October 10, 2008 Minutes

OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED TENTH REGULAR MEETING of the BOARD OF TRUSTEES

Minutes -- October 10, 2008

1. WELCOME and CALL TO ORDER

The one hundred tenth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 9:56 a.m. on Friday, October 10, 2008 by Board Chair Gayle Patton at the State Library of Ohio in Columbus, Ohio.

Present were board members: Gary Branson, Holly Carroll, Karl Colon, Mary Pat Essman, Jim Kenzig, Bonnie Mathies, Gayle Patton, Sandi Plymire, Bob Richmond, and Michael Wantz.

Also present were: Stephen Hedges, Karl Jendretzky, and Laura Solomon (OPLIN); Diane Fink (State Library); and Doug Evans (Ohio Library Council).

2. PUBLIC PARTICIPATION

The Chair called for public participation. Doug Evans informed the Board that the Ohio Library Council had successfully completed its move to Schrock Road and would be holding an open house in conjunction with a retirement reception for Wayne Piper on November 14.

3. APPROVAL OF THE AGENDA

Mary Pat Essman motioned to approve the agenda; Bob Richmond seconded. All aye.

4. APPROVAL OF THE MINUTES of August 8 meeting

Bob Richmond noted that the Memorandum of Understanding with eTech was incorrectly called a Memorandum of Agreement at one point in the minutes.

Holly Carroll motioned to approve the minutes from the August 8th meeting as corrected; Mary Pat Essman seconded. All aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented four financial reports: Report A showing financial status of Fiscal Year 2008 as of September 30; Report B showing financial status of FY 2009 as of September 30; Report C showing the budgets for FY 2009, 2010 and 2011; and Report D showing projected revenue and cash balances through FY 2011.

Report A: Diane pointed out that only two purchase orders remain open for FY 2008, one to Kent State University and one to 361 Studios. OPLIN does not expect to receive any invoices against these purchase orders and will check with the vendors to be certain they do not intend to invoice against them. If there are outstanding invoices, they must be received by the end of October. Diane reminded the Board that OPLIN funding had been reduced by $433,000 (10%) in FY 2008.

Report B: Diane reminded the Board that OPLIN funding was reduced an additional 4.75% on September 10; Report B shows the total amount of both cuts as distributed throughout the budget. The only open encumbrance listed in the Administration budget category is rent. OPLIN staff and Diane are still working with the Department of Administrative Services to determine if OPLIN can move back into the State of Ohio Computer Center (SOCC) at the end of this fiscal year; if not, DAS will need to negotiate a new biennium lease for OPLIN with our current landlord. In the Information Resources category, about $1 million has already been paid for the information databases for FY 2009, with about $750,000 left to pay. In the Education, Training and Support category, the OLC conference sponsorships are the only open encumbrance.

The amount budgeted for Network Upgrades in the Telecommunications category has been reduced from $200,000 to a little more than $19,000 since the last Board meeting. This was done to meet the latest 4.75% funding cut. OPLIN had budgeted $200,000 in E-rate funds to match $200,000 in Capital Budget funds for upgrading network routers, but the Office of Budget and Management approved a plan to use only Capital Budget funds for a partial upgrade and reallocate the E-rate funds for other telecommunications costs. Diane noted that the total funding reduction for FY 2009 is now $618,000, and the combined reduction for FY 2008 and 2009 is a little over $1 million.

Report C: Cash balance at the end of FY 2008 was about $1.3 million, but as of September 30 the balance is only a little more than $420,000. E-rate refunds should be arriving before the end of December to bring the balance back up a bit.

Report D:For the next biennium, state agencies were instructed to prepare a budget expecting 90% of the General Revenue Funds allocated at the beginning of FY 2009; agencies could also submit a request for 95% funding instead if they could justify the request. The instructions also directed agencies to assume that salaries would be frozen through the biennium, although personnel benefit costs would increase. OPLIN has budgeted for only five employees and has assumed that rent will increase a little if OPLIN does not move to the SOCC. The NoveList subscription is dropped from the FY 2010-2011 budget. OPLIN requested 95% funding (an additional $195,000) in order to be able to pay telecommunications bills through the biennium. Projecting the cash balances, if OPLIN receives the 95% funding the balance at the end of the biennium will be about $5,000; if OPLIN receives only 90% funding, the balance will be a negative $380,000.

General Information: The State Library (including OPLIN) budget request for FY 2010-2011 was submitted to OBM on September 15 and is now being reviewed. In January OBM will release their budget recommendations and the Governor's budget will probably be released to the legislature in February. Diane reviewed the programs included in the State Library budget. Only about half of the State Library's revenue currently comes from the General Revenue Fund. Some Board members had questions about the next Gates Foundation grant program, and Diane and Stephen shared what information they had, although the program is only in the early planning stage. Diane also explained the procedure for requesting the $200,000 in Capital Budget funds from the Controlling Board, probably at their November 17 meeting.

Karl Colon motioned to accept the Financial Reports; Holly Carroll seconded. All aye.

6. OLD BUSINESS

6.1. Approve Strategic Plan

Stephen Hedges requested approval of the Strategic Plan that has been under review since the April Board retreat. Because of uncertainties caused by the shifting financial environment, Stephen made some of the language more conditional than it was before and highlighted those changes in the document distributed to the Board prior to the meeting. Stephen noted that the plan review will begin again in about six months and recommended that the currently proposed version of the plan be approved.

Karl Colon motioned to approve the Strategic Plan; Jim Kenzig seconded.

Roll call: Gary Branson, aye; Holly Carroll, aye; Karl Colon, aye; Mary Pat Essman, aye; Jim Kenzig, aye; Bonnie Mathies, aye; Gayle Patton, aye; Sandi Plymire, aye; Bob Richmond, aye; Michael Wantz, aye.

Gayle Patton requested that the next two items of business be considered in the reverse order of their appearance on the agenda.

6.2. Approve Custom Database Search Installations

Stephen Hedges explained that the search software used on the Ohio Web Library search page is also capable of accessing databases which are purchased by individual libraries, and the page itself can be modified to match the look of the other pages on an individual library's web site. This creates the possibility of bringing revenue to OPLIN for installing customized versions of the Ohio Web Library search for individual libraries in return for a fee.

There would be some costs to OPLIN associated with such a service. Some of the databases purchased by libraries support Z39.50 access; these databases could be added to a custom search at no cost to OPLIN. Others that do not support Z39.50 require an OpenTranslator. It currently costs OPLIN $350 to build an OpenTranslator and an additional $1,050 per year to run it.

The proposed custom search service would be provided to customer libraries in return for a set fee for each database "target" that was added to the basic Ohio Web Library search. Stephen is proposing that this fee be $475 per database target. Stephen provided a document that included some information about which databases are most commonly purchased by libraries and a list of non-metro libraries which purchase five or more databases, to the best of our knowledge. Based on this data, the expected costs, and the proposed pricing, Stephen estimated a possible net income each year of about $45,000-$50,000 from this service.

Karl Colon asked if any market research had been done to assess the demand for such a service; Stephen replied that there has been no such research. General discussion then explored the possible advantages of such a service to a library. It became apparent that a pilot project would be a good idea, so long as costs could be controlled. Stephen suggested that the pilot project involve a very limited number of libraries and use only database targets that are Z39.50 accessible, and thus entail no monetary costs to OPLIN.

Holly Carroll motioned that OPLIN staff conduct a small pilot project, involving three to five libraries and only databases that are Z39.50 accessible, to determine the feasibility of offering custom database search installations to public libraries, and that the results of the project be reported to the Board at the April retreat; Michael Wantz seconded.

Discussion: Bob Richmond asked about the costs currently paid by libraries for searching their databases. Several Board members explained that some libraries currently pay for federated search software to make database access easier and to increase usage, but searches done on the database vendors' web sites typically do not involve any cost above and beyond the database subscription cost.

The Chair put the question to a vote: All aye.

6.3. Approve Web Design Services

Stephen Hedges noted that this possible fee-based service has already had a small pilot with Perry County District Library. As proposed, this service would: provide a library system with a basic, "no-frills" web site structure, using the open source Drupal content management software; provide initial graphical elements for the page header; provide initial guidance for library staff in procedures for adding their own content to the structure (requiring that at least one librarian come to the OPLIN office for training); and host the site on an OPLIN web server. This service as described would be free to the library; however, many Drupal extensions are available that would improve the website, and OPLIN could charge $700 each for installing and configuring these modules for libraries.

While Board members agreed that there is a need to encourage libraries to use better web sites, there was reluctance to take on the additional work of building basic web sites without any additional revenue received. Marketing the additional modules and ongoing maintenance and support for the sites were also concerns. The feasibility of the proposed charges was also discussed. Concerns were raised about the impact on OPLIN staff and equipment. The point was made that many libraries are accustomed to paying an outside organization for any support work done on their web sites.

