Present: Amanda Eekhoff, Adam Marsnik, Alyssa Inniger, Chris Schafer, Cynthia Jorstad, Dan Honetschlager, Diana, Jeanie Kearney, Jenny Lund, Joe Jackson, Karen Kohoutek, Kenneth Janz, Laura Oanes, Laura Probst, Mark Vargas, Michael Kirby, Pam Gladis, Rachel, Sarah Quimby, Scott Rosales, Todd Digby, Vernon Leighton, Kenneth Janz, Elizabeth Lincoln, Bridget Reistad, Stephen Elfstrand, Johnna Horton, Becky Ringwelski.
Mark Vargas opened the meeting at 9:47.
1. MnPALS Future ILS Task Force Update – Johnna Horton
Horton gave a brief update. The draft RFP was presented to the User Groups on Nov. 2 and got some really good feedback. The User Group sessions were followed up with web sessions for those who could not attend. Then the draft RFP was sent to the Deans & Directors Committee on November 17, and the ILS task force is having conversations about scoring the RFP, how the RFP will look, and making sure the released version reflects to intent of the drafting committee and the feedback from the User Groups.
2. Discussion of the RFP – Horton, Elfstrand
Stephen Elfstrand asked for feedback on the report, the RFP, and the process. Johnna Horton highlighted some of the feedback provided by the User Groups, such as not using the language of ALEPH to describe the requirements for the next-generation LMS. She pointed out that a lot of things ended up in the systems functionality, such as reporting and analytics, “because that’s the nature of the beast,” and asked what people from functional areas found important.
Adam Marsnik noted that there were a lot of “must-haves” from the cataloging group, and asked if other systems notice the same? Jenny Lund from the ILL group responded that almost everything in their requirements was a must-have and that it was very hard to go below “must-have.” Karen Kohoutek said that she was very happy with the Circulation discussion; one of the things they talked about was drilling down to usability requirements. Johnna Horton added that the Circulation group didn’t get into the labeling of must-haves; the group will need to continue the conversation. Overall feedback on the User Groups and the process was positive.
The question was asked, What if the consortium doesn’t find anything that is better than ALEPH? Elfstrand replied that it’s plausible that the committee *might* say, “we recommend not moving at this time.” Marsnik asked if the consortium could hold the RFP in reserve until Ex Libris gives the end-of-life date for ALEPH? A short discussion followed about keeping in mind the need to balance the consortium’s needs for a system and the money available; we have a good base here and we can wait and revise if need be.
Representatives from smaller libraries reported some light frustration with the decision and some resignation about moving forward with the pack; smaller libraries are perfectly content to stay on ALEPH, but know the change is coming sooner or later, and it may as well be sooner.
Linda Richter pointed out that the RFP asks vendors to do the migration over two years. Horton added, the tentative timeline for after the RFP is approved is to release it on December 1, receive the proposal submissions in January, and to hold demonstrations in March. The Future ILS Task Force is still talking about how scoring is going to work.
Todd Digby mentioned that he met with the MnSCU CIO last week to talk about funding and technological and security requirements from the MnSCU IT department. Digby finished by thanking the Task Force members.
3. MnPALS Futures Interest Group Update – Michael Kirby
Kirby gave the FIG update. The Futures Interest Group will be convening a conference call about archives and repositories on December 10 at 10am.
4. Minitex Update – Becky Ringwelski.
Becky Ringwelski gave an update in Minitex’s “E-Books Minnesota” project, saying that the work is focused on building the collection. So far Minitex has a significant presence for children’s books and is trying to build the collection for the over-18 crowd. Some presses that have signed on include Coffeehouse, Milkweed, Lerner Books, Abdoll, and work is continuing to build the adult collection, although no date has been announced for implementation. Minitex is anticipating a soft rollout.
