Merlin Meeting 2013.02.21

February 21, 2013 Minutes (at NWLS)

I.  Call to Order/Introductions
Vice-Chair Courtney Dietsche called the meeting to order at 10:05 a.m.  Merlin Chair, Shirley Miller, was excused from the meeting.

Courtney led a round of introductions since two new library directors were present.

II.  Quorum Determination/Recognition of Proxies
Quorum (of 15 members) was determined with the following attendees: Linda Stobbe, Jim Trojanowski, Marsha Sorensen, Mike Sauvola, Mike Sheehan (NWLS); Cherie Sanderson (Boulder Jct.); Kristine Lendved (Cable); Suzanne Widmar (Drummond); Diana Anderson (Eagle River); Judy Pearson (Grantsburg); Molly Lank-Jones (Hayward); Courtney Dietsche (Iron River); Caryl Pfaff (LCO College); Julie Zelten (Land o’ Lakes); Connie Ross (Madeline Island); Jennie Thewis (Mellen); Teresa Schmidt (Mercer); Kaye Petts (Phelps); Pam Eschenbauch (Presque Isle); Ida Nemec (Sayner); Amy Stormberg (Shell Lake); Jane Frankiewicz (Spooner); Sue Heskin (Superior); Darrell Pendergrass (Washburn); Patti Meyer (Webster); Cela McGinnis (Winchester); Donna Knuckey (Winter).

There were no proxies.

III.  Approval of the November 15, 2012 Consortium Meeting Minutes
Motion to approve by Cherie Sanderson and seconded by Teresa Schmidt.  Passed unanimously.

IV.  Approval of Financial Reports
Linda Stobbe presented the final December 2012 statement and remarked that the January-February deposits show the final payment to Innovative for Sierra with an upcoming transfer to the Capital Fund.

Motion to approve by Diana Anderson and seconded by Judy Pearson.  Passed unanimously.
V.  Other Business

Merlin License Management Committee
Courtney Dietsche led attendees through a presentation Mike Sheehan had created for the committee that describes how licenses were managed in the past and if anything needs to change based on the approved changes to the Merlin cost structure.  

During the slide showing the differences between the old Merlin cost structure and the new cost structure, Jane Frankiewicz pointed out an error in the numbers used in their final 2013 charges.  Jim Trojanowski noted that NWLS caught this error and apologized for the mistake.  Jim then provided another explanation of how the formula is based. Ida Nemec suggested since the license structure seemed simpler to understand, maybe we should move back to it.  Teresa Schmidt, who was on the Merlin Fee Committee that recommended the changes to the cost structure, reminded the group that one of the purposes in changing it was to move from a cost formula driven mainly by license numbers. NWLS will send out a description of the formula with corrected amounts using the 2011 annual report data.

After this discussion, Courtney resumed with the rest of the presentation.  No recommendations or decisions had been made by the committee at this time, so until advised NWLS will manage license charges and allocation as in the past.

Unavailable Items Appearing on Paging Lists
Courtney Dietsche described situations where unavailable and checked out items appear on the paging lists.  Marsha Sorensen explained that if a patron or a staff member places an item hold on a material and a request is made to page the item, it will show up on the item paging list.  She reminded attendees to be careful in placing holds.  Patrons will be able to place item holds if the material contains a volume field which triggers a prompt to choose a specific item.

Merlin 2013 Costs
Since there were still some unanswered questions relating to the 2013 costs and the formula, Courtney Dietsche tabled the item.

Merlin Monthly Statistics
This item was only to question the status of changes made to the monthly reports NWLS sends out.  Marsha Sorensen confirmed that the requested changes have been made and are appearing on monthly reports now.

Online Patron Registration Committee - Status
Cherie Sanderson reported that the committee met in late January after we received notice from Innovative that this program had been enabled.  The committee confirmed what the Consortium wanted in the registration form and NWLS will be working to implement the online registration form for testing and later to go live.

Election of Merlin Officers
Teresa Schmidt noted the Nominations and Elections Committee had received a handful of absentee ballots, but one had no name and was thrown out.  The ballots were then distributed and votes cast.  Courtney Dietsche was elected office of Chair, Shirley Miller will become Vice-Chair, and Mike Sheehan will retain his office as Secretary.  Ballot information will remain in custody at NWLS in case of recall or questions.

Sierra INN-Appreciation Rewards
Mike Sheehan explained that since we have only two weeks left to make our choices for Sierra INN-Appreciation Rewards products, we need to decide at this meeting or lose them.  He then went on to describe the methods the Consortium used to narrow down the choices to the last five products.  A few questions were raised and after answers were given, ballots were distributed to vote on the products.

Non-Agenda Discussions
During the vote tally, Courtney opened the floor to two non-agenda items:
1)    Julie Zelten informed the group that one of her staff members is a finalist in the Lays Potato Chip new flavor competition.  She asked the group to help Karen Weber-Mendham win the $1 million dollar prize by going to the Lays website and voting for her flavor.  Lunch included samples of the three flavor finalists.

2)    Mike Sheehan mentioned that our new Innovative Regional Sales Manager, Matt Wagner, asked if the Consortium wanted a demo on two reporting tools: Reporter and Decision Center.  Mike stated that he received quotes on them and explained a little about them.  It was agreed Mike should forward the description and cost information soon to get a response from libraries if they would like to have Matt demo them at the May or a later meeting.

INN-Appreciation Rewards Products
The results of the INN-Appreciation Rewards products showed: Ecommerce and the write-in Web OPAC Refresher each received 9 votes; Digital Signatures received 2 votes; Pathfinder Pro received 6 votes; Consortium Extensions received 2 votes; and Held Item Delivery received 1 vote.

From the results, Ecommerce and the Web OPAC Refresher products were top picks, and Mike Sheehan will notify Innovative of the selection for future implementation.

VI.  Adjournment
Courtney Dietsche declared the meeting adjourned at 11:58 a.m.

Next meeting date: May 23, 2013 at 10:00 a.m. at NWLS

Respectfully submitted, Michael Sheehan