In response to a question from the Chair, it became clear that most Board members were not comfortable with the proposed pricing for the service and would like to see a revised proposal that attached costs to the basic web design and technical support, as well as to advanced web design services. A few libraries have already expressed a strong interest in the web design services; the Board speculated on the reaction of these potential customers to a delay in offering the service. Stephen suggested that these libraries could be asked for their reactions to a revised proposal prior to the next Board meeting, and that these reactions could be shared with the Board along with the revised proposal.

Karl Colon motioned to postpone the question to the next meeting pending development of additional information from the OPLIN staff; Michael Wantz seconded. All aye.

7. NEW BUSINESS

7.1. Revise Router Replacement Timeline

Stephen Hedges reminded the Board that the OPLIN budget had been cut an additional 4.75% on September 10. The plan submitted to OBM for accommodating this cut was to disregard our $200,000 E-rate match for Capital Budget funds to replace end-of-life routers, and proceed with replacing as many routers as we can with just the $200,000 from the Capital Budget. The $200,000 in E-rate funds would be reallocated toward paying telecommunications expenses. We have since received approval from OBM for this plan, and intend to ask the Controlling Board to release the capital funds to OPLIN sometime next month.

We plan to purchase Juniper routers instead of Cisco this time; quite a few state agencies are switching to Juniper, including the new Broadband Ohio network, and the Juniper software might be flexible enough to allow us to do some centralized caching, etc. that we have not been able to do with Cisco. Juniper is expensive equipment, but Karl Jendretzky (OPLIN) and Terry Fouts from the Office of Information Technology (OIT) have persuaded Juniper to offer us some very deep discounts, bringing their prices in line with Cisco. OPLIN also has some big Cisco 7200 routers that can be reused without any problem; the Cisco 7200 is a very popular router in the telecommunications industry and will not reach industry end-of-life in the foreseeable future.

Instead of replacing all the routers this fiscal year, as originally planned, Stephen proposed the following:

• replace the eight Cisco 7200 core routers that have G1 cards (at the SOCC) with two new Juniper M7i routers;
• move the 7200+G1 core routers to the metro libraries, replacing current 7200s that do not have G1 cards (the G1 card allows the 7200 to handle up to 500Mbps instead of 100 Mbps);
• use the old metro 7200 routers for new DS3 circuits (installed wherever a library needs more than four T1 lines and Ethernet is not available); and
• buy as many new Juniper J2320 routers as we can afford, which should be enough to put new routers in every library that has either an Ethernet circuit or more than one T1 line, with about 20 more routers going to libraries that are getting close to filling their T1 lines.

The precise number of routers which can be purchased will depend on any additional charges added by OIT for brokering the purchase and deploying the new routers. The remaining routers would be replaced once funds are again available, perhaps through a second capital budget request.

Mary Pat Essman motioned to reallocate $200,000 in E-rate funds from the router replacement project to telecommunications expenses and use the $200,000 from the capital budget to purchase as many routers as possible; Gary Branson seconded.

Roll call: Gary Branson, aye; Holly Carroll, aye; Karl Colon, aye; Mary Pat Essman, aye; Jim Kenzig, aye; Bonnie Mathies, aye; Gayle Patton, aye; Sandi Plymire, aye; Bob Richmond, aye; Michael Wantz, aye.

8. OPLIN EXECUTIVE DIRECTOR'S REPORT

Stephen Hedges thanked the Board members who attended the Stakeholders Meeting on September 12; he estimated that about 75 people were in attendance. The news that NoveList will not be available through OPLIN next fiscal year was the biggest announcement of the meeting. Stephen met with representatives from EBSCO and OHIONET before the Stakeholders Meeting and they have already begun working on discounted pricing for libraries that want to purchase NoveList. Jay Burton at the State Library is planning to offer training on other readers advisory tools which librarians can use, and OPLIN staff have developed an "About Books" web page which uses Google Book Search and Google Custom Search to find information about books.

Stephen reported that the SOCC has informed DAS that they should have an answer around November 1 to our request to move the OPLIN office back to the SOCC. He also reported that Lorrie Germann's (eTech) E-rate workshops for this year are now scheduled for November 4 and December 12 at the State Library and by video conference to six remote sites.

Stephen also informed the Board that he has been working with Connect Ohio to set up a pilot project for lending laptops from public libraries. Library laptop lending is the third phase of the "No Child Left Offline" project run by Connect Ohio and their parent organization, Connected Nation. Stephen has proposed that the Stark County District Library, the Portsmouth Public Library, and the Wood County District Library participate in the pilot; once the pilot libraries have been selected, they will deal directly with Connect Ohio.

8.1. Databases and Network Reports

8.1.1. Database usage

Laura Solomon noted that there continues to be a large increase in the number of database searches as well as a noticeable increase in documents retrieved since the introduction of the Ohio Web Library search. She also reported that NewsBank search results are now available through the EBSCO search interface.

8.1.2. Support Center (August and September)

Karl Jendretzky reported that for a couple of libraries we are ready to add a fourth T1 line; however, he is investigating the possibility of purchasing DS3s locally (not from State contract), which may be cheaper than four T1 circuits.

9. CHAIR'S REPORT

9.1 Establish FY 2009 Board Meeting Schedule

Gayle Patton asked for approval of the Board schedule through Fiscal Year 2009 as well as two meetings to start FY 2010. (Normal meeting dates are the second Friday of even-numbered months.) All meetings except the April Board Retreat begin at 10:00 AM and will be held at the State Library of Ohio, 274 E. First Avenue, Columbus unless otherwise noted.

• August 8, 2008
• October 10, 2008
• December 12, 2008
• February 13, 2009
• April 10, 2009 (9:00 - 3:00 Board retreat)
• June 12, 2009
• August 14, 2009
• October 9, 2009

Bonnie Mathies motioned to approve the proposed meeting schedule; Bob Richmond seconded. All aye.

9.2. Remarks

Gayle requested that OPLIN staff prepare public relations plans for marketing any fee-based services to accompany future proposals for these services.

10. ADJOURNMENT

Bob Richmond motioned to adjourn the meeting at 11:50 p.m. Jim Kenzig seconded.

August 8, 2008 Minutes

OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED NINTH REGULAR MEETING of the BOARD OF TRUSTEES

Minutes -- August 8, 2008

1. WELCOME and CALL TO ORDER

The one hundred ninth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:01 a.m. on Friday, August 8, 2008 by Board Chair Gayle Patton at the State Library of Ohio in Columbus, Ohio.

Present were board members: Holly Carroll, Mary Pat Essman, Jim Kenzig, Bonnie Mathies, Gayle Patton, Sandi Plymire, Jeff Wale, and Michael Wantz.

Also present were: Stephen Hedges, Karl Jendretzky, and Laura Solomon (OPLIN); and Jo Budler and Diane Fink (State Library).

Gayle Patton reiterated Mary Pat Essman's welcome to Holly Carroll at the last board meeting and also welcomed new board member Sandi Plymire.

2. NOMINATION and ELECTION of BOARD OFFICERS

Gayle Patton noted that the current board officers are: Gayle Patton, Chair; Mary Pat Essman, Vice-Chair; Bonnie Mathies, Secretary; and Bob Richmond, Treasurer.

Jeff Wale motioned to retain the current slate of officers; Michael Wantz seconded. All aye.

Gayle reminded the board that the Executive Committee is composed of the board officers plus Karl Colon at large.

3. PUBLIC PARTICIPATION

The Chair called for public participation, and there was none.

4. APPROVAL OF THE AGENDA

Holly Carroll motioned to approve the agenda; Mary Pat Essman seconded. All aye.

5. EXECUTIVE SESSION

Jim Kenzig motioned to go into Executive Session to discuss personnel compensation; Mary Pat Essman seconded. Roll call: Holly Carroll, aye; Mary Pat Essman, aye; Jim Kenzig, aye; Bonnie Mathies, aye; Gayle Patton, aye; Sandi Plymire, aye; Jeff Wale, aye; Michael Wantz, aye.

The board entered Executive Session at 10:06 a.m.

The board returned from Executive Session at 10:17 a.m.

Mary Pat Essman motioned that OPLIN Executive Director Stephen Hedges be given a 6% pay increase, effective August 17, 2008, due to his good performance reviews and because he has not received any pay increase since taking the Executive Director position over two years ago. Jim Kenzig seconded. Roll call: Holly Carroll, aye; Mary Pat Essman, aye; Jim Kenzig, aye; Bonnie Mathies, aye; Gayle Patton, aye; Sandi Plymire, aye; Jeff Wale, aye; Michael Wantz, aye.

Diane Fink informed the board that the Governor has set a limit of 3.5% on pay increases for administrative staff and would not approve a 6% increase. The possibility of an exemption was discussed but rejected as unlikely. The possibility of providing the raise in two increments, one now and another after six months, was deemed more likely.

