Peg Branson on Josh Morrill’s presentation of the survey results that was distributed at the CE Coordinators meeting. Josh will be presenting again at WLA on October 21, 2003. This will complete Josh’s commitment to WPLC for presenting the survey results. A committee to create a proposal outlining the details and costs for the use of the call center was formed with Peter, Phyllis, David, Josh, and Linda as members. KCLS may be interested in the use of the call center in 2006. They would like to have cost information for budget planning. Josh is pursuing a potential project with L.E. Phillips Memorial Public Library in Eau Claire. This could provide a good opportunity to identify and resolve many issues. Josh will include a 5% surcharge for the overall project. Doug emphasized the importance of getting libraries such as L.E. Phillips to participate since this will allow for valuable comparisons. 6. New Projects Proposals Phyllis commented that the analysis of the netLibrary usage statistics that was going to be handled by the Selection Committee has not been done yet. She believes that it would still be helpful for this to be done and that perhaps Josh could assist with the analysis. Mark commented that it would help the Selection Committee to make decisions about the collection. The group agreed that Phyllis should prepare a proposal for this project. Mark brought up that there are some virtual reference experiments taking place in Wisconsin, AskAway and Ask Wisconsin Libraries. Perhaps a comparison of these services could be done to develop a model for WPLC members to have a role in providing virtual reference services. Comments were made that both MWFLS and WCFLS are looking to provide such service in the near future. Phyllis commented that it could assist the projects to share information or coordinate PR, training and support. She suggested that a proposal should be created. Mellanie mentioned an OCLC service for photographic digitization. Kathy will provide information on this service for the next meeting. Phyllis commented that a committee had been formed to select information from the survey to use in a brochure. This committee consists of Peter, Mark Merrifield, Peggy, Phyllis, and Mark Arend. Phyllis suggested that this committee meet in conjunction with the next WPLC board meeting. 7. Next Meeting The next meeting is scheduled for Thursday, November 13, 2003 at 10:00 a.m. at the SCLS office. The meeting adjourned at 11:45 a.m.

		Updated October 22, 2004