June 10, 2011 Minutes

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

Minutes—June 10, 2011

1. WELCOME and CALL TO ORDER

The one hundred twenty-sixth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, June 10, 2011 by Board Chair Sandi Plymire at the State Library of Ohio in Columbus, Ohio.

Present were Board members: Gary Branson, Jason Buydos, Ben Chinni, Karl Colón, Karen Davis, Jamie Mason, Bonnie Mathies, Jeff Wale, and Sandi Plymire.

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

2. APPROVAL OF THE AGENDA

Sandi Plymire requested approval of the meeting agenda.

Jeff Wale motioned to approve the agenda as presented; Gary Branson seconded. All aye.

3. PUBLIC PARTICIPATION

The Chair recognized Lynda Murray.

Lynda reported that OLC expects there will be legislative tuning of the complex state budget over the next year as problems surface. An area of concern for libraries is the removal of the OPLIN and the Library for the Blind funding from the Public Library Fund (PLF) without any reimbursement from the General Revenue Fund (GRF); in the current biennium, funds from the GRF were transferred to the PLF to offset the OPLIN and the Library for the Blind deductions. Stephen Hedges and Lynda have discussed the possibility of making a technical change that would allow OPLIN funding to rise and fall with the amount of funds in the PLF, rather than being a fixed number, and so long as such a change is "budget-neutral" the legislature would likely to be willing to accommodate it. Lynda noted, however, that if the library community asks for such a change, they have in effect made a long-term commitment to continuing to fund OPLIN from the PLF.

Karl Colón pointed out that OPLIN has fixed costs associated with Internet connections, so funding could not fall below a certain level. Doug Evans reported that in his recent meetings with small libraries, they have expressed concerns about the reduction in their funding due to the OPLIN deduction, but also realize that they depend on OPLIN. Lynda agreed that the larger libraries are probably the ones with more reason to object to the OPLIN deduction. Jason Buydos remarked that a long-term commitment to funding OPLIN from the PLF might be a bigger problem for libraries than the amount of the OPLIN deduction. Other discussion focused on the need to uncouple the OPLIN deduction and the Library for the Blind deduction, since the latter is more objectionable to libraries; OPLIN is governed by a board of public librarians, unlike the Library for the Blind.

Karl Colón reminded everyone that OPLIN now has a committee exploring services that would provide additional benefits to libraries that may not feel they currently get a good return on their investment in OPLIN. Stephen Hedges pointed out that no funding change could be made quickly, and that he sensed the general attitude of the Board now was to aim for returning OPLIN funding to the GRF, however unlikely that may be at the moment.

[Lynda Murray left the meeting at 10:24.]

The Chair recognized Beverly Cain.

Beverly reported that the State Library Board has decided to use excess federal LSTA funds from FY 2010 to fund one-year pilot subscriptions to three databases—Mango Languages, Ancestry Library Edition, and the World Book Early World of Learning—at the suggestion of the LSTA Advisory Council. The pilot subscriptions will begin July 1. Stephen Hedges also reported that the State Library Board agreed to pay for a portion of the OPLIN contribution to the EBSCO subscription, thus freeing up funds to allow OPLIN to complete the router replacement project that was begun in 2008.

4. APPROVAL OF THE MINUTES of April 8 Board Retreat

Jason Buydos motioned to approve the minutes of the April 8 meeting; Karen Davis seconded. All aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented the Financial Reports as of May 31, 2011.

Report A showed the budget and expenditures at the end of Fiscal Year 2010 (now closed) and Fiscal Year 2011 through May 31. In the FY 2011 budget, Diane reported that payroll numbers will increase slightly because the state has directed that the 27th payroll of this calendar year will shift from FY 2012 to FY 2011. Also in Administration expenses, the encumbered amount for equipment is set aside for purchasing eight routers using E-Rate discounts. Throughout the report, "available" balances actually represented unused spending authority. In Telecommunications expenses, some previously budgeted amounts for Office of Information Technology (OIT) expenses were shifted to circuit expenses due to a reduced billing rate from OIT. All FY 2011 filtering funds have now been disbursed to libraries.

Report B showed the revenue and cash balances from July 2009 through May 2011. The cash balance in the past year increased about $350,000, primarily due to additional E-Rate reimbursements as well as refunds from telecommunications vendors for disconnected circuits following upgrades.

Report C showed the projected budget and expenditures for Fiscal Year 2012. The payroll budget will change slightly depending on the final version of the state biennium budget. Rent is slightly less than the amount in the budget submitted last fall to the Office of Budget and Management (OBM) because the rent increase was not as large as projected at that time. The amount budgeted for Information Resources has been reduced by $243,455, because of the State Library Board grant reported earlier by Stephen Hedges, and a new budget line in that amount has been created for Equipment/Routers for Network. OPLIN had submitted a request for capital funds to complete the router replacement project in February 2010, but nothing has happened with that budget, and the opportunity to use LSTA funds provided a different way to secure the necessary funding. Stephen Hedges noted that this solution was suggested by the State Library, and the Board expressed their appreciation to Beverly Cain.

Diane also presented Biennial Budget Reports, which now included not only the Executive Recommendation, but also the House and Senate Recommendations. All three budget recommendations were identical. Diane noted that the State Library's budget was also consistent in all three recommendations. Jeff Wale commended Diane for her thorough report.

Gary Branson motioned to accept the Financial Reports; Jamie Mason seconded. All aye.

6. OLD BUSINESS

There was no old business to come before the Board.

7. NEW BUSINESS

7.1. Policy on Public Library Use of OPLIN

Stephen Hedges presented a proposed new version of the Policy on Public Library Use of OPLIN. Some libraries are planning to provide wi-fi connectivity in public spaces in their communities, so Stephen reviewed this policy to be sure it would not conflict with such plans. He found that the wording of the policy in general, which was last edited ten years ago, was outdated, and now proposed extensive changes. Several Board members argued that the section encouraging libraries to use their connections for certain services was no longer needed, that the sections describing what they are and are not permitted to do were sufficient. It was also noted that extensive use of wi-fi outside the library would increase OPLIN costs. Jason Buydos pointed out that the language prohibiting libraries from charging fees for Internet services "of any kind" might prevent libraries from charging routine fees for interlibrary loan, so those three words were removed.

Jeff Wale motioned to approve the discussed changes to the Policy on Public Library Use of OPLIN; Jason Buydos seconded. All aye.

7.2. Disbursement of filtering support funds

Stephen Hedges reported that all indications are that there will be no change in the filtering earmark in the OPLIN budget in the next two years. He proposed changing the way funds are distributed, however, suggesting that the application process could be simplified and funds could be distributed to libraries based on the number of filtered computers they have, rather than through grants and the current grant guidelines. This would allow funds to flow to all libraries, rather than just libraries with low revenues. He estimated each library would get about $5 per computer.

Jeff Wale asked if filtered staff computers would be separated from public computers; Stephen replied that he thinks they should be handled together, noting that the Childrens Internet Protection Act requires libraries to filter both in order to get E-Rate funds. Doug Evans reported that a few smaller libraries had expressed concerns to him about continued support for their filtering. Jason Buydos speculated that OPLIN might identify one filtering vendor and pay the entire $81,000 earmark to them to provide filtering in libraries. Stephen noted that NEO-RLS currently offers filtering through one vendor.

Discussion turned to how deeply OPLIN would then have to be involved in implementing local filtering policies, and also how differences in the earmark and the cost of the filtering would be resolved. Jeff Wale pointed out that negotiating for filtering statewide could bring the cost down to $5 per computer, perhaps less. Diane Fink warned that any expenditure over $50,000 to one vendor would require special procedures, unless there is already a state contract with that vendor. Karl Colón suggested that getting a vendor on a state contract could take a year, so that might be something to explore for the future. Ben Chinni questioned why OPLIN would want to get involved in such complexities, when the current disbursement of the earmark seems to be satisfactory. Karl pointed out that negotiations that lead to a state contract(s) for filtering could reduce costs for all libraries.

Stephen suggested that for FY 2012 OPLIN simplify the application and reporting procedures, but continue to distribute the funds via the grant process currently used; the Board can formally approve this plan in August, but he can now tell inquiring libraries that the filtering program will continue essentially as before for another year. Meanwhile, he will work on establishing a statewide filtering contract for FY 2013. The Board was generally in agreement with this suggestion.

7.3. Review strategic plan

Stephen Hedges presented a few minor changes to the strategic plan based on discussions at the April Board Retreat. The most notable changes were minor shifts in the way OPLIN approaches marketing through social media, to reflect current best practices. Stephen noted that this is just a beginning, and that more changes are likely after the ad hoc committee on OPLIN services completes its work.

8. REPORT from AD HOC COMMITTEE ON SERVICES

Jason Buydos began his report by ceding the floor to Karl Colón.

Karl Colón motioned to commend the OPLIN staff on their excellent work throughout the year; Jason Buydos seconded. All aye.

Jason reported that the ad hoc committee had an initial meeting and have identified two areas of service which are promising: network consulting and technology purchasing consulting. Network consulting could fit within an existing goal in the strategic plan, but purchasing consulting might require a new goal. The committee will continue to meet and refine these areas of service, with the expectation that some of the new services will benefit libraries that may not be getting as much benefit as other libraries from current OPLIN services. Jamie Mason noted that some of these services might conflict with services already offered by the regional library systems and encouraged the committee to communicate with NEO-RLS in particular.

9. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported that the final Biannual Report to the Leadership of the Ohio General Assembly was submitted at the end of April; as a result of a change to language in the new biennial budget, future reports on library Internet filtering will be produced upon request rather than on a regular biannual schedule. He also reported briefly on ALA Legislative Day and thanked Karl Colón for his testimony regarding OPLIN before the Ohio Senate Finance Committee while he was away in Washington. Stephen also thanked OLC for the opportunity to explain OPLIN at their New Directors workshop. Finally, he thanked Karl Jendretzky for his outstanding work implementing the new Zimbra email server.

Regarding OPLIN office activities, Stephen called attention to the many presentations Laura Solomon has been giving at workshops, and the May 26 State Library Board meeting where LSTA funds were awarded to the Ohio Web Library.

9.1. Technology Projects Manager report

Karl Jendretzky provided details of changes to the OPLIN mail servers resulting from the Zimbra implementation. He reported on tests of a Cisco centralized filtering solution, which was not able to handle our needs. He also described the routers which OPLIN now plans to purchase to complete the upgrade project and speculated that the new equipment should be large enough to serve most libraries for the next decade; OPLIN will be purchasing these routers directly rather than through OIT. Karl also noted that the OPLIN core has now been completely moved to the new Juniper router, so OPLIN can now proceed with setting up quality-of-service for special network needs.

9.2. Library Services Manager report

Laura Solomon described the programs on social media she has been doing at OLC Chapter Conferences. Demand for Dynamic Website Kits continues to be strong, with nine new libraries signing on since the beginning of the year. She continues to make improvements and upgrades to the kits.

9.3. Database usage

Stephen Hedges noted that the number of documents viewed decreased drastically in May. Following an EBSCO system upgrade in mid-April, Stephen noticed that the number of EBSCO articles viewed dropped significantly, and he speculated that over the past year, when OPLIN saw searches decline but article views increase, the EBSCO statistics may not have been accurate.

10. CHAIR'S REPORT

10.1. Nominations Committee report

Jeff Wale presented the report from the Nominations Committee. In response to a call for nominations, the committee received eleven excellent nominations. The committee felt that the Board needed more representation of library trustees, and perhaps had too much representation from library administrators. With this in mind, two candidates stood out: Jill Billman-Royer, a trustee at Southwest Public Libraries, and Rebecca Schultz, the Technology Coordinator at Portsmouth Public Library. Testing these candidates against the geographic and library size representation of the Board also indicated they would be good additions. Sandi Plymire noted that this group of candidates was the strongest she had seen.

The committee recommended that the State Library Board be asked to appoint Jill Billman-Royer to fill Jim Kenzig's unexpired term, to appoint Rebecca Schultz to fill Bonnie Mathies' expiring term, and to re-appoint Sandi Plymire to a second term. All aye.

The Nominations Committee also prepared a slate of candidates for Board officers for election at the upcoming August meeting. Candidates who are willing to serve are: Jeff Wale, Chair; Jamie Mason, Vice-Chair; Gary Branson, Treasurer; and Karl Colón, Secretary. Jeff indicated that he would appoint Sandi Plymire to the at-large position on the Executive Committee.

10.2. Director's evaluation

Sandi Plymire reported that all Board members had submitted evaluations of the OPLIN Director, which were collated by Bonnie Mathies. Stephen Hedges met or exceeded all expectations in all areas on all evaluations, and comments were positive; she shared a few of those comments. Stephen thanked the Board for their support.

10.3. Resolution honoring Bonnie Mathies

Sandi Plymire read the following resolution:

WHEREAS, BONNIE MATHIES has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since July 2004, and WHEREAS she has freely and unselfishly given of her time and efforts to ensure the success of OPLIN by serving on the Board for SEVEN years, and WHEREAS she has served steadfastly as the Secretary of the OPLIN Board since July 2007, and WHEREAS she has consistently contributed her respected opinions to OPLIN Board and OPLIN Executive Committee deliberations, and WHEREAS she has been a dependable and active participant in Board activities, and WHEREAS her service as a trustee of the Washington-Centerville Public Library gave her an exceptional perspective on OPLIN and its services to libraries, and WHEREAS her service as an administrator of Wright State University, an OhioLINK institution, allowed her to contribute valuable information to Board discussions for the benefit of both OPLIN and OhioLINK, NOW, THEREFORE BE IT RESOLVED, that on the 10th day of June, Two Thousand and Eleven, 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 BONNIE MATHIES during her outstanding tenure with the Ohio Public Library Information Network, and BE IT FURTHER RESOLVED, that the Board extends its most sincere thanks and appreciation to BONNIE MATHIES for her continued volunteer service as a member of that Board.

Karl Colón motioned to place the resolution in the minutes; Gary Branson seconded. All aye.

Bonnie noted that she has been involved with OhioLINK, OPLIN and INFOhio from the beginning of each organization, and while some issues have been resolved over the years, others continue to come up, so she will continue to take an interest in these organizations. She remarked that the people in all three organizations are passionate about libraries, and she felt such support of public information was very important.

11. ADJOURNMENT

On motion of Jeff Wale the Board adjourned at 12:04 p.m.

April 8, 2011 Minutes

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

Board Retreat

Minutes—April 8, 2011

1. WELCOME and CALL TO ORDER

The one hundred twenty-fifth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 9:30 a.m. on Friday, April 8, 2011 by Board Chair Sandi Plymire at the State Library of Ohio in Columbus, Ohio.

Present were Board members: Don Barlow, Gary Branson, Jason Buydos, Karl Colón, Karen Davis, Jamie Mason, Jeff Wale, and Sandi Plymire. Bonnie Mathies arrived at 10:30.

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

2. APPROVAL OF THE AGENDA

Sandi Plymire requested approval of the meeting agenda.

Jason Buydos motioned to approve the agenda as presented; Don Barlow seconded. All aye.

3. PUBLIC PARTICIPATION

The Chair recognized Doug Evans.

Doug provided an update on legislative activity related to public libraries, particularly the next state biennium budget. Funding for OPLIN and the Library for the Blind and Physically Handicapped are currently slated to come out of the Public Library Fund (PLF), which would increase the anticipated cut in library funding from 5% to about 6œ%. OPLIN has also suggested amendment language to re-direct the filtering earmark in the OPLIN budget to e-government support.

Karl Colón and Jeff Wale asked about S.B. 5, the "collective bargaining" bill. Doug indicated that Ohio Library Council (OLC) believes the bill would not apply to library employees who are not union members. He also reported that it has been suggested that some language may be moved into the budget bill to preclude a referendum.

Don Barlow asked about retirement system changes in the budget legislation. Doug responded that PERS has indicated that the proposed shift in employee/employer contributions would affect the solvency of the retirement fund.

4. APPROVAL OF THE MINUTES of February 11 Meeting

Karl Colón motioned to approve the minutes of the February 11 meeting; Karen Davis seconded. All aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented the Financial Reports as of March 31, 2011.

Report A showed the budget and expenditures at the end of Fiscal Year 2010 and Fiscal Year 2011 through March 31. Fiscal Year 2010 is closed, but Diane noted that FY 2009-2010 Capital Funds for purchasing routers have now been transferred to the Office of Information Technology (OIT) for router purchases in FY 2010, and that OPLIN submitted a request for additional Capital Funds in February 2010. In the FY 2011 budget, Diane highlighted the effect of furlough days on the OPLIN payroll, and also noted the decrease in telecommunications costs resulting from OIT's new rate structure this fiscal year. Report B showed the revenue and cash balances for Fiscal Years 2010 and 2011. E-Rate reimbursements for funding year 2005 continue to arrive, so the cash balance at the end of March was about $2.3 million.

Stephen Hedges called attention to the budget item for filtering grants and presented the proposed amendment to the budget bill language which would re-purpose the current $81,000 annual earmark for filtering support, using it to support e-government services instead. He also reported that the OPLIN office is testing some Cisco hardware that might be able to implement centralized filtering within the budget constraints of the filtering earmark, should the amendment be unsuccessful. Individual libraries should be able to configure the filter for their own library; Board members cautioned that libraries would also need to have the ability to deactivate the filter on individual computers. If both the amendment and the central filter testing are unsuccessful, Stephen would like to have a future discussion about changing the way filtering funds are distributed to libraries.

Diane reported that the Department of Administrative Services (DAS) has opened negotiations with the OPLIN landlord for the next biennium lease. Although OPLIN has budgeted for an increase, DAS is resisting any increase and is suggesting that OPLIN move into the State Library. This would appear to be more expensive for OPLIN than paying a slight rent increase at the current location, so OPLIN has asked DAS to proceed with negotiations with the landlord; however, Diane, Stephen, and Beverly Cain met to discuss the situation and have decided to also request that DAS conduct space planning with OPLIN and State Library staff to develop contingency plans for moving OPLIN into the State Library location.

Diane also presented Biennial Budget Reports, which include the Executive Budget amounts released by the Governor. The only difference between the submitted budget and the Executive Budget is a small reduction in payroll expenses due to the proposed shift in employee/employer contributions to the retirement system. The House Budget is expected on May 5. The cash balance at the end of the biennium, assuming OPLIN used the entire $2 million in spending authority, would be just over $100,000. Jeff Wale asked how this cash balance compares to previous years. Diane noted that the projected cash balance looks low because of the difference between the requested $2 million in spending authority in each year and the estimated $1.3 million in E-Rate funds expected to be received, creating an accounting deficit of $700,000 in each year. In reality, the cash balance at the end of the next biennium will probably be about the same as at the end of the current biennium.

Diane reported on Beverly Cain's testimony before the Higher Education Subcommittee of the House Finance and Appropriations Committee on March 31; the proposed State Library budget is 7.7% less than the current budget. She also reported briefly on the open Request for Proposals to supply statewide delivery for library materials.

Jamie Mason motioned to accept the Financial Reports; Gary Branson seconded. All aye.

6. OLD BUSINESS

6.1. OPLIN "Return on Investment" spreadsheet

Stephen Hedges recalled that he had presented a draft document titled "OPLIN Value" at the last Board meeting. The document was intended to demonstrate the "return on investment" libraries receive from OPLIN in return for taking OPLIN funding from the Public Library Fund (PLF). The consensus of the Board had been that the document should be revised and then presented again at this April Board retreat. After the February meeting, however, the Executive Committee worked with Stephen to prepare a revised document, "Benefits of Collaborative Purchasing," which was presented to the OLC Board at their meeting and then used at the OLC Legislative Day on March 24.

Now Stephen presented the full spreadsheet used to prepare the "Benefits" document. He pointed out that this detailed data revealed some surprising facts about how little the information databases are used by some libraries. The data also showed that the large libraries have a negative return on investment in OPLIN, which can be explained by the fact that the most expensive service OPLIN provides to libraries is the Internet connections, and these can be provided much more economically to large libraries as opposed to small libraries. Therefore the small libraries tend to show a positive return on investment in OPLIN, even if some of them do not use the database services.

Don Barlow and others pointed out larger libraries accept that, in many ways, smaller libraries need more in order to keep library services equitable across the state. Karl Colón noted that the data in the spreadsheet was very valuable for the OPLIN Board, but also demonstrated that OPLIN should clearly not be marketed as an "investment" for libraries, and for that reason funding for OPLIN should ultimately come from the General Revenue Fund (GRF) rather than the PLF.

The Board discussed the value of OPLIN services to libraries, beyond the expected "utility" of providing basic Internet connections and databases. Satisfying the demand for e-government services in libraries is dependent on maintaining robust and secure Internet connections, which is beyond the technical expertise of many libraries. Many libraries are dependent on OPLIN email services. There is a need for more library websites that provide good access to the databases, as the website kits do. OPLIN services may be especially valuable to smaller libraries, but the real value for all libraries is not so much as a provider of Internet connections and databases as a provider of services that sustain and support the connections and databases. Should this service extend to audits of libraries' internal networks, something which OPLIN is uniquely qualified to do? What would that cost, keeping in mind that it could be spread over an extended period?

7. NEW BUSINESS

There was no new business to come before the Board.

[The Chair recessed the meeting from 11:45 a.m. to 12:25 p.m. for lunch.]

8. REPORT and DISCUSSIONS

The next portion of the meeting included reports on the current status of OPLIN services and discussion of future plans.

8.1. Internet connections

Karl Jendretzky presented a list of all libraries receiving fiber Ethernet upgrades as a result of the OPLIN E-Rate RFP, and the few libraries that must still depend on T1 circuits purchased under the SOMACS contract. Stephen Hedges clarified that the SOMACS contract has just been renewed (2 years) for the final time. Karl noted that improvements to the OPLIN core are also underway. The remaining router upgrades are also planned if funding can be found. Looking to the future, the core may soon reach the point where purchasing 10 Gbps hardware will be more economical that maintaining multiple 1 Gbps pathways.

8.2. Databases

Stephen Hedges presented statistics of databases usage, which still show continuing slight increases in the number of documents retrieved despite slight decreases in the number of searches. Google analytics of the ohioweblibrary.org site confirms slight decreases in the number of visitors to the site. There was some discussion of the technical barriers to seeing EBSCO articles in Google search results. Stephen also reported on the breakdown of payments for the databases from the Libraries Connect Ohio partners and noted that LCO would be requesting federal Library Services and Technology Act (LSTA) funds from the State Library Board again in May. Diane Fink also reported generally on the status of federal funding for the LSTA program.

8.3. Dynamic Website Kits

Laura Solomon presented extensive information about how the website kits are designed and displayed some "before and after" examples of library websites. She also explained some of the custom modules which libraries have requested and the step-by-step process of designing a website kit. Interest in the kits continues to be strong. Looking to the future, Laura would like to focus more on developing sites that work well on mobile devices, and on encouraging libraries to pay closer attention to their website analytics. In response to Board questions, Laura clarified that the website kits can only be hosted on OPLIN servers, to control upgrade costs, and that about 15% of Ohio public libraries are currently using website kits. Board members noted the low cost and suggested that OPLIN might actively approach libraries with poor or no websites about purchasing a website kit.

8.4. Technology projects

Karl Jendretzky reported that OPLIN currently operates 19 servers, 17 of which have been rebuilt within the last three years on old hardware and moved to the State of Ohio Computer Center (SOCC). He reported that the SMS (text messaging) service is currently generating about 14,000 text messages for libraries each month and should be able to handle as many as 400,000 messages a month. The OPLIN email service is about to move to Zimbra now that the latest version (7.0.1) of that software, which fixed some bugs, has been released. Karl and Terry Fouts (OIT) are still exploring methods for performing thorough testing of circuit performance at library sites. The Board asked what sort of requests for networking assistance come from libraries; Karl replied that most issues are internal to the library, since OPLIN now upgrades connections before bandwidth limitations cause problems.

Jason Buydos motioned that the Chair establish a committee to explore the direction of future OPLIN services, including local technical support and other services; Karl Colón seconded. All aye.

The Chair asked for volunteers, then appointed Jason Buydos, Karl Colón, Jeff Wale, and Don Barlow to an ad-hoc committee to explore future OPLIN services.