Mary Pat Essman amended her previous motion to indicate that the board recommends a 6% increase for the Executive Director but will only ask for a 3.5% increase at this time due to the Governor's restrictions on pay increases for administrative staff. Holly Carroll seconded. Roll call: Holly Carroll, aye; Mary Pat Essman, aye; Jim Kenzig, aye; Bonnie Mathies, aye; Gayle Patton, aye; Sandi Plymire, aye; Jeff Wale, aye; Michael Wantz, aye.

Stephen Hedges thanked the board for their support.

6. APPROVAL OF THE MINUTES of June 13 meeting

Holly Carroll motioned to approve the minutes from the June 13th meeting; Jeff Wale seconded. All aye.

7. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented three packets of financial reports: one with financial reports as of June 30, the end of fiscal year 2008; one with financial reports as of July 31; and one with FY 2010-2011 biennial budget reports.

June 30 Financial Reports: Diane noted that even though the fiscal year has ended, open encumbrances can still be paid until November. One open encumbrance which we still expect to pay is for software translators for the Ohio Web Library federated search, others are for awaited telecommunications bills. The apparent large available balance of about $1.5 million is only unused spending authority, not actual funds. The remaining cash balance in Fund 4S4 (E-rate) at the end of FY 2008 will be about $1 million after encumbrances are paid. These reports also reflect the $433,000 budget reductions mandated by the Office of Budget and Management (OBM) for both FY 2008 and FY 2009.

July 31 Financial Reports: Diane explained that the first report in this packet shows FY 2008 after some encumbrances had been paid in July, leaving only about $33,000 in encumbrances still open for FY 2008.

The amount budgeted for Rotunda in FY 2009 is much lower because OPLIN switched from full access to Capital Connection for libraries to email delivery of just the Hannah Report. Stephen Hedges pointed out that most of the information resources in the budget are databases purchased through Wright State University for the Libraries Connect Ohio partnership (the Ohio Web Library collection), with the notable exception of EBSCO NoveList. Diane noted that the $2.5 million current available balance in General Revenue Funds (GRF) will go to telecommunications costs, as will a large portion of the Fund 4S4 balance.

FY 2010-2011 Budget Reports: Diane explained that all state agencies must submit a FY 2010-2011 biennial budget to OBM by September 15, 2008; these reports show the current draft of the OPLIN biennial budget. Agencies have been instructed to prepare an "Activity A" budget based on 90% of their reduced FY 2009 budget, but may also submit an "Activity B" budget for a possible additional 5% in funding. In addition, agencies must submit budget language; the OPLIN language will be much smaller this year, now that OPLIN is defined in permanent law instead of the budget bill, but will include a suggested change to the filtering allocation to allow more flexibility in how that money may be used.

In the Administration area of the budget, OBM has instructed agencies to assume that there will be no personnel pay increases during the FY 2010-2011 biennium; the increases in staff expenses reflected in the budget are due to increases in the cost of employee benefits. The currently vacant staff position will be removed from our budget request, leaving us with five (5) requested staff. The budget assumes that OPLIN will not be moving to the SOCC, since we have yet to receive approval for such a move.

In the area of Information Resources, no funds are budgeted for the purchase of EBSCO NoveList in FY 2010-2011, saving $197,000 each year. In the area of Education, Training and Support, $50,000 has been budgeted for E-rate consultants. In the area of Telecommunications, OPLIN will be requesting $194,850 in "Activity B" funds each year to support the network. The 4S4 Fund spending authority request will be reduced from $3 million to $2 million; we have not used more than about $1.4 million spending authority in any year since OPLIN stopped offering group database purchasing. The filtering allocation will be reduced from $90,000 in FY 2009 to $81,000 in FY 2010 and FY 2011.

Stephen Hedges addressed questions about network equipment upgrades. $200,000 has been budgeted for this is FY 2009, to which $200,000 in capital budget funds will be added, which should allow us to upgrade all the network routers during the current fiscal year. Board discussion turned to the likelihood of other ways to generate revenue, especially considering the reduced OPLIN staffing.

Diane Fink pointed out that if OPLIN staff is reduced to five, the NoveList subscription is dropped, E-rate reimbursements continue to total about $1.2-$1.3 million per year, and OPLIN receives Activity B funding for telecommunications from the state, our 4S4 Fund cash balance at the end of FY 2011 will be under $100,000. If we do not receive the Activity B funding, we will be almost $300,000 short of balancing. All these numbers assume that FY 2009 funding will not be reduced by OBM as a result of the currently weak statewide revenue collections.

Bonnie Mathies motioned to accept the Financial Reports; Mary Pat Essman seconded. All aye.

8. OLD BUSINESS

8.1. Discuss draft of Budget Balancing measures and Strategic Plan

Stephen Hedges presented a document to the board outlining measures that could be taken to bring the budget into balance. Two measures listed in the document have already been discussed, namely the reduction to five OPLIN staff positions and the need to cancel the NoveList subscription. In addition to these cost saving measures, the document also contains some ideas for revenue generation, which also appear now in the draft strategic plan.

Board discussion turned to NoveList, which is popular among librarians. Ideas for replacing NoveList with non-commercial readers advisory tools were discussed, as was a suggestion to organize a group purchase of NoveList by the public libraries. OPLIN must certainly communicate the decision to discontinue NoveList, as well as the budget constraints which forced the decision, to libraries very soon, and should include some ideas for dealing with the loss. Stephen will provide NoveList usage statistics by libraries to the board for information and will inform the "ETM" and Metro library directors of this news in their meetings.

A discussion was started about possible products and services which OPLIN might offer to libraries for a fee. The board expressed concern with this change in the OPLIN business model, but did not reject it. Again, the importance of communication with public libraries was noted. Stephen will prepare a communication piece for the September 12 OPLIN Stakeholders Meeting, which he will share with the board for information. The board agreed to then have a longer meeting than usual on October 10 to allow ample time for discussion of budget concerns and the strategic plan.

8.2. Approve Memorandum of Understanding with eTech Ohio for E-rate consulting services

Stephen Hedges presented a draft Memorandum of Understanding (MOU) with eTech Ohio, which proposes separate annual prices for: 1) conducting E-rate workshops for public libraries - $10,000; 2) providing E-rate application assistance to public libraries - $15,000; and 3) preparing and managing all OPLIN E-rate forms and applications - $20,000. The question before the board was which of these services would be funded by OPLIN and which would be funded by the State Library using possible LSTA funds. Stephen pointed out that the total cost ($45,000) was less than the amount budgeted for E-rate consulting for OPLIN alone, and providing E-rate services for public libraries could be an opportunity to remind libraries of the OPLIN telecommunications services for libraries.

Several board members noted the importance of assisting libraries with E-rate applications. Jeff Wale asked if OPLIN could expect to gain $50,000 in E-rate reimbursements because of the consultants' work; Stephen answered that he knew of about $30,000 that was lost in the current year just because of small clerical errors in the application support materials.

Jeff Wale motioned to approve the Memorandum of Understanding with eTech Ohio for E-rate consulting services, with OPLIN funding all three proposed services; Michael Wantz seconded.

Discussion: Jeff Wale suggested that eTech be asked to include a public records statement in the MOU and that they explore options for providing training and E-rate assistance online.

Roll call: Holly Carroll, aye; Mary Pat Essman, aye; Jim Kenzig, aye; Bonnie Mathies, aye; Gayle Patton, aye; Sandi Plymire, aye; Jeff Wale, aye; Michael Wantz, aye.

8.3. Approve OPLIN email option

Stephen Hedges reported that the response from the Attorney General's office to the board's question about ownership and privacy of public library email records was that all emails relating to the operation of a public library are public record, and access to those records would not go through the private contractor, should OPLIN decide to use a private email hosting service.

Karl Jendretzky has researched three options for improving the spam filtering for oplin.org email accounts. One would be using "free" Gmail hosting for all oplin.org email, which has very good spam filtering, though this service is supported by advertising. The second would be to pay for email hosting with spam filtering, the cheapest service apparently being CudaMail at about $14,500 per year. The third option would be to buy a spam filtering device, the cheapest option apparently being Barracuda hardware at a cost of about $12,000 over five years, assuming we can get state approval to purchase this equipment. Cleveland Public Library and Cuyahoga County Public Library both use Barracuda devices and are pleased with the performance. It was suggested that we might be able to buy the device as part of the network router upgrades.

Jim Kenzig motioned to purchase a Barracuda spam filtering device; Jeff Wale seconded. Roll call: Holly Carroll, aye; Mary Pat Essman, aye; Jim Kenzig, aye; Bonnie Mathies, aye; Gayle Patton, aye; Sandi Plymire, aye; Jeff Wale, aye; Michael Wantz, aye.

