Meeting Minutes for 12/13/2022

OverDrive Magazine Renewal Discussion (Tammy)

• OverDrive magazines are an all-in purchase that everyone who is part of OverDrive has to agree to purchase, or libraries will have to purchase the magazines individually. Purchasing the magazines individually will be more expensive.
• The cost of the magazines for 2023 is the same as the cost from 2022. The total cost for the magazines is $30,000. 
• The individual library cost is based on a library’s total population divided by the number of libraries to find the percentage that each library should be paying. The percentage was multiplied by the total cost of the magazines.
• In the pricing for 2023, the cost per circ for each library was added to the spreadsheet, as well as the total checkouts for individual libraries.
• The renewal is due by or before January 29, 2023. The deadline to decide if you want to purchase the OverDrive magazines is January 20, 2023.
• If the group moves forward with the magazine purchase, Marmot will pay for the magazines and send an invoice to each library.
• One way to market the OverDrive magazines is to add them to your browse categories in Pika. Here are a few sample links from a library that is using the browse category (home and garden, cooking and food, and news and politics). Please send a service request if you need help getting the OverDrive magazine browse category added to your Pika site.
• OverDrive also offers free marketing materials to make your own bookmarks. As well as QR codes to market materials. Here are their Print ready materials and Outreach materials.

Action Item: Tammy will check in with the libraries that still need to fill in their interest.

OverDrive Blackstone Audio Renewal Discussion (Tammy)

• The price for 2023 is the same as the price for 2022 which is $2,700. The renewal is by or before 01/22/2023.
• The collection is an all-in purchase that everyone who is part of OverDrive has to agree to purchase, or libraries will have to purchase any of the titles individually.
• The group decided to move forward with the Blackstone audio purchase. Even though some libraries do not benefit as much as others, they agreed to pay for the purchase and make this contribution to the good of the consortium.
• There was a suggestion about increasing the number of titles from 25 to 50. The cost would increase from $2,700 to $5,400. That would increase from $100 for each library to $200 for each library. 

Action Item: Tammy will add columns for the Blackstone Audio spreadsheet for people to include their interest in renewing the original 25 titles or deciding to add 25 more titles to equal 50 titles.

Action Item: Tammy will set up a meeting with a few people who volunteered to find if there are 25 more titles that could be added. Those titles will be shared with the group for them to vote on them.

New Quarterly Meeting Schedule with New Day & Time (Adam)

• The ECC is now moving to quarterly meetings
• The meeting will now be on Wednesday mornings from 10 a.m. - 11:00 a.m.
• Meeting Dates
  • March 1, 2023
  • June 7, 2023
  • August 30, 2023
  • November 29, 2023
• The meeting will use the same Zoom link that will be sent out to participants before every meeting.
• We are pivoting away from doing vendor demos that are scattered throughout the year. 
• We have talked with the group about the concept of holding some vendor demo days.
• The group had identified the month of August as may be generally a good time period for libraries as they are preparing their budgets for the next fiscal year. That time period even worked for some of the academic libraries because they have to have their budget requests in well before the calendar year ends for a fiscal year that starts in the following July. 
• Marmot will host the vendor demo days. We have a list of volunteers that agreed to help plan the vendor demo days. This group will start meeting outside of the quarterly committee meetings. 
• Tentatively, we are looking at August 9 & 10, 2023 for the demo days. 
• We have six libraries that were part of the Flatirons consortium that will become full voting members of Marmot on 01/01/2023. As we roll into the new year, we will have representatives for those libraries joining this group in the new year. For the demo days, we may want to consider some of the vendors that the Flatirons as a consortium has a group license that is different from some vendors for that Marmot has a group license. 

Action Item: Tammy will send all the participants a calendar invite for these committee meetings. 

Other Business

• Our OverDrive rep, Stephanie Everett, will be attending the New Orleans LibLearnX conference (ALA Midwinter) in January for anyone who wants to stop by and introduce themselves.
• Advantage OverDrive Automatic Weeding Report
  • Lisa shared how she set up her automatic weeding for your Advantage OverDrive account.
  • The report does not look for titles that have holds attached to them.
  • Lisa suggested that everyone should look into setting up this plan.
  • Here is the recording that shows you how to set up a weeding plan.
• OverDrive Documentation for the Knowledge Base
  • Nancy asked if Lisa's recording or information on how to set up a weeding plan is going to be added to the Knowledge Base as a best practice.
    • Tammy replied that the OverDrive documentation has really never been moved from the Marmot website to the Knowledge Base.
    • Tammy thinks as a group there should be a discussion on what OverDrive documentation should be moved to the Knowledge Base. This could be a discussion topic at a future meeting

The next meeting is on Wednesday, March 1, 2023, at 10:00 a.m.