Looking to the future, Karl Jendretzky reported that he would like to rebuild the system which authenticates users for database access. He also noted that OPLIN needs to buy more routers to complete the replacement of end-of-life routers still in use, and also needs to buy some new server hardware for redundancy.

8.5. Technology leadership

Stephen Hedges presented the portion of the current strategic plan dealing with technology leadership and detailed activities in support of that goal. He suggested no changes to the strategic plan in this area.

8.6. Marketing

Stephen Hedges presented the portion of the current strategic plan dealing with marketing and detailed activities in support of that goal. He suggested that it is time to do focus groups again; the Board suggested that focus group questions could come from the ad-hoc services committee. Stephen also suggested that the activity using social media to publish information about OPLIN services be removed, since this is not the most effective way to use social media. Likewise, he suggested removal of the activity using the router replacement project to provide information about OPLIN services, since OIT staff handle the actual router replacement, not OPLIN staff. Karen Davis asked how the order of libraries receiving replacement routers was determined; Stephen replied that it was based on a combination of bandwidth need and any guidelines which may be set by the funding sources.

Stephen will make changes to the current strategic plan based on the day's discussions, and present proposed changes at the June Board meeting.

8.7. Activities calendar

Stephen Hedges reported on office activities, highlighting budget-related meetings and Laura Solomon's presentation at the Computers in Libraries conference in Washington DC.

9. CHAIR'S REPORT

9.1. Board member recruitment

Sandi Plymire appointed Jeff Wale, Karen Davis, and Jamie Mason to a nominating committee to recruit Board member candidates, noting that the Board is losing two members, one of them a library trustee. The committee is also charged with recruiting a slate of Board officers.

9.2. Director evaluation process

Bonnie Mathies volunteered to once again collect Board member's evaluations of the OPLIN Director and collate them. Sandi Plymire asked all Board members to send their evaluations to Bonnie by May 16. Sandi encouraged Board members to include comments on their evaluations. The Executive Committee will review the evaluations prior to the June Board meeting and report to the full Board.

10. ADJOURNMENT

The Chair adjourned the meeting at 2:11 p.m.

February 11, 2011 Minutes

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

Minutes—February 11, 2011

1. WELCOME and CALL TO ORDER

The one hundred twenty-fourth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, February 11, 2011 by Board Chair Sandi Plymire at the State Library of Ohio in Columbus, Ohio.

Present were Board members: Don Barlow, Jason Buydos, Ben Chinni, Karl Colón, Karen Davis, Jim Kenzig, Jamie Mason, Bonnie Mathies, and Sandi Plymire.

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

2. APPROVAL OF THE AGENDA

Sandi Plymire requested approval of the meeting agenda.

Jason Buydos motioned to approve the agenda as presented; Don Barlow seconded. All aye.

3. PUBLIC PARTICIPATION

The Chair recognized Doug Evans.

Doug noted that legislative activity related to public libraries had been rare at the end of last year, but now there were a number of pieces of legislation which the Ohio Library Council (OLC) is monitoring, as well as watching for any news regarding the next state budget. OLC Legislative Day is scheduled for March 24. Doug particularly mentioned legislation affecting public employee retirement and collective bargaining.

4. APPROVAL OF THE MINUTES of December 10 Meeting

Karen Davis motioned to approve the minutes of the December 10 meeting after correction of a typographical error; Jamie Mason seconded. All aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented the Financial Reports as of January 31, 2011.

Report A showed the budget and expenditures at the end of Fiscal Year 2010 and Fiscal Year 2011 through January 31. Fiscal Year 2010 is now closed. In the FY 2011 budget, Diane noted open purchase orders for rent, staff travel, and monthly consultant payments. Regarding telecommunications expenses, she reported that the Office of Information Technology (OIT) is behind on billing for Internet access, but has also re-rated their services resulting in lower costs for OPLIN. Diane noted that only two contracts for filtering assistance grants are still outstanding. As of the end of January, OPLIN has about $2.4 million in available spending authority.

Report B showed the revenue and cash balances for Fiscal Years 2010 and 2011. The $1.3 million cash balance at the end of FY 2010 rolled over to FY 2011. In the last two months, a considerable amount was received from E-Rate reimbursements for funding year 2005. Diane noted the transfer out for the quarterly savings from Cost Savings Days. The cash balance as of January 31 was a little more than $3 million.

Diane also presented Biennial Budget Reports, which are unchanged since the last Board meeting. Executive Budget amounts will appear on these reports once that budget has been released by the Governor.

Diane reported on other general news from the Office of Budget and Management (OBM). In early January OBM released the 10% of General Revenue Funds for non-personnel costs which agencies had been instructed to set aside (about $130,000 for the State Library, but OPLIN was not affected); after the new Governor was inaugurated, this release was rescinded. Governor Kasich has issued five Executive Orders, one of which concerns ethics training and will probably affect OPLIN Board members. In news affecting public libraries, Diane reported that the State Library and OhioLINK are working toward issuing a Request for Proposal for statewide delivery services, to take effect July 1, 2011.

Bonnie Mathies motioned to accept the Financial Reports; Jim Kenzig seconded. All aye.

6. OLD BUSINESS

There was no old business to come before the Board.

7. NEW BUSINESS

7.1. OPLIN "Return on Investment" document

Stephen Hedges presented a draft document titled "OPLIN Value" and explained that at a recent meeting of the OLC Government Relations Committee it was suggested that it might be a good idea to have "return on investment" information prepared in the event that libraries question the value they receive from OPLIN in return for taking OPLIN funding from the Public Library Fund (PLF). The document considered the three primary services OPLIN buys for libraries—Internet connections, EBSCOhost, and Ohio newspapers—and listed the Internet connections currently provided to each library and the undiscounted cost of EBSCOhost for each library. Stephen requested feedback from the Board, with the goal of developing a document which could be provided to OLC to be used as needed.

Karl Colón noted that the document did not provide the amount each library contributed to OPLIN through the PLF, so it would be hard for a library to calculate their return on investment. Jason Buydos questioned if the document should not be addressed to legislators, rather than public libraries. Jamie Mason suggested that the amount OPLIN pays for each library's connection be added to the document; Stephen noted that some libraries might be able to purchase connections locally for less than what OPLIN pays under statewide contract pricing, but Board members generally felt this would still be valuable information. Doug Evans noted that legislators would probably want to see the monetary value their local libraries receive from OPLIN.

Jason Buydos reminded Board members that nine southwest Ohio libraries jointly produced an ROI document several years ago that was very useful. Other Board members noted that their libraries have produced ROI documents and/or website calculators and found them very valuable.

The consensus of the Board was that the document should be revised and then presented again at the April Board retreat.

7.2. E-Rate RFP responses

Stephen Hedges reported that in response to an RFP (oplin.org/erate/RFP2010.html) issued in conjunction with an E-Rate Form 470, OPLIN received quotes from ValTech Communications, Time Warner Cable and AT&T for providing data circuits beginning July 1. The AT&T quote proposed circuits for all OPLIN connections except two which currently are served by DS3 circuits. The types of circuits proposed included OPT-E-MAN Ethernet, Meet Point OPT-E-MAN using
combined services from AT&T and various other local exchange carriers (LECs), Ethernet Virtual Private Lines (EVPL), Private Network Transport, and T1 lines. The Time Warner Cable quote proposed business-class Ethernet services for 176 OPLIN connections spread across the state. The ValTech quote was general and did not propose solutions for specific sites; the offering was limited to libraries within the AT&T LEC territories.

Responses were scored by Stephen and Karl Jendretzky, with low cost and Ethernet technology getting the highest scores. None of the proposals to replace any of the 87 current OPLIN Ethernet connections were feasible once the penalty cost of breaking current Ethernet contracts was added to the proposal prices. Stephen explained the scoring in detail. Overall, the scoring indicated that of the libraries and regional library systems currently connected with T1 circuits, 126 should be moved to Time Warner Cable Ethernet circuits, fourteen should be moved to AT&T EVPL circuits, and twenty-seven should remain on T1 circuits. Stephen noted that this would be a major upgrade to the OPLIN network, while the overall cost would be nearly the same as current cost.

Stephen requested that the Board authorize opening negotiations with AT&T and Time Warner Cable based on this scoring with the goal of making a final determination of which libraries should be switched to their Ethernet services and securing those services beginning on or about July 1, 2011.

Karl Colón motioned to authorize the OPLIN Director to negotiate with AT&T and Time Warner Cable for new Ethernet circuits; Jason Buydos seconded. All aye.

7.3. OLC Convention Gold sponsorship

Stephen Hedges explained that OPLIN has sponsored Internet connectivity at OLC Conventions in the past, most recently paying for wireless Internet in the exhibit area, and he has been in touch with Lori Hensley at OLC about similar sponsorship at the Convention this October. He noted that the Convention will also be the venue for the OPLIN Stakeholders meeting this year. Lori has determined that the cost of wireless Internet in the exhibit area, as well as connectivity for the E-mail Cafe, would probably be about $4,000, which would qualify OPLIN to be recognized as a Gold Sponsor of the Convention. Stephen asked for approval to sponsor Internet connectivity for the Convention at the Gold Sponsorship level.

Don Barlow motioned to sponsor the OLC Convention at the Gold level; Jason Buydos seconded. All aye with the exception of Karl Colón and Jamie Mason, who abstained because they are members of the OLC Convention Program Committee.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges called attention to the copies of the OPLIN Annual Report which were included in the Board packets. He commended Amie McReynolds for her good work on the Annual Report, despite the fact that she is new to OPLIN and was learning about the organization while creating the report. Also included in the packet was a "one-pager" about OPLIN which Stephen provided to Lynda Murray (OLC) which she can leave with legislators as she visits them.

Stephen reported that on a couple of occasions during the past two months, OPLIN experienced some unexpected circuit outages that affected a number of libraries, sometimes for extended periods of time. One outage was prolonged enough to violate the Network Availability guarantee (99.99%) of the AT&T Service Level Agreement with the state, so AT&T will be refunding part of our circuit charges. OIT set up a meeting with AT&T on December 21, which Karl Jendretzky and Stephen attended, to determine the cause of these problems and steps which might prevent similar problems in the future. Basically, the problems all seem to have been communication-related.

Stephen informed the Board that Karl Jendretzky has installed a new and improved system for tracking trouble tickets. In the course of migrating tickets from the old system to the new system, he also removed many tickets that could have been closed earlier. OPLIN will now have monthly staff meetings to review all open tickets and identify problems that need further attention.

Stephen reminded the Board that he has worked with Bill Morris (State Library) to submit altered budget language to OBM that would change the OPLIN report to the leadership of the legislature and the Governor on filtering activities in libraries from a bi-annual report to an on-demand report. Stephen has also asked Lynda Murray to keep in mind, as she meets with legislators, that OPLIN would have no objection to the removal of the earmark in our budget for support of filtering in libraries.

Stephen reported that OPLIN recently began the process of developing smartphone apps for the Find-A-Library service; instead of apps, however, a modified version of the service was built so it now performs well in any mobile device web browser. This mobile-optimized version can be found at http://oplin.org/labs/mobilefal. It has been coded to bypass a display problem on iPhone screens, and library phone numbers can be called (if your device is a phone) just by touching the number. You can also touch the library's address to launch Google maps, which can then provide you with other information, such as driving directions. Finally, you can touch on the library's web address to go to the library website.

Looking at the calendar of OPLIN office activities, Stephen highlighted his participation in an EBSCO focus group on December 9, Karl Jendretzky's on-site networking help at Putnam County District Library, and Laura Solomon's workshop presentation for NEO-RLS on January 19. He also mentioned that Laura will be doing a presentation at the Computers in Libraries conference in Washington DC in March.

8.1. Technology Projects Manager report

Karl Jendretzky reported that the Support Center has been very busy since the beginning of the year with ordering upgrades and branch connections for libraries. The Support Center has also had to deal with a considerable number of e-mail accounts that have been compromised through phishing attacks. Karl also reported that he is pleased with the performance of the new ticketing system.

Karl mentioned that the SMS messaging system is now processing more than 2,000 library text notices each week. He reported that the project to upgrade the OPLIN webmail service to Zimbra software is ready to move forward again, now that the latest major version of Zimbra was released four days ago. So far, it looks like this version of Zimbra will offer improved document sharing.

Finally, Karl reported that he and Terry Fouts (OIT) think they have developed a way to load an entire operating system and network testing software on a bootable flash drive, which can easily be sent out to libraries. These would be an inexpensive replacement for the more cumbersome testing pod currently being used to track down network problems at library sites. A further refinement might be to implement similar software over the network for remote testing.

8.2. Library Services Manager report

Laura Solomon reported that three new kit websites have launched, bringing the total to twenty-eight website kits completed and seven more in process.

Laura also reported on an ongoing project to transition the old "personal" OPLIN Facebook account to an "organization" account. When OPLIN first established an account, there was no option for organization accounts. Now she is asking people to "de-friend" the old account and "like" the new account, so she can close the old one.

Laura mentioned her upcoming presentation at Computers in Libraries, but also reported that she will be doing presentations at most of the OLC Chapter Conferences following her return from CiL.

8.3. Database usage

Stephen Hedges presented statistics of database usage. He expressed some concern over the continuing trend toward fewer searches and more article retrievals, which could mean that fewer people are using the databases, even though those who do use them seem to be finding more articles. OPLIN staff may try to use other tools to determine if fewer people are using ohioweblibrary.org, for example.

11. CHAIR'S REPORT

Sandi Plymire read a resolution in honor of Jim Kenzig, who is resigning from the OPLIN Board:

WHEREAS, JAMES KENZIG has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since July 2006, 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 four and a half years, and WHEREAS he has consistently contributed his respected and expert opinions to Board deliberations, and WHEREAS he has been a dependable and active participant in Board activities, and WHEREAS his service as an information technology manager for the Cuyahoga County Public Library gave him a valuable perspective on OPLIN and its services to libraries, NOW, THEREFORE BE IT RESOLVED, that on the 11th day of February, Two Thousand and Eleven, 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 JAMES KENZIG 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 JAMES KENZIG for his continued volunteer service as a member of that Board. ATTESTED TO THIS DATE FOR THE OPLIN BOARD OF TRUSTEES Sandi Plymire, Chair; Bonnie Mathies, Secretary

Sandi reminded Board members to be sure they submitted their Financial Disclosure forms to the Ethics Commission before April 15. She also reminded Board members that the next meeting on April 8 will be the all-day Board retreat, and they should bring money for lunch. Stephen will provide a menu at a later date.

12. ADJOURNMENT

On motion of Jim Kenzig the Board adjourned at 11:17.

December 10, 2010 Minutes

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

Minutes—December 10, 2010

1. WELCOME and CALL TO ORDER

The one hundred twenty-third meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, December 10, 2010 by Board Chair Sandi Plymire at the State Library of Ohio in Columbus, Ohio.

Present were Board members: Don Barlow, Gary Branson, Jason Buydos, Ben Chinni, Karl Colón, Karen Davis, Jamie Mason, and Sandi Plymire. Bonnie Mathies joined the meeting at 10:11 and Jeff Wale joined the meeting at 10:20.

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

2. APPROVAL OF THE AGENDA

Sandi Plymire requested approval of the meeting agenda.

Jason Buydos motioned to approve the agenda as presented; Jamie Mason seconded. All aye.

3. PUBLIC PARTICIPATION

The Chair recognized Doug Evans.

Doug reported that OLC has been actively making contact with new administration officials as they are appointed by governor-elect Kasich. OLC continues to hear many rumors about changes which may be coming in the new administration, but has not been able to confirm that any changes have yet been discussed regarding public libraries. He noted that tax revenues are currently running ahead of predictions, but it is unknown what effect that may have on the next biennium budget. He asked that Board members share any rumors or information they might hear.

Don Barlow asked if there were any developments in the East Cleveland Public Library effort to join with the Cuyahoga County Public Library; Doug had nothing new to report in that regard. He did report, however, that OLC has used an LSTA grant to engage Driscoll and Fleeter to provide information to the State Library task force investigating issues related to library mergers and consolidations.

4. APPROVAL OF THE MINUTES of October 8 Meeting

Don Barlow motioned to approve the minutes of the October 8 meeting; Jason Buydos seconded. All aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented the Financial Reports as of November 30, 2010.

Report A showed the budget and expenditures at the end of Fiscal Year 2010 and Fiscal Year 2011 through November 30. Two FY 2010 purchase orders had small balances that were canceled as of November 30, the last day FY 2010 purchase orders could remain open. The total "available balance" of $469,507 for FY 2010 actually represents the unused portion of OPLIN's $2 million spending authority for potential non-state income. Diane noted that one large purchase order to the Office of Information Technology (OIT) for the new Juniper routers is awaiting an invoice; these funds are available from the last capital budget. OPLIN has another request for funds in the current capital budget, but it is unknown when the legislature will consider this budget.

Moving to the FY 2011 budget, Diane noted the expenditure for new desktop computers to replace 7-year-old staff computers. She reported that all fiscal year funds going toward purchase of the information databases has been distributed to Wright State University, and eTech Ohio has been paid for E-Rate services and workshops. Diane pointed out that no payments had yet been made to OIT as of November 30, but OPLIN has since started to receive OIT invoices. She also noted that all the filtering assistance grants approved at the last Board meeting have been disbursed, with the exception of one library that requested a delay until January 1.

Report B showed the revenue and cash balances for Fiscal Years 2010 and 2011. The $1.3 million cash balance at the end of FY 2010 rolled over to FY 2011. Shortly after the beginning of FY 2011 a transfer of $3.7 million was made from the Public Library Fund (PLF) to OPLIN, and additional revenue has been received from E-Rate reimbursements and web services for libraries. The cash balance as of November 30 was a little more than $2.8 million.

Diane also reviewed the FY 2012-13 budget request that was submitted to the Office of Budget and Management (OBM) on November 1. She mentioned the payroll budgeting increase in FY 2012, when an extra pay cycle falls within the fiscal year; the total budget request, however, is the same as the current OPLIN budget. As funding recommendations are developed by the Governor, the House, and the Senate, they will be added to the report. Regarding future cash flow projections, Diane noted that OPLIN should receive about $1 million in E-Rate reimbursements from 2005, following approval of an appeal to the Federal Communications Commission. If all spending authority is used, the projected cash balance at the end of FY 2013 will be about $100,000.

After the OPLIN budget request was submitted to OBM on November 1, as part of the State Library budget, it underwent a technical review by OBM staff, then OBM requested additional copies to forward to the legislature and governor-elect. An IT Plan was a required component of the budget request; David Namiotka assisted in the preparation of this plan. On December 1, OBM publicly released all agency budget requests. OBM also requested and received a brief summary of the State Library budget request, organizational structure, and services for the governor-elect. Diane noted that the State Library and OPLIN should be able to retain all staff at the requested budget level; however, the Department of Administrative Services (DAS) has also encouraged all unclassified staff to submit their resumes to the governor-elect's fixohionow.com website.

Stephen Hedges called attention to the ever-decreasing cash balance at the end of each fiscal year, with a projected balance of only $100,000 at the end of the next biennium, and noted that this will need to be a topic of discussion at the April Board retreat.

Gary Branson motioned to accept the Financial Reports; Karen Davis seconded. All aye.

6. OLD BUSINESS

6.1. Second round of Internet filtering assistance grants

Stephen Hedges presented the applications received from libraries for the second round of filtering grants. The first round of grants was awarded at the last Board meeting, to help libraries with the cost of installing new Internet content filters or upgrading existing filters. This second round of grants will also include renewal costs for existing filters. Forty-four (44) libraries applied in the second round, bringing the total for both rounds to fifty-three (53). (One library submitted separate applications in both rounds.) $53,395.89 of the original $81,000 earmark is still available after first-round awards; the total of the second-round requests, however, was $79,313.09. Because of the big difference between demand for assistance and available funds, Stephen aggressively restricted his recommendations to costs that are clearly for content filtering, removing requests for funds to support server maintenance or security firewalls. Despite this editing of the requests and the $4,500 maximum award per library system, there are still three library systems (with relatively large revenues) that would not receive any assistance in response to their request; libraries with smaller total revenue receive a higher priority for funding.

Stephen recommended that the following requests, totaling $53,395.89, be funded:

New install
Shaker Heights Public Library	SafeSquid Business Edition	$4,494.10
Upgrades
London Public Library	SonicWall TZ 210	$2,430.20
Alexandria Public Library	WF300 Filter Appliance	$3,122.00
Monroe County District Library	Cymphonix EX220	$3,090.00
Barnesville Hutton Memorial Library	Cymphonix EX220	$3,090.00
Cardington-Lincoln Public Library	SonicWall TotalSecure	$3,765.72
Rock Creek Public Library	Websense filtering	$849.99
Madison Public Library	Websense filtering	$1,225.00
Renewals (in order from least to most total library revenue)
Grand Valley Public Library	Websense filtering	$250.00
Sabina Public Library	Content Watch	$169.90
Andover Public Library	Websense filtering	$200.00
Mechanicsburg Public Library (already paid?)	ContentProtect Pro Suite	$0.00
Wagnalls Memorial Library	8e6 R3000 Filter Support	$199.00
Kingsville Public Library	OpenDNS Enterprise	$849.99
Henderson Memorial Library Association	Websense filtering	$250.00
Union Township Public Library	CyberPatrol	$319.20
Harbor-Topky Memorial Library	Websense filtering	$810.00
Plain City Public Library	8e6 R3000 Filter Support	$199.00
Carnegie Public Library (East Liverpool)	Websense filtering	$400.00
Newton Falls Public Library	Websense filtering	$1,125.00
Hubbard Public Library	Websense filtering	$1,150.00
Brown County Public Library	Websense filtering	$1,890.00
Galion Public Library Association (quote pending)	Netsweeper	$600.00
Canal Fulton Public Library	St. Bernard iPrism	$1,435.50
Perry Public Library	Websense filtering	$510.00
McKinley Memorial Library	Websense filtering	$1,000.00
Kent Free Library	Websense filtering	$2,825.00
Marysville Public Library	8e6 R3000 Filter Support	$398.00
Reed Memorial Library	Websense filtering	$1,550.00
Ashtabula County District Library	Websense filtering	$1,550.00
Pickaway County District Public Library	8e6 R3000 Filter Support	$398.00
Briggs Lawrence County Public Library	RPPro	$376.89
Portage County District Library	Websense filtering	$2,500.00
Portsmouth Public Library	Content Filtering Service	$1,347.85
Twinsburg Public Library	St. Bernard iPrism	$2,133.00
Grandview Heights Public Library	8e6 R3000 Filter Support	$199.00
Fairfield County District Library (second request)	8e6 R3000 Filter Support	$0.00
Putnam County District Library	CyberPatrol	$574.40
Geauga County Public Library	Websense filtering	$3,500.00
Westerville Public Library	Proventia appliance	$1,200.00
Warren-Trumbull County Public Library	Websense filtering	$1,419.15 or balance available after other grant adjustments, up to $4,500
Washington-Centerville Public Library	Websense filtering	$0.00
Greene County Public Library	Websense filtering	$0.00
Akron-Summit County Public Library	Websense filtering	$0.00

Stephen explained his reasoning for the requests not recommended for funding. In the case of Galion Public Library Association, Stephen has asked them to supply a vendor quote to complete their application; if this quote is not forthcoming, their grant would not be awarded. Any funds left over after award adjustments would be put toward the request from Warren-Trumbull County Public Library, which was for $4,500.

Jeff Wale motioned to approve the recommended filtering assistance grants as presented; Gary Branson seconded.

Roll call: Don Barlow, abstain; Gary Branson, aye; Jason Buydos, aye; Ben Chinni, aye; Karl Colón, abstain; Karen Davis, aye; Jamie Mason, aye; Bonnie Mathies, abstain; Jeff Wale, aye; and Sandi Plymire, aye.

Jeff Wale suggested that in future OPLIN should investigate the possibility of installing a central filtering solution, rather than distributing grants. Stephen and Karl Jendretzky briefly explained why they have previously not been able to find an acceptable central filter, but agreed to investigate again.