9. NEW BUSINESS

9.2. Approve pay increase for Karl Jendretzky

Stephen Hedges referred to the Governor's recent memorandum allowing up to 3.5% pay increases for administrative staff based on good performance. The board had approved pay increases for all staff in June 2007, but on the same day the Governor froze all administrative salaries. Based on the 2007 board action, Stephen has processed a 3.5% increase for Vince Riley. Bobbi Galvin recently received an increase because of changed job duties and will not be eligible for another increase for six months. Laura Solomon has satisfactorily concluded her six month probation and would be eligible for an increase. Finally, Karl Jendretzky was approved in 2007 for a 3% increase, but Stephen would instead like the board to now approve a full 3.5% increase.

Several board members praised Karl's job performance. Discussion turned to Laura Solomon and the advisability of increasing her pay now. There was agreement that Laura has done a good job; given the uncertainty as to how long pay increases may be permissible, the board thought it would be wise to grant both Karl and Laura pay increases now.

Holly Carroll motioned to approve 3.5% salary increases for Karl Jendretzky and Laura Solomon, effective August 17, 2008; Michael Wantz seconded. Roll call: Holly Carroll, aye; Mary Pat Essman, aye; Jim Kenzig, aye; Bonnie Mathies, aye; Gayle Patton, aye; Sandi Plymire, aye; Jeff Wale, aye; Michael Wantz, aye.

9.3. Approve Internet filtering assistance grants procedure

Stephen Hedges explained that the time of year has arrived when OPLIN usually announces the availability of the funds allocated in the budget for assisting libraries with the purchase of Internet filtering measures. This year the allocation has been reduced to $90,000. In the past these funds have always been distributed as grants of no more than $10,000, and Stephen recommended that this procedure be retained. Stephen noted, however, that OPLIN had been in discussion with a vendor about the possibility of purchasing a statewide filter that could be completely controlled by local libraries; although technical problems ruled this out at this time, he is requesting a change to the budget allocation language to make it possible to spend the funds in this manner in the future if the technical problems are solved and the board is in agreement.

Because of our experience with the late budget reduction last fiscal year, which came after filtering grants had been distributed, and also because of some streamlining still to be done in the application process, Stephen recommended that the process move a little slower than last year, so that grant contracts do not begin before January 1, 2009, but that the procedure be otherwise the same.

Mary Pat Essman motioned to approve the Internet filtering assistance grants procedure as presented; Jim Kenzig seconded.

Discussion: Jeff Wale asked if delaying the grant disbursement would create a problem for libraries. Diane Fink noted that in most years contracts have not started until January; last year was early.

The Chair called for a vote. All aye.

10. OPLIN EXECUTIVE DIRECTOR'S REPORT

Stephen Hedges presented his Director's report. He highlighted the launch of the new OPLIN web sites on July 1, which went quite smoothly. Gayle Patton asked if there had been any feedback from the library community in regard to the new Ohio Web Library search, and OPLIN staff reported that responses have been primarily positive. Stephen also mentioned that one librarian has created videos about the new web sites, so OPLIN has added a "Community Toolbox" to the oplin.org web site for collecting such library-generated tools.

10.1. Databases and Network Reports

10.1.1. Database usage

Laura Solomon noted that there has been a very large increase in the number of database searches as well as a sizable increase in documents retrieved since the introduction of the Ohio Web Library search.

10.1.2. Support Center (June and July)

Karl Jendretzky reported that the circuit upgrades are progressing, but most are now complete. Support Center workload has been light, as is typical in the summer, despite the apparent number of circuit problems; many outages are due to power issues caused by thunderstorms.

11. CHAIR'S REPORT

Gayle stressed the importance of the upcoming October meeting and strongly encouraged everyone to attend. Lunch arrangements will be made to allow a longer meeting.

11. ADJOURNMENT

Jeff Wale motioned to adjourn the meeting at 12:25 p.m. Jim Kenzig seconded.

June 13, 2008 Minutes

OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED EIGHTH REGULAR MEETING of the BOARD OF TRUSTEES

Minutes -- June 13, 2008

1. WELCOME and CALL TO ORDER

The one hundred eighth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, June 13, 2008 by Board Vice-Chair Mary Pat Essman at the State Library of Ohio in Columbus, Ohio.

Present were board members: Holly Carroll, Terry Casey, Karl Colon, Mary Pat Essman, Bonnie Mathies, Jeff Wale, and Michael Wantz.

Also present were: Stephen Hedges, Karl Jendretzky, Laura Solomon, and Bobbi Galvin (OPLIN); Diane Fink and Jeff Jones (State Library); and Doug Evans (Ohio Library Council).

2. PUBLIC PARTICIPATION

The Vice-Chair called for public participation, and there was none.

3. APPROVAL OF THE AGENDA

Mary Pat Essman announced that the New Business item "Approve contracting for E-rate consulting services" would be a discussion rather than a vote, and that the Executive Session to discuss the evaluation of the Executive Director would be moved to the end of the agenda.

Terry Casey motioned to approve the agenda; Karl Colon seconded. All aye.

4. APPROVAL OF THE MINUTES of April 11 meeting

Jeff Wale asked that the portion of the minutes dealing with the discussion of Board candidate recommendations to the State Library Board be amended to reflect that geographical location of the candidates and whether or not candidates were library staff or trustees were considered to be important factors, but not as important as the experience and abilities of the candidates.

Terry Casey motioned to approve the minutes from the April 11th meeting as amended; Michael Wantz seconded. All aye.

Mary Pat Essman noted that the minutes included a request from Terry Casey to research any restrictions on how E-rate reimbursements could be spent. Stephen Hedges reported that his research indicated there are no restrictions.

5. ACCEPTANCE OF THE FINANCE REPORT

Diane Fink gave a detailed finance report, updated as of May 31.

Report A covered budget and expenditures for the fiscal years in the previous biennium (FY 2006-2007), listing open encumbrances, disbursements, and available balances. There are no open encumbrances for these fiscal years.

Report B covered budget and expenditures in the current biennium (FY 2008-2009). This report included a column showing the allocation of the 10% budget reduction mandated by the Office of Budget and Management (OBM), totaling $433,000 each year.

Diane first presented information about FY 2008. In the "Information Resources" section, Diane clarified the budgets for WebFeat and CARE Affiliates, noting that CARE will be replacing WebFeat as part of the move to Ohio Web Library. She also noted that the $1,550,350 available balance is all unused spending authority rather than actual funds.

In the "Education, Training, and Support" section, Diane noted that Kent State University has not yet completed the OPLIN web site review, even though the contract expires June 30. Stephen Hedges speculated that they may not complete the work, nor ask for payment. Jeff Wale indicated that he thought it was important that KSU complete their work on this contract and provide a report to OPLIN.

In the "Telecommunications" section, Jeff Wale noted that no funds were budgeted for Network Upgrades and asked about the router upgrade project. Diane explained that the freeze on equipment purchases had prevented OPLIN from purchasing new routers this fiscal year; however, $200,000 in funds have been allocated to the router replacement project in the state's new capital budget, and OPLIN has promised to match those funds with up to $200,000 from OPLIN, which should allow OPLIN to begin purchasing routers once the capital budget bill takes effect. Karl Jendretzky also pointed out that OPLIN has been able to temporarily upgrade some of the larger routers in the network without purchasing new equipment.

Turning to FY 2009, Diane pointed out some changes to the Information Resources budget caused by the new Ohio Web Library collection of databases beginning July 1. She also noted that the E-rate Consultant line under "Education, Training, and Support" was an estimated amount that will change once those plans are finalized. Lastly, she reminded the Board that the Filtering line item is a legislative earmark in our budget and cannot be eliminated, only reduced in proportion to our overall budget.

Reports C and D covered projected revenue and cash balances in Fund 4S4 for FY 2007, FY 2008, and FY 2009. In response to a question about earned interest on the cash balance, Diane explained that state agencies, including the State Library, typically are not permitted to earn interest.

Diane Fink then provided a brief overview of the budget development process for FY 2010-2011. She announced that Russ Keller is the State Library's newly appointed analyst from the Office of Budget and Management.

Jeff Wale thanked Diane for her excellent report.

Terry Casey motioned to accept the Finance Report; Jeff Wale seconded. All aye.

6. OLD BUSINESS

Mary Pat Essman welcomed Holly Carroll to the Board.

6.1. Discuss draft of Strategic Plan

Stephen Hedges asked the Board if the draft he provided of the new strategic plan captured the discussion from the Board retreat, and whether they had any concerns with the draft in general.

While the Board felt the draft adequately captured the Board retreat discussion, several members noted that the plan did not mention funding concerns. In a climate of major budget reductions, the plan should note that funding cuts may limit the OPLIN ability to carry out some objectives. The plan should express the Board prioritization of some objectives as being more "core" than others, and possibly emphasize the role these core objectives might play in assisting the economic development of the state. Some activities might also need to be considered as possible sources of additional revenue in the future.

