Meeting Minutes for 02/19/2025

New Meeting Procedures (Katy)

• Katy (CMC) and Alison (Telluride) have agreed to be Co-chairs.
• A new procedure will clarify the decisions made by this committee during meetings.
  • We approve the minutes from the last meeting
    • The minutes will be sent before the next meeting.
    • Please submit any changes to the minutes to Katy, Allison, or Tammy (Marmot) so the changes can be discussed during a meeting to be approved. 
    • If the changes are approved or an addendum to the official record is made, they will be made at that meeting.  
    • The Co-chair running the meeting will request a motion to approve the minutes, which needs to be seconded. Unless there is a nay vote, everyone will vote by consensus, and then we can discuss it. 
  • The committee will discuss various topics, resulting in a motion. 
    • The motion will need to be seconded.
    • The purpose of this motion is to clarify our direction moving forward.
    • This will assist Tammy in creating a more effective action plan and provide a clear record for Marmot.
  • Since this meeting marks the first day under the new rules, Katy suggested that everyone review the December 2024 minutes. She will not seek approval for those minutes, as they were created so long ago that she cannot remember what was discussed.
    • Katy mentioned that, based on our collective recollection, these minutes accurately reflect the meeting, and we can suggest changes now if needed.
    • Katy asked everyone to review the action items and confirm that these were the steps Marmot should have taken.
    • The group commented that the minutes looked good to them.
    • Katy asked for a motion to approve or disapprove the minutes for future meetings.
      • Alison  moved that a  motion be made and seconded for approval or disapproval of the minutes moving forward
      • Greg (Adams State) seconded the motion
      • Katy asked for any descents 
  • Katy suggested that we record who attended the meeting. 
    • Tammy replied that the information was listed in the Google Doc with the meeting minutes.
    • The group agreed that having the member's attendance only on the Google Doc was sufficient for the meeting. 
  • Katy suggested we include the person's library next to their first name at least once in the minutes.
    • Tammy will make sure to add that information to any future meeting minutes.

Hoopla (Ashley)

• AI Titles
  • Tammy and Ashley (Marmot) talked with the folks at Hoopla about their AI titles.
  • Midwest emailed Hoopla subscribers about its plans to park and remove AI titles, including eAudiobooks eBooks.
  • Hoopla is revising its collection development policy to eliminate AI titles they deem to be low quality.  
  • Audiobooks narrated by AI will remain popular as publishers can reduce costs. 
  • Katy mentioned that academics use AI narrators all the time for academic books and eBooks. Although it’s not her favorite thing to listen to, reading while listening can be beneficial for someone with dyslexia. This is the direction publishers are heading in.

• Clarification on Hoopla handling for Pika
  • Ashley wanted to reach out to the group to clarify some of the handling for Hoopla after our meeting, specifically regarding controls that an individual library might set in their own Hoopla interface versus what will be displayed in Pika.
  • The collection controls that are currently available in Pika do a good job of limiting content based on price, content type, and basic audience settings and should be configured to reflect your existing settings in Hoopla. 
  • However, Ashley mistakenly communicated that more nuanced handling for individual libraries in their Hoopla interfaces would be reflected in Pika with the API datapoints where titles are marked active or inactive based on settings a library might have set e.g. certain publishers, etc. This is not the case with our current handling in Pika. 
  • Pika does use the active/inactive flags in from the Hoopla APIs that are more generic for the collection e.g. Hoopla removes a title from their offerings, it is marked as inactive, and Pika will pick that up with a daily processing (not in real-time) and remove the title from Pika regardless of it being the monthly record load. For example, all the summary and AI titles that Hoopla has parked and removed from their wholesale collection would be marked with an inactive flag in the API and removed from discovery.
  • However, any unique settings that allow a library to remove Hoopla titles based on more specific settings in Hoopla (that aren't the current offerings based on price, content type, and audience settings) are not reflected in Pika with that API flag. Marmot has a development ticket to implement the active/inactive flag on a per-library basis, but it's not currently prioritized above other work, especially with the digital archive integration project that Marmot will be involved with throughout most of 2025. 
  • Ashley apologized for any confusion she may have caused during the meeting.

