Merlin Meeting 2013.11.14

November 14, 2013 Minutes (NWLS)

I. Call to Order
Chair Courtney Dietsche called the meeting to order at 10:05 a.m.

II. Quorum Determination/Recognition of Proxies
Quorum (of 15 members) was determined with the following attendees: Linda Stobbe, Jim Trojanowski, Mike Sheehan (NWLS); Shirley Miller (Ashland); Judy Pearson (Grantsburg); Molly Lank-Jones (Hayward); Courtney Dietsche (Iron River); Julie Zelten (Land o’ Lakes); Jennie Thewis (Mellen); Teresa Schmidt (Mercer); Kaye Petts (Phelps); Pam Eschenbach (Presque Isle); Ida Nemec (Sayner); Amy Stormberg (Shell Lake); Jane Frankiewicz (Spooner); Sue Heskin (Superior); Darrell Pendergrass (WA); Patti Meyer (Webster); Cela McGinnis (Winchester); Donna Knuckey (Winter).

There were no proxies.

III. Approval of the August 22, 2013 Consortium Meeting Minutes
Teresa Schmidt moved to approve the minutes.  Seconded by Judy Pearson.  Passed unanimously.

IV. Approval of Financial Reports
Linda Stobbe presented the January to October 2013 financial statement.  She said there is nothing new to report since the last couple months activity was low.  Motion to approve by Kaye Petts and seconded by Amy Stormberg.  Passed unanimously.

Linda then commented about the Ecommerce activity so far noting that the majority was from October and that over time we believe it will increase as patrons get used to using the online payment feature.  Linda asked how often payment should be made to the libraries.  Attendees agreed that quarterly worked best.  NWLS will send out some instruction (with screenshots) to show how to use the Fines Paid table for checking online payment transactions.  Linda agreed to make January the first month libraries will be sent checks for Ecommerce transactions.  Patti Meyer asked about fees generated and Linda said they vary based on the amount of activity and those fees will be applied to the library’s reimbursement.

V. Other Business
Potential Merger of Merlin with WVLS V-Cat and IFLS MORE Systems
Jim Trojanowski began with a discussion of the Outcome Report from the three meetings that were held with system staff and library directors from Northern Waters, Wisconsin Valley, and Indianhead Federated library systems in October.  

Jim then focused on the next steps in the process where committees will be developed based on the worry/concern themes brought up at the meetings.  While a leadership team, composed of system directors and system staff, will help guide the process, WiLS has drafted their proposal for other committees.  The leadership team will finalize the committees in the next couple of weeks.  Information will then be distributed asking library staff to volunteer to participate in any committee of interest.  It is intended that the committee information will include logistics to help volunteers make a commitment for involvement.

Sue Heskin asked if there was a website where all this information will be gathered.  Jim acknowledged that WVLS is hosting a site and the Outcomes Report will probably be the first document placed on it, with further information to follow.  It should be live soon.

Jane asked if the state has any authority over what we do with this project.  Jim stated that the state (DPI or Division) has no role or jurisdiction on what we decide to do with this project; it is completely up to us.

Jim reiterated that this study is still very early in the process. WiLS staff has used an analogy that the consortia could be considered currently “dating” and are moving into the process of deciding if we want to “get engaged.”  This decision will likely come by April or May of 2014.

A couple of library directors commented that this was a big project.  Jane asked if any other state systems had done something similar.  Jim replied that there are two other instances of merged ILSs in Wisconsin, but the way they went about their collaborations was different than the project between NWLS/IFLS/WVLS.  The system directors have agreed that the intention of this project is to create something new, not absorb the other ILSs and maintain either Merlin, or V-Cat, or MORE.

Merlin Compliance Changes
Mike Sheehan asked Courtney Dietsche previous to the meeting if amendments to the Compliance document needed to be made with the Merlin Executive Committee, and she allowed changes to come from anyone.  So Mike proposed the following changes to the Merlin Compliance:
1)    Change the language in the membership costs to reflect the current formula rather than the original license based language.  Teresa Schmidt remarked that the language did not need to be as detailed as Mike had presented and to work a more generic description since this is just a check list for compliance.  It was also added that the language should reference the new formula as well.
2)    Since the standard for libraries retaining only one barcode in the patron records was passed at the August meeting, Mike proposed adding the new Circulation Standard.  While there were a few examples made of what this means, there was no debate.
3)    Mike also proposed adding language based on the statewide ILL borrowing practices to be added to our local standards to cover Merlin ILL practices.  There was no debate.
4)    Since the move to Sierra ended the occurrence of broken holds and locked records, Mike proposed removing the related standard from the Compliance document.  There was no debate.
5)    Since the Post Office does not adhere to strict capitalization structures in mailing, Mike proposed removing the related standard from the Compliance document.  There was no debate.
Mike will bring this modified document back to the Consortium for the February meeting for approval.  Once approved, the revised Compliance will be distributed to libraries for signing.

Proposed 2014 Meeting Dates
Courtney Dietsche proposed that the 2014 Merlin meeting dates follow a schedule similar to 2013, with meetings being on Thursdays and two of them online meetings.  Thus the schedule for 2014 will be February 20 (online); May 22 (in person); August 21 (online); and November 13 (in person).

VI. Adjournment
Shirley Miller moved to adjourn the meeting at 11:20 a.m.  Pam Eschenbach seconded.  Passed unanimously.

Next meeting date:
February 20, 2014 at 10:00 a.m. via Go-To-Webinar 

Respectfully submitted, Michael Sheehan