6.2. Gayle Patton resolution

Stephen Hedges noted that he had neglected to prepare a resolution honoring Gayle Patton at her last Board meeting, and now proposed that the following resolution be approved and read into the minutes:

WHEREAS, GAYLE PATTON was a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees from July 2005 through September 2010, and WHEREAS she freely and unselfishly gave her time and efforts to ensure the success of OPLIN by serving on the Board for over five years, and WHEREAS her dedication and attention to the perspective of the public libraries maintained and enhanced the integrity and reputation of OPLIN, and WHEREAS she served ably as the Chair of the OPLIN Board for two years, and WHEREAS her experience as Assistant Director of the Mansfield-Richland County Public Library gave her a valuable point of view concerning OPLIN and its services to all Ohio public libraries, NOW, THEREFORE BE IT RESOLVED, that on the 10th day of December, Two Thousand and Ten, 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 GAYLE PATTON during her tenure with the Ohio Public Library Information Network, and BE IT FURTHER RESOLVED, that the Board extends its most sincere thanks and appreciation to GAYLE PATTON for her outstanding volunteer service as a member of that Board.

Karl Colón motioned to approve the resolution and place it into the minutes as read; Jason Buydos seconded. All aye.

7. NEW BUSINESS

There was no new business to come before the Board.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported that OPLIN has finally received E-Rate funding commitments for the current year (July 2010-June 2011). Along with the regular Priority 1 funding for telecommunications and Internet access, OPLIN also received some Priority 2 funding for eight new routers for libraries that average 85% discount. Approval of the remaining routers OPLIN requested (at 80% discount) and approval for maintenance agreements for all the new routers is still pending, so this purchase will probably be delayed until next spring. Lorrie Germann from eTech has hosted the first of two E-Rate workshops (on the Form 470) for libraries. Because there are so many changes this year, as a result of the FCC's recently-released Sixth Order, the normal E-Rate process will be delayed for a few weeks, and Lorrie is consequently going to do the second workshop (on the Form 471) in January instead of December. Meanwhile, the OPLIN office is collecting the Letters of Agency and Forms 479 which we must have from all OPLIN participants in order to apply for discounts on the services provided to them. Unlike previous years, OPLIN is no longer bound to purchase telecommunications services from contracts negotiated by OIT, so OPLIN released an RFP to accompany our Form 470 to provide a detailed description of our needs to inform this year's expanded potential field of bidders.

Stephen has submitted the October OPLIN biannual report to the Governor and legislative leadership, and posted a copy on the OPLIN website. In the cover letter, he proposed to supply this report on demand, rather than on a biannual schedule, starting in the next biennium. To date, none of the recipients of the report has asked to continue receiving the biannual report instead of on-demand reports. Changes to the OPLIN budget language submitted by the State Library would put the proposed change into law.

On November 30, Stephen attended a day-long brainstorming retreat hosted by Horizon Telcom, one of the major recipients of ARRA funding for broadband middle-mile fiber installs, to look ahead to broadband development in southeastern Ohio after the ARRA projects are complete. The meeting included a wide range of representatives from schools, colleges, hospitals, local governments, development agencies, and business people. Most attendees agreed that some form of loose organization should continue after the ARRA projects in order to facilitate communication between all the broadband stakeholders, and to minimize duplicative projects.

Looking at the calendar of OPLIN office activities, Stephen highlighted his visits to the SEO office in Caldwell and the Pike County library's Appreciation Day, Karl Jendretzky's trips to review the networks at the Cincinnati and the Lane libraries, and Laura Solomon's presentation to the Medina County library staff on Veteran's Day. He also mentioned a visit to the OPLIN office by Tim Rogers, Executive Director of North Carolina's NC LIVE consortium, and a Libraries Connect Ohio presentation to the INFOhio board.

Don Barlow asked if the OLC Government Relations Committee had any reaction to the proposed OPLIN budget continuing to come from the PLF. Stephen answered that he had conveyed this information both to the committee and to the OLC Board, and there was very little reaction from either group.

Bonnie Mathies asked if Stephen had any information to share about possible changes to OhioLINK. Stephen reported that Jeff Trzeciak did not take the position of OhioLINK Executive Director as was expected, so John Magill will continue as Interim Director until the end of the fiscal year and David Penniman has been hired to assist with operations; other than that he had no information.

8.1. Technology Projects Manager report

Karl Jendretzky reported that the SMS messaging system is now handling almost 2,000 messages per week, and he calculates that it could handle as many as 13,000 messages a day. Two-way messaging is also now possible.

Karl has installed a new ticketing system for the OPLIN Support Center, with more capabilities than the old system. The new system will also allow OPLIN to shut down the last servers still running Windows server software. Karl Colón asked how much OPLIN still pays in software licensing fees, and Karl estimated that cost is now about $2,000 per year.

Karl also reported that about 30 circuit upgrades are currently in process, which is normal. More total bandwidth is now available at the OPLIN core for use by libraries, with total usage approaching 1.5 Gbps. Karl is finding that the larger circuits at metro libraries are raising some unexpected issues, because some local network equipment (particularly firewalls) may not have the correct capabilities or configuration to properly handle circuits larger than 100 Mbps. OPLIN works with library staff to identify such problems. Karl also noted that a pending circuit upgrade to Pickerington Public Library will test a possible new network topology for the Central Library Consortium.

Finally, Karl reported that the Barracuda spam filtering device has processed about 80 million e-mails over the last two years, blocking about 90% as spam.

8.2. Library Services Manager report

Laura Solomon reported that almost all website kit development was put on hold in November so she could upgrade all kits from Drupal version 5 to Drupal 6. Five libraries have received training on using their new website kits, so they should be going into production soon, and three more library website kits are now under construction. Laura has been working on implementing an alpha-version Drupal module developed at Worthington Libraries that integrates the Evanced event scheduling software into Drupal; this will enable libraries that use Evanced to manage their events in one place, rather than having to update their website manually. Similarly, she and Stephen have met with staff from BookLetters about smoother integration of BookLetters content into website kits for those libraries that subscribe to BookLetters.

8.3. Database usage

Stephen Hedges presented statistics of database usage. The number of searches each month continues to fluctuate, but document retrievals are still gradually increasing and will soon reach half a million per month. Amie McReynolds recently developed a brochure regarding the shortcut links OPLIN provides to access the databases, such as "ohioweblibrary.org/tests," which are easy to communicate to library users. One library suggested using the Ohio Web Library business cards to write down shortcuts for library users, and this suggestion has resulted in renewed demand for the cards.

11. CHAIR'S REPORT

Sandi Plymire had nothing to report.

12. ADJOURNMENT

On motion of Jason Buydos the Board adjourned at 11:12.

October 8, 2010 Minutes

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

Minutes—October 8, 2010

1. WELCOME and CALL TO ORDER

The one hundred twenty-second meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, October 8, 2010 by Board Chair Sandi Plymire at the State Library of Ohio in Columbus, Ohio.

Present were Board members: Don Barlow, Gary Branson, Jason Buydos, Karen Davis, Jim Kenzig, Jamie Mason, Sandi Plymire, and Jeff Wale.

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

2. APPROVAL OF THE AGENDA

Sandi Plymire requested approval of the meeting agenda.

Jason Buydos motioned to approve the agenda as presented; Don Barlow seconded. All aye.

3. PUBLIC PARTICIPATION

The Chair recognized Beverly Cain.

Beverly announced that Jeffrey Trzeciak, currently at McMaster University in Ontario, will start his duties as the new director of OhioLINK on December 13. She noted that he has a background in Ohio, having worked for the Dayton library and been a presenter at an OLC conference. Beverly also reported that the last State Library Board meeting awarded LSTA large-project grants, with interesting presentations from the grant recipients. Stephen Hedges mentioned that the State Library Board also appointed Karen Davis to the OPLIN Board; Sandi Plymire welcomed Karen to the Board.

The Chair next recognized Doug Evans.

Doug reported that the OLC Board continues to work on a revised strategic plan, with the intention of completing their work at their November meeting.

4. APPROVAL OF THE MINUTES of August 13 Meeting

Jeff Wale motioned to approve the minutes of the August 13 meeting; Jamie Mason seconded. All aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented two sets of Financial Reports: one as of September 30, 2010; the second the proposed Fiscal Years 2012-13 budget.

5.1. Reports as of September 30

Report A in the September 30 set of reports showed the budget and expenditures at the end of Fiscal Year 2010 and the first quarter of Fiscal Year 2011. A couple of FY 2010 purchase orders still have small balances as we await invoices from the vendors; one large purchase order to the Office of Information Technology (OIT) for the new Juniper routers also is awaiting an invoice. The total "available balance" of $468,699 represents the unused portion of OPLIN's $2 million spending authority for non-state income.

Looking at the FY 2011 budget, Diane pointed out the purchase cost of the new e-mail server and noted that OPLIN has also asked OIT for permission to purchase four new desktop computers to replace 7-year-old computers. Regarding information resources, Diane reported that all fiscal year funds going toward purchase of the information databases has been distributed to Wright State University for eventual dispersal to vendors. She also noted that OPLIN continues to contract with eTech Ohio for E-Rate services and workshops. The unplanned spending authority for unexpected non-state revenues currently stands at $426,385.

Report B showed the revenue and cash balances for Fiscal Years 2010 and 2011. The $1.3 million cash balance at the end of FY 2010 rolled over to FY 2011. Shortly after the beginning of FY 2011 a transfer of $3.7 million was made from the Public Library Fund (PLF) to OPLIN; simultaneously, the Office of Budget and Management (OBM) transferred $5 million from the General Revenue Fund (GRF) to the PLF to cover the deductions for OPLIN and the Library for the Blind. After adding some revenue from received E-Rate reimbursements and web services for libraries, and deducting expenditures to date, the cash balance now stands at about $2.9 million.

Jeff Wale asked about the status of the OPLIN appeal of our denied 2005-2006 E-Rate reimbursements; Stephen Hedges reported that the Funding Commitment Decision Letters have now been received and OPLIN is in the process of submitting invoices for the previously denied funds.

5.2. Proposed FY 2012-13 budget

Diane reported that OBM has asked that "core budget level" requests be submitted by November 1 at 5:00 p.m; the OPLIN budget will be submitted as a "program" within the State Library budget. The Core Budget Level for agencies receiving GRF funds is to be 90% of their FY 2011 budget; agencies such as OPLIN that receive funding from other sources are not restricted. Diane reported that the required State Library IT plan for OIT, which is part of the overall budget submission and includes OPLIN IT planned expenditures, was submitted on October 4. The November 2 election will determine the timeline for the remainder of the budget process; if the current Governor is re-elected, the Executive Budget will be released around February 1, otherwise it will not be released until March.

Diane presented the current version of the OPLIN budget that will be submitted on November 1. She pointed out that payroll budgeting increases noticeably for FY 2012, when Cost Savings Days are scheduled to end, all state employees are scheduled to receive a lump-sum payment for 32 hours salary, and an extra pay cycle falls within the fiscal year. The Department of Administrative Services (DAS) has also advised OPLIN to budget for a small rent increase, since a large decrease was negotiated at the beginning of the current biennium. The budget also includes funds for a replacement server each year of the biennium. In all other expenditure categories, the amounts budgeted remain the same as the current budget. The projected revenue budget for the current fiscal year includes an estimated E-Rate reimbursement of $1 million from the successful appeal of the 2005-2006 E-Rate denial, as well as $1.3 million for this year's E-Rate reimbursements and $10,00 from web services; for the next biennium, the budget projects that the $1.3 million and $10,000 income will continue each year.

Jeff Wale inquired about the stability of the E-Rate reimbursements in the future. Stephen Hedges replied that the FCC's Sixth Order, which was released on September 28, contained some language that could possibily be interpreted to mean that E-Rate reimbursements for telecommunications expenses should be limited to libraries that are CIPA compliant, which would reduce the amount of reimbursement OPLIN receives. Stephen has discussed this with Lorrie Germann from eTech, but at this point no one is certain how the FCC language is going to be interpreted.

Gary Branson motioned to accept the Financial Reports; Jason Buydos seconded. All aye.

6. OLD BUSINESS

6.1. Final focus group report

Stephen Hedges reported that OPLIN staff gathered a lot of good feedback from the library community at the OLC Expo on September 10, starting with the Stakeholders Meeting, then through individual conversations at the OPLIN booth, and finally from a small focus group conducted by Wayne Piper. The information gained from this final focus group was similar to what we received from e-mail questions and the previous online focus group, with the addition of feedback indicating that some libraries would like to have more communication from OPLIN about the status of their Internet connections. Stephen said he plans to start automatically sending results of our quarterly bandwidth usage assessment to all libraries in order to address this concern. Focus group participants also voiced concerns about the struggles libraries are having with providing e-books to patrons, though they did not see this as an OPLIN problem. (This prompted a brief discussion among those present about e-book problems and future plans.)

Now that the focus groups are finished, Stephen reported that he had no recommendations for further Board action. He noted that the Board had already authorized the purchase of a new e-mail server and replacement of the current e-mail software in response to focus group feedback. Staff have made other small changes in response to feedback. There was one piece of consistent feedback which the Board does not have the financial means to address, that is the desire to have genealogy and auto repair databases in the Ohio Web Library collection; however, focus group participants all seemed to understand that this is currently beyond OPLIN's means.

6.2. Award first round of Internet filtering assistance grants

Stephen Hedges presented the first round of applications for OPLIN grants to assist libraries with the cost of installing new or improved Internet content filters which were collected online between August 26 and October 1. He recommended that the following requests, totaling $27,604.11, be funded:

Library	Request	Award
Licking County Library	New Cymphonix filtering solution to provide content filtering at all six Licking County Library locations	$3,835.00
Napoleon Public Library	New install of Website-Echo content filter for 39 staff and patron PCs	$2,315.75
Bristol Public Library	New Websense filtering software and server	$1,543.00
Chillicothe and Ross County Public Library	Add SonicWall Security appliance for children's areas at the Main library and Northside Branch	$1,496.21
Logan County Libraries	Replace End of Life filtering server with Cymphonix EX310H	$4,232.15
Pickerington Public Library	Replace R3000 filter appliance with WF300	$3,122.00
Fairfield County District Library	Replace R3000 8e6 filter appliances at the Main Library and Northwest Branch that will be End of Life in January 2011	$4,500.00
Nelsonville Public Library	Replace SonicWall with OpenDNS Enterprise content filtering service	$1,350.00
Lane Public Library	Upgrade from free version to Enterprise version of OpenDNS	$1,600.00
Rodman Public Library	Upgrade to SonicWall NSA 2400 Secure	$3,610.00

Stephen also recommended that OPLIN announce a second round of funding with applications due December 1. The second round would be for all types of applications, with new and improved installations still getting top priority. The second round would distribute the remaining funds in our filtering earmark, which will currently be $53,395.89 after these awards are distributed.

Jim Kenzig motioned to approve the recommended filtering assistance grants and proceed with a second round of grant applications; Jeff Wale seconded.

Roll call: Don Barlow, aye; Gary Branson, aye; Jason Buydos, aye; Karen Davis, aye; Jim Kenzig, aye; Jamie Mason, aye; Jeff Wale, aye; and Sandi Plymire, aye.

7. NEW BUSINESS

7.1. Discuss connections to libraries that consolidate

Stephen Hedges reminded the Board that there has been increased discussion lately regarding consolidating library systems and he felt it was a good time to start discussing what happens to the OPLIN-provided Internet connection if one library decides to merge with another. The current OPLIN policy provides for only one connection per OPLIN participant.

The Board quickly came to a concensus that OPLIN should disconnect its Internet connection from a library system that becomes a part of another system. Further discussion raised questions about the timing of the disconnection, since it could require some considerable time for a local library to have their own Internet connection installed to replace the OPLIN connection. There was also brief discussion of the cost to OPLIN resulting from contract penalties when a circuit is disconnected, as well as costs from likely circuit upgrades after libraries merge.

Jason Buydos motioned that OPLIN must disconnect the OPLIN-provided Internet connection in the event that an OPLIN participant merges with another, but OPLIN will maintain the existing connection for a period of 90 days after the effective date of the merger or consolidation. Don Barlow seconded.

Jeff Wale questioned if 90 days was long enough; Jim Kenzig suggested that a library could place a request with the OPLIN Board for an additional 90-day extension if needed.

Jason Buydos amended his motion to include a provision to maintain the connection for an additional 90 days upon library request to the OPLIN Board. Don Barlow agreed to the amendment.

Roll call: Don Barlow, aye; Gary Branson, aye; Jason Buydos, aye; Karen Davis, aye; Jim Kenzig, aye; Jamie Mason, aye; Jeff Wale, aye; and Sandi Plymire, aye.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported that there was considerable interest at the Stakeholders Meeting in the transition to Zimbra software on the OPLIN e-mail server. Later in the day, at the OPLIN booth at the OLC Expo, many of the individual conversations were about the OPLIN SMS messaging service for libraries.

Stephen reported on the October 1 Connect Ohio Technology Association meeting and the subsequent information session for potential partners in Connect Ohio's Every Community Online (ECO) ARRA grant. This is the grant originally identified as OPAL II because it was paired with the OPAL I grant from the State Library, which was not funded; the State Library received the official rejection letter yesterday. Stephen mentioned that he is making contact with the major organizations that received ARRA grants (Com Net,Horizon Telco, OneCommunity, and Zito Media) for installing additional fiber-optic circuits around the state, since those grants encourage connections to libraries.

Stephen called Board attention to the presentations Laura Solomon did for TechConnections and the University of Hawaii, and Karl Jendretzky's after-hours move of critical OPLIN servers from the OPLIN office to the State of Ohio Computer Center (SOCC).

Finally, Stephen mentioned a meeting he and Doug Evans attended with Telisys, a telecommunications consulting company that hopes to make its services available through the Sourcing Office in Northeast Ohio.

8.1. Technology Projects Manager report

Karl Jendretzky reported on the process of moving the servers to the SOCC, which was made possible by a larger project to consolidate old routers into the new Juniper router while securing a larger connection from the OPLIN core to the Internet. When complete, this project will be a major change for the OPLIN core and will provide access to 3 Gbps of Internet access instead of our current 1 Gbps.

Karl reported on problems he has encountered with the open source Zimbra software. The current open source version fails under extreme loads, but the commercial version does not. It appears that the open source Zimbra is usually one version behind the commercial version, so he is investigating the cost of the commercial version; if it is excessive, he expects to be able to test the next open source version in a couple of months. The Board then discussed approving an expenditure limit for commercial e-mail software (Zimbra or another), but since such a purchase would have to go through the state approval process, there will be time to consider a specific proposal if necessary. Jeff Wale cautioned that Karl's work time should be considered when comparing open source to commercial software.

In the process of working on an Ohio Web Library phone app at Stephen's request, Karl developed an Ohio Web Library API that can deliver the search results in an XML format that can be included in any webpage. He shared the screenshot of a sample of this API which has been installed on the Stow-Monroe Falls library website and integrates Ohio Web Library search results with Stow catalog search results. This feature will be integrated into future Dynamic Website Kits.

Finally, Karl shared usage statistics for the SMS messaging service. Usage growth has been consistent, now reaching more than 150 messages a day, and more libraries are using it all the time. The system has been operating very smoothly; Karl calculates it could handle up to 12,000 messages a day.

8.2. Library Services Manager report

Laura Solomon reported that twenty Website Kits are now in active use by libraries; nine more are at the stage where libraries are entering their initial content; and four are currently in development. In November all development work will temporarily cease while Laura upgrades the Drupal version 5 sites to Drupal version 6. The Ohio Web Library API will be added to all kits, as well as Facebook and Foursquare buttons and a module that allows site users to share content they like with others.

Laura explained that the University of Hawaii class she taught was done through Second Life. Unfortunately, Linden Labs has just decided to double the cost of Second Life participation for educational institutions and non-profits; as a result many of these institutions will probably leave Second Life, and OPLIN will not plan on being active in Second Life after the change.

8.3. Database usage

Stephen Hedges presented statistics of database usage. Jeff Wale asked if there was an explanation for the gradual decline in the number of searches, and Stephen said he had none, but pointed out that document retrievals were gradually increasing and are probably a better measure of the value of the databases.

11. CHAIR'S REPORT

Sandi Plymire had nothing to report.

12. ADJOURNMENT

On motion of Jim Kenzig the Board adjourned at 11:46.

August 13, 2010 Minutes

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

Minutes—August 13, 2010

1. WELCOME and CALL TO ORDER

The one hundred twenty-first meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, August 13, 2010 by Board Chair Karl Colón at the State Library of Ohio in Columbus, Ohio.

Present were Board members: Don Barlow, Gary Branson, Jason Buydos, Ben Chinni, Karl Colón, Jim Kenzig, Gayle Patton, Sandi Plymire, and Jeff Wale. Board member Bonnie Mathies arrived at 10:05.

Also present were: Stephen Hedges, Karl Jendretzky, and Laura Solomon (OPLIN); Beverly Cain and Diane Fink (State Library); Lynda Murray (Ohio Library Council); and Lynn Kenzig (guest).

2. NOMINATION and ELECTION OF BOARD OFFICERS

Outgoing Chair Karl Colón recognized Gayle Patton, who nominated Gary Branson to replace her as Treasurer on the slate of officers previously proposed by the Nominating Committee. Jeff Wale seconded the nomination.

The Chair reviewed the proposed slate of officers: Sandi Plymire, Chair; Jeff Wale, Vice-Chair; Bonnie Mathies, Secretary; Gary Branson, Treasurer.

Don Barlow motioned to approve the proposed slate of Board officers; Jim Kenzig seconded. All aye.

3. APPROVAL OF THE AGENDA

New Chair Sandi Plymire requested approval of the remainder of the meeting agenda.

Gayle Patton motioned to approve the agenda as presented; Jason Buydos seconded. All aye.

4. ESTABLISH BOARD MEETING SCHEDULE FOR FY 2011

The Chair requested approval of the proposed meeting schedule for the next 14 months:

• August 13, 2010
• October 8, 2010
• December 10, 2010
• February 11, 2011
• April 8, 2011 (Board Retreat)
• June 10, 2011
• August 12, 2011
• October 14, 2011

Don Barlow motioned to approve the meeting schedule as presented; Jason Buydos seconded. All aye.

5. PUBLIC PARTICIPATION

The Chair recognized Lynda Murray.

Lynda reported that the Ohio Library Council Government Relations Committee has been discussing preparations for what are expected to be difficult budget negotiations in the coming months. One item to watch will be whether or not the current $5 million transfer from the General Revenue Fund to the Public Library Fund, reimbursing the cost of OPLIN and the Library for the Blind, is continued in the new biennium. Lynda also noted that many public libraries are now depending on local tax levies for support, with perhaps as many as 60% of all public libraries having local levies after the November election.

Karl Colón asked if OPLIN could do anything to help promote the message that statewide funding of libraries is important and should not be replaced by reliance on local funding. Lynda replied that a message is being crafted that will highlight specific services that libraries can deliver statewide; one service will probably be health information, and OPLIN can help by identifying good health information databases and assisting with delivery of some services.

The Chair next recognized Beverly Cain.

Beverly reported that she is settling into her new job as State Librarian and will soon be starting to travel around the state and visit libraries.

Lynda Murray left the meeting at 10:13.

Karl Colón motioned that Gayle Patton, who is retiring effective October 1, be officially recognized for her years of service as an OPLIN Board member and OPLIN Board Chair, with wishes for all the best in the future; Gary Branson seconded. All aye.

6. APPROVAL OF THE MINUTES of June 11 Meeting

Jim Kenzig motioned to approve the minutes of the June 11 meeting; Jeff Wale seconded. All aye.

7. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented two sets of Financial Reports: one as of June 30, 2010; the second as of July 31, 2010. She explained that the first set of reports reflected the status at the end of Fiscal Year 2010.

7.1. Reports as of June 30

Report A in the June 30 set of reports showed the budget and expenditures for Fiscal Years 2008 and 2009, which are unchanged from the previous meeting since those fiscal years are closed; this is the last time this report will be presented to the Board. Report B showed the budget and expenditures at the end of Fiscal Year 2010 as well as the budgeted allotments for Fiscal Year 2011. All "Available Balances" at the end of FY 2010 are unused spending authority and not funds that will be returned to the state treasury. Diane pointed out open encumbrances (as of June 30) for printing of Ohio Web Library promotional cards, the monthly cost of Past, Present and Future consulting, and telecommunications bills. Report C showed the revenue and cash balances for Fiscal Years 2009 and 2010. At the end of FY 2009 the cash balance was about $1.58 million; at the end of FY 2010 is was about $1.39 million.

