eMaterials Working Group, 2018 11

Minutes of the LION eMaterials Working Group Meeting

Minutes of the LION eMaterials Working Group Meeting
Held Thursday, November 1, 2018, at Russell Library

Present: Colleen Bailie (W Haven), Deb Barberi (Russell), Julie Bartley (Old Lyme), Joe Farara (LION), Andy Gardner (LION), Rebecca Harlow (Case Memorial), Heather Scussell (Russell).

Consortia are participating in testing eGO, the statewide e-Book and audiobook user interface. The State platform was developed by Lyrasis and Digital Public Library of America (DPLA) and is based on SimplyE from the New York Public Library. There will be no cost to individual libraries. Each Consortium can access Feedback, the purchasing platform, and select 100 titles using CT State Library funds. Joe will send links to recorded webinars and slides that explain selection.

Deb welcomed Julie Bartley from Old Lyme Phoebe Griffin Noyes Library as our selector for Children’s eBooks and audiobooks. Rebecca and Deb offered to go over some of the reports and selection strategy. Heather expressed positive support for Julie’s selections thus far.
After fair warning, we removed unused Overdrive accounts and odselect email addresses from when the committee was larger. Library staff can email odselect to request Overdrive support or report problems. Library staff can log into lions.lib.lsupport or lions.lib.lionsupport at https://marketplace.overdrive.com using password Lion1234.

Comments about Overdrive purchasing and budget:
• We have spent $49,259 since July 1 (1/3 of our budget)
• We order every other Friday (rather than twice a month) or 26 times a year rather than 24.
• Each order includes $4580.00 for adult materials, $535.00 for teen materials and $270.00 for Children’s materials. $10,000 is set aside as reserves to be spent as needed
• Adult, Teen and Children’s orders are submitted separately to track purchases by audience.
• Rebecca experimented with ordering pre-publication titles ahead of the release date. Patrons can view the item on order and place holds. The holds placed helps us to decide the number of copies to purchase on the release date. Budget wise, we account for the pre-order when we place the order but are not charged until it is released.
Here is the information to sign up for Overdrive newsletters and promotions: https://pub.e.overdrive.com/sign-up and also to https://marketplace.overdrive.com/News.
At the December Board meeting, Overdrive will present a webinar about Advantage. Since Baker & Taylor contacted LION, Joe suggested that B&T also present at the Board meeting. This will facilitate comparison between the vendors. Deb will give Joe an Overdrive order for comparison.
At the previous Board meeting, Deb mentioned the possibility of shifting some RBdigital funds to Overdrive. Joe responded that half of the $25,000 cost is for the platform. Also, our most popular magazine titles were not offered on Overdrive.

We briefly reviewed the Collection Development policy for updates and modifications:
• The group discussed pros and cons of the 10-hold limit. No decision was made to change the limit. However, we will request Overdrive reports to learn how many patrons place holds and how many holds they place.
• We recommend that the $500 minimum for a sponsored collection be lowered to $250. Having a lower limit allows us to recommend this to libraries who want to purchase 2-3 books for programs or book clubs. A member of our working group could assist with selections, or we could assign a temporary account for libraries do their own selection.
• Selectors would like to remove the restriction regarding pre-orders. Originally, the budget was too tight to purchase additional copies of popular titles and the demand was lower. Pre-orders are now a tool to estimate release date demand since patrons can place holds.
• Strike the line “A MARC record for each title will be loaded into the Millennium/Sierra catalog. This is not necessary with PIKA.
• Restore restrictions – only English language titles and no bundled items.
• There was a pro/con discussion about whether the Board should establish a holds ratio. It would provide a target and a guideline for selectors. However, some libraries can’t afford to support a specified holds ratio – difficult to achieve when there are budget constraints.
• We reviewed the collection focus section of the policy. Our focus is on satisfying patron demand by purchasing titles with popular appeal. Selection for each order is a balance between high holds, patron recommendations (thousands per month), expired titles with holds and new titles. It is not a value decision – it’s a demand decision! Suggested wording: “Collection development is demand-driven with focus on satisfying patron demand by purchasing titles that appeal to a broad range of public library users of all ages.” The ongoing question is how we prioritize. The budget we have does not allow us to satisfy demand. We will never have the money to purchase everything.
• We considered whether the Children’s collection development should be described differently from the adult
• Previously, weeding was a 2-step process but that is not the case with PIKA. If anyone wants to weed their collection, they can put the titles in a cart and ask Deb to weed them.
• We again discussed the pros and cons of retaining expired metered titles so patrons can put holds on them or weeding them from the collection. We do not have the funds to repurchase all expired titles with holds. So we typically do not repurchase until there are a few holds. We could weed them all but we may lose titles that have long term popularity. One idea was to limit the time we leave them in the collection. Rebecca reported that of 1256 adult expired titles, 590 have holds.
• The document will be placed on Google drive so that members can suggest edits and changes prior to the December Board meeting.
• Previously, Rebecca identified an issue where weeded titles did not show up in the recommendations report. We need to look into that before deciding whether to weed.

Rebecca reported the cost to maintain holds at various ratios based upon reports using an Oct 26, 2018 snapshot. It would cost $2868 to maintain an adult ratio of 13:1; $8921 to maintain a 10:1 ratio and $25,538 to maintain a 7:1 ratio. The cost would be 2 times the budget to maintain 10:1 ratio and 5 times for a 7:1 ratio. Over the last 24 months, while our budget did not change, active users are up 30%. Active checkouts are up 36 %. Number of active holds is up 62%. Average cost per title $60.00 for adult, $40.00 teen and $35.00 children. The projected cost to get the adult collection down to 7:1 – one time – is $25,000.00. This would not solve the long term demand.
Deb noted that we might consider Overdrive’s cost-per-circ model. The link is:

Cost Per Circ lending model launches in OverDrive Marketplace

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