E-Books for Illinois Advisory Committee Thursday, August 22, 2013-1:30 p.m. RAILS East Peoria Service Center MINUTES 1. WELCOME AND INTRODUCTIONS Veronda J. Pitchford called the meeting to order at 1:36 p.m. and welcomed everyone. 2. ROLL CALL OF THE E-BOOKS FOR ILLINOIS ADVISORY COMMITTEE MEMBERS Present: Marian Albers, Mascoutah Public Library Anne Craig, Illinois State Library George Kalinka, Woodridge Public Library Nalini Mahajan, MarianJoy Rehabilitation Hospital Brittany Osika, Illinois Central College Jill Pifer, Fairview Heights Public Library, Mason City Public Library District Absent: Lynn Schmit, Mahomet Public Library Rebecca Scott, Downers Grove North High School 3. RECOGNITION OF GUESTS AND ANNOUNCEMENTS Leslie Bednar, Illinois Heartland Library System (IHLS) Pat Boze, Illinois State Library Troy Brown, IHLS Chris Dawdy, IHLS Pat Norris, Illinois State Library Veronda J. Pitchford, Reaching Across Illinois Library System (RAILS), ex-officio on the advisory committee Jane Plass, RAILS Jody Rubel, RAILS 4. PUBLIC COMMENTS There were no public comments. 5. ADOPTION OF THE AGENDA Ms. Craig moved, and Ms. Albers seconded that, THE ADVISORY COMMITTEE ADOPTS THE AGENDA AS PRESENTED. E-Books for Illinois Minutes, August 22, 2013 Page 1 of 5
6. ELECTION OF ADVISORY COMMITTEE CHAIR AND VICE-CHAIR Ms. Albers recommended Mr. Kalinka as Chair and Ms. Pifer as Vice-Chair of the E-Books for Illinois Advisory Committee. Mr. Kalinka and Ms. Pifer accepted the role of Committee Chair and Vice-Chair respectively. 7. APPOINTMENT OF MINUTE TAKER Jody Rubel, RAILS Administrative Assistant, was designated minute taker. 8. NEW BUSINESS 8.1. Open Meetings Act Guidelines Ms. Pitchford covered key points of OMA requirements. Committee members were reminded that the deadline for completing and submitting the Open Meeting Act Certificate of Completion is Sunday, October 27, 2013, which is 90 days from appointment. While conducting business through videoconference, there is no muting of microphones. Electronic communication is used for scheduling of meetings and logistics of the meeting, There is no voting or discussion via e-mail. If there is a need to express opinions, you may do so directly with Ms. Pitchford. Committee business cannot be discussed outside the official meeting setting if there is a majority of the quorum. For the E-Books for Illinois Advisory Committee a quorum is five (5) people, and the majority of the quorum is three (3) individuals. 8.2. Project Meeting Overview and Timelines Ms. Pitchford reviewed project benchmarks as outlined in document 8.2. In addition to the two shared collections (3M Cloud Library for SHARE members and Axis 360 for other libraries), project goals include development of a project website for communication and resources for libraries and patrons, access to free e-book resources, and exploration of a self-hosted model. Project trainer/coordinators will responsible for training library staff. A petting zoo of devices will available for trainers to introduce a variety of devices patrons may bring into the library. The two positions have been posted and expected to be filled by the third week of September. There will be one project trainer/coordinator for IHLS whose responsibility will focus on the 3M Cloud Library, while the other project trainer/coordinator will focus on the Baker & Taylor Axis 360 platform. The project trainers/coordinators will also carry out administrative tasks and manage member sign-up for the project. Other important dates include the Baker & Taylor Axis 360 webinars during September and October. The Baker & Taylor webinars are intended for RAILS members and IHLS non-share members. Baker & Taylor will also conduct a demonstration at the upcoming ILA conference in October. At this time, 3M is still in the planning stages of scheduling demonstrations at the ILA conference. Tentatively scheduled is a foam check presentation for the e-book and Chicago Public Library grants at the ILA conference. The presentation will be held during the awards luncheon of the ILA conference in the Grand Ballroom at Navy Pier October 15. There was a discussion about clarifying the criteria for library participation in the project. Because of vendor considerations, larger libraries must purchase their Axis 360 platform to participate in the Axis 360 shared collection. While the Axis 360 shared collection is not open to for-profit members, further clarification is needed on the eligibility of for-profit academic organizations or the possibility E-Books for Illinois Minutes, August 22, 2013 Page 2 of 5