7.2. Reports as of July 31

In the second set of reports, Report A still showed a few open encumbrances for FY 2010, as invoices have not yet arrived for some encumbrances. For FY 2011 (ending June 30, 2011), Diane reported that each OPLIN staff will again have 10 Cost Savings (furlough) Days removed from their salaries, as was the case in FY 2010, totaling just under $15,000. Diane noted that Bobbi Galvin's open position has been offered to a candidate, with the intention of the new employee starting on August 30. (In response to a question from Gayle Patton, Stephen Hedges reported that the candidate is Amie McReynolds from Springfield, Ohio, a recent graduate of the Kent State University MLIS program.) Diane also pointed out the open encumbrance of about $1.5 million to Wright State University for eventual disbursement to database vendors, and noted that that had been paid in August; she also called attention to the completed payment of $45,000 to eTech Ohio for annual E-Rate consulting.

In Report B, showing revenue and cash balances for FY 2010 and FY 2011, Diane pointed out that the cash balance as of July 31 had declined to about $1 million. She explained, however, that Office of Budget and Management (OBM) cash transfers at the beginning of each fiscal year move $5 million from the General Revenue Fund (GRF) into the Public Library Fund (PLF), after which funds for the Library for the Blind and for OPLIN are transferred out of the PLF. These transfers had not taken place as of July 31, but were done in the first week of August.

Diane then provided some general information about the status of the FY 2012-2013 biennium budgeting process. OBM has asked that "core budget level" requests be submitted by November 1, with corresponding Information Technology plans submitted to the Office of Information Technology (OIT) about a month earlier. She has been attending a series of meetings explaining how these components of the budget should be written and submitted. The Core Budget Level for agencies receiving GRF funds is to be 90% of their FY 2011 budget; agencies such as OPLIN that receive funding from other sources are not restricted. As in the past, the OPLIN budget will be submitted as a "program" within the State Library budget. Diane also pointed out that payroll budgeting will be a challenge for all agencies in FY 2012, when Cost Savings Days are scheduled to end, all state employees are scheduled to receive a lump-sum payment for 32 hours salary, and an extra pay cycle falls within the fiscal year. The Department of Administrative Services has also advised OPLIN to expect a small rent increase, since a large decrease was negotiated at the beginning of the current biennium.

Diane also reported that the purchase of a new e-mail server, as approved at the last Board meeting, was also approved by OIT, and the server has now been ordered, installed, and paid for.

Gayle Patton motioned to accept the Financial Reports; Don Barlow seconded. All aye.

7.3. First draft of OPLIN budget request

Stephen Hedges presented a draft of the narrative portion of the OPLIN FY 2012-2013 budget request. He noted that the narrative explains that OPLIN benefits all residents of Ohio and not just public libraries. Stephen particularly requested discussion of the language at the end of the narrative, which requests that OPLIN funding return to being drawn from the General Revenue Fund rather than the Public Library Fund; such a request also requires that OPLIN explain how it can accommodate the 10% budget cut that would automatically result from such a funding transfer.

Several Board members noted that OPLIN passed a resolution last year in support of keeping OPLIN funding in the General Revenue Fund. Repeating that request now at a cost of 10% of OPLIN funding would reduce OPLIN's ability to serve public libraries. Several other members speculated that even if OPLIN did return to the General Revenue Fund, the $3.7 million currently coming from the Public Library Fund to support OPLIN may not be restored to the PLF. Ensuing discussion resulted in general agreement that while the Board still supports returning OPLIN funding to the GRF, it is not wise to include this position in our budget request.

8. OLD BUSINESS

8.1. Focus groups

Stephen Hedges reported on the results of the online focus group on the afternoon of 14 July 2010 involving seven librarians who were chosen because they had responded well to previously e-mailed "Questions of the Week." The TokBox web-based video conferencing service was used, with Wayne Piper facilitating. Participants were asked three groups of questions based on the earlier e-mail "Questions of the Week," now posed once again in this format where they could hear each other's answers.

Among the noteworthy new information from this focus group was that when they have a problem with their Internet connection, their first response is to check for in-house problems that they can solve before involving OPLIN. Stephen plans to respond to this by communicating that OPLIN is happy to be contacted at any point in their problem-solving process.

Several Board members noted the lack of enthusiasm for the databases expressed by focus group participants. Gayle Patton pointed out that the focus group members represented primarily small libraries, which she had assumed should have the most need for OPLIN-provided databases. There was general discussion of the composition of the focus group and speculation as to how well they represented all OPLIN participants. The feedback from this group seems to indicate that there is a need for more promotion of the databases, and possibly more training.

Wayne Piper will be leading another, in-person focus group at the OLC Expo on September 10, after which Stephen intends to develop a plan for responding to the gathered information.

8.2. Accept revised Strategic Plan

Stephen Hedges presented a clean copy of the Strategic Plan incorporating all the revisions discussed in previous Board meetings.

Jason Buydos motioned to accept the revised Strategic Plan; Don Barlow seconded. All aye.

9. NEW BUSINESS

9.1. Discuss Internet filtering assistance grants

Stephen Hedges announced that several libraries have already been inquiring about the annual process of distributing the funds set aside in the OPLIN budget for assisting libraries with the cost of Internet content filtering. Normally this is an item on the October Board agenda, but Stephen suggested that the process start earlier this year, with a first round of grants for libraries that want to install new systems or upgrade existing systems, and a second round later for libraries requesting assistance with filtering maintenance costs. This method would also allow OPLIN to delay distribution of all set aside funds in case the set aside is reduced by budget adjustments later in the fiscal year. Otherwise he recommended that the parameters of the grants remain the same as last year.

Gayle Patton motioned that OPLIN announce a first round of filtering assistance grants covering new and upgraded filters, to be followed by a second round of grants for maintenance of filters, and that all other parameters remain the same as last year; Karl Colón seconded. All aye.

10. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported two items of good news.

In February 2005, OPLIN was denied all E-Rate funds for the period July 2005 through June 2006 because our applications were post-marked one day after the deadline. In 2006, Stephen filed an appeal of this denial with the FCC, based on an FCC decision that granted leniency for such "clerical" errors in Funding Year 2004. That appeal has now been granted, and the status of our 2005 applications had been changed from "Out of window" to "Initial review," just as if our applications had been received on time five years ago. If we successfully move through the review process, OPLIN could recover about $1 million of what we spent on telecommunications in state Fiscal Year 2006.

The other item of good news involved a decrease in our bandwidth costs. Following the Department of Administrative Services opinion that OPLIN was not obligated to purchase bandwidth and network services from OIT, OIT managers made a two-option proposal to OPLIN. One option involved trying again to get a new pricing structure approved for all OIT customers, which would benefit OPLIN by distributing costs across all state agencies more equitably, and could save OPLIN about $250,000 per year after E-Rate. The second option involved moving the OPLIN network outside the network used by other state agencies, with OIT and OPLIN acting in partnership to buy bandwidth directly from the vendors. While the second option was slightly cheaper, the first option offered network redundancy that was not present in the second. We expressed a preference for the first option, and OIT was subsequently able to get this new pricing structure approved by OBM. This new pricing should take effect no later than August 1.

Stephen explained one recurring item on the list of office activities that involves online meetings regarding development of a proposal to enhance federal library statistics. The Gates foundation is leading an effort to submit a data element proposal to the Institute of Museum and Library Services to add a few basic measures of Internet usage to the Public Library Data set, and Stephen is part of the large group that is working on this.

Stephen also repeated the news that Amie McReynolds had accepted the offered position of Customer Relations and Support Staff and will begin her employment with OPLIN on August 30.

Jason Buydos asked if Stephen had any news regarding the Connect Ohio and State Library applications for ARRA grants from the National Telecommunications and Information Administration; Stephen replied that he had not, and was fairly certain Connect Ohio has also heard nothing.

10.1. Technology Projects Manager report

Karl Jendretzky reported that the new e-mail server was installed about two weeks ago and is currently being configured and tested. Writing user documentation for the new e-mail service will be the next big task before it can be put into production. Karl also reported that all of the new Juniper site routers have now been installed, and work is progressing on moving the OPLIN core over to the new Juniper core router. OIT is simultaneously building their own new core so they can make more Internet access bandwidth available to OPLIN.

10.1.1. SMS service beta test

Karl Jendretzky announced that the testing of the messaging system that converts library e-mail notifications to cellphone text messages is going well, with about 20 testers and a couple of libraries already offering the service to patrons. The testing has resulted in several small changes to the system as various problems have been revealed, but now the system seems to be working quite well.

Gayle Patton asked Karl when he expected to implement the new e-mail service, and he replied that he felt confident it would be ready before the end of the year.

Jeff Wale asked if Karl still planned to install connection diagnostic tools on the Juniper routers. Karl reported that the Juniper operating system is more tightly closed than he at first thought, and he may not be able to install additional software on the routers.

10.2. Library Services Manager report

Laura Solomon reported that she still is working on quite a few Dynamic Website Kits, but as of this week there are more webkits in active use by libraries than there are webkits in development. The newer webkits are based on Drupal version 6, and in November she will cease work on new webkits to upgrade the old Drupal version 5 webkits to version 6.

Jeff Wale asked if there would be a charge to the libraries for this upgrade, and Stephen Hedges explained that such upgrades are included in the annual maintenance charge that libraries pay.

Gayle Patton asked Laura about the volunteer work she is doing for Library Journal on losinglibraries.org. Laura responded that the work can be depressing at times.

10.3. Database usage

Stephen Hedges explained an additional graph included in the report this time which shows database usage linearly over two years, while the older graph shows the two years superimposed to compensate for seasonal fluctuations. In general, searches are trending downward over the last two years, but document retrievals are trending upward. Don Barlow noted that the reduction in the number of hours some libraries are open may be reflected in these statistics.

Jeff Wale asked if the EBSCO statistics were now accurate, and Stephen reported that they had been corrected for this two-year period to remove the high number of searches caused by automated searching of library catalogs in those libraries that subscribe to NoveList Select.

11. CHAIR'S REPORT

11.1. New Board member

Sandi Plymire called attention to a document showing the current demographics of the Board in regard to library size, library location, and the Board member's position with the library. Based on this data, the Executive Committee suggested that the best candidate would represent a small library in either the northwest or the southeast of the state. A separate document listed the characteristics of the nominees resulting from the general call for Board candidates. Three candidates had the desired characteristics; all candidates were very well qualified.

Don Barlow motioned to recommend Karen Davis to the State Library Board for appointment to complete the unexpired term of Gayle Patton; Ben Chinni seconded. All aye by show of hands.

12. ADJOURNMENT

On motion of Jason Buydos the Board adjourned at 12:02.

June 11, 2010 Minutes

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

Minutes—June 11, 2010

1. WELCOME and CALL TO ORDER

The one hundred twentieth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 9:59 a.m. on Friday, June 11, 2010 by Board Chair Karl Colón at the State Library of Ohio in Columbus, Ohio.

Present were Board members: Don Barlow, Jason Buydos, Ben Chinni, Karl Colón, Jim Kenzig, Jamie Mason, Gayle Patton, and Jeff Wale.

Also present were: Stephen Hedges and Karl Jendretzky (OPLIN); Beverly Cain and Diane Fink (State Library); and Mackenzie Betts (Ohio Library Council).

2. PUBLIC PARTICIPATION

The Chair first recognized Beverly Cain, the new State Librarian.

Beverly reported that she has been in her new job for just over a week, and this was her first meeting other than with State Library staff. Unfortunately, she had an OhioLINK meeting at the same time as the OPLIN meeting, and being familiar with OPLIN already, she planned to leave for the OhioLINK meeting after her introduction to the OPLIN Board. She noted that she looked forward to working with the OPLIN staff and Board to continue to improve services to Ohio public libraries.

Beverly Cain left the meeting at 10:04.

The Chair next recognized Mackenzie Betts from the Ohio Library Council (OLC).

Mackenzie reported that Doug Evans was not able to attend, but felt it was important for an OLC staff member to audit the discussion of the OPLIN strategic plan, since OLC will be doing strategic planning on July 15. Both Stephen Hedges and Beverly Cain have been invited to participate in that planning session.

3. APPROVAL OF THE AGENDA

Gayle Patton motioned to approve the agenda as presented; Jeff Wale seconded. All aye.

4. APPROVAL OF THE MINUTES of April 9 Meeting (Board Retreat)

Jeff Wale motioned to approve the minutes of the April 9 meeting; Jamie Mason seconded. All aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented the Financial Reports as of May 31, 2010. Report A showed the budget and expenditures for Fiscal Years 2008 and 2009, which are unchanged from the previous meeting since those fiscal years are closed; Report B showed the budget and expenditures for the current Fiscal Year (2010) as well as the budgeted allotments for Fiscal Year 2011; and Report C showed the revenue and cash balances for Fiscal Years 2009 and 2010.

Report B: Diane reported that the available balances for staff salaries will cover the last two payrolls of the fiscal year. No other expenditures from the Administration category are planned, other than Board member travel and about $1,200 for additional Ohio Web Library promotional cards. All payments for Information Resources, with the exception of the final monthly payments to Past Present & Future, and all payments for Education & Training have been completed. Diane noted that much of the unused balances are actually spending authority, not cash, and will be deleted from the accounts at the end of the fiscal year. Diane also noted that the Office of Information Technology (OIT) has not yet billed OPLIN for the capital funds we received for new routers.

Included in Report B were the budget allotments for the upcoming Fiscal Year 2011. Diane reported that the Office of Budget and Management (OBM) instructed agencies receiving General Revenue Funds to set aside 10% of their budgets (except payroll) in case of future revenue shortages. While this affects some programs within the State Library, it does not affect OPLIN. Cost Savings Days will again be used to reduce payroll expenses in all agencies, including OPLIN, as they were in the current fiscal year. In response to a question, Diane explained that the budget is developed in consultation with the OPLIN Director and the OBM analyst assigned to the State Library, but may be adjusted throughout the year. She specifically pointed out that payments for "translators" that enable the Ohio Web Library search to target some websites had been removed from the budget, because Karl Jendretzky had written custom software to handle this task, thus saving OPLIN more than $19,000 next year. Finally, she noted that $81,000 will again be available to support Internet filtering in libraries.

Report C: Diane reported that the cash balance in Fund 4S4 was about $1.3 million at the end of May. She noted that this balance does not reflect the cash transfers related to Cost Savings Days, which would be about $14,000. An E-rate reimbursement received from OIT after May 31 will increase the balance in the fund at the end of the fiscal year; however, large payments for databases fall due at the beginning of the next fiscal year, which will immediately reduce the cash balance. She anticipates that OPLIN will receive one transfer of $3,702,150 million from the Public Library Fund early in the next fiscal year, as was the case in the current fiscal year.

Miscellaneous: Diane reported that she has had no news from OBM concerning our capital budget requests, nor has OBM yet released preliminary guidance for the FY 2012-2013 biennial operating budget. The state recently has increased efforts to improve cost efficiencies related to printing, but OPLIN has already started participating in the state's cost-per-copy program. The Board asked Stephen Hedges to report on that, and he said that having the machine has increased the amount of document scanning done in the office, as well as being much more economical than replacing the broken copier. Karl Colón asked Diane if the delay in OBM budget work was related to the lack of legislative Budget Planning and Management Commission meetings. Diane replied that she still anticipated that budget submissions will be due in September 2010, but she thought it likely that no significant work would begin on the budget until after the November elections. Karl asked if multiple State Library budgets would be submitted, and Diane replied that OBM usually requested several budgets anticipating different funding scenarios.

Gayle Patton motioned to accept the Financial Reports; Jason Buydos seconded. All aye.

6. OLD BUSINESS

6.1. Review Strategic Plan proposed changes

Stephen Hedges gave a high-level overview of a copy of the strategic plan with proposed changes annotated. The section describing the funding environment was removed, as per the discussion at the Board retreat. The "Goal: Internet" section contained changes reflecting the current situation, many of them due to the new Ohio Revised Code language defining OPLIN. Within the "Goal: Databases" section, the objective calling for continually increasing usage was removed, though the activities were retained. Only minor changes were proposed for the "Goal: Technology Leadership" and the "Goal: Marketing" sections to reflect the current environment.

Discussion of specific changes followed. Karl Colón called attention to the section within each goal providing background information and inquired if those sections could be removed to simplify the plan. After some discussion, the Board decided to retain those sections because they explain the reason for each goal.

In regard to providing Internet connections, Stephen noted that language expressing a preference for using the Broadband Ohio Network has been removed, since there will now be a cost associated with using that network. Jason Buydos asked about changing the language that sets the maximum average usage that would trigger a circuit upgrade at 80% capacity, since feedback from the libraries has indicated that a circuit is perceived as "slow" when the average usage is closer to 70%. Stephen noted that this would increase total circuit costs. Jeff Wale suggested adding language that the upgrades would be limited by available funds; after some discussion, the Board decided to add language about available funds as a note at the end of the entire plan, since all the goals are subject to this limitation. Jim Kenzig questioned the need for any specific upgrade "trigger," but most Board members felt that having a specific usage level that initiated an investigation which might lead to an upgrade was a good idea. There was some discussion about making the trigger a range of usage levels, but the eventual consensus was that changing the trigger to 70% was the best option.

As the Board looked at the proposed changes to the databases goal, Don Barlow asked how a database was determined to be "high-quality." Stephen explained that the databases are actually selected by a committee of librarians from public, K-12, and academic libraries, and it is this committee that judges the quality and value of the databases. There was then a discussion of changing "high-quality" to "selected," but the Board eventually decided to leave this wording unchanged.

Jim Kenzig suggested that the activities attached to objectives be moved to a footnote-like section at the end of the plan. The activities, however, are not included in the published plan anyway.

Regarding the technology leadership and marketing goals, the Board supported the minor changes that were proposed.

Stephen will present a clean version of the plan for approval at the next Board meeting.

6.2. Prioritize goals and objectives

After a brief discussion, the Board was in agreement that the order in which the goals are presented in the strategic plan—Internet, databases, technology leadership, and marketing—also represents their order of importance.

6.3. Focus group alternatives

During the Board retreat, Stephen Hedges was asked to develop some methods of doing focus groups other than the usual face-to-face meeting. Stephen presented a document that began with a survey of the types of information which can currently be gathered from libraries with problems (trouble tickets), library technology staff (OPLINtech mailing list), and librarians with some technical proficiency (library blogs). What is most needed, then, is a way to gather feedback from general librarians and library administrators.

After looking at the information we already have, Stephen developed five questions which could be posed to all Ohio public librarians: 1) Are your Internet connections performing well? (not just the OPLIN connection, but any branch connections); 2) Do you use information databases? If so, which? Any problems? (not limited to Ohio Web Library); 3) What sort of problems, if any, does the Internet cause for your library? What advantages?; 4) Do you use OPLIN e-mail? Any problems or gripes?; and 5) Do you think OPLIN should charge libraries for Website Kits?

These questions could be used in an online focus group, or Board members could casually ask some of them in their meetings with other librarians. They could also be posed by e-mail on the OPLINlist, as a "Question of the Week," for example. Stephen has been researching online focus group practices, and he and Laura Solomon have been testing video-conferencing software. Stephen also decided to proceed with asking four of the questions on the OPLINlist, in order not to delay any work of the ad hoc committee reviewing the OPLIN mission statement; those responses will be discussed under New Business.

Board members were in favor of trying an online focus group. Stephen reported that he had thought about using Bobbi Galvin, from the OPLIN Support Center, as the facilitator of a video discussion between about 8-10 librarians, but Board members felt it was important to have a facilitator who was not associated with OPLIN. Since our previous focus group was led by Wayne Piper of OLC, the Board asked Stephen to speculate as to how much OLC might charge to facilitate an online group, assuming all the preparatory work and recording was done by OPLIN; Stephen guessed that it might cost a few hundred dollars. OPLIN might also need to supply webcams and microphones to group participants.

Jason Buydos motioned to approve spending up to $500 to conduct an online focus group, with the Director having the power to increase this amount slightly if needed; Don Barlow seconded. All aye.

Gayle Patton expressed reservations concerning the question about the cost of the website kits; that cost is a decision the Board has already made. Stephen noted that he was in agreement, and had in fact not used that question on OPLINlist, having changed his mind about its effect. Board members then offered some general suggestions about other questions, and asked that the questions be submitted to the Board before the focus group.

When asked about how soon a focus group could be completed, Stephen replied that he thought he could have focus group responses ready by the next Board meeting. Some Board members felt that this timeline was too aggressive, but Gayle Patton pointed out that having responses at the next meeting would give the Board time to make any needed adjustments in the budget to be submitted to OBM.

6.4. Approve revised "Extending OPLIN" policy

Stephen Hedges submitted a revised version of the "Policy on Extending OPLIN to Other Public Institutions," as per the discussion at the Board retreat.

Jim Kenzig motioned to approve the revised policy as presented; Jason Buydos seconded.

Roll call: Don Barlow, aye; Jason Buydos, aye; Ben Chinni, aye; Jim Kenzig, aye; Jamie Mason, aye; Gayle Patton, aye; Jeff Wale, aye; and Karl Colón, aye.

7. NEW BUSINESS

7.1. Responses to "Questions of the Week"

Stephen Hedges had noted in the discussion of focus groups that he had posed one question a week on the OPLINlist e-mail list for four weeks. He now shared the responses to those questions.

The first week's question was: "Are your Internet connections performing well?" A large majority of respondents said their connections were fine. The libraries that reported problems generally fell into two groups: libraries that had internal networking problems; and libraries that were using 70%-80% of their circuit and had not qualified for an upgrade. Further investigation indicated that a circuit that averages 70% use of total capacity sometimes spikes at a level high enough to slow the connection, and these temporary slowdowns are what people remember. Stephen therefore recommended that the threshold that triggers an upgrade be reduced from 80% average usage to 70%, which the Board had already agreed to do in their strategic plan discussion.

The second question was: "Do you use information databases? If so, which? Any problems? (not limited to Ohio Web Library databases)." Stephen called attention to the responses to this question which complained about too many irrelevant results from the Ohio Web Library search interface. As a result, some changes were made to improve ohioweblibrary.org. Most notable is Karl Jendretzky's development of in-house "translators" for some web sites that give us more control over the results which are presented to the Ohio Web Library user; OPLIN currently has been buying standard translators from a vendor, at a cost which would have been slightly less than $20,000 next year.

The third question was: "Thinking of your library (not your home), if there was one thing you could change about the Internet, what would it be?" A significant number of responders said, "Make it faster." A few also wanted to control/reduce the amount of advertising and "frivolous" websites. Stephen noted that he and Karl had devised a way to allow libraries to choose to block advertising at the network core, which would require that OPLIN purchase a DNS server for $4,000-$5,000. Stephen questioned, however, if this is something OPLIN should do, considering that many "free" websites depend on advertising revenue. Jason Buydos pointed out that this again raised the question of whether OPLIN can/should deliver network services beyond simple connectivity. Several Board members said that their libraries already block advertising; Jim Kenzig noted, however, that blocking ads can also block videos that start with brief ads. Karl Colón pointed out that the proportion of respondents which requested ad blocking was relatively small. The consensus of the Board was not to pursue implementing advertising controls at the network core, although some Board members suggested that OPLIN might publish instructions for libraries that want to block advertising themselves.

The final question was: "If you use an OPLIN e-mail account (i.e., ends with 'oplin.org'), is there anything about it that annoys you? Anything you would change if you could?" The responses to this question indicated that e-mail is the OPLIN service which most affects library staff on a daily basis, and that library staff feel that the service is "old" and limited. Stephen therefore recommended that OPLIN:

1. purchase a new e-mail server (next agenda item);
2. replace the Squirrelmail web-based e-mail software with Zimbra;
3. allow users to choose their own account name;
4. increase account storage capacity from 25 MB to 1 GB and increase timeout from 30 minutes to 1 hour; and
5. create new e-mail user documentation.

7.2. Approve new e-mail server proposal

Stephen Hedges presented a draft document which he proposed to send to OIT asking for permission to buy a new e-mail server. Stephen and Diane Fink explained that an equipment purchase of this size would require OIT approval, which would only be granted if the current server is more than 5 years old and the e-mail service is judged to be an essential service within OPLIN's area of responsibility.

Stephen has collected quotes from four vendors, ranging from $4,994 to $6,099; all four of the vendors are participants in either the state's Minority Business Enterprise (MBE) program or the Encourage Diversity, Growth, and Equity (EDGE) program.