Regarding the new marketing goal in the plan, it was suggested that making use of partnerships and collaborations to market OPLIN be specifically addressed in the plan.

Stephen will incorporate these suggestions into the next draft of the plan, to be prepared for the August Board meeting.

7. NEW BUSINESS

7.1. Discuss contracting for E-rate consulting services

Stephen Hedges began this discussion by presenting some background information. E-rate refunds are a very important component of the OPLIN budget and staff spend a lot of time working on applications, answering audit questions, and tracking bills. As much as 10% of the Director's time may be devoted to E-rate. Nevertheless, small errors continue to occur which result in losing some discounts each year.

Dan Farslow, who handled the E-rate applications for the Ohio schools for many years and also contracted with the State Library to do E-rate workshops for public libraries, recently retired from state employment (eTech Ohio); Dan had often offered advice to OPLIN. Roger Verny, Diane Fink, and Stephen viewed Dan's departure as a good opportunity to explore the possibility of hiring professional E-rate consultants to handle Dan's public library work and the OPLIN E-rate applications. Roger prepared a draft RFP for managing all OPLIN E-rate-related needs, conducting E-rate applications workshops for public libraries, and coordinating E-rate activities for libraries statewide.

Prior to this Board meeting, where Stephen had originally intended to ask the Board if they supported releasing the RFP, the State Library and OPLIN were contacted by eTech Ohio to discuss having eTech handle the items in the RFP. Jo Budler and Stephen met with David Barber (eTech Interim Director) and Elizabeth Wallace, and felt that the eTech offer is promising, pending more details.

The Board generally felt that outsourcing the OPLIN E-rate applications could increase the OPLIN E-rate reimbursements and would free up significant staff time. They speculated about the possibility of offering E-rate assistance to individual libraries for a fee, though wary of being responsible for errors. Several Board members noted that it is very important for libraries to have access to reliable e-rate advice. The consensus of the Board was that the Executive Director should continue to pursue acquiring dependable E-rate consulting services.

7.2. Discuss transferring OPLIN email to gmail.com

Stephen Hedges explained that the OPLIN mail server hardware is out of warranty, spam in oplin.org email accounts is a growing annoyance, and because of the limited amount of space for each email account, library staff that do not regularly "clean out" their old emails are routinely locked out of their account and must call the OPLIN Support Center to fix the situation. Email trouble calls currently make up almost half the calls received by the Support Center.

One possible way to remedy all of these problems would be to move the oplin.org email service to Gmail (Google Mail). Karl Jendretzky clarified some of the technical and financial issues involved in such a move. Karl also shared information he had collected about other ways of handling the spam problem.

The Board was uncomfortable with the ads in free Gmail, although those that currently use Gmail admitted that they seldom notice the ads. There were also concerns about ownership, protection, and management of library email data. The Board asked OPLIN staff to gather more details about improving OPLIN email service, ideally without moving the email to an outside server. The Board also asked the Executive Director to ask for a legal opinion regarding confidentiality of library email data.

7.3. Discuss proposed move to SOCC

Stephen Hedges presented information about possibly moving OPLIN back to the State of Ohio Computer Center (SOCC) in July 2009. SOCC rental fees are based on the percentage of an agency's budget that comes from the General Revenue Fund; if an agency is funded 100% by the GRF, SOCC space rental is discounted 100% (free). When OPLIN funding was taken from the Library and Local Government Support Fund (LLGSF) for three years, instead of from the GRF, OPLIN had to pay 100% of the SOCC rental fee and it was much cheaper to move to a new location. Now, OPLIN could save about $34,000 each year by moving back to the SOCC.

Stephen has not yet been able to open a dialog with the SOCC Site Manager to discuss details. The Board felt that it would be good for OPLIN to return to the SOCC, so Stephen will keep pursuing this effort.

8. OPLIN EXECUTIVE DIRECTOR'S REPORT

Stephen Hedges presented his Director's report. He highlighted the OPLIN funding in the Capital Budget bill, the upcoming launch of the new Ohio Web Library page, and the work being done to develop website hosting packages for public libraries.

8.1. Databases and Network Reports

8.4.1. Database changes

Laura Solomon presented a synopsis of the changes to the database collection taking effect on July 1.

8.4.2. Database usage

Laura Solomon reported on database searches and noted the normal decrease in usage in the month of May.

8.4.3. Support Center (April and May)

Karl Jendretzky reported that the number of work orders did not include circuit upgrades that are still in progress. The latest sampling of library bandwidth usage identified several libraries qualifying for new upgrades to their circuits, and several others that already qualify for a second upgrade.

9. CHAIR'S REPORT

9.1. Establish board terms

Mary Pat Essman asked the Board to draw lots to determine their terms on the Board, as specified in the new Ohio Revised Code language defining OPLIN (ORC Sec. 3375.64). The Board members drew lots, with the following results:

Terms expiring June 2008 (3): Terry Casey, Bonnie Mathies, and Gayle Patton.

Terms expiring June 2009 (4): Mary Pat Essman, Jim Kenzig, Bob Richmond, and Michael Wantz.

Terms expiring June 2010 (4): Gary Branson, Holly Carroll, Karl Colon, and Jeff Wale.

9.2. Resolution

Bonnie Mathies read the following proposed resolution:

WHEREAS TERRY CASEY has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since July 2002, and

WHEREAS he has freely and unselfishly given of his time and efforts to ensure the success of OPLIN by serving on the Board for six years, and

WHEREAS he generously volunteered his time and skills toward supporting the creation of OPLIN while he was a member of the Ohio Library Council Board of Trustees, and

WHEREAS his political insights have guided OPLIN through good times as well as turbulent times, and

WHEREAS he has consistently demonstrated a deep interest in the Ohio public library community and its uses of the World Wide Web,

NOW, THEREFORE BE IT RESOLVED that on the 13th day of June, Two-Thousand and Eight, the members of the Board of Trustees of the Ohio Public Library Information Network recognize the significant contributions made to public libraries and library service by TERRY CASEY during his tenure with the Ohio Public Library Information Network, and

BE IT FURTHER RESOLVED that the Board extends its most sincere thanks and appreciation to TERRY CASEY for his continued volunteer service as a member of that Board.

Karl Colon motioned to adopt the resolution as recommended. Michael Wantz seconded. All aye.

10. EXECUTIVE SESSION

Holly Carroll motioned that the Board go into Executive Session to discuss the performance evaluation of the Executive Director. Jeff Wale seconded. Roll call: Michael Wantz, aye; Jeff Wale, aye; Bonnie Mathies, aye; Karl Colon, aye; Holly Carroll, aye; Terry Casey, aye; Mary Pat Essman, aye.

The Board entered Executive Session at 11:55 a.m.

The Board returned from Executive Session at 12:17 p.m.

Mary Pat Essman thanked Stephen Hedges for doing a good job and informed him that the Board Chair would contact him to share details of his evaluation.

11. ADJOURNMENT

Terry Casey motioned to adjourn the meeting at 12:19 p.m.

April 11, 2008 Minutes

OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED SEVENTH MEETING (Board Retreat) of the BOARD OF TRUSTEES

Minutes -- April 11, 2008

1. WELCOME and CALL TO ORDER

The one hundred seventh meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:05 a.m. on Friday, April 11, 2008 by Board Chair Gayle Patton at 2323 W. Fifth Avenue, Columbus, Ohio.

Present were board members: Gary Branson, Terry Casey, Mary Pat Essman, Jim Kenzig, Bonnie Mathies, Gayle Patton, Bob Richmond, Jeff Wale, and Michael Wantz. New member Holly Carroll was unable to attend because of a prior commitment to present at a workshop at Kent State University.

Also present were: Stephen Hedges (OPLIN), Karl Jendretzky (OPLIN), Laura Solomon (OPLIN), Vincent Riley (OPLIN -- morning only), Bobbi Galvin (OPLIN -- afternoon only), Jo Budler (State Library), Roger Verny (State Library), Diane Fink (State Library, until 1:15), Jeff Jones (State Library, after 1:00), Doug Evans (Ohio Library Council, until 11:15), and Carol Verny (OHIONET).

2. PUBLIC PARTICIPATION

The Chair called for public participation, and there was none.

3. APPROVAL OF THE AGENDA

Bonnie Mathies motioned to approve the agenda; Mary Pat Essman seconded. All aye.

4. APPROVAL OF THE MINUTES of February 8th meeting

Mike Wantz motioned to approve the minutes from the February 8th meeting; Bob Richmond seconded. All aye.

5. ACCEPTANCE OF THE FINANCE REPORT

Diane Fink gave a detailed finance report, updated as of March 31.

Report A covered budget and expenditures for previous fiscal years (FY 2006-2007), listing open encumbrances, disbursements, and available balances. There are no open encumbrances for these fiscal years.

