Merlin Meeting 2016.07.21

Minutes of the Merlin Consortium
July 21, 2016 (At NWLS and Online)

I. Call to Order
Chair Courtney Dietsche called the meeting to order at 10:17 a.m.

II. Quorum Determination/Recognition of Proxies
Quorum (of 20 members) was determined with the following attendees: Sherry Machones, Linda Stobbe, Michelle Gostomski, Mike Sauvola, Mike Sheehan, Marsha Sorensen (NWLS); Shirley Miller (Ashland); Cherie Sanderson (Boulder Junction); Kristine Lendved (Cable); Nan Andrews (Eagle River); Kristina Kelley-Johnson (Grantsburg ~ online); Molly Lank-Jones (Hayward ~ online); Courtney Dietsche (Iron River); Caryl Pfaff (LCO College); Julie Zelten (Land o’ Lakes ~ online); Jennie Thewis (Mellen); Teresa Schmidt (Mercer); Janelle Kohl (Manitowish Waters); Cari Hutton (Phelps); Ida Nemec (Sayner ~ online); Amy Stormberg (Shell Lake); Angela Bodzislaw (Spooner); Sue Heskin and Linda Olson (Superior); Darrell Pendergrass (Washburn); Donna Knuckey (Winter ~ online).

Kristina Kelly-Johnson was proxy for Patti Meyer (Webster).

III. Approval of the May 18, 2016 Consortium Meeting Minutes
Shirley Miller moved to approve the minutes. Seconded by Julie Kristine Lendved. There were no comments. Passed unanimously.

IV. Approval of Financial Reports
Linda Stobbe presented the Merlin financial statements. Teresa Schmidt moved to accept the financial statements as presented. Seconded by Shirley Miller. There were no comments. Passed unanimously.

V. Other Business
Appointment of Nominations and Elections Committee
Before making an appointment, Courtney Dietsche asked if anyone would volunteer to serve on the committee. Mike Sheehan mentioned who served on the last committee. Cherie Sanderson, Julie Zelten, and Jennie Thewis volunteered to serve on the Nominations and Elections Committee and were encouraged to contact Teresa Schmidt and Kristine Lendved (past committee leaders) for any help.

• SkyRiver Survey Report
This item had been tabled from the previous meeting but was presented here since it could have budget implications. Mike Sheehan remarked that since the survey only received a little over half response but SkyRiver would impact all Merlin members, he felt we should not purchase SkyRiver at this time. Merlin catalogers would instead continue to use the Remote databases that link through z39.50 protocols.

Mike was advised to create some best practices for cataloging (in which Teresa Schmidt volunteered to help). There were also comments about duplicate records and Mike explained what the focus was for determining and merging duplicates titles. Mike was advised to prioritize films (DVDs and Blu-Rays) for merging.

• Approval of 2017 Budget
The budget proposal included four options:
A) 2017 Merlin Costs with SkyRiver and WiLS Discount
B) 2017 Merlin Costs with SkyRiver and Collection Agency
C) 2017 Merlin Costs with Collection Agency
D) 2017 Merlin Costs

Since SkyRiver would not be included, those options with SkyRiver were ignored. Several members had questions related to Collection Agency. It was noted the $17,250 was a one-time cost (verified with Innovative) and the overall budget would then decrease for 2018. The $2,070 annual is a maintenance cost and would be added to the budget annually. There were varying degrees of support for the Collection Agency module from member libraries and several mentioned their Boards being against using a Collection Agency. Teresa Schmidt reminded the group that at some point we would need to iron out the process of identifying and retrieving long billed items whether we use the Collection Agency module or not. She noted that a vote for adding the Collection Agency module would be a short-term increased cost for a long-term benefit for members that wish to use the module to streamline the process to get materials back from patrons.

Teresa Schmidt moved to add the Collection Agency cost to the budget for 2017. Angela Bodzislaw seconded. The motion passed 14-4, with one abstention.
Amy Stormberg moved to approve the budget options with 2017 Merlin costs including Collection Agency. Shirley Miller seconded. The motion passed (there only being one against).

• Approval of Server Upgrade Plan
Mike Sauvola presented a brief history of our upgrades with servers and how our current turnkey environment works. Since we are closing in on our next upgrade, Mike described three options for the Consortium to consider:
1) Upgrade with Turnkey (and continue what we currently do) at a cost of $66,740 over 3 years
2) Move to Innovative Hosted (where III manages everything from a remote data center) at a cost of $91,058 over 5 years
3) Move to hosting by the Regional Data Center (RDC) at a cost of $13,200 the first year and $5,000 annually thereafter. Part of the first year cost is a migration fee to Innovative for Software Only Service at a one-time $8,200.

Mike explained that WiscNet built a regional data center in Eau Claire (Chippewa Falls?) where both Gus Falkenberg (from IFLS) and Josh Klingbeil (From WVLS) have set up remote virtualized servers to use for their systems. Mike described how disaster-proof the RDC is. He further mentioned that NWLS would consider moving all library circuits over to the RDC which would facilitate greater future bandwidth connections. If we went with the RDC there would be some downtime, but NWLS would schedule this to occur and the least disruptive time for libraries. Sherry Machones reported that the capital fund does not have enough in it to cover the Turnkey option. Amy Stormberg asked Mike Sauvola for his recommendation and he said moving to the RDC hosted facility. Teresa Schmidt also mentioned that had Project WIN been approved that this is exactly what we would have been doing with the merged ILS server housing and maintenance, through the RDC.

Teresa Schmdit moved for the Merlin server upgrade to follow the hosting plan through the RDC. Shirley Miller seconded. Motion carried with one abstention.

• Merlin Compliance Review
This item was requested at the previous meeting to be presented here. Mike Sheehan posted a copy of the current Merlin Compliance and mentioned that only four librarians may not be familiar with the document since the library Director prior to them signed for the library. These libraries included Eagle River (signed by Diana Anderson), Grantsburg (Signed by Judy Pearson), Phelps (Signed by Kaye Petts), and Spooner (signed by Jane Frankiewicz). Teresa suggested that the Consortium provide an annual review of the document at the spring meeting.

Teresa Schmidt moved to have the Merlin Compliance document be reviewed at each spring Merlin meeting with approval so the document could then be sent to members for signatures. Nan Andrews seconded. Approved unanimously.

• IUG Conference Report
Mike Sheehan presented his report from the IUG Conference in March. He advised that the Consortium should take note on the technical direction the vendor is taking and how this may fit with our Long Range Plan. He also noted we are staying in line with upgrade roll-outs to keep members on the most current versions of the software. He mentioned we are on Release 2.2 but Innovative had made Release 2.3 available this month. NWLS will look for a good date to update again, even though 2.2 has been rather stable.

• Inventory Process Update
Mike Sheehan had presented a report on technical updates made to the inventory process. The changes have made it possible to manage files more easily and move the process to a “do-it-yourself” method if desired. The new methods were used during the Vaughn library inventory in March. Shirley commented that the method using Sierra exclusively is dependent on your wireless access connectivity. Mike intends to provide a training session on this in the afternoon of this fall’s technology workshop day. Lastly, Mike still recommends inventories every five years for libraries.

VI. Adjournment
Kristine Lendved moved for adjournment of the meeting at 12:13 p.m. and Shirley Miller seconded. Passed unanimously.

VII. Linda’s Retirement Party
A good time was had by all in bidding Linda Stobbe a happy retirement and for serving as Merlin Treasurer for 16 years.

The next meeting will be November 10, 2016 at 10am at NWLS.

Respectfully submitted,
Michael G. Sheehan