The Board discussed the adequacy of the storage space that would be available on the new server (4 TB) and also noted that the Support Center trouble ticket data demonstrates the need for changes to the e-mail service.

Gayle Patton motioned to submit the purchase request for a new e-mail server to OIT for approval; Don Barlow seconded.

Roll call: Don Barlow, aye; Jason Buydos, aye; Ben Chinni, aye; Jim Kenzig, aye; Jamie Mason, aye; Gayle Patton, aye; Jeff Wale, aye; and Karl Colón, aye.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported that Connect Ohio has been contacted by the National Telecommunications Information Administration (NTIA) with questions about the coordinated Broadband Technology Opportunities Program (BTOP) grant applications submitted by the State Library and Connect Ohio. Judging by the questions, it appears that NTIA is most interested in the training components of the grant applications and less interested in supporting computer purchases. The State Library, whose application encompasses only computer purchases, has not been contacted by NTIA.

Stephen informed the Board that he had published a webpage about the events leading up to the creation of OPLIN, which had required some interesting research. He plans to publicly announce the page sometime before Meribah Mansfield retires from the Worthington Libraries.

Stephen briefly reported that the confusion over the continued existence of the OPLIN Board seems to have been resolved, though he will monitor future developments. Both House Bill 495 and Senate Bill 268, containing recommendations for state boards and commissions to be continued for another five years, include the OPLIN Board. He also noted that the State Library Board approved the re-appointments of Gary Branson, Karl Colón, Jamie Mason, and Jeff Wale to the OPLIN Board. At the same meeting, the State Library Board approved another year of LSTA funding ($1,518,401) for purchasing Ohio Web Library databases.

Stephen provided the Board with a current report from OIT on the progress of the project to install the new Juniper routers at library sites. Now that all configuration files have been satisfactorily tested, the roll-out is going very quickly.

Finally, Stephen shared e-mail correspondence with lawyers from the Attorney General's office and the Department of Administrative Services. Stephen had asked for guidance after finding a clause in the Ohio Revised Code exempting "institutions" with boards of trustees from the requirement to buy telecommunications services through OIT. The eventual answer from DAS was that OPLIN is indeed exempted from this requirement. This will mean a major change in the relationship between OIT and OPLIN, with OIT now being put in the position of having to compete for OPLIN's business, and also allowing OPLIN to possibly take advantage of some NTIA-funded infrastructure build-out projects.

8.1. Databases usage

Stephen Hedges told the Board that he has assumed the responsibility for database usage statistics in order to free more of Laura Solomon's time for working on website kits. In presenting the statistics for the previous two months, he noted that documents retrieved are fewer than in the same month last year; however, there was a spike last year caused by a temporary change in the method EBSCO was using to record documents accessed from ohioweblibrary.org.

8.2. Dynamic Website Kits

Stephen Hedges reported that 13 libraries are currently using Dynamic Website Kits, with another 17 in various stages of development and several others considering signing up.

Stephen also noted that the Board had asked him to review the pricing of the website kits. After reviewing the amount of time spent on the website kits so far, Stephen and Laura Solomon think the current pricing is in order, except for the fee for basic setup, which should be raised from $200 to $300.

Jamie Mason motioned to correct the pricing of the Dynamic Website Kits by raising the website creation fee to $300 for libraries who request website kits after July 1, 2010; Don Barlow seconded. All aye.

8.3. Support Center (April and May)

Karl Jendretzky reported that Support Center ticket activity is lower for the past two months. Outside of the tickets, however, there was a good deal of activity tracing network problems reported by libraries responding to the weekly questions posed on OPLINlist.

Karl also reported that he has been working on moving more critical servers to the OPLIN equipment rack in the State of Ohio Computer Center, where more reliable power is available. Karl briefly reported on his work developing new translators for the Ohio Web Library search, as well as the building of a test server for sending library notifications directly to patrons' cellphones.

10. CHAIR'S REPORT

10.1. Director's evaluation summary

Karl Colón thanked the Board for their participation in the evaluation of the OPLIN Director. Stephen Hedges' performance review was very positive, with many good comments from the Board. Stephen thanked the Board, especially for the many helpful comments. Karl noted that some comments suggested that Stephen should not be reticent in making recommendations to the Board; Karl assured Stephen that there was little danger that this Board would "rubber-stamp" all his recommendations. Jeff Wale remarked that Stephen is held in high regard by the librarians Jeff meets.

11. ADJOURNMENT

On motion of Jim Kenzig the Board adjourned at 12:06.

April 9, 2010 Minutes

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

Minutes—April 9, 2010

1. WELCOME and CALL TO ORDER

The one hundred nineteenth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, April 9, 2010 by Board Chair Karl Colón at the State Library of Ohio in Columbus, Ohio.

Present were Board members: Don Barlow, Gary Branson, Jason Buydos, Ben Chinni, Karl Colón, Jim Kenzig, Jamie Mason, Bonnie Mathies, Gayle Patton, Sandi Plymire, and Jeff Wale.

Also present were: Stephen Hedges, Laura Solomon and Karl Jendretzky (OPLIN); and Diane Fink (State Library). Doug Evans (Ohio Library Council) joined the meeting at 12:35.

2. PUBLIC PARTICIPATION

The Chair asked to postpone public participation until the afternoon, when Doug Evans was expected to arrive.

3. APPROVAL OF THE AGENDA

In addition to the postponement of the public participation, the Chair asked that an item, "Legislation update," be inserted as the first item of new business. No other changes to the agenda were proposed.

Gary Branson motioned to approve the agenda as amended; Bonnie Mathies seconded. All aye.

4. APPROVAL OF THE MINUTES of February 12 Meeting

Gayle Patton motioned to approve the minutes of the February 12 meeting; Jason Buydos seconded. All aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented the Financial Reports as of March 31, 2010. Report A showed the budget and expenditures for Fiscal Years 2008 and 2009, which are unchanged from the previous meeting since those fiscal years are closed; Report B showed the budget and expenditures for the current Fiscal Year (2010); and Report C showed the revenue and cash balances for Fiscal Years 2009 and 2010.

Report B: Diane reported that the available balances for staff salaries and for telecommunications should be adequate for the remainder of the fiscal year. She also pointed out the two contracts with consultants, one for Explore Ohio site development, which is paid monthly, and one for E-rate services, which was paid in one payment. Finally, she noted that a $199,831 purchase order for the Juniper routers which the Office of Information Technology (OIT) purchased is still open, but does not appear on this report because it encumbers Capital Funds.

Jeff Wale asked Karl Jendretzky about the progress of the Juniper router roll-out. Karl replied that a few have been placed in libraries for testing, which is going well, but most should not be deployed until OIT completes the purchase of additional memory, to handle the latest version of the operating software. A discussion of the factors which have delayed the memory purchase followed. Jeff asked that OIT's planned roll-out schedule be shared with the Board; Stephen and Karl replied that the latest schedule they have from OIT, which anticipates completion of the project in July, is about a month old, so they will request a new schedule and then email it to the Board.

Report C: Diane reported that the cash balance in Fund 4S4 was about $1.5 million at the end of FY 2009. In FY 2010, OPLIN received one transfer of $3,702,150 million from the Public Library Fund. As of March 31, the cash balance was $1,425,485, but additional E-rate reimbursements are expected soon.

Miscellaneous: Diane reported that the Office of Budget and Management (OBM) has yet to release preliminary guidance for the FY 2012-2013 biennial operating budget, which is later than usual. Budget submissions will probably be due in September 2010. Diane also announced that Beverly Cain will become the new State Librarian on June 1.

Gayle Patton motioned to accept the Financial Reports; Jamie Mason seconded. All aye.

6. OLD BUSINESS — none

7. NEW BUSINESS

7.1. Legislation update

Karl Colón asked Stephen Hedges to report on news that legislation was planned that would eliminate the OPLIN Board.

Stephen informed the Board that Rep. Todd Book held a press conference on Thursday in which he announced his intention to eliminate or merge about 100 state boards and commissions. Bill Morris, Governmental Affairs Coordinator for the State Library, alerted Stephen that the OPLIN Board was on the list of boards to be abolished. The intent of the legislation seems to be to streamline government rather than saving money; the total savings would only amount to about $1 million, and most of that would result from the elimination of all funding for the Workers Compensation Council, which is likely the primary target of the legislation.

Stephen has been in touch with Lynda Murray of the Ohio Library Council (OLC). She plans to draft a letter which can be used by libraries to inform legislators who co-sponsor the bill about the negative effects that would result for public libraries from the elimination of the OPLIN Board, once we know who the co-sponsors are. Diane Fink has received word from our OBM analyst that it is likely that the elimination of the OPLIN Board would eliminate the entire OPLIN organization; this is probably not understood by Rep. Book and any potential co-sponsors.

Karl Colón asked Stephen to keep the Board informed of all developments and anything Board members could do to help remove OPLIN from this legislation.

7.2. Review Strategic Plan

7.2.1. Goal: Internet connections. Progress report and possible futures

Stephen Hedges provided the Board with copies of each goal of the current strategic plan with his comments inserted as a starting point for discussion. For background, Karl Jendretzky showed the Board a map of the current OPLIN Internet connections, divided between libraries with T1 circuits and libraries with Ethernet circuits; 67 libraries now have, or will soon have, Ethernet connections.

Stephen started the discussion by calling attention to recent federal plans to extend broadband, which depend heavily on community anchor institutions, such as libraries, to have large connections which can be shared with other community entities. He also noted that recent federal stimulus awards will provide some new opportunities for connecting libraries to fiber in some areas.

In regard to libraries sharing connections, however, Stephen pointed out that OPLIN currently has a policy on "Extending OPLIN to Other Public Institutions" which discourages this practice. Historically, the OPLIN Board has taken the position that OPLIN receives funding to serve public libraries only, and that prompted the development of this policy. Now, however, such a policy might not be politically prudent. While the Board acknowledged the change in the political climate and the possible need to re-word the policy, the fact remains that OPLIN does not receive funds to provide Internet connections to any entity other than public libraries, and that in fact the Ohio Revised Code restricts the organizations which may legally participate in OPLIN. If a library wants to share an Internet connection in its community, then it is up to the community library to purchase that connection; it could not use the OPLIN connection. The Board requested that Stephen make minor modifications to the wording of the policy and present the new wording for approval at their next meeting.

As for taking advantage of new fiber providers, Stephen explained that OPLIN has always assumed that it must purchase connections through contracts negotiated for the state by OIT. He has asked OPLIN's liaison from the Attorney General's office if this is actually a legal requirement, but has not yet received an answer. If it is not a legal requirement, then OPLIN might explore options to take advantage of new broadband build-out projects.

The Board asked Stephen to revise the wording of this and all other portions of the strategic plan, taking the day's discussion into account, and bring the proposed new wording to the next meeting for approval.

7.2.2. Goal: Databases. Progress report and possible futures

Stephen Hedges asked that Laura Solomon report on database usage as background. While the past two months have seen continued gradual increase in usage, Laura took this opportunity to explain some of the factors that affect statistics. All vendors tend to count statistics differently, and sometimes they make system changes that make it impossible for them to provide accurate statistics for several months. Such was the case recently with EBSCO, so some of those statistics have been estimated. A system change at World Book caused problems with the Ohio Web Library search, so their search statistics are much lower than usual. General usage trending within a single database resource is usually the only meaningful data. Stephen also shared a spreadsheet showing the cost of each resource and how those costs are distributed among the Libraries Connect Ohio (LCO) partners.

Board discussion centered on the areas of database training and whether or not continuous improvements in database usage are feasible. Staff from the State Library has previously provided database training, but that service is currently unavailable. There are some training videos that State Library staff developed, and which are posted on the OPLIN website, but no other training is provided. Some Board members felt that OPLIN had a responsibility to provide some sort of database training, perhaps in cooperation with other library organizations, but there was general agreement that this would probably have to be done through online training. There was a suggestion that the OLC Reference and Information Services Division could develop more training videos that could be posted on the OPLIN website.

As for continuous improvements, the Board noted that it was more tenable to commit to maintaining and monitoring database usage. The Board therefore asked Stephen to edit and combine the second objective of this goal ("Increase usage") with the first objective ("Provide online subscriptions"). The Board also reviewed the idea of providing custom database search interfaces for libraries, and heard evidence from Karl Jendretzky that illustrated the problems OPLIN had encountered in testing this idea.

Jim Kenzig motioned to remove the custom search interface premium service from the strategic plan; Jason Buydos seconded. All aye.

The Board took a short break for lunch from 12:00 to 12:40 and honored Laura Solomon for her recent selection as a Library Journal "Mover and Shaker."

7.2.3. Goal: Technology Leadership. Progress report and possible futures

Stephen Hedges reported that most of the activity taking place related to this goal took the form of communicating with libraries about new technology through various blogs, and the Dynamic Website Kits, but he also asked to again discuss the need to provide more assistance to libraries with their internal networks.

Laura Solomon provided an overview of the Website Kits development process, as well as a portfolio of completed Web Kits. Ten libraries are currently using Web Kits, with another four about to go "live." An additional nine libraries have requested Web Kits. Stephen noted that the Web Kits have been very successful, and that he has asked Vince Riley to start assisting Laura with some of the basic setup of new Kits. Stephen also provided a brief overview of Ohio public library websites that are particularly bad to illustrate that there is still a need for the Web Kits. Jim Kenzig noted that OPLIN originally had planned to review the pricing of the Web Kits after initial roll-out; Stephen acknowledged that now would be a good time for such a review, and promised a recommendation at the next Board meeting.

Turning to the issue of libraries' internal networks, Stephen noted that OPLIN staff often notice that libraries are not able to get full use of their OPLIN connections because of bottlenecks in their local network. Sometimes Karl Jendretzky may help a library with such issues as a "favor," but officially OPLIN is not responsible for anything beyond the OPLIN router, and usually cannot access anything beyond the router because of firewalls. Stephen also noted that the problem is not confined to any particular type or size library; library technical staff usually have skills for managing computer workstations, but may not have networking skills. It was suggested that another OPLIN blog, written by Karl and concerning networking issues, might be helpful.

Jeff Wale asked if OPLIN should spend money on more "pods." These are small computing devices that Karl and Terry Fouts (OIT) have developed which can be plugged into a library's router to test their OPLIN connection, or placed within the library's network to troubleshoot internal traffic. It is sometimes difficult to get the pod to a library site, however, requiring a trip to the library; Karl and Terry are now researching the possibility of building the pod software into the new Juniper routers as they are deployed in libraries.

Board discussion turned to the possibility of providing direct support to libraries for internal networking problems. Several possibilities were mentioned:

• maintaining a list of approved contractors that libraries could hire for assistance;
• selecting one contractor that could be dispatched to a library (at the library's cost); or
• hiring additional OPLIN staff to work on internal networks, supporting their cost through user fees.

All of these options had one problem or another, ranging from liability issues to the likelihood of being able to sustain additional staff at a time when budgets may well be cut again. There was concern that before proceeding with any idea, more data would need to be gathered, possible response gauged, a careful analysis of the data undertaken, and a business plan developed.

Jim Kenzig motioned that the director develop a business plan for providing direct support to libraries for internal networking problems; Ben Chinni seconded. Jason Buydos attached a friendly amendment that the steps undertaken to develop the plan be at the director's discretion.

Because the Board seemed evenly divided in their discussion, the Chair requested a roll call vote: Don Barlow, aye; Gary Branson, aye; Jason Buydos, aye; Ben Chinni, no; Jim Kenzig, no; Jamie Mason, aye; Bonnie Mathies, aye; Gayle Patton, no; Sandi Plymire, no; Jeff Wale, no; and Karl Colón, no. There were 5 votes in the affirmative and 6 in the negative, so the motion was lost, and the director will not develop a business plan.

Stephen reported that the lack of conferences this year hampered OPLIN efforts to provide in-person programs on new technology. Doug Evans noted that there would be some limited opportunities for such programs at the OLC Expo in September.

7.2.4. Goal: Marketing. Progress report and possible futures

Stephen Hedges reported that OPLIN had not conducted any focus group sessions in the last few years, despite the fact that this is listed as an activity toward determining the technology needs of public libraries. Currently, it may be very hard to get library staff to travel to such an event. There was discussion of the possibility of using webinar software to do online focus groups, or perhaps doing a focus group at the OLC Expo. The Board asked Stephen to list some optional ways of doing focus groups when he re-writes this portion of the strategic plan.

Karl Jendretzky explained a problem encountered with implementing one of the services OPLIN had identified as valuable to libraries: text messaging library notices to users' cellphones. Any message over 160 characters exceeds the normal limits for a cellphone message and breaks the system Karl has set up. Since most library email notices are much longer, Karl asked the Board if OPLIN should still offer this service to libraries. The service only costs OPLIN the price of an annual cellphone plan, and would be free for libraries, but would have the 160 character limitation. Several Board members that currently have a similar service in their libraries said that they limit their messages now, and did not think it was worthwhile trying to find a work-around for the problem. They suggested offering the free service "as-is" with the limitation on message length.

PUBLIC PARTICIPATION

The Chair paused before proceeding to the next agenda item and opened the floor for public participation, postponed from agenda item 2.

Doug Evans provided a summary of Lynda Murray's activities in regard to the proposal by Rep. Todd Book to abolish state boards, including the OPLIN Board. Lynda has heard that one possible co-sponsor may be Rep. Dan Dodd.

7.3. Prioritize goals and objectives

Karl Colón suggested that this item be tabled until a later meeting when the Board would have more time to consider it and would have the suggested revisions to the goals and objectives, to which the Board agreed.

7.4. Review introductory material (with mission statement)

Stephen Hedges suggested that the portion at the end of the introductory material, dealing with the "Funding Environment" and discussing fee-based services, was no longer accurate and should either be re-written or removed.

Gayle Patton motioned that the final section of the introductory material, headed "Funding Environment," be removed from the strategic plan; Jim Kenzig seconded. All aye.

Discussion then turned to the mission statement. As currently written, the statement could almost be taken to mean that OPLIN should serve as the Internet service provider for all Ohio citizens; Stephen pointed out, however, that a major revision may not be possible, since the Ohio Revised Code now assigns OPLIN, "...the purpose of ensuring equity of access to electronic information for all residents of this state." Stephen provided a proposed re-wording of the statement, but several Board members pointed out that the re-write may be too specific in its effort to limit OPLIN's mission.

Gayle Patton and Jason Buydos argued that the Board should wait to get some current feedback from focus groups before revising the mission statement. The Chair assigned Gayle, Jason, and Jamie Mason to an ad hoc committee to analyze input from the public libraries and draft a revised mission statement.

7.5. Board candidates

Sandi Plymire reported on behalf of the Nominations Committee that all four Board members whose terms expire this year—Gary Branson, Karl Colón, Jamie Mason, and Jeff Wale—are eligible and have agreed to serve for another full term.

Jim Kenzig motioned that Gary Branson, Karl Colón, Jamie Mason, and Jeff Wale be recommended to the State Library Board for re-appointment to the OPLIN Board; Don Barlow seconded. All aye, with Gary Branson, Karl Colón, Jamie Mason, and Jeff Wale abstaining.

Sandi also reported that the Nominations Committee had developed a slate of candidates for officers of the Board for next fiscal year. Gayle Patton and Bonnie Mathies have agreed to run again for Treasurer and Secretary respectively, Jeff Wale will be the candidate for Vice-Chair, and Sandi will be the candidate for Chair.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported that OPLIN has now received a rejection letter from the National Telecommunications Information Administration (NTIA), following the letter already received from the USDA Rural Utility Service, regarding our application for broadband stimulus funds to buy routers. Stephen did not submit a second-round request from OPLIN, but instead assisted the State Library with their application for funds to subsidize the purchase of 5,071 public computers for libraries.

Stephen also reported that he had testified before the Sunset Review Committee on February 18. This committee periodically reviews all state boards to determine if they have served their purpose and are no longer needed.

Finally, Stephen reported that he is working on a web page about the early history of OPLIN, before the establishment of the Board. This task is an outgrowth of the discussion at the last Board meeting concerning ways to recognize the contributions of the people involved in the creation of OPLIN. The work has been enjoyable, as he has been receiving a lot of information from those people and learning many new things.

8.1. Databases and Network Reports

8.1.1. Database usage

This was covered within the discussion of agenda item 7.2.2.

8.1.2. Support Center (February and March)

Karl Jendretzky reported that no unusual activity appears in the Support Center reports for the past two months. Many of the tickets opened initiated the first installations of Time Warner Cable circuits in libraries, which seem to be progressing very smoothly. Email problems continue to generate the most tickets. In response to a question, Karl explained that "complaint forms" generally result from music and movie content providers complaining about unauthorized downloads on library computers.

10. CHAIR'S REPORT

Karl Colón briefly reviewed the form used for the director's annual evaluation. He asked Stephen Hedges to email the blank form to all Board members, and asked all members to email their completed forms to Bonnie Mathies by May 14 to allow her time to compile the results and share them with the rest of the Executive Committee before the next Board meeting. Karl also mentioned that he had received several emails lately praising the OPLIN director and staff.

Karl reminded Board members to be sure they submit their Financial Disclosure forms to the Ethics Commission before the April 15 deadline.

Karl also reported to the Board that his legislators have reminded him that the projected budget for the next state biennium is likely to be much smaller. Karl speculated that the current transfer of money to the Public Library Fund to cover the cost of OPLIN may well be discontinued.

11. ADJOURNMENT

On motion of Sandi Plymire the Board adjourned at 2:53.

February 12, 2010 Minutes

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

Minutes—February 12, 2010

1. WELCOME and CALL TO ORDER

The one hundred eighteenth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, February 12, 2010 by Board Chair Karl Colón at the State Library of Ohio in Columbus, Ohio.

Present were Board members: Don Barlow, Gary Branson, Jason Buydos, Ben Chinni, Karl Colón, Jim Kenzig, Jamie Mason, Bonnie Mathies, Gayle Patton, Sandi Plymire, and Jeff Wale.

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

2. PUBLIC PARTICIPATION

The Chair called for public participation and there was none.

3. APPROVAL OF THE AGENDA

Gayle Patton motioned to approve the agenda as presented; Don Barlow seconded. All aye.

4. APPROVAL OF THE MINUTES of December 11 Meeting

Don Barlow motioned to approve the minutes of the December 11 meeting; Jason Buydos seconded. All aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented the Financial Reports as of January 31, 2010. Report A showed the budget and expenditures for Fiscal Years 2008 and 2009, which are unchanged from the previous meeting since those fiscal years are closed; Report B showed the budget and expenditures for the current Fiscal Year (2010); and Report C showed the revenue and cash balances for Fiscal Years 2009 and 2010.

Report B: Diane noted the two open encumbrances, one for the fourth quarter OPLIN rent, and one for the ongoing contract for Explore Ohio website content management. She also noted that all budgeted encumbrances for Ohio Web Library databases have now been paid. Finally, she pointed out that the final filtering grant, which appears as an available balance in the report, was actually being transferred to the library's account today, completing the FY 2010 filtering grant payments.

Report C: Diane reported that the cash balance in Fund 4S4 was about $1.5 million at the end of FY 2009. In FY 2010, OPLIN received one transfer of $3,702,150 million from the Public Library Fund. An additional $7,645 was received from libraries for web services, as well as $562,467 for E-rate reimbursements. As of January 31, the cash balance stands at $2,139,327.

Miscellaneous: Diane reported that the Office of Budget and Management (OBM) is expected to release general guidance for the FY 2012-2013 biennial operating budget within the next few months, possibly in time for discussion at the OPLIN Board retreat in April. Budget submissions will probably be due in September 2010. If the majority party of either the House or the Senate changes after the November elections, the ensuing budget process in the legislature will be delayed by about a month.

Diane also announced that following Jo Budler's departure to take the Kansas State Librarian position, Missy Lodge, currently Head of Library Programs and Development, will serve as Interim State Librarian.

Jeff Wale asked if the decline in tax revenues going into the Public Library Fund would have an impact on the OPLIN budget. Diane replied that it would not, since OPLIN received its allotment from the Public Library Fund in a single transfer at the beginning of the fiscal year.

Gayle Patton motioned to accept the Financial Reports; Jamie Mason seconded. All aye.