Report B covered budget and expenditures for the current fiscal year (FY 2008). Diane called attention to a new column showing the allocation of the 10% budget reduction mandated by the Office of Management and Budget (OBM), amounting to $433,000 each year in FYs 2008 and 2009. The largest reductions were in the telecommunications accounts, where shortages will be covered by Fund 4S4 (E-rate). Only $149,257.95 remains in General Revenue Funds after the budget reduction, most of which will be used for administrative expenses.

Reports C and D covered projected revenue and cash balances in Fund 4S4 for FY 2007-2008.

Diane Fink then provided an overview of the budget reduction measures undertaken by the State Library as a result of the OBM mandate. Diane will be attending an OBM briefing on FY 2010-2011 budget levels this afternoon at 2:00.

Terry Casey pointed out that it is possible for the legislature to try to take OPLIN's Fund 4S4 balance as they attempt to make up for General Revenue shortages. He advised that OPLIN research the federal regulations governing disposition of E-rate reimbursements as a possible defense against such action.

Terry Casey motioned to accept the Finance Report; Gary Branson seconded. All aye.

6. PLANNING SESSION

Roger Verny lead the Board into a long discussion of OPLIN's strategic plan through June 2011, the end of the next budget biennium.

Roger started by asking the Board to list the environmental factors, both external and internal, that impact OPLIN. Among the external factors were:

• the library community is neither understood nor highly-valued by state government, and is in competition for a dwindling pool of state funds in a poor economic environment;
• K-16 educational organizations are receiving a lot of state attention right now, which could be either a threat or an opportunity for public libraries;
• OPLIN and the Internet connections to libraries are often taken for granted by the public library community, except when there are bandwidth shortages;
• second generation web services, mobile networking, and social computing cannot be ignored, but public libraries often suffer from a lack of affordable and skilled IT resources for handling these services; and
• competing with Google, satisfying the growing need for information, and balancing demands for privacy and the demands of law enforcement are all challenges for public libraries.

Among the internal factors were:

• OPLIN has a talented but small staff, with good technical skills;
• OPLIN has not done enough product "bench testing," nor enough marketing; and
• OPLIN enjoys strong support from the public library community.

Roger then asked the Board to consider the question, "Who are OPLIN's customers?" Possibilities considered were public libraries, end users, K-12 students, and OPLIN "members." The Board consensus was that OPLIN services might eventually reach end users through the libraries, but public libraries are really OPLIN's customers.

Roger Verny then began the process of reviewing OPLIN's current goals and objectives, asking for comments, revisions and additions.

[During this process the Board took a lunch break from 12:00 to 12:30 p.m.]

The goal of providing Internet connections to libraries is a continuing goal. The Board suggested that the current objective within this goal "to assist public library systems with their branch connections" was actually an activity within the objective "to provide adequate Internet bandwidth to every public library." The Board also felt that it was important to increase the marketing of this service and remind public libraries that their Internet connection is an important service which they receive from OPLIN.

The Board felt that the goal of providing online subscription databases needs more activities aimed at increasing database usage. The Board saw a demonstration of the Ohio Web Library search tool which OPLIN staff is developing for roll-out on July 1. There was discussion of including promotion of the Ohio Web Library as an activity within the objective of increasing database usage.

The Board now decided to remove marketing and promotion objectives and activities from the other goals and create a new goal: targeted marketing and promotion of all OPLIN products and services. Objectives within this goal might include: investigating social networking sites as promotional tools; making presentations and contacts at conferences; developing displays for areas near public library computers; and developing plug-ins and widgets for embedding OPLIN services in web pages and browsers. Marketing must also include customer surveys.

The final current goal of assisting libraries with new technologies was modified to place OPLIN in more of a leadership role. While current informational publications should continue, OPLIN should also develop educational programs on network technologies, web technologies, and data security. A forum should be established where libraries can contribute their experiences with new technologies to a technical knowledge base. After seeing a demonstration of a possible web site template for public libraries which Laura Solomon developed, the Board felt that this service should be added to OPLIN's current web hosting services.

During the lunch break, Diane Fink learned that the state guidelines for the FY 2010-2011 biennial budget called for an additional 10% reduction in General Revenue Funds, meaning the OPLIN budget that began this fiscal year at $4.33 million per year GRF, and was already reduced to about $3.9 million, would be further reduced to about $3.5 million. The Board was unwilling to remove any goals or objectives to accommodate this reduction, including the new marketing and promotion goal. The Board was also unwilling to spend all E-rate funds, wanting to keep some reserves for unanticipated network improvements. The Board suggested that the budget be balanced by reducing expenditures within goals and objectives, not by eliminating goals and objectives.

Stephen Hedges thanked the Board for their guidance, and will prepare a draft of a new strategic plan for the next Board meeting.

7. OLD BUSINESS

7.1. Discuss sponsorship of Ohio Library Council conferences

The Board discussed support for this year's OLC conferences after tabling the discussion at the last meeting. The four workshops scheduled after July 1 were seen as good opportunities to promote the Ohio Web Library by combining OPLIN staff presentations with a special sponsor's logo promoting the Web Library on conference materials and signage.

Jim Kenzig motioned to support the four OLC workshops after July 1 as the Bronze Partner level; Gary Branson seconded. All aye.

8. NEW BUSINESS

8.1. Accept resignation of Laura Watkins

Laura Watkins has resigned her position as OPLIN Communications Manager to accept a promotion with her previous employer.

Mary Pat Essman motioned to accept the resignation of Laura Watkins effective March 1, 2008. Bonnie Mathies seconded. All aye.

8.2. Discuss realignment of staff positions

Stephen Hedges explained how staff job duties had been shifted to take over the duties of the Communications Manager, since the position cannot be filled under the state's current hiring freeze. Revised position descriptions were presented; the biggest shift in duties would be shouldered by Bobbi Galvin, whose position would be retitled to "Customer Relations and Support Staff." Stephen and Jeff Jones will be asking the Department of Administrative Services to approve a 4% pay increase for Bobbi due to the significant change in her position description.

Stephen asked the Board for an opinion on what to do once the hiring freeze is lifted. Should OPLIN seek a new Communications Manager? Should OPLIN continue to function with current staff? Or should OPLIN seek a different type of staff member.

The Board felt that it would be unhealthy to try to function for an extended period with current staff. The consensus was that OPLIN could use someone to handle marketing and training once austerity measures allow. Stephen proposed to allow for this position as he and Diane Fink develop the budget for future fiscal years, and that he work with Jeff Jones to develop a new position description along those lines.

9. OPLIN EXECUTIVE DIRECTOR'S REPORT

Stephen Hedges presented his Director's report. He highlighted the passage of Senate Bill 185, placing OPLIN in permanent law, and described the work of the committee that reviewed the proposals received in response to the Libraries Connect Ohio Invitation to Negotiate for database purchases. The committee's list of proposed purchases using LSTA grant funds will be presented to the State Library of Ohio Board for approval at their April 24 meeting.

9.1. Databases and Network Reports

9.4.1. Database usage

Laura Solomon reported that while database searches were down compared to previous months, documents retrieved were up 21%.

9.4.2. Support Center (February and March)

Karl Jendretzky reported that the number of circuit work orders was high, with twenty-six circuit upgrades still in process. The latest survey of circuit usage identified less than 10 sites which need to be investigated further, so upgrades will be slowing. Jeff Wale thanked the OPLIN Help Desk for their excellent customer service.

10. CHAIR'S REPORT

10.1. 2008-2011 Board candidates

Gayle Patton noted that three Board members' terms expire on 30 June this year: hers, Terry Casey's, and Bonnie Mathies'. She and Bonnie are eligible to renew for another term and have elected to do so. With one vacancy to fill, she and Stephen Hedges suggest that names be selected from the recent nominees for the April 1 Board opening, rather than calling for new nominations.

Gayle recommended that the OPLIN Board request that the State Library of Ohio Board select either Sandi Plymire, Director of Muskingum County District Library, or Benjamin Chinni, Trustee of Euclid Public Library to fill the vacant position. Stephen Hedges noted that the State Library Board seemed to appreciate that he knew the OPLIN Board's preference when he was asked the last time they made an appointment to the OPLIN Board. Questions were raised as to whether it was important to look for a trustee or to consider geography. Both were considered to be important, but the experience and abilities of the candidates were felt to be more important.

Jim Kenzig motioned that Sandi Plymire and Benjamin Chinni be nominated for appointment to the OPLIN Board by the State Library Board, and that in the event the State Library Board requested a preference from the OPLIN Board, that the preferred candidate be Ms. Plymire. Bonnie Mathies seconded. All aye.