Vendor Demo Days for 2025 (Tammy)

• The Survey was sent out to everyone on the eResources Committee. Of the 36 libraries eligible to vote, only 12 have completed it.
• The survey will assist us in identifying potential vendors and establishing general timeframes for creating voting surveys.
• After the libraries complete the survey, Tammy will meet with Adam (Marmot) and the Co-chairs to review the responses. 
• We are leaving the survey open.  

Action Item: Tammy will contact the libraries that have not completed the survey.

[MLN1] eResources Committee Roadmap (Adam & Katy)

• Adam mentioned that in the last few years, we have struggled to handle Notify Me tags, Cost Per circulation (CPC), and expectations for sharing with Advantage Plus.  
• Our Overdrive collection has become a substantial and sizable collection important to all Marmot library members.
• Instead of trying to find single-shot solutions for each issue, we should envision the Overdrive collection's future, specifically how libraries wish to see it evolve.   
• We examined issues related to centralizing funding so we can grow consortium-owned content. We also discussed methods for navigating the Notify Me tags that appear in different people’s Overdrive purchasing carts without significantly duplicating purchases that waste funding.   
• Adam believes that a vision that guides our decisions about how to address these problems would be beneficial. Let's start articulating how we want to achieve that vision.
• Katy mentioned that since this committee meets quarterly, we should have a subcommittee or task force work on the vision for the Overdrive collection. We can bring the vision back to this group to fine-tune it.
• Tracie (CMU) chatted about a subgroup to develop a vision statement.
• Katy proposed that we develop several statements for the group to work on. We all have different needs, especially since we have academic, public, and school libraries. We also have different Overdrive pricing models, such as CPC, Simultaneous Use, Metered Access, and One Copy/One User (OC/OU). If we were to develop in that direction, what would the collection look like, and how would we create it fairly and equitably?
• Katy mentioned that a subcommittee or task force could address these issues.
• Katy asked for a motion.
• Tallie (Grand County) moved for a subcommittee of four to six people to review the OverDrive vision statement. Allison seconded the motion. The group agreed by saying, Aye. 
• Katy called for volunteers. Email Tammy before next Wednesday (02/26) if you are interested in volunteering.
  • Volunteers
    • Sarah or Cecilia (Buena Vista)
    • Jade (Pitkin)
    • Tracie (CMU)
    • Tallie (Grand)
    • Lisa (Mesa County)
  • Tammy asked if the group wanted Marmot involved or if they wanted to meet on their own.
  • Alison suggested that Marmot should be involved because they know many details about Overdrive.

Action Item: Tammy will create a meeting Doodle poll and supply the Zoom link so the volunteers can start their first meeting. 

[MLN1] OverDrive Get Support Form (Ashley)

• The Old Drupal support form will be replaced with a new Pika form
• The new Pika form will be added to the Marmot OverDrive Member page
• Members can update the email address of the person who should be receiving this form on their Pika sites.
• Patrons will only see this Pika form if they click on it from the Marmot Member OverDrive page.
• Ashley suggests that the email address be generic or alias so libraries do not have to worry about changing it whenever the person listed leaves. 
  • Pika admins for each library can update their Overdrive Support Address by going to Pika Configuration and clicking on the OverDrive section; next, go to the Overdrive Support Address section. 
  • The URL path for each library is https://[Pika domain].marmot.og/Help/OverDriveSupport
    • For example https://steamboatlibrary.marmot.org/Help/OverDriveSupport

Action Item: Starting March 3rd, Tammy will contact all the current OverDrive Support form contacts to ensure they have the correct email address on their Pika sites. Tammy will share the Pika form URL and ensure it is added to each library’s “Get Support” button on the Marmot OverDrive Member page.

Other Business

• West Custer joining the Marmot OverDrive (Adam)
  • West Custer is our new voting member
  • West Custer is not currently participating in the Marmot Sierra or Pika. However, they may be interested in the future.
  • They were interested in joining Marmot’s OverDrive. They have not been members before and are excited about the opportunity to start contributing to and using the shared OverDrive collection. 
  • Katy asked if a member of their library would be joining us at future meetings.
  • Adam suspects that someone from their library will be joining this group.  
• OverDrive Holds Removal Meeting (Tammy)
  • This was a topic from our December meeting. 
  • Tammy will meet with the volunteers on Tuesday, February 25, to discuss how to remove older holds from OverDrive titles.
  • We will not remove any holds until the group reviews them and contacts their patrons.

The next meeting is on May 21, 2025, at 10:00 a.m.