6. OLD BUSINESS

6.1. Request for Internet connection from Central Library Consortium

Karl Colón reminded the Board that this issue had been tabled at the last meeting to allow an ad hoc committee to study the issue. Stephen Hedges told the Board that he would start the discussion by reporting on the information found during the investigation of the issue, and then the ad hoc committee would present their recommendations.

Stephen referred the Board again to the letter received from Carol Roddy, Executive Director of the Central Library Consortium (CLC), requesting that OPLIN continue to pay for management fees associated with CLC's state-contracted Internet connection, billed by the Ohio Office of Information Technology (OIT), as well as take over payments for the circuit itself, billed by AT&T. As the ad hoc committee began considering this request, they asked Stephen to provide the history of the relationship between OPLIN and CLC.

Stephen provided the Board with a document summarizing that history, and then verbally discussed the major elements of that history. From the beginning of OPLIN in 1995, the budget language defining OPLIN gave the Board complete authority to certify participants in the network. Documents from the early OPLIN years clearly establish that the OPLIN Board envisioned providing an Internet connection to one location in each public library system, usually the main library, although from the beginning the State Library received connections at two locations and regional library systems received connections as well. Also from the beginning, there was an OPLIN T1 connection in Lithopolis, which was variously identified as connecting to either CLC or Wagnalls Memorial Library.

Most of the decisions the Board made about the connections provided to Ohio library entities were based on financial considerations: could OPLIN afford the connection? That was the case in August 2002, when CLC requested that OPLIN pay OIT management fees on a second T1 line they had installed. The audio recording of this meeting contains discussion about OPLIN's practice of paying management fees for additional T1 circuits that large libraries were then buying, which was: the library paid for the additional circuit costs, but OPLIN paid management fees on all the circuits going to the library. The Board voted to do the same for CLC, but this was recorded in the minutes as approval that "OPLIN pay for the circuit costs for CLC."

In 2006 CLC replaced their double-T1 connection with a 10 Mbps Ethernet connection. At the time, OPLIN practice in such situations—when a library shifted completely away from an OPLIN-provided connection—was to reimburse the library in some way for an amount similar to what OPLIN would have been paying for a connection to the library. In the case of CLC, OPLIN agreed to pay OIT management and bandwidth charges on the Ethernet circuit while CLC paid the actual circuit charge. Wagnalls Memorial Library continued to use one of the old T1 lines, and OPLIN began paying for this connection in 2007 when Wagnalls began receiving state funding. Stephen admitted that he had forgotten about this arrangement with CLC and had asked CLC to begin paying OIT charges on their Ethernet circuit after noticing those charges on the OPLIN bill from OIT several months ago, which then prompted CLC's request to the Board for payment of all their connection charges.

In the course of doing research, Stephen called the ad hoc committee's attention to the fact that the OPLIN Board no longer has the authority to certify OPLIN participants; possible participants are now defined by the Ohio Revised Code (3375.64). This language would seem to exclude CLC from OPLIN. With the support of the Ohio Library Council, Stephen requested information from Jon Iten, legal counsel to OLC and one of the major drafters of the Revised Code language on OPLIN, about how to interpret this language. Mr. Iten replied that it was never the intent to exclude any current network participant, but then also pointed out that CLC is not a separate legal entity, but a group of libraries operating together, with an Administering Library entering into contracts with the other libraries for specific services. In the case of the CLC automation project—the primary user of the Ethernet connection to the CLC office—the Administering Library is Grandview Heights Public Library, which is unquestionably an OPLIN participant.

6.1.1. Recommendation

While OPLIN participants are defined by the Revised Code, the nature of the services provided to participants remains under the authority of the OPLIN Board. The ad hoc committee—Jeff Wale, Jason Buydos, and Gayle Patton—noted that Mr. Iten's memo clarified for them that the question before them was really the nature of the services OPLIN would provide to Grandview Heights Public Library. Jeff pointed out that the committee asked Stephen to keep CLC informed of developments as information was collected, so CLC has seen both the background memo and Jon Iten's memo. Karl Colón remarked that, despite the change in the Board's authority and the diverse ways the Board had used its previous authority to approve Internet connections to library entities, the original intent of providing each library with one connection has been consistent throughout OPLIN's history. Karl also noted that the current OPLIN "Policy on the Provision of Network Services" had not been revised since the Ohio Revised Code language took effect.

6.1.2. Amend policy on "Network Services"

On behalf of the ad hoc committee, Jeff Wale presented a proposed revision of the "Policy on the Provision of Network Services" with language that specified one connection to one location per library with the exception of connections for three State Library of Ohio locations (State Library, SEO Library Center, and OPLIN office). Jamie Mason asked for clarification of the difference between the SEO Library Center and CLC. Various members of the committee responded that "CLC" is actually a separate location of Grandview Heights Public Library, as viewed by OPLIN, and SEO Library Center is a service outlet of the State Library of Ohio. The committee's recommendation is that State Library sites be treated differently from public libraries. There was also a question as to whether any public libraries currently have two separate connections. Jason Buydos said there was initially some confusion about Cleveland Public Library and CLEVNET, but that in fact CLEVNET shares Cleveland Public Library's single connection; there are no libraries with two connections.

Stephen Hedges noted that since the committee's development of the proposed language, he and Karl Jendretzky had discussed the issue of the seventeen libraries with multiple T1 lines. While these multiple lines function as a single connection, some libraries might misinterpret the "one connection" wording of the policy to mean that multiple T1 lines would no longer be provided to libraries. After some discussion, the wording was changed to authorize one connection, or aggregated circuits acting as one connection.

Jason Buydos motioned to amend the Policy on Provision of Network Services as proposed; Jeff Wale seconded.

Roll call: Don Barlow, aye; Gary Branson, aye; Jason Buydos, aye; Ben Chinni, aye; Jim Kenzig, aye; Jamie Mason, aye; Bonnie Mathies, aye; Gayle Patton, aye; Sandi Plymire, aye; Jeff Wale, aye; and Karl Colón, aye.

6.1.3. Response to CLC

The Board now turned to consideration of the specific request from the CLC office. The recommendation of the ad hoc committee was that the request be denied, in accordance with the revised Network Services policy, since the request was in effect for two connections to two Grandview Heights Public Library locations. It was noted, however, that paying the OIT management costs for the CLC connection would place a financial burden on the CLC libraries for which they had not budgeted. Therefore the committee also recommended that OPLIN continue to pay OIT management costs for the CLC connection through the end of OPLIN's fiscal year on June 30, 2010. Stephen reported that this cost would be about $250 per month.

Jason Buydos motioned to reject the request from CLC, but continue to pay their OIT management costs through June 30, 2010; Gayle Patton seconded. All aye.

The Board asked Stephen to formally convey this response as soon as possible to Carol Roddy, CLC Executive Director.

Karl Colón expressed his thanks to Stephen and the ad hoc committee for their extensive work on this issue.

7. NEW BUSINESS

7.1. Approve Capital Budget request

Stephen Hedges reported that he and Diane had prepared two state capital budget requests from OPLIN for FY2011-2012, which must be submitted to the Office of Budget and Management (OBM) by February 26.

The first request completes the router replacement project, for which OPLIN received capital budget funds for FY2009-2010. At the time OPLIN made the previous request, the plan was to match the capital budget request ($200,000) with OPLIN funds, but subsequent state budget cuts forced OPLIN to reallocate those match funds to pay for operational expenses. As a result, OPLIN has only purchased a new core router and 71 library site routers to replace routers that reached industry end-of-life in June 2008. This proposed second request for funds to replace 154 more routers will be for more than $200,000, though the final budget is still being discussed with representatives from OIT. Gayle Patton asked if the five spare routers included in the proposal were enough; Karl Jendretzky replied that all the new routers would be covered by a replacement warranty, so spare routers would not be needed for extended periods of time.

Stephen also noted that an E-rate Priority 2 application had been filed to discount the cost of some of the routers, which would be placed in "high-discount" libraries located in school districts with a large percentage of students receiving free or reduced-cost lunches. Priority 2 applications for libraries qualifying for less than an 80% discount are usually not funded by E-rate. Karl further noted that this would be the second replacement of OPLIN routers in libraries.

The second request would cover the cost of installing fiber-optic Ethernet connections at 114 libraries which currently have single T1 connections. These installs are made possible by the new contract with Time Warner Cable, which would allow OPLIN to buy 3 Mbps Ethernet connections for a slightly lower monthly cost than the 1.5 Mbps T1 lines. Even though none of these libraries has yet qualified for a circuit upgrade, this upgrade would save OPLIN money; however, the Time Warner Cable contract also requires a payment of $1,500 for installing a circuit, which OPLIN cannot afford. This capital budget request would therefore pay for the installation fees at the 114 libraries, for a total of $171,000.

OBM requires that agency capital budget requests be prioritized, and we would designate the router replacement request to be our top priority. Stephen also noted that the second request might qualify for a federal Broadband Technology Opportunities Program (BTOP) grant, but BTOP requires at least a 20% match from the grantee. The timing of the capital budget and BTOP deadlines does not allow OPLIN to apply to both funding sources and cancel one application later, so Stephen recommends OPLIN pursue the capital budget funds rather than the BTOP funds.

In response to a question, Diane Fink reported that our capital budget request for FY2009-2010 was submitted in January 2008 and we received the funds in August 2008. Stephen also explained that biennial capital budgets alternate with biennial operating budgets; the state is currently in the FY2010-2011 operating budget. Diane noted that the State Library would not be submitting any capital budget requests other than the two OPLIN requests.

Bonnie Mathies motioned to approve the capital budget requests; Jeff Wale seconded. All aye.

Karl Colón reminded Stephen that Board members would be willing to talk to legislators to explain the capital budget requests if needed.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported that OPLIN has received a rejection letter from USDA Rural Utility Service regarding our application for Broadband Initiatives Program (BIP) stimulus funds to buy routers. OPLIN had applied for funds simultaneously through the BIP and BTOP processes, with a preference for BIP because matching funds were not necessarily required. The rejection letter indicated that the lack of a loan request in our application was the reason for the rejection, and the application has now been passed along to BTOP evaluators. Stephen noted that USDA has historically favored grant/loan combinations, and that in the recently announced second round of funding they no longer offer 100% grants. Stephen also speculated that the size of our request may have been too small, since second round requests are expected to be for no less than $500,000. As noted earlier, Stephen does not plan to submit a second-round request from OPLIN, but has offered to assist the State Library with their BTOP application. A brief general discussion of the BTOP process ensued, particularly how libraries planned to participate in the second round of funding.

Stephen then reported on House Bill 276, which is a bill seeking to deregulate some aspects of the telecommunications industry. The bill is complex and has garnered a lot of interest from lobbyists and consumer advocates. The Ohio Consumers' Council (OCC) in particular is concerned that the bill may be bad for consumers and is seeking ways to amend the bill to provide some consumer benefits. OCC approached the Ohio Library Council about the possibility of having telecommunications companies establish a fund to support public computing in libraries, and Lynda Murray and Stephen then worked together with OCC to draft a proposed amendment that would channel up to $5 million per year from telecommunications companies to OPLIN, which would then distribute the funds to libraries and community computing centers in the form of grants. Lynda and Stephen met with Rep. DeGeeter and Rep. Sayre to present the amendment, but at this point in time it appears that the amendment will not be added to the bill. If, however, things change and the amendment is added, it is likely that the bill will be acted on quickly, and Board members should be aware of it.

Stephen also reminded the Board of recently announced changes in Ohio library leadership, particularly the departures of Tom Sanville, Jo Budler, and Meribah Mansfield from their current positions. Meribah was very actively involved in the creation of OPLIN, and Stephen asked the Board if they would like to do something special to commemorate her service to OPLIN. Gayle Patton asked if OPLIN had done anything special for Steve Wood, who was also active in the creation of OPLIN; Stephen replied that he had attended Steve's retirement reception in Cleveland Heights, but otherwise nothing special was done. Gayle suggested that OPLIN create an online tribute to Meribah recognizing her service to OPLIN and then announce its location on the OPLIN email lists. There was general approval of this suggestion.

Stephen noted that prior to the Board meeting some members had expressed an interest in hearing more about the current state of OhioLINK, in light of Tom Sanville's departure from the Executive Director position. The Board of Regents is actively working to consolidate services, including some OhioLINK technology projects, under OARnet direction. That transition process has had some problems, leading to frustration among OhioLINK library directors. The OhioLINK Board's governing authority has also been removed and now resides with the Chancellor of the Board of Regents. This turmoil could affect OPLIN because OhioLINK is one of the Libraries Connect Ohio (LCO) partners, but Tom Sanville has assured LCO that OhioLINK's contributions to LCO are not in any jeopardy. There was general Board discussion about the possible impact of the technology transition on the Search Ohio libraries that use OhioLINK technology for sharing materials.

8.1. Databases and Network Reports

8.1.1. Database usage

Laura Solomon noted that the Board is once again seeing raw statistical data on database usage rather than the usual chart because EBSCO is still having a problem delivering statistics and is therefore absent from the usage report. The previous problem receiving statistics for OhioLINK-hosted resources has now been resolved. EBSCO is promising to have their problem resolved by the end of the month.

8.1.2. Support Center (December and January)

Karl Jendretzky reported that no unusual activity appears in the Support Center reports for the past two months. He went on to explain, however, that some interesting things have occurred which do not appear in the reports. In the process of installing the new routers at library sites, OPLIN discovered that many libraries using Innovative Interfaces, Inc. software (III) had servers which were misconfigured and caused the library catalog to fail when the new router was installed. The old CISCO routers did not reveal the problem, but the new Juniper routers do. This misconfiguration also explains why some III servers were being used as spam relays and some Search Ohio users reported problems connecting to the catalog. The Board encouraged Karl to contact III libraries and alert them to this possible problem with their server configuration. Karl also reported that OIT is now satisfied that most configuration issues with the new routers have been resolved and they will begin an aggressive schedule of deploying the routers.

Karl also noted that some of the Support Center tickets on his reports initiate the first installations of Time Warner Cable circuits in libraries, which has involved meetings and discussions with TWC staff to familiarize them with our operations and vice versa.

10. CHAIR'S REPORT

Karl Colón reported that he had appointed Jeff Wale as the at-large member of the Board Executive Committee; prior to becoming a Board officer, Karl had been the at-large member.

Karl announced that the terms of four Board members expire this June: himself, Gary Branson, Jeff Wale, and Jamie Mason (completing Holly Carroll's term). All four members are eligible for another term. Karl appointed Sandi Plymire and Ben Chinni to a Nominating Committee to prepare a slate of continuing/replacement Board candidates for the April Board retreat. Karl reminded the Board that the retreat is scheduled to last until 3:00 pm, at a location yet to be determined.

Karl asked the Board members to be sure they submit their Financial Disclosure forms to the Ethics Commission before the April 15 deadline.

Karl also asked Board members to pay close attention to House Bill 400, which would eliminate the state income tax without any proposed means of protecting the Public Library Fund from a revenue loss.

11. ADJOURNMENT

Sandi Plymire motioned to adjourn the meeting at 11:50 a.m.; Jason Buydos seconded.

December 11, 2009 Minutes

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

Minutes—December 11, 2009

1. WELCOME and CALL TO ORDER

The one hundred seventeenth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, December 11, 2009 by Board Chair Karl Colón at the State Library of Ohio in Columbus, Ohio.

Present were Board members: Don Barlow, Gary Branson, Jason Buydos, Ben Chinni, Karl Colón, Jamie Mason, Bonnie Mathies, Gayle Patton, Sandi Plymire, and Jeff Wale.

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

2. PUBLIC PARTICIPATION

Doug Evans reported that the Ohio Library Council is asking all OLC members to contact the Ohio Senate to urge passage of HB318 before the Senate adjourns for the holidays. This is a joint effort of OLC, the K-12 and higher education communities, health and human services providers, and local governments. Continued Senate inaction on this budget-balancing bill could have a huge financial impact on libraries and other state services. If the scheduled income tax reduction is not delayed, as HB318 proposes, there is concern that there will be additional drastic cuts in the funding for state services.

Karl Colón asked everyone to introduce themselves, since the new Head of Employee Services for the State Library (Matthew Dyer) and two new Board members (Jason Buydos and Jamie Mason) were present.

3. APPROVAL OF THE AGENDA

Bonnie Mathies motioned to approve the agenda as presented; Don Barlow seconded. All aye.

4. APPROVAL OF BOARD VICE-CHAIR

Karl Colón noted that the Nominating Committee had recommended Sandi Plymire as the new Vice-Chair of the OPLIN Board, but this was inadvertently omitted from the last meeting.

Gayle Patton motioned to approve Sandi Plymire as Vice-Chair of the Board; Jeff Wale seconded. All aye.

5. APPROVAL OF THE MINUTES of October 9 Meeting

Don Barlow motioned to approve the minutes of the October 9 meeting; Sandi Plymire seconded. All aye.

6. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented the Financial Reports as of November 30, 2009. Report A showed the budget and expenditures for Fiscal Years 2008 and 2009; Report B showed the budget and expenditures for the current Fiscal Year (2010); and Report C showed the revenue and cash balances for Fiscal Years 2009 and 2010.

Report A: Diane reported that all purchase orders for FY 2009 have now been paid or otherwise closed. She noted that a small balance for unemployment charges was canceled because it was no longer needed; this balance, added to mandated contract reductions and the cancellation of one filtering grant, resulted in a year-end General Revenue Fund (GRF) balance of $2,956.52 which now reverts to the state treasury. In Fund 4S4, approximately $1.4 million of the $3 million spending authority was unused.

Stephen Hedges asked Diane to clarify OPLIN funding for the benefit of the new Board members. Diane explained that through FY 2009 OPLIN received funds from the state GRF as well as some non-GRF funds—primarily E-rate reimbursements—which were grouped into Fund 4S4. For these 4S4 monies, OPLIN had to request "spending authority" to be able to use them. In the current FY 2010-2011 biennial budget, all OPLIN accounts draw from Fund 4S4, which is now a combination of money transferred from the Public Library Fund (PLF) plus $2 million in spending authority that allows OPLIN to spend E-rate reimbursements and other money not collected from the PLF. Diane also explained that OPLIN has drawn additional funds in the past from the state's Capital Budget to purchase replacement routers for the network.

Gayle Patton asked for clarification of the $10,000 budgeted in FY 2008 for Kent State University's review of the OPLIN web site, which was never expended. Stephen explained that KSU had not provided OPLIN with a final report, as per the contractual agreement, and therefore will not bill OPLIN for the work they did. Diane noted that this money was budgeted to come from Fund 4S4 and thus remains in the fund.

Report B: Diane took a few minutes to explain the OPLIN budget categories and line items to new Board members. She pointed out reductions in rent and a consultant's contract that were negotiated at the end of FY 2009. The total amount in Fund 4S4 is $5,702,150, which consists of $3,702,150 transferred from the PLF and $2 million spending authority. Jeff Wale asked about differences in the FY 2010 budget for telecommunications compared to actual expenditures in FY 2009; Diane explained that budget amounts will be adjusted as the total amount actually needed becomes clearer near the end of the fiscal year.

Report C: Diane reported that the cash balance in Fund 4S4 was about $1.5 million at the end of FY 2009, but after the Office of Budget and Management (OBM) transferred the entire $3.7 million from the PLF to OPLIN, followed by large payments for databases and telecommunications, the cash balance now stands at about $3.35 million. Diane called attention to $6,435 received so far this fiscal year for the Website Kits. She also reminded the Board that OPLIN now applies for E-rate reimbursements semi-annually rather than annually, which smooths the cash flow a little.

Miscellaneous: Diane is still waiting for instructions from OBM for the 2011-2012 Capital Budget. Once OBM releases those instructions, OPLIN can begin the process of applying for more capital funds to purchase replacement routers, since we were ultimately unable to match our 2009-2010 capital funds with GRF monies and thus have not yet purchased all of the needed routers.

Gayle Patton motioned to accept the Financial Reports; Gary Branson seconded. All aye.

7. OLD BUSINESS

7.1. Discussion of Internet connection for Central Library Consortium

Stephen Hedges presented a formal letter from Carol Roddy, Executive Director of the Central Library Consortium (CLC), requesting that OPLIN take over payments for their state-contracted Internet circuit and associated management fees. He also provided a network diagram of CLC which he and Karl Jendretzky had obtained during a visit to CLC on the preceding day, December 10.

Stephen explained that this item is "old business" because the issue was previously discussed at the April 2007 OPLIN Board meeting, without any formal action taken. Historically, OPLIN had been paying for a connection to CLC, which was shared by the Wagnalls Memorial Library, since both entities are located on the same premises. When Wagnalls began receiving state public library funding, they requested an independent connection, at which point OPLIN provided Wagnalls with a T1 circuit and discontinued payments for CLC's 10 Mbps circuit. It recently came to light that the billing for circuit management fees had never been transferred to CLC, and the discussions about resolving this issue lead to this renewed request from CLC that OPLIN pay all costs for their Internet connection.

Stephen has suggested to CLC that they put their consortial traffic on the Wagnalls circuit, which OPLIN would upgrade as needed, and discontinue their independent circuit. This network model would conform closely to the OPLIN arrangement with Cleveland Public Library/CLEVNET. The CLC Board has declined this suggestion. Stephen then explained the way the CLC network is currently configured among the libraries in the consortium and reported that CLC might be willing to reconfigure their network to fit within an OPLIN proposal for connecting all the member libraries as well as the CLC office to each other and the Internet. For example, OPLIN could pay for connections between the member libraries and the OPLIN core, separate the shared CLC catalog system traffic at the core, and send that catalog traffic back to the CLC office on a CLC-paid circuit. This would increase our cost, since OPLIN would have to pay management fees on all circuits terminating at the core. (Seven of the OPLIN-provided CLC library circuits currently terminate at the CLC office and OPLIN does not pay management fees for them.) Another example would be to terminate all of the CLC library circuits at the CLC office, so OPLIN would pay no management fees, and then bring all of the traffic from the CLC office to the OPLIN core on an OPLIN-paid circuit. Since most CLC libraries currently pay for a separate circuit for their general Internet traffic and use the OPLIN-provided circuit for their CLC catalog traffic, either scenario would save money for the individual libraries by putting all of their traffic on an OPLIN-provided circuit. The question becomes: what should OPLIN pay for, and what should CLC pay for?

Karl Colón asked about the configuration of the SEO network. Stephen replied that it would correspond to the first example: all the member library circuits terminate at the core and catalog traffic then gets directed to the SEO office. CLEVNET corresponds to the second example, where library circuits terminate at a central location before traffic is directed to the OPLIN core. Board members then discussed the physical relationship between the CLC office and the Wagnalls library facilities, and the similarities and differences between that relationship and the Cleveland Public Library/CLEVNET relationship.

Jason Buydos questioned how providing consortium connections fits within the OPLIN mission. Stephen and Karl Jendretzky replied that OPLIN prefers to pay for library connections, some of which may also happen to carry consortial traffic. If the consortium assumes management fees for the circuits to member libraries, as is the case with CLEVNET, the cost to OPLIN for providing a larger circuit to such a library is offset by the management savings.

Gayle Patton asked Stephen if he had a recommendation, and he replied that he did not. Karl Jendretzky did point out that, from a purely technical standpoint, circuits that terminate at the OPLIN core are easier to monitor and upgrade. Karl Colón noted that much of the information under discussion had only been gathered a day earlier, and wondered if tabling this issue would give the OPLIN Director more time to develop a recommendation. Stephen responded that he feels this is a policy question before the Board, and was reluctant to promise a recommendation.

Karl Colón noted that this issue could be approached as either a policy issue or a decision about a single case. Ensuing Board discussion circled around the limits of OPLIN's general mission and how involved OPLIN should be in the details of the relationship between CLC libraries and the CLC office. Several Board members felt that this must be handled as a policy issue and not a single case decision. Karl suggested that this issue be tabled to allow time for further investigation, development of a recommendation, and more discussion at the next Board meeting. If this is to be a policy decision, it could have ramifications that affect many more libraries than just the CLC libraries.

With the consent of the Board, Karl Colón appointed Gayle Patton, Jeff Wale, and Jason Buydos to an ad hoc committee charged with the responsibility of working with Stephen to develop the case and policy information necessary for the Board to debate this issue fully at the next meeting. He also authorized travel expenses for committee members to the CLC office should they feel such a trip would be beneficial.