10.2. Fiscal Year 2009 Board officers

Gayle Patton asked Stephen Hedges to provide some background. Stephen explained that in the past a committee was appointed each spring to select new Board candidates and also recommend a slate of officers for the following fiscal year. The actual election of officers takes place at the first meeting of the new fiscal year. The Attorney General's office now recommends that all discussion of Board candidates and officers take place in an open meeting. This meeting or the next meeting would be an appropriate time to discuss next year's slate of officers.

Mary Pat Essman asked Gayle Patton if she would consider continuing for another year as Board Chair. Terry Casey also expressed his support for this suggestion.

Jeff Wale motioned that the current officers of the Board be the slate of officers presented for ratification at the August 2008 Board meeting. Gary Branson seconded. All aye.

11. ADJOURNMENT

Bob Richmond motioned to adjourn the meeting at 2:28 p.m.

February 8, 2008 Minutes

OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED SIXTH REGULAR MEETING of the BOARD OF TRUSTEES

Minutes -- February 8, 2008

1. WELCOME and CALL TO ORDER

The one hundred sixth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, February 8, 2008 by Board Chair Gayle Patton at the State Library of Ohio in Columbus, Ohio.

Present were board members: Bonnie Mathies, Gary Branson, Michael Wantz, Bob Richmond, Terry Casey, Gayle Patton, Mary Pat Essman, Jeff Wale, and Karl Colon.

Also present were: Stephen Hedges (OPLIN), Karl Jendretzky (OPLIN), Laura Watkins (OPLIN), Bobbi Galvin (OPLIN), Jo Budler (State Library), Jeff Jones (State Library), Diane Fink (State Library), Doug Evans (Ohio Library Council), and Carol Verny (OHIONET).

2. PUBLIC PARTICIPATION

The Chair called for public participation, and there was none.

3. APPROVAL OF THE AGENDA

Terry Casey motioned to approve the agenda; Mary Pat Essman seconded. All aye.

4. APPROVAL OF THE MINUTES of December 14th meeting

Karl Colon motioned to approve the minutes from the December 14th meeting; Gary Branson seconded. All aye.

5. ACCEPTANCE OF THE FINANCE REPORT

Diane Fink gave a detailed finance report, updated as of January 31.

Report A covered budget and expenditures for previous fiscal years (FY 2006-2007), listing open encumbrances, disbursements, and available balances. There are no open encumbrances for these fiscal years.

Report B covered budget and expenditures for the current fiscal year (FY 2008). Currently only 12 payroll disbursements have been posted through the OAKS system, but this problem should be remedied in the near future. All payments for databases have been made except for the last payment to Rotunda (Ohio Capital Connection), which will be paid out in April.

Reports C and D covered projected revenue and cash balances for FY 2007-2008.

5.1. OBM targets for cost savings (FY08 and FY09)

Diane Fink commented on the state's current economic situation. The Office of Budget and Management (OBM) requested cost savings plans of 10% and 16% in each fiscal year of the current biennium from any agency that has general revenue funding, including OPLIN. These plans were due January 30; the Governor's office issued a press release on January 31 regarding budget cuts for cabinet-level agencies (agencies with directors that report directly to the governor). The State Library and OPLIN plans are currently being reviewed by OBM. The state's intention is to control costs over the next 17 months to balance the budget before that becomes too difficult.

Controls immediately put in place include: a hiring control process (similar to a year ago, when the governor took office); equipment purchases may not exceed $300 without OBM approval; and new restrictions on travel (only essential travel allowed, as determined by fiscal officer). Gayle Patton asked Diane about "turn around time" on these controls. Diane suspects that travel will be faster because it is internal, the other controls she will have to wait and see. Restrictions on printing were mentioned, although not defined. OBM has revised travel rules to increase mileage payout and no longer distinguishes between in-state and out of state travel, and has lowered the daily amount of meal reimbursements for travel.

OBM suggests voluntary and mandatory ERI (Early Retirement Incentives). Each state agency will evaluate as needed; Diane hopes to know more early next week. Gayle Patton asked how OBM arrived at the 10% and 16% figures; Diane was unsure. Terry Casey said that state operations are a small part of the state budget; Diane reviewed the main points. Jeff Wale pointed out that the board will need to determine the budget for OPLIN. Terry Casey said that May or June will be the time for decisions and said that the "panic button" has been pushed. Jeff Wale told Diane Fink that she does a "great job."

Diane Fink said that OBM is thinking about FYs 2010-2011 and that agencies should receive budget request planning information next week. Budget requests will be submitted for multiple scenarios and will be due September 15, 2008. Sometime between September 15 and the middle of January 2009, decisions will be made; by the end of January 2009, the governor will introduce his budget plan.

Mary Pat Essman motioned to accept the Finance Report; Jeff Wale seconded. All aye.

6. OLD BUSINESS

Stephen Hedges mentioned the revised travel expense forms supplied for board members; Karl Colon thanked Stephen for providing these forms. Stephen also talked briefly about the cancellations of planned conference attendance by Karl Jendretzky (Code4Lib) and Stephen Hedges (ALA Legislative Day) due to the new state travel restrictions.

6.1. Ohio Web Library page testing and development

Stephen Hedges reported that 361 Studios have finished their page design and there is still room under their contract for revisions as needed. Index Data has submitted a beta version of their search engine.

7. NEW BUSINESS

7.1. Appoint Laura Solomon as Library Services Manager

Stephen Hedges thanked Jeff Jones for submitting Laura Solomon's hiring paperwork as early as possible, narrowly avoiding the newly announced state hiring freeze. Jeff Wale expressed concerns with the date of posting and speed of the process, considering that everything happened over a short time during the holidays, and asked for an "ethical standpoint" clarification from Jeff Jones. Jeff Jones responded that the process as conducted fell within state guidelines and that he was not concerned about the possibility of any challenges. The position description clearly defined the minimum and preferred qualifications, and Laura Solomon was "by far" the most qualified of the 22 applicants. Stephen Hedges noted that Laura Solomon would begin employment on February 19, 2008, with an annual salary of $60,000.

Terry Casey motioned to appoint Laura Solomon as Library Services Manager; Mary Pat Essman seconded.

Roll call: Bonnie Mathies, aye; Gary Branson, aye; Michael Wantz, aye; Bob Richmond, aye; Terry Casey, aye; Gayle Patton, aye; Mary Pat Essman, aye; Jeff Wale, no; and Karl Colon, aye.

7.2. Approve Teleworking Policy

Stephen Hedges described the draft Teleworking Policy and suggested that it go into effect immediately, pending approval by the Department of Administrative Services (DAS). Stephen would require that all current staff sign off on the new policy. Stephen said that each staff member would need to have an individual agreement if they intend to work remotely. Laura Solomon is currently the only individual being considered for a teleworking agreement under the policy.

Jeff Jones has been in contact with DAS for review. Jeff outlined the policy and information to be supplied by teleworkers and noted that Workers Compensation information must also be submitted. Stephen Hedges said that it was clear that the responsibility is on the Executive Director to supervise and communicate with the employee. Jeff Wale asked about encrypted data on the remote computer; Karl Jendretzky said that it was the same as for current staff. Karl Colon asked about data access and Karl Jendretzky responded. Bob Richmond asked if Laura Solomon would use her own computer and Internet connection. Stephen Hedges said that OPLIN will provide the laptop computer and Laura Solomon will provide her own connection. OPLIN will provide a pay-as-you-go cell phone for as long she needs business-related remote phone service. Other calls will be forwarded to her home phone from her office phone at no cost. Terry Casey asked how long the arrangement is expected to last; Stephen Hedges estimated six months for the initial period of time for this arrangement. Michael Wantz asked what percentage of work will be done at the office versus at home; Jeff Jones said that will be determined by each individual's specific situation.

Michael Wantz and Karl Colon suggested that a provision be added specifying that "the amount of teleworking hours under each agreement shall be determined by the Executive Director and specified within the agreement" be added to the policy.

Bonnie Mathies motioned to approve the Teleworking Policy as amended; Jeff Wale seconded.

Roll call: Bonnie Mathies, aye; Gary Branson, aye; Michael Wantz, aye; Bob Richmond, aye; Terry Casey, aye; Gayle Patton, aye; Mary Pat Essman, aye; Jeff Wale, aye; and Karl Colon, aye.

7.3. Discuss sponsorship of Ohio Library Council conferences

Stephen Hedges talked about 2008 OLC conference sponsorship details and presented the options to the board. Karl Colon asked Diane Fink if we have money for sponsorship. Diane Fink talked about the different sources of money available to OPLIN. Stephen Hedges said that the most expensive options might not be appropriate in the current budget climate; Terry Casey agreed. Gayle Patton suggested that the board may prefer to address this issue at the board retreat; Doug Evans noted that waiting would probably eliminate OPLIN from naming rights to the conferences. Discussion was tabled until the April board retreat.

8. OPLIN EXECUTIVE DIRECTOR'S REPORT

Stephen Hedges talked about the online executive report on OPLIN news and projects.