of opening eligibility to for-profit organizations with the implementation of the self-hosted model. Access to free e-books will be available to everyone on the project website. Committee members shared information about free e-book resources on the web that could be included in the free content portion of the project website. The deadline for members to sign-up to participate in the e-book program is November 1, 2013 for the first round. Billing will begin January 1, 2014. Both 3M and the Baker & Taylor Axis 360 will launch at approximately the same time, December 1. The potential of a beta test period for the 3M Cloud SHARE libraries was discussed. 8.3. Membership Fee Structure The committee discussed various scenarios and key elements in developing a fair and project- sustaining memberfee structure for the grant period and beyond. Libraries participating in the e-book project would need to commit for at least one year. The libraries would be billed quarterly in order to distribute the expense over the member fiscal year. There will be a need to hold a future discussion on the definition of membership levels of participation in the project; for example, by allowing school library building participation versus district. Committee members also discussed member-participation anniversary dates for billing purposes. The committee discussed what the minimum and maximum fee they believed libraries in Illinois should pay for the e-book access described in the project. The committee agreed that $250 was the minimum a small library should pay. It was noted that the maximum per-library cost in one OverDrive consortium was $9,000. Recommended key elements of a membership fee formula for all participating members included population, collection budget, and a base fee. IPLAR, ISBE, and ACRL reports were discussed as benchmarks to determine population served. For special libraries, an alternate mechanism in determining population served could be staff or the organization s client base or members with library privileges. Collection budget is defined as the total regular collection budget, including all formats (print, audiovisual, periodicals, and e-resources) but excluding temporary funding such as grants, endowments, and gifts. The smallest libraries would need only to pay the base fee. Ms. Albers moved, that THE MEMBER-FEE STRUCTURE BE FORMULATED BASED ON POPULATION + BASE FEE + COLLECTION BUDGET. Ms. Craig, amended the motion, and Mr. Kalinka seconded, that THE MEMBER-FEE STRUCTURE BE FORMULATED BASED ON A MULTIPLIER OF POPULATION + BASE FEE + MULTIPLIER OF COLLECTION BUDGET. E-Books for Illinois Minutes, August 22, 2013 Page 3 of 5
As project director, Veronda Pitchford will prepare sample fee scenarios and email them to the committee members for review prior to rolling out the program to members and that the project staff would move forward with the proposed fees unless committee members raise any concerns. 8.4. Baker and Taylor Axis 360 Potential Platforms for Libraries by Type The committee discussed the advantages and disadvantages of three different collection platforms. Reasons for multiple platforms include having only age-appropriate collections available for school libraries and having Scholastic titles available to public libraries. Baker & Taylor can only sell Scholastic titles to public libraries. Although having multiple platforms would not increase the platform fee, it would require spending more money on titles across different platforms. Committee members recognized that a single Axis 360 shared collection would maximize use of the grant funds. Ms. Osika moved, and Ms. Mahajan seconded, that THE BAKER & TAYLOR AXIS 360 SHARED COLLECTION BE BASED ON ONE PLATFORM. 8.5. Branding The committee suggested possibilities for official branding for the e-book project. Ms. Yeoman moved, and Ms. Mahajan seconded, that THE OFFICIAL BRANDING OF THE E-BOOK PROJECT BE eread Illinois, with the URL to be ereadillinois.com. 8.6. Collection Development Policies and Procedures The committee agreed the eread Illinois project will have one collection policy, but will use different selection procedures for collection development between the 3M Cloud Library and Axis 360 platforms. E-Books for Illinois Minutes, August 22, 2013 Page 4 of 5
8.7. Advisory Committee Feedback on E-Readers Members provided input on the types of petting zoo devices that should be available for training. Recommended devices included: Nook, Kindle Fire, ipads, ipod, Windows tablet, Google Nexus, smart phones, and laptop for downloading to phones. Both IHLS and RAILS will be allotted $4,200 each for the petting zoo devices. Additionally, Ms. Craig suggested scheduling an informational session with Lynnanne Pearson from Skokie Public Library. Pearson recently presented on the topic of e-books at the On the Front Lines Conference in Springfield. 9. MEETING SCHEDULE A Doodle poll will be sent out to members to determine the next meeting date. Members may attend by videoconference. 10. NEXT STEPS System staff will proceed with registering the domain for eread Illinois for the branding of the project. Staff will also obtain IPLAR data for IHLS libraries to assist with developing a fee structure. In the meantime, a Doodle poll will be sent out for future advisory committee meeting dates..committee members will send copies of their library s e-collection policies for review by the committee at its next meeting. There was a final reminder to committee members to submit their OMA Certificate of Completion by October 27, 2013 to Veronda Pitchford. Ms. Pitchford will email important upcoming dates pertaining to project time and deadlines. 11. ADJOURNMENT Ms. Pifer moved, and Ms. Yeoman seconded, that THE E-BOOKS FOR ILLINOIS ADVISORY COMMITTEE MEETING BE ADJOURNED AT 4:53 P.M. E-Books for Illinois Minutes, August 22, 2013 Page 5 of 5