Gary Branson motioned to table the discussion until the next Board meeting; Jeff Wale seconded. All aye.

8. NEW BUSINESS

8.1. Approval of switching some AT&T circuits to Time Warner Cable

Stephen Hedges reminded the Board that Time Warner Cable now has a master contract with the Ohio Office of Information Technology (OIT) for fiber-optic circuits, which means they join AT&T and TW Telecom as potential vendors of OPLIN Ethernet circuits. In another recent development, OIT did not receive funding to maintain the Broadband Ohio Network, which had been using the OARnet fiber backbone to bring state agency traffic from remote areas of the state back to Columbus over the past year, including many OPLIN circuits to libraries outside central Ohio. For OPLIN, this means paying AT&T and TW Telecom for long-haul Ethernet service, which adds considerable expense in some cases.

Time Warner Cable is not regulated as a telecommunications company and does not charge for Ethernet long-haul. Their cost for local circuits is slightly higher than the other two vendors, and they charge a $1,500 per circuit installation fee and can also charge for any construction costs incurred in building fiber to the library. OPLIN sent TWC a list of all libraries which would require long-haul Ethernet as well as all libraries which currently have multiple T1 lines because they are located in areas where we have not been able to get Ethernet. TWC was able to provide service to most of these libraries, and agreed to waive all construction costs if OPLIN would commit to installing circuits in large groups.

Stephen provided a detailed explanation of a large spreadsheet which listed the libraries in question and factored in installation costs, AT&T disconnection penalties, monthly costs/savings, and then calculated optimum proposed dates for switching the circuits to TWC. Circuits from TW Telecom were not included in the plan because their disconnection penalties are too expensive to be considered at this time. Stephen also noted that all parties that would be involved in the process of finding a solution to our long-haul Ethernet problem—AT&T, TWC, and OIT—have been very willing to be flexible to the extent possible within the confines of contracts and corporate policies.

Jeff Wale asked several questions about the process of constructing TWC circuits into the library buildings; Stephen replied that the $1,500 installation fee covers pulling fiber to the library's demarcation point, and that the library must give permission to construct before any work is done. Jeff also asked if OPLIN had any previous experience with TWC; Karl Jendretzky replied that we have no direct experience, but we have had conversations with Columbus Metropolitan Library, which uses TWC connections for branch libraries, and they are pleased with TWC.

Stephen noted that decisions about circuit changes are not generally brought before the Board, but this change would affect a significant portion of the entire OPLIN network. Karl Colón asked if a vote of the Board was required; Stephen replied that he was informing the Board of his intention to proceed with the changes unless the Board had objections. Stephen also noted that TWC could provide 3 Mbps Ethernet circuits to 117 libraries that currently have single T1 circuits, for approximately the same monthly charge as OPLIN currently pays to AT&T for the T1s, but the total installation costs for all these circuits would be too much for our operating budget and may become a capital budget request.

Jeff Wale had no objection to the plan as a whole, but cautioned that OPLIN should monitor the construction process carefully to avoid problems for the libraries. Jeff also asked if the switch would affect our plans for replacing routers, and Karl Jendretzky replied that it would not. Karl Colón asked if OPLIN staff had confidence in the robustness of the TWC network and their ability to meet their commitments; Karl Jendretzky replied that he had good reports from other TWC users and expected TWC to be able to meet the terms of their state contract. Ben Chinni noted that the quality of residential service from TWC varies depending on the area of the state; Karl Jendretzky replied that this service differs fundamentally from TWC's residential service, being entirely on fiber, and is covered by a statewide Service Level Agreement. Don Barlow asked about the term of the contract; Stephen replied that he did not know, although the contract does include 5-year pricing options; negotiating contract extensions, etc., would be the responsibility of OIT.

There was no further discussion. In response to a question from the Chair, Stephen noted that libraries affected by the switch would be notified as soon as possible.

9. OPLIN DIRECTOR'S REPORT

Stephen Hedges gave an update on the progress of the E-rate training workshops done by Lorrie Germann, our E-rate consultant from eTech Ohio, at the State Library. He noted that he and Lorrie have decided to apply for E-rate Priority 2 funds for OPLIN to offset the cost of some of the replacement routers.

Stephen asked Karl Jendretzky to explain recent changes to the OPLIN servers. Karl has been moving from virtual servers back to physical servers after the virtual server controller failed and brought down all our servers on a recent weekend. With the exception of two hard drives, no new hardware has been needed for this change.

Stephen reported that he submitted brief comments to the FCC in response to a request for comments on the E-rate system. The FCC questions indicate that there may be some changes to E-rate in the near future.

Stephen commented on two recent meetings. First, the Columbus Metropolitan Library technology staff held a "retreat" at the OPLIN office, which gave OPLIN staff the opportunity to share information with them. Second, Stephen reported that he presented a sketch of a proposed new system for gathering, keeping, and reporting library statistics to the OLC Government Relations Committee. This new system would function as a "data center" where libraries could store some key statistical data for later retrieval. It would not replace the State Library's annual survey, nor would it be as accurate as the State Library's statistics, but it would replace the annual OPLIN Connectivity Survey and provide "raw" data more quickly than the State Library statistical reports.

9.1. Databases and Network Reports

9.1.1. Database usage

Laura Solomon presented detailed statistical data on database usage rather than the usual chart because several vendors, most notably EBSCO, have had problems delivering statistics. This is a high-priority issue for EBSCO. Other statistics are missing because OhioLINK is moving some servers to a more centralized data center for all higher education institutions. Laura expects to have complete statistics for the next Board meeting.

Laura also reported on her social media training activities, which included a webinar done with Lynda Murray (OLC) covering the Save Ohio Libraries social media campaign.

9.1.2. Support Center (October and November)

Karl Jendretzky reported that there was no unusual activity in the Support Center in the past two months.

10. CHAIR'S REPORT

Karl Colón thanked everyone for their participation and wished happy holidays to all.

11. ADJOURNMENT

Gary Branson motioned to adjourn the meeting at 11:51 a.m.; Don Barlow seconded.

October 9, 2009 Minutes

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

Minutes—October 9, 2009

1. WELCOME and CALL TO ORDER

The one hundred sixteenth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, October 9, 2009 by Board Chair Karl Colón at the State Library of Ohio in Columbus, Ohio.

Present were Board members: Don Barlow, Gary Branson, Ben Chinni, Karl Colón, Jim Kenzig, Sandi Plymire and Jeff Wale.

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

2. PUBLIC PARTICIPATION

The Chair called for public participation and there was none.

3. APPROVAL OF THE AGENDA

Gary Branson motioned to approve the agenda as presented; Sandi Plymire seconded. All aye.

4. APPROVAL OF THE MINUTES of August 14 Meeting

Don Barlow motioned to approve the minutes of the August 14 meeting; Jeff Wale seconded. All aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented the Financial Reports as of September 30, 2009. Report A showed the budget and expenditures for Fiscal Years 2008 and 2009; Report B showed the budget and expenditures for Fiscal Year 2010; and Report C showed the revenue and cash balances for Fiscal Years 2009 and 2010.

Report A: Diane explained that state agencies have until November to pay off purchase orders after the close of a fiscal year, so the FY 2009 expenditures report still shows one open purchase order for an unemployment claim. Fiscal Years 2008 and 2009 had several budget cuts mandated by the Office of Budget and Management (OBM), and those reductions totaled $1,056,551 for the FY08-09 budget biennium.

Report B: Diane pointed out that the budget for rent shown in this report for the current fiscal year is much less than in previous fiscal years, because of a reduction negotiated with the landlord; in response to a question, she clarified that OPLIN makes quarterly rent payments. The consulting contract with Past, Present & Future is also less than it has been previously due to a re-negotiation. Payments to Wright State University reflect scheduled payments for the OPLIN portion of the Ohio Web Library databases. The payment for E-rate consulting covers the second year we have contracted with eTech Ohio for this service.

Jeff Wale asked Stephen Hedges if he is happy with the eTech Ohio E-rate consulting and Stephen replied that he is, noting that they have fielded a lot of calls for E-rate assistance from the public libraries. While Stephen was not able to report a specific increase in our E-rate funding attributable to eTech's consulting, he did note that they increased the speed of our E-rate cash flow by applying for semi-annual instead of annual E-rate reimbursements. In response to a question about discounts for internal connections, Stephen noted that OPLIN has had discussions with eTech about the possibility of qualifying virtual servers as E-ratable internal connections, but that any such discounts were likely to benefit individual libraries rather than OPLIN.

Diane noted that all OPLIN accounts now draw from Fund 4S4, which is a combination of money transferred from the Public Library Fund (PLF) plus $2 million in "spending authority" that allows us to spend E-rate reimbursements and other money not collected from the PLF.

Report C: Diane explained that this report tracks the cash flow into and out of Fund 4S4. The balance at June 30 was approximately $1.5 million. Diane called attention to an OBM document authorizing one transfer of $3,702,150 from the PLF to Fund 4S4 on August 31. She noted that this differed from the practice in Fiscal Years 2002-2004, when funds were transferred monthly from the Library and Local Government Support Fund (LLGSF). Diane speculated that the difference in procedure was due to the fact that $5 million was also transferred from the General Revenue Fund (GRF) into the PLF to cover the transfer of funds out of the PLF, and she assumed that the same procedure would be followed next fiscal year. In response to a question, Diane clarified that money in Fund 4S4 carries forward from year to year.

Diane noted that payments from libraries for website kits and refunds from telecommunications companies are reflected in the "Other Revenue" column of Report C. She also called attention to the increased frequency of E-rate reimbursements.

Miscellaneous: Diane reported that she is awaiting instructions from OBM for the FY2011-2012 Capital Budget. OPLIN intends to apply again for capital funds to purchase more replacement routers for the network. She also noted that state revenues are currently running slightly ahead of estimates. In response to a question, Diane explained that OPLIN does not invest cash balances, but the state treasury does, and the treasury retains any earned interest.

Jeff Wale expressed appreciation for Diane's good management of the OPLIN finances.

Jeff Wale motioned to accept the Financial Reports; Gary Branson seconded. All aye.

6. OLD BUSINESS — none

7. NEW BUSINESS

7.1. Approve nominations of Board candidates

Jeff Wale presented a summary of the discussion of the Nominating Committee, comprised of Jeff and Gayle Patton, regarding candidates to replace Holly Carroll and Mike Wantz on the Board. After looking at the group of candidates who recently expressed interest in the two Board vacancies created at the end of regular terms in June, the Nominating Committee proposed that Jason Buydos, Technical Services Director at the Public Library of Cincinnati and Hamilton County, and Jamie Mason, Deputy Director at Rocky River Public Library, be submitted to the State Library Board for appointment to the OPLIN Board. Both individuals are highly recommended by their library directors. Stephen Hedges noted that the Board should recommend one individual to fill the final year of Holly's unexpired term, while the other individual would be recommended to fill Mike's full three-year term.

Jim Kenzig motioned to recommend to the State Library Board that Jamie Mason be appointed to fill the unexpired board term of Holly Carroll, and Jason Buydos be appointed to a full board term; Don Barlow seconded. All aye.

7.2. Approve Internet filtering assistance grants

Stephen Hedges reminded the Board that OPLIN has $81,000 earmarked in the budget for filtering assistance grants to libraries. After approval of the grant procedures at the last Board meeting, libraries were invited to apply online, with applications due last Friday, October 2. As per the procedures, applications were ranked with new filters receiving first priority, upgrades to existing filters receiving second priority, and requests for filtering maintenance funds ranked third, with requests for maintenance from libraries with lower overall total revenue taking precedence over libraries with higher revenue.

Stephen reported that 50 applications were received, totaling $93,267.29. After making some corrections and removing some unrelated expenses, OPLIN will be able to fund 48 of the applications, and partially fund a 49th request; OPLIN will not have enough funds to fulfill the 50th request, from Akron-Summit County Public Library. He presented a list of his recommendations, divided into three groups to make it possible for Board members to abstain from voting on grants to the libraries which employ them.

Group 1

NEW INSTALLS
    Canal Fulton Public Library: $2,565.50
    Kingsville Public Library: $2,850.00
UPGRADES
    Washington-Centerville Public Library: $4,454.24
    Delaware County District Library: $3,424.50
    Briggs Lawrence County Public Library: $2,247.24
    Brown Memorial Library: $1,443.00
    Mount Gilead Public Library: $4,500.00
    Mount Sterling Public Library: $1,795.00
    Twinsburg Public Library: $4,500.00
    Mary L Cook Public Library: $1,443.00
RENEWALS (ranked least to most Total Overall Revenue)
    Forest-Jackson Public Library: $129.00
    Rock Creek Public Library: $1,850.00
    Grand Valley Public Library: $375.00
    Mechanicsburg Public Library: $225.92
    Alexandria Public Library: $199.00
    Wagnalls Memorial Library: $199.00
    Henderson Memorial Library Association: $250.00
    Kinsman Free Public Library: $625.00
    Harbor-Topky Memorial Library: $810.00
    Delphos Public Library: $312.00
    Plain City Public Library: $199.00
    Newton Falls Public Library: $1,125.00
    Carnegie Public Library (East Liverpool): $350.00
    Hubbard Public Library: $1,025.00
    Brown County Public Library: $1,718.00
    Lebanon Public Library: $1,005.00
    Perry Public Library: $450.00
    London Public Library: $1,200.00
    Pickerington Public Library: $199.00
    McKinley Memorial Library: $1,000.00

Jim Kenzig motioned to provide Internet filtering assistance grants to this group of libraries in amounts not to exceed the amount recommended for each library by the Director; Sandi Plymire seconded.

Roll call: Don Barlow, aye; Gary Branson, abstain; Ben Chinni, aye; Jim Kenzig, aye; Sandi Plymire, aye; Jeff Wale, aye; and Karl Colón, aye.

Group 2

RENEWALS (continued)
    Madison Public Library: $950.00
    Putnam County District Library: $858.28
    Marysville Public Library: $398.00
    Troy-Miami County Public Library: $3,408.00
    Ashtabula County District Library: $1,300.00
    Reed Memorial Library: $1,525.00
    Kent Free Library: $2,825.00
    Rodman Public Library: $1,585.00
    Nelsonville Public Library: $1,953.00
    Portage County District Library: $2,500.00
    Portsmouth Public Library: $1,079.72
    Muskingum County Library System: $1,636.00
    Grandview Heights Public Library: $199.00
    Morley Library: $2,750.00
    Fairfield County District Library: $2,568.00
    Geauga County Public Library: $3,500.00
    Upper Arlington Public Library: $2,227.50
    Warren-Trumbull County Public Library: $4,500.00

Jeff Wale motioned to provide Internet filtering assistance grants to this group of libraries in amounts not to exceed the amount recommended for each library by the Director; Don Barlow seconded.

Roll call: Don Barlow, aye; Gary Branson, aye; Ben Chinni, aye; Jim Kenzig, aye; Sandi Plymire, abstain; Jeff Wale, aye; and Karl Colón, aye.

Group 3

RENEWALS (continued)
    Greene County Public Library: $2,769.10

Stephen Hedges explained that Greene County Public Library had requested $4,500, but only $2,769.10 will be left from the available $81,000 once all the other grants are awarded. He noted, however, that it is not unusual to find that a library cannot meet all the grant requirements when a contract is sent to them, and he suggested that any such unused grant funds could be applied toward the balance of Greene County's original request.

Gary Branson motioned that Greene County Public Library be awarded an Internet filtering assistance grant in an amount not to exceed $4,500, the exact amount of the award to be determined by the balance of funds available once all other grant recipients come into contract for their awards; Sandi Plymire seconded.

Roll call: Don Barlow, aye; Gary Branson, aye; Ben Chinni, aye; Jim Kenzig, aye; Sandi Plymire, aye; Jeff Wale, aye; and Karl Colón, abstain.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges commended the OPLIN staff for creating an interactive website for presenting the Annual Report to Stakeholders. He reported that about 40 people attended the accompanying online meeting on September 18, and the response to the online format was generally positive. The software used for the online meeting was a free trial version of DimDim, so Karl Jendretzky is now looking into installing the open source version of DimDim, or some other open source online meeting software, for possible OPLIN use in the future. Stephen had originally planned to do next year's Stakeholders Meeting in conjunction with the Ohio Library Council (OLC) Expo, as normal, but now asked for Board reaction to the idea of using the online format instead. After brief discussion, the Board recommended doing both, perhaps recording the meeting at the Expo and making the recording available online.

Stephen reported that he submitted an application for $123,600 in American Recovery and Reinvestment Act funds from the USDA's Broadband Infrastructure Program (BIP) to buy more replacement routers for our library sites. Using data from Connect Ohio, Stephen identified 56 libraries in underserved areas of the state that could qualify under the program. He also submitted materials to allow funding through NTIA's Broadband Technology Opportunities Program (BTOP) should the BIP application be rejected; if we should be funded under the NTIA program, we will have to supply a 20% cash match. Stephen reported that there is a lot of competition for these funds. He hopes to have some indication of the success of OPLIN's application in about a month.

Stephen also reported that Karl Jendretzky and Terry Fouts, the Office of Information Technology (OIT) engineer who does frequent work on the OPLIN network, have almost finished configuring the first of the replacement site routers for use at Stark County District Library. Karl explained that once the first router is successfully configured, that configuration can then be copied to the other new routers. Karl also gave an update on the status of the new OPLIN core router, which is awaiting approval for power use in the State of Ohio Computer Center (SOCC).

Stephen informed the Board that Time Warner Cable has a new state contract for Ethernet connections. This provides OPLIN with a choice of competitive vendors in many parts of the state for the first time. Stephen hopes to leverage this competition to control some connection costs which would otherwise be rising due to the demise of the Ohio Broadband Network. This network, which was put together by OIT and OARnet last year, and which OPLIN was using to carry Ethernet traffic from remote locations back to the OPLIN core, is being dismantled due to lack of funds to maintain it. This means that OPLIN would need to purchase long-haul connectivity for the AT&T and tw telecom Ethernet connections we have outside central Ohio, paying the vendors to carry our traffic back to Columbus rather than to the nearest Ohio Broadband Network node. In some cases, this could triple our current connection costs. Time Warner Cable does not charge extra for long-haul connectivity.

Stephen reported that he and Karl met with representatives from Index Data to discuss new software they are developing for building "connectors" to websites that we want to include in the Ohio Web Library search. Stephen plans to keep in touch with them as they continue development of this product. OPLIN currently pays $19,600 a year for WebFeat "OpenTranslators" that perform a similar function, and Stephen thinks OPLIN can save money by switching to the Index Data product. Karl also noted that he had received a call from EBSCO, who are impressed with the volume of Z39.50 searching the Ohio Web Library is doing within their databases.

Stephen also reported that he and Laura Solomon met with Lynda Murray and Mackenzie Betts from OLC to discuss using social media to support library funding, and specifically to decide what to do about the SaveOhioLibraries.com website that was created following the June 19 announcement of the Governor's intention of cutting state funding for libraries. As a result of that meeting, Laura rebuilt the SaveOhioLibraries website so it could be used to support the local library levies on the November ballot.

8.1. Databases and Network Reports

8.1.1. Database usage

Laura Solomon presented statistics on Ohio Web Library searches and document retrievals. Because of ongoing problems WorldBook is having with delivering statistics, they are not included in this report. While searches were down slightly compared to last year—perhaps due to the lack of WorldBook statistics—the number of documents retrieved is again well ahead of last year.

8.1.2. Support Center (August and September)

Karl Jendretzky called attention to the higher than average number of email issues, and explained that some of this was activity resulting from offering libraries the option of using their own domain name in accounts hosted on the OPLIN mail server. Other activity was the result of compromised library servers that were being used to send email spam, which required OPLIN intervention. Karl noted that he sees a possible problem with servers operating the Innovative Interfaces integrated library system software (III); four libraries in the last three months have had their III servers compromised.

Jeff Wale asked if OPLIN had received any complaints about canceling subscriptions to Ohio Web Library databases at the end of the fiscal year. Laura replied that librarians were sad to not have NoveList anymore, and Stephen noted that much of the response OPLIN has received concerning NoveList has come from school librarians. Jeff also asked about the status of NetWellness; Stephen replied that the University of Cincinnati library has left the NetWellness partnership, and Case Western and Ohio State universities are now actively seeking funding to continue the project. Stephen has heard that if they are successful in their search for funding, some other division of the University of Cincinnati may re-join the partnership, but not the library.

9. CHAIR'S REPORT

Karl Colón noted that there have been several recent court cases which could impact the state budget, and possibly necessitate a budget corrections bill. OPLIN will need to watch developments carefully and be ready to respond to any further budget pressures.

10. ADJOURNMENT

Sandi Plymire motioned to adjourn the meeting at 11:09 a.m.

August 14, 2009 Minutes

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

Minutes—August 14, 2009

1. WELCOME and CALL TO ORDER

The one hundred fifteenth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:02 a.m. on Friday, August 14, 2009 by outgoing Board Chair Gayle Patton at the State Library of Ohio in Columbus, Ohio.

Present were Board members: Don Barlow, Gary Branson, Ben Chinni, Karl Colón, Jim Kenzig, Bonnie Mathies, Gayle Patton, and Sandi Plymire.

Also present were: Stephen Hedges and Laura Solomon (OPLIN); Diane Fink (State Library); and Lynda Murray (Ohio Library Council).

Gayle welcomed Ben Chinni to the Board and asked all present to introduce themselves.

2. NOMINATION and ELECTION of BOARD OFFICERS

Gayle Patton reminded the Board that the Nominations Committee proposed a slate of candidates at the April Board Retreat, as follows: Karl Colón, Chair; Holly Carroll, Vice-Chair; Bonnie Mathies, Secretary; and Gayle Patton, Treasurer. Holly will not be able to serve as Vice-Chair, so that position would remain vacant for now.

Don Barlow motioned to approve the Nominations Committee's slate of officers, with the exception of the Vice-Chair; Gary Branson seconded. All aye.

Gayle Patton passed leadership to the new Chair, Karl Colón.

3. ESTABLISH BOARD MEETING SCHEDULE for FY 2010

The Chair called for approval of the proposed meeting schedule:

• August 14, 2009 (previously approved)
• October 9, 2009 (previously approved)
• December 11, 2009
• February 12, 2010
• April 9, 2010 (Board Retreat)
• June 11, 2010
• August 13, 2010
• October 8, 2010

Gayle Patton motioned to approve the FY 2010 meeting schedule as presented; Jim Kenzig seconded. All aye.

4. PUBLIC PARTICIPATION

The Chair recognized Lynda Murray to provide comments on the new state biennium budget.

Lynda recounted the events of the weekend following Gov. Strickland's June 19 proposal to cut public library funding by an additional 30%. The Ohio Library Council mobilized the directors of the larger libraries, while a grass-roots effort launched the very successful Save Ohio Libraries campaign on the Internet. As a result of substantial public pressure on the legislature, the proposed reduction was cut back to about 10%, by reducing the percentage of general tax revenues going into the Public Library Fund from 2.22% down to 1.97%. The transfer of $5 million annually from the General Revenue Fund (GRF) to the Public Library Fund (PLF) to cover the cost of OPLIN and the Library for the Blind was retained. Nevertheless, OLC currently projects that public libraries will receive about 25% less state funding this calendar year compared to last year.

While the state budget will most likely be amended more than once over the biennium, the strong public outcry over the proposed cut in library funding has given libraries some political safety. The current relationship with the Governor's office is not good, however, and will take some work. Another area of concern is the evolving shift in state revenues away from taxes and toward fees and other non-tax sources.