Internet filtering grants -- the cost savings requested by OBM could result in the elimination of future filtering grants.

Upgrading routers -- Diane Fink said that OPLIN is asking for $200,000 in capital budget funds to be matched for router upgrades. Capital funding is different than operational funding and not affected by general revenue funding cuts. Karl Jendretzky worked to find the best prices for routers. Stephen Hedges thanked Diane and Karl for their work on preparing the capital budget request.

Senate Bill 185 -- the third House hearing was held February 7. Stephen Hedges and Lynda Murray (OLC) testified at the second hearing. So far there has been no opposition and the hearings are going well.

E-Rate -- February 7 was the deadline and all applications have been certified. Youngstown has not been included in OPLIN's e-rate applications; Stephen Hedges believes they will stay with their current Internet access provider.

Upgrading circuits -- Karl Jendretzky reported that 21 libraries were identified as eligible for upgrades; ten of those can be upgraded to Ethernet. Six Time Warner Telecom installations are in process. There are current work orders for all large metropolitan libraries to be switched to 100Mbps Ethernet, which is cheaper than the existing DS3s. Stephen Hedges said that he would like to purchase new routers for those currently "at capacity," but the equipment purchasing freeze will affect upgrades.

Invitation To Negotiate for databases -- The Libraries Connect Ohio (LCO) partners have received submissions from 37 vendors in response to the Invitation To Negotiate (ITN) for databases to be purchased with future Library Services and Technology Act (LSTA) grant awards. January 30 was the first meeting of the committee to review responses; they will be meeting again on February 28.

Terry Casey asked for more information about the State Library board retreat attended by Stephen Hedges. Stephen replied that it was an opportunity to update the State Library board about current projects. Jo Budler noted that the purpose of the retreat was talking about current initiatives and checking the issues with the board.

8.1. Databases and Network Reports

8.4.1. Database usage

Laura Watkins reported that database searches are down, but documents retrieved are up, which could indicate that people are finding what they need and do not have to do as many searches.

8.4.2. Support Center (December and January)

Karl Jendretzky reported that the number of circuit work orders was high, due mostly to the circuit upgrades. Jeff Wale thanked the OPLIN Help Desk for their excellent customer service.

9. CHAIR'S REPORT

Gayle Patton announced that the April 11 meeting will be the board retreat. It will be held in the E-Tech Ohio conference room, in the same building as the OPLIN office, and will take place from 10am-3pm. During the retreat we will review the OPLIN Mission, Goals, and Objectives.

Gayle Patton noted that all board members should have received financial reporting forms from the Ohio Ethics Commission. These are due April 15; all board members should have received a listing of their OPLIN travel reimbursements from the State Library. Diane Fink pointed out that all fees are paid by OPLIN, but the late filing fee is $100.

Gayle Patton informed the board that Jim Kenzig (OPLIN trustee) is now back to work and hopes to attend the April board meeting.

There was a discussion about a board replacement for Laura Solomon. The board needs to provide the names of two candidates to the State Library board for selection. Stephen Hedges provided demographic information on everyone who expressed interest in the position and noted that demographically Holly Carroll is an exact replacement for Laura Solomon. Jeff Wale asked if the board should replace Laura now or wait for June when we regularly add new board members. Terry Casey said that we should announce recruitment for the regular openings as soon as possible.

Mary Pat Essman nominated Holly Carroll as board replacement for Laura Solomon; Terry Casey seconded.

Gary Branson nominated Sandi Plymire as board replacement for Laura Solomon; Jeff Wale seconded.

Karl Colon motioned that the board endorse both candidates as excellent choices and prioritize Holly Carroll as a replacement because of her geographic area; Mary Pat Essman seconded. All aye.

Bob Richmond asked if the new board member will attend the board retreat; Stephen Hedges said yes.

Stephen Hedges noted that the State Library remodeling is now complete. Jo Budler noted that the State Library is moving their collection to vacate 16,000 square feet as a cost reduction.

10. ADJOURNMENT

Bob Richmond motioned to adjourn the meeting at 11:33 a.m.

December 14, 2007 Minutes

 

 

October 12, 2007 Minutes

OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED FOURTH REGULAR MEETING of the BOARD OF TRUSTEES

Minutes -- October 12, 2007

1. WELCOME and CALL TO ORDER

The one hundred fourth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 9:33 a.m. on Friday, October 12, 2007 by Board Chair Gayle Patton at the Greater Columbus Convention Center (Room C122) in Columbus, Ohio.

Present were Board members: Bonnie Mathies, Mary Pat Essman, Gayle Patton, Laura Solomon, Jeff Wale, Karl Colon, and Michael Wantz. Gary Branson arrived at 9:39 a.m.

Also present were: Stephen Hedges (OPLIN), Joel Husenits (OPLIN), Karl Jendretzky (OPLIN), Laura Watkins (OPLIN), Vince Riley (OPLIN), Jo Budler (State Library), Diane Fink (State Library), Carol Verny (OHIONET), and Scott Miller (Gongwer).

2. PUBLIC PARTICIPATION

The Chair called for public participation, and there was none.

3. APPROVAL OF THE AGENDA

Mary Pat Essman motioned to approve the agenda, Bonnie Mathies seconded. All aye.

4. APPROVAL OF THE MINUTES of August 10 meeting

Jeff Wale motioned to approve the minutes from the August 10th meeting, Laura Solomon seconded. All aye.

5. ACCEPTANCE OF THE FINANCE REPORT

Diane Fink gave a detailed finance report, update as of September 30th.

Report A covered budget and expenditures for the recently completed biennium (July 1, 2005 - June 30, 2007). There have been no changes in the Fiscal Year (FY) 2006 numbers, but for FY2007, OPLIN and the State Library have approximately five months to pay off any open encumbrances. All encumbrances have been paid off as of the end of September. OPLIN receives a combination of General Revenue Funds (GRF) and 4S4 funds. There were not a lot of network upgrade costs during the last FY, and the previously anticipated library paid-for databases service was not offered, so there is some leftover spending authority.

Report B covered budget and expenditures for the current FY, through September 30. There have been no disbursements posted for staff salaries due to problems with the new Ohio Administrative Knowledge System (OAKS) financial software being used by the State of Ohio. In order for payroll to post statewide, every agency has to resolve its payroll errors. The State Library and OPLIN have no errors or issues at this point, but some other agencies do, and OBM is working with them to resolve the issues.

Diane reported that monies related to the Libraries Connect Ohio (LCO) statewide database collection have been encumbered to the respective database vendors. She also explained how lease agreements with state agencies work, and how this system applied to rent costs for the OPLIN office. She also reiterated the change in the paid-for databases, and how vendors now work directly with OHIONET, resulting in unused spending authority in the OPLIN budget.

Report C was a revenue and cash balance summary. There has been one large disbursement for OPLIN's portion of the LCO databases, and OPLIN has started receiving some of the E-rate refunds for telecommuncations costs incurred last fiscal year.

Report D covered projected vs. actual revenue and cash balance. OPLIN has not yet received a transfer from OIT for the E-rate refund on their services.

Diane reported that OBM has not yet released instructions for the upcoming capital budget request, but that they will probably be released soon. When they are, the State Library and OPLIN will meet with OBM and start this process. OBM is using the new OAKS system to manage the state's resources at a higher level, and they are implementing rules to allow money to remain in the state treasury for as long as possible. In light of the current economic climate and recession fears, OBM is trying to be very cautious with state spending, and this is reflected through Governor Strickland's policies, which differ with past administrations. The State Library will hear more from OBM after January 1st regarding Strickland's priorities for the upcoming 2010-11 budget request, which will be the first one developed entirely under his administration.

Jeff Wale motioned to approve the Finance Report, Bonnie Mathies seconded. All aye.

6. OLD BUSINESS

6.1. Policy on Extending OPLIN Connection

Stephen Hedges noted that at the last Board meeting, he reported on a potential problem with E-rate paperwork if a public library shares its OPLIN-provided Internet connection with other entities in its community. Any portion of that bandwidth going to that other entity would not be E-ratable. Stephen sent a message to all Ohio public library directors to try and find out which libraries were sharing their connections, and it turns out that there are less than 10. In some of the cases, they are sharing with schools, which is still E-ratable. It seems to be small enough of a problem that OPLIN can probably just adjust its E-rate application process with those individual public libraries, and leave this official policy as is.

Bonnie Mathies noted that she feels comfortable with this plan. She thinks that there will be a movement around the state for more public entities to share their resources, and that OPLIN needs to keep a close eye on this.

Jeff Wale questioned the language regarding bandwidth in the policy, and Stephen Hedges summed up the current policy as: if a library shares their OPLIN connection, they cannot ask OPLIN for more bandwidth if they run out. OPLIN will only count what the library is using when figuring out its bandwidth allocations. Jeff noted that OPLIN should not penalize public libraries that are being good neig