Ringwelski also discussed the work on the migration of the MnLINK Gateway between January and June 2016. She said that the OCLC Reclamation webinar at the MnPALS User Group went well. She would like to acknowledge PALS’s, and particularly Sonja Eilertson’s, continued help and support with Alma ILL.
Steph Elfstrand asked about the work on the interface that goes across library platforms. Ringwelski replied that it is called “Simply E or Libraries Simplified,” and is an app that pulls in e-books from Overdrive, 3M or other e-book collections into one platform. Minitex is working on licensing it to distribute it to individual libraries. In response to several questions, Ringwelski pointed out that book providers have to agree to distribute their content via this app and that more and more academic suppliers will be included. Netlibrary books are available through ELM, but expects that they would also be available through Simple E, and Ringwelski did not know how much work each institution would have to do to link it up, since it is still being tested.
5. MnSCU Update – Todd Digby
Todd Digby gave an update on the two open textbook projects that MnSCU is running. The first is a review process where faculty get trained on Creative Commons licensing and textbook review; in return they get a $200 stipend. The other project is more campus-based, where MnSCU requests proposals from campuses for campus-supported open textbook projects.
Another project that MnSCU is working on is what they’re calling “shark tank,” which is funding for innovative projects. Proposals are due December 21 and those who submit them will “win” funding by convincing a panel of people in the audience of the D2L Ignite Conference that their project needs funding.
MnSCU is looking at closed-captioning requirements and assessment when it comes to video; Digby wondered aloud if there was an opportunity to do some centralized licensing.
Digby mentioned that the office looking at moving D2L into the cloud, and finished up by sharing some links:
Some problems were reported with the Adobe Connect meeting.
The Joint EC/UC meeting was adjourned at 10:50.
Executive Committee 11:00 - 12:00 p.m.
(Minutes provided by Christine Schafer)
The Agenda was unanimously approved with no amendments Minutes from the September 10, 2015 Executive Committee meeting were unanimously approved
Michael Kirby reported the User Council was discussing the User Group meeting and planning for next year’s meeting. They are also planning for Spring Work Days (2 days planned).
Stephan Elfstrand discussed the funding formula. There is no need for a new funding formula for FY17 because of the plan to move to a new system. The current funding formula will be kept for FY17. There will be further discussion of the funding formula when we move to a Next Gen system in FY18. Stephan discussed the need for comprehensive service to all MnSCU libraries with two tier pricing and flexibility for private and special libraries.
There has been a lot of conversation about the next-gen library system. There are concerns about the number of choices we will have in lieu of the recent vendor mergers. The general thought is there is a possibility of maybe five vendors. There were also concerns voiced about the vertical integration with Proquest and Ebsco, however, the feeling is we have very little control over that. Todd Digby spoke to the financial aspect. He has met with Ramone (system office) to investigate the move from ISRS which will take legislative funding. When will “the ask” happen and can we be included? Maybe this coming year, January legislative session 2017. Regarding the Educational Innovations Fund (Academic Technology Council); there is some funding there and available. There is the possibility of a proposal for funding through that for one time funding and also asking for a supplemental increase from the MnSCU base. Ramone suggested negotiating with vendors to a five year payment schedule. We’ll have quotes back by end of January.
Mark Vargas moved the Executive Council authorize MSU Mankato contracting on behalf of PALS to release the ILS RFP. Michael Kirby seconded the motion. The motion passed by a unanimous vote.
Discussion on planning for the Annual Meeting to be held on Thursday, April 14, 2016 at 7700 France Avenue South in Edina. It was suggested a large portion be devoted to preferred vendors/demos/recommendations. Other suggestion included the analytic project being done by SCSU, the funding formula, greater MnSCU collaboration between libraries, and issues for non-MnSCU libraries. Perhaps there could be two separate sessions; one for MnSCU libraries and one for non-MnSCU libraries.
There will be another Executive Committee meeting in February.
Adjourn. Chris Schafer moved to adjourn. Michael Kirby seconded. Unanimous approval.