Lynda shared a few of the highlights and successes of the Save Ohio Libraries social media campaign, and then read the following resolution, as passed by the Ohio Library Council Board on July 17:

A RESOLUTION Honoring LAURA SOLOMON: WHEREAS, Ohio's public libraries provide the highest quality of patron service and experience the most frequent use of all the public libraries in the United States; and WHEREAS, Ohio's public libraries play an essential role in providing reading materials, research and reference services, homework help, early literacy opportunities, Internet access, services to help people find jobs, and an endless variety of other vital services; and WHEREAS, in 2007 Ohio's public libraries entered into an agreement with state government that public libraries would be funded through the Public Library Fund; a fund that was a true revenue sharing partnership that set aside 2.22% of the state's tax revenue to fund public libraries; and WHEREAS, public library funding in Ohio has been deteriorating as a result of the economy since 2002 and estimates that state funding will erode by 20% in 2009; and WHEREAS, Governor Strickland proposed cutting funding to public libraries by an additional 30%, bringing the total decline of funding to an untenable 50%; and WHEREAS, following the development of the independent Save Ohio Libraries Web site, Laura Solomon selflessly dedicated hundreds of hours to updating and refreshing the site with valuable information; and WHEREAS, the Save Ohio Libraries Web site inspired, informed, and directed tens of thousands of Ohio's patrons to contact their legislators and the Governor; and WHEREAS, the logo and links to the Save Ohio Libraries Web site appeared in places throughout the world, garnering support from celebrities, soldiers overseas, and people from across the globe; and WHEREAS, the Ohio General Assembly listened to the hundreds of thousands of patrons who contacted them in support of public libraries, and substantially reduced the cut proposed by the Governor; therefore, be it RESOLVED, that the Ohio Library Council Board of Directors, Ohio's 251 public libraries, and their eight million patrons, applaud, and appreciate the work and initiative of Laura Solomon, for surely her work Saved Ohio's Public libraries.

Lynda noted that libraries fared much better in the budget than some other budget items, such as the Early Literacy Initiative. OLC is encouraging libraries to lend help and support to other organizations in their communities wherever possible. She also reported that an unprecedented number of libraries are preparing to seek local levy support.

Don Barlow motioned that the OLC resolution be read into the minutes; Gayle Patton seconded. All aye.

In response to a question, Laura Solomon stressed the importance of OLC moving quickly to capture and increase the social media "capital" it has accumulated through the Save Ohio Libraries campaign. Lynda acknowledged that this is indeed a concern for OLC.

Lynda Murray left the meeting at 10:35.

5. APPROVAL OF THE AGENDA

Bonnie Mathies motioned to approve the agenda as presented; Jim Kenzig seconded. All aye.

6. APPROVAL OF THE MINUTES of June 12 Meeting

Gary Branson motioned to approve the minutes of the June 12 meeting; Gayle Patton seconded. All aye.

7. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented two separate packets of Financial Reports, one as of the end of the previous biennium (June 30, 2009) and one as of July 31, 2009.

The first packet contained four financial reports: Report A showing the budget and expenditures for Fiscal Years 2008 and 2009 as of June 30; Report B showing the revenue and cash balances for Fiscal Years 2008 and 2009 as of June 30; Report C showing the budgets for FY 2009, 2010 and 2011; and Report D showing projected revenue and cash balances through FY 2011.

Diane explained that state agencies have five months to pay off purchase orders after the close of a fiscal year, so the FY 2009 expenditures report still shows a few open purchase orders for an unemployment claim and some expected telecommunications bills. She also noted a $1,500 available balance for "Consultant," which resulted from the suspension of the Past, Present, and Future contract from April 30 to June 30 in response to an Executive Order from the Governor. The $623,551 budget reduction for FY 2009 actually reflects cuts mandated by the Office of Budget and Management (OBM) in February 2008, September 2008, and April 2009.

Looking at revenues, Diane pointed out the larger than usual, one-time E-rate income in FY 2009, due to requesting reimbursements every six months rather than annually, which in effect advanced OPLIN E-rate revenues by six months. Diane also noted that Report C shows the history of the new OPLIN biennium budget as it progressed through the Executive Recommendation (February 2009) to the House Recommendation (April), the Senate Recommendation (June) and the Conference Committee final budget (July). The Executive Recommendation drew OPLIN funding from the PLF rather than the GRF; otherwise there was no change throughout the process from the budget which OPLIN had requested.

In the second packet of reports (as of July 31), Diane pointed out that more FY 2009 payments have been made against open purchase orders. She explained that the $979 available balance for filtering will be returned to the state; some libraries that had been awarded grants had already made their filter purchases and thus been disqualified from receiving their grants. The filtering funds are earmarked and cannot be used for anything else. The FY 2010 expenditures have been very sparse, because only limited bills could be paid during the July interim budgets that preceded the Conference Committee final budget. The largest expenditure was for OPLIN's portion of the Ohio Web Library databases.

Diane noted that OBM had asked agencies to identify areas of cost savings last spring, but had taken no further action in that regard. OPLIN negotiated some savings during this process, particularly for rent, and those savings will be applied to telecommunications costs. Diane pointed out that OPLIN is now operating solely from the 4S4 fund, since OPLIN no longer receives GRF funding, and also briefly explained how "spending authority" is used.

In regard to FY 2010 revenue, Diane reported that OBM has not yet determined how the PLF funds will be distributed to OPLIN. The last time OPLIN funding came from the PLF, the funds were distributed to OPLIN monthly. This time, since there will be a one-time transfer from the GRF to the PLF to cover OPLIN (and the Library for the Blind), OBM may decide to transfer all OPLIN funds in one payment. OPLIN has sufficient cash reserves to operate into September, pending an OBM decision.

Diane also reported that OPLIN currently plans to request Capital Budget funds once again, to replace more routers, and is waiting for instructions to be issued from OBM to begin that process.

Gayle Patton motioned to accept the Financial Reports; Bonnie Mathies seconded. All aye.

8. OLD BUSINESS

8.1. Discuss possible OPLIN services

Stephen Hedges presented recommendations regarding new services OPLIN might possibly offer, following discussion of new services at the Board retreat and refinement of the list of possible new services at the June Board meeting.

Regarding the development of a website providing employment assistance, Stephen conducted a quick email survey of what public libraries are currently doing in this regard. He found that many already have developed their own web pages for helping job seekers, and that those sites tend to point to roughly the same group of established job help sites on the Internet. (The results of the survey are posted on WebJunction Ohio.) He also noted that the State Library has a similar web page, "Finding Help in Tough Times." He therefore recommended that OPLIN not devote staff resources to creating another employment assistance website.

Another proposed website would provide a portal to government information and forms. Stephen has discussed this with the State Library and come to the conclusion that this project is a better fit with their mission. The State Library also has the reference staff who would be able to create/maintain such an e-government portal(s). His recommendation is that OPLIN confine its efforts to assisting the State Library with this project as needed.

Two other services had been approved at the June meeting. Stephen reported that testing is underway on a service that would allow libraries that currently use email addresses with the oplin.org email domain to use their own email domain address. He recommends announcing availability of this free service if the testing is successful. The Second Life training service for librarians is set to continue, and he expects to receive a $200 invoice soon for renting our Second Life office space for another year. He recommends paying for one more year, then re-assessing the demand for this free training at the end of that time period.

Finally, Stephen presented a plan from Karl Jendretzky for operating a SMS gateway that would allow libraries to send notices directly to patrons' cellphones. The service would convert email notices to text messages and could send up to 3600 messages per hour. The service would not have any provision for handling text message replies, and would send all messages from one phone number for all libraries. The annual cost to OPLIN would be about $500 and would require about one hour per week to maintain. Stephen recommended that this service be tested with at least one library system, with a goal of providing it to libraries at no cost.

Jim Kenzig suggested that OPLIN get a secondary email domain for accepting the library notices, to prevent any possible problems that might affect the oplin.org email service for library staff.

Karl Colón suggested OPLIN might also consider providing training to libraries in improving their social networking capability. Are there basic online social tools that all libraries should be able to use effectively? Following some general discussion, Stephen Hedges suggested that OPLIN partner with the Ohio Library Council on this initiative, since it would have some political utility that might be helpful for OLC. Stephen agreed to set up a meeting between himself, Laura Solomon, Lynda Murray, and Mackenzie Betts (OLC).

Don Barlow motioned to accept the Director's recommendations on these new services; Jim Kenzig seconded. All aye.

9. NEW BUSINESS

9.1. Accept Holly Carroll resignation

Stephen Hedges distributed copies of a letter of resignation from Holly Carroll, effective August 29. Holly has agreed to take the position as Executive Director of the Poudre River Public Library District in Fort Collins, Colorado, beginning September 8 and must regretfully resign from the OPLIN Board.

Gayle Patton motioned to accept the resignation of Holly Carroll, with reluctance and best wishes; Sandi Plymire seconded. All aye.

9.2. Approve Internet filtering assistance grants procedure

Stephen Hedges presented the proposed procedure for this year's round of Internet filtering assistance grants. The only change from last year is the total amount of the funds earmarked for content filtering assistance—now down to $81,000—and a slight change in the wording of the budget bill to specify that the purpose of the funds is to help libraries "use" filters as opposed to "purchase" filters. Another difference from last year is the fact that the amount earmarked is stable; last year OPLIN delayed the grants too long as budget reductions were anticipated that would reduce the amount available for grants. This year OPLIN can proceed on a more normal schedule designed to have libraries under contract by January 1, 2010.

Gayle Patton motioned to approve the Internet filtering assistance grants procedure as presented; Don Barlow seconded.

Don Barlow asked if we should inform libraries that grants over $5,000 must be approved by the State Library Board. Gary Branson asked if the maximum grant should be lower than $10,000 in light of the lower total funds available. After discussion of these factors, the motion was revised:

Gayle Patton and Don Barlow agreed to amend their motion to make the maximum grant amount $4,500.

Roll call: Don Barlow, aye; Gary Branson, aye; Ben Chinni, abstain; Jim Kenzig, aye; Bonnie Mathies, aye; Gayle Patton, aye; Sandi Plymire, aye; and Karl Colón, aye.

10. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported that the Stakeholders "Meeting" will be online this year, since the planned venue for the meeting, the OLC Annual Convention, has been canceled. OPLIN staff are working to design an interactive website for presenting the Annual Report to Stakeholders and may also schedule an online meeting to give librarians a chance to ask questions.

Stephen also submitted an extensive written report on his activities in regard to applying for American Recovery and Reinvestment Act (ARRA) stimulus funds for broadband. The time frame for applying for the first round of funding has been very tight, though the deadline was recently extended by a few days. Stephen commented on the evolving efforts to create a statewide application for public computer centers, which eventually became separate applications from libraries for hardware and facilities, and a statewide proposal for training and a public awareness campaign. Most of this work has been done in collaboration with Connect Ohio, the State Library, and OLC, though at one point the Board of Regents was also involved. The public libraries have unquestionably become the strong partners in this project.

In addition to working with Connect Ohio on a statewide application, Stephen has also been preparing a separate application to the USDA for broadband stimulus funds to buy 56 more replacement routers for the OPLIN network, at a cost of over $100,000. This project loosely fits within the category for funding middle-mile broadband infrastructure, though it is clear from the application materials that government entities are not really the intended target of the stimulus funds. While OPLIN intends to request more funding for routers from the upcoming Capital Budget, a successful ARRA application would reduce our dependency on state capital funds.

Finally, Stephen mentioned the inaugural meeting of the Drupal Users Group. Although this group was created by Laura Solomon, it is not an OPLIN group, and is intended to be self-administered.

10.1. Website Kits progress

Laura Solomon reported that the Franklin-Springboro, London, and Marion public libraries have new webkits in place, bringing the total of completed beta-test webkits to six, with four more to be completed. Homer, Canal Fulton, and Harbor-Topky libraries have joined the waiting list for "stable" (post-testing) webkits. She also informed the Board that she has begun writing the "Kit and Caboodle" newsletter with tips for webkit customers and potential customers; it is posted on the OPLIN website at http://oplin.org/kit-caboodle-newsletter.

10.2. Databases and Network Reports

10.2.1. Database usage

Laura Solomon noted that the large spike in use last July was due to the start of the new Ohio Web Library search. Otherwise database usage has been as expected from month to month.

10.2.2. Support Center (June and July)

Stephen Hedges reported that most tickets, as usual, dealt with email and billing issues. Stephen also noted that spam has become a persistent problem that most be dealt with as it arises, though this activity is not reflected accurately in the ticket count. Other Board members remarked that they have also been dealing with increased spam attacks on their email servers.

11. CHAIR'S REPORT

Karl Colón thanked Gayle Patton for two outstanding years as OPLIN Board Chair, and also for her kindness and consideration in helping him prepare for the position.

11.1. Appoint Nominating Committee

Karl Colón appointed a committee to select candidates to replace Mike Wantz and Holly Carroll on the Board, as well as recommending a candidate for the position of Board Vice-Chair. Gayle Patton and Jeff Wale will comprise the Nominating Committee, and the Chair requested that they expedite their work by starting with the list of potential candidates gathered last spring and bring nominations to the next regular Board meeting.

12. ADJOURNMENT

Sandi Plymire motioned to adjourn the meeting at 11:46 a.m. Gary Branson seconded.

June 12, 2009 Minutes

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

Minutes—June 12, 2009

1. WELCOME and CALL TO ORDER

The one hundred fourteenth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, June 12, 2009 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, Gayle Patton, Sandi Plymire, and Mike Wantz.

Also present were: Stephen Hedges, Karl Jendretzky, and Laura Solomon (OPLIN); Diane Fink (State Library); Lynda Murray (Ohio Library Council); and Don Barlow.

2. PUBLIC PARTICIPATION

The Chair introduced Don Barlow, Director of Westerville Public Library, who will be a new Board member on July 1. Ben Chinni, Trustee of Euclid Public Library, will also join the Board on July 1.

The Chair called for public participation and there was none.

3. APPROVAL OF THE AGENDA

Gary Branson motioned to approve the agenda as presented; Holly Carroll seconded. All aye.

4. APPROVAL OF THE MINUTES of April 10 Board Retreat

Mary Pat Essman motioned to approve the minutes of the April 10 board retreat; Jim Kenzig seconded. All aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented four financial reports: Report A showing the budget and expenditures for Fiscal Years 2008 and 2009 as of May 31; Report B showing the revenue and cash balances for Fiscal Years 2008 and 2009 as of May 31; 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 explained that there are two payrolls left in the current fiscal year, and taken together with some unemployment costs for a previous employee, these salary expenses are the largest unspent balances in the Administration budget. She also explained the small available balance for a consultant exists because the contract with Past, Present, and Future, for maintaining the ExploreOhio website, was suspended in April in accordance with the Governor's Executive Order. Purchase orders will be opened in the next few days to encumber the remaining balances in the Telecommunications budget. As a result of the Executive Order, there was a small decrease of about $5,400 in the overall budget.

Report B: Diane called attention to the recent receipts of E-rate reimbursements, which total more than they have in past years, because OPLIN is now applying for reimbursements every six months instead of annually. The result is our normal annual reimbursement and our first semi-annual reimbursement arrived at about the same time. This balance may be helpful with our cash flow as we begin the new fiscal year. Diane also noted the first receipts of revenue from the libraries doing the beta testing of the website kits.

Report C: This report shows the OPLIN budget as contained in the Executive Budget Recommendation, the House Recommendation, and the Senate Recommendation. Diane noted that all three recommendations are identical.

Report D: Diane pointed out the reduction in anticipated E-rate reimbursements in FY'11, due to the shift to semi-annual reimbursements. The projected cash balance at the end of FY'11 is only about $118,000.

Diane then reported on the details of the Governor's Executive Order mandating additional spending controls on state agencies. Restrictions on travel were increased, and all open purchase orders were reviewed; the purchase of telecommunications services was deemed to be "essential," so these purchase orders were not reduced. Agencies were required to submit plans to the Office of Budget and Management (OBM) for reducing their budgets by as much as 30%; OPLIN submitted a plan to reduce the OPLIN budget by about $24,000, including the already negotiated reduction in office rent. Diane also explained that all OPLIN employees must take ten unpaid furlough ("cost savings") days per year during the next two years, and salaries will be reduced accordingly.

Diane also reported on additional reductions to the State Library's operating (5%) and regional libraries' (30%) budgets as recommended by the Senate. Further reductions may occur in the Conference Committee. In response to a question about the cash flow in the new fiscal year, Diane explained that some of the OPLIN payments, particularly for databases, occur very early in the fiscal year; however, it is likely that OPLIN funds will be transferred from the Public Library Fund in small monthly amounts, so the E-rate balance may need to be used for these large, early payments.

Stephen Hedges expanded briefly on the budget reduction plan submitted to OBM, noting that the plan was written under the assumption that there was no good reason to hold onto Public Library Fund monies at a time when public libraries need the services that can be purchased with those funds; the funds cannot be returned to the libraries, they would just sit unused in the OPLIN account. Diane noted that we have not had any response from OBM to this plan.

Mike Wantz motioned to accept the Financial Reports; Holly Carroll seconded. All aye.

6. OLD BUSINESS

6.1. Discuss proposed FY'10-11 budget

Stephen Hedges asked Lynda Murray to report on the overall state budget situation before moving to a narrower discussion of the OPLIN budget.

Lynda began by noting the $2.3 billion difference between state revenue projections two years ago and now. For public libraries, the current projections for the revenues going into the Public Library Fund (PLF) are $365 million in calendar year 2009, $356 million in 2010, and $360 million in calendar year 2011. It is likely that some library systems will not be able to survive in their current form. About two-thirds of Ohio public libraries have no local levies and are almost entirely dependent on the PLF.

The current budget language diverts about $5 million per year from the PLF to pay for OPLIN and the Library for the Blind, then diverts $5 million from the General Revenue Fund (GRF) into the PLF to negate this reduction. The Ohio Library Council is quietly working to maintain this arrangement as the budget moves through the Conference Committee. If the language is maintained, the State Library and the Ohio Library Council will probably recommend to OBM that the diversion from the PLF happen monthly instead of in one lump.

Lynda noted that the revenue projections do not include any future federal stimulus money, which is an unknown amount at this point. She also feels that the budget eventually passed by the legislature will be a placeholder budget that will need to be revised downward in the near future. The eventual recovery is likely to be very slow.

Stephen Hedges reviewed some of the findings of the OPLIN Task Force on Governance and Funding, which was created when OPLIN funds were taken from the Library and Local Government Support Fund (LLGSF) in FY'02, FY'03, and FY'04. The two biggest funding issues at that time were the fact that the OPLIN funding was fixed instead of being a percentage of the LLGSF, and local libraries felt that they did not have as much control as they would like over the OPLIN budget. The Task Force did not propose any procedure for funding OPLIN as a percentage of the LLGSF, but it may be a good idea to pursue that once the current budget is set. OPLIN should also be mindful of spending funds in such a way that libraries see a strong return on their investment in OPLIN. Lynda noted that OPLIN funding will likely be just one of a number of issues which OLC will be discussing with its members in the near future.

Lynda Murray left the meeting at 10:51 a.m.

6.2. Discuss possible OPLIN services

During the April Board Retreat, several possible new services were mentioned, and OPLIN staff were asked to examine each service and estimate the resources needed to implement it. Stephen Hedges presented a list of these services with an estimate of the staff time and money needed as well as the amount of time needed to implement the service.

The services which received the most support during the ensuing discussion were creating and maintaining: a) a website that provides information on job searching, and; b) a portal to e-government forms and resources. There was also discussion of selling website kits to non-profit organizations other than public libraries.

The Board concurred that some services should be undertaken as soon as possible, others require more study and detailed proposals, and some should be postponed until a later date.

Undertake ASAP

1. Offer OPLIN email service using existing library domain names; a library could have staff email addresses like staffname@libraryname.org instead of staffname@oplin.org.
2. Continue to provide support for librarians in Second Life.

Prepare proposals

1. Survey the availability of job help websites and prepare a proposal for a job help website if there is a need.
2. Survey the availability of e-government websites and prepare a proposal for a portal to e-government resources and forms if there is a need.
3. Prepare a proposal for a text messaging service that would send library notices to mobile devices via SMS.

Postpone

1. Offer to assist libraries with finding and hiring technology staff for a fee; hold until economy is better.
2. Sell website kits to non-profit organizations; hold for further consideration once most public library website kits have been completed.

6.3. Set guidelines for Website Kits

Enough of the beta testers of the website kits have reached the final stages of creating their sites for OPLIN staff to project expected costs and revenues with a fair degree of accuracy, and it appears that we are recovering our costs for providing the service. One purpose of the beta testing was to test our pricing to make sure it was adequate to cover our costs; there was no intent to make any profit. Stephen Hedges proposed that the Dynamic Website Kits now move from beta testing to production and that the current pricing used for the beta testers be continued: $200 for website kit creation; $180 per year for website service; $300 for any special Drupal module; $150 per hour for limited custom design and graphics work; and $600 for on-site training of up to 20 library staff. Stephen also suggested that some website kit customers will want more custom features than OPLIN is willing to provide, and for such cases we should develop a partnership with other non-profit library entities that do full-scale website development, so we could pass the customer to them in return for a fee to cover our costs for work already done toward gathering customer design requirements.

Mike Wantz motioned that the Dynamic Website Kits move from beta testing to production; Jim Kenzig seconded.

Holly Carroll asked if the intent is still to just cover our costs and questioned whether the pricing is too low. Gary Branson also expressed a concern that ongoing support of kit users may be more demanding than we anticipate, but Laura Solomon said that has not yet been her experience with the alpha tester and the early beta testers.

The Chair called for a vote on the motion. All aye.

Gary Branson asked if the motion had included the pricing structure; he had understood that it did not, but others assumed that it had. The Board then agreed that the Director will periodically review the balance between revenue and costs and approach the Board for price changes when deemed appropriate.

7. NEW BUSINESS

7.1. OPLIN overtime on holidays

It has been the practice for the OPLIN Support Center to stay open on four state holidays when many libraries are open: Martin Luther King Day, President's Day, Columbus Day, and Veterans' Day. This results in about $2,500 per year in overtime costs for Support Center staff. The State Librarian has the authority to approve or deny overtime, and because of recent pressure on state agencies to eliminate or reduce overtime, Jo Budler asked the Board for their opinion as to whether this practice should be ended.

Stephen Hedges explained that whenever the Support Center is closed, on weekends and other holidays, calls to the Support Center are automatically redirected to the State of Ohio Network Operations Center.

Jim Kenzig asked for clarification as to how long any change in overtime practice would last. The consensus of the Board was that they would ask for re-consideration if it became evident that closing the Support Center was becoming a problem.

Sandi Plymire motioned that the OPLIN Support Center be closed on all state holidays until such time as this may become a problem for libraries; Holly Carroll seconded. All aye.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported that the replacement routers have started to arrive, beginning with the core router. Site routers are expected to start arriving very shortly. These routers should allow OPLIN to better handle quality-sensitive network services such as Voice-over-IP.

Stephen noted that he has been working with a group of librarians convened by the Ohio Library Council to develop a number of statewide proposals for using American Recovery and Reinvestment Act (ARRA) funds for broadband stimulus. Efforts are underway to gather partners other than libraries for a number of projects which have been loosely defined. It is probable that the guidelines for grant applications will be released around the end of June, and applicants may have only 60 days to submit proposals.

Stephen reported that rumors are circulating that the Broadband Ohio network, which currently provides free transport of Ethernet traffic from remote areas of the state back to Columbus, will need to begin charging for this service due to budget pressures. Although nothing is official yet, it is possible that this change could cost OPLIN about $200,000 per year in additional telecommunications costs.

Stephen highlighted a meeting he attended in Washington DC on May 12, sponsored by the American Library Association and the Bill & Melinda Gates Foundation, on ARRA broadband stimulus funding.

8.1. Website Kits progress

Laura Solomon reported that six of the ten beta test libraries have received their kits and completed training in loading their content into the kit; three of those libraries are now using their websites "live" on the Internet. One library has asked to be removed from the beta test and placed on the waiting list after the kits go into production. That places three on the waiting list, and more libraries have begun to express interest.

8.2. Bandwidth report

Karl Jendretzky reported on the results of a test he constructed to sample the destination IP addresses of the OPLIN Internet traffic. Over 70% of the traffic goes to content delivery networks, groups of servers that move bandwidth-intensive applications, such as video, closer to the end user. Akamai is the largest such network, with many servers, and accounts for about 43% of the total bandwidth, but even more noteworthy was Eyewonder, whose two servers distribute Flash advertisements and accounted for 22% of the bandwidth, costing about $15,000 per month.

Karl suggested we may want to cache the Eyewonder servers instead of retrieving the content from the Internet. There was also some discussion of simply blocking these servers from the OPLIN network.

Karl also reported that the Office of Information Technology was intrigued by this data, and that we had also shared it with OARnet. We may be able to negotiate a a lower bandwidth cost if a significant number of the content delivery servers are accessible on Internet2.

8.3. Databases and Network Reports

8.3.1. Database usage

Laura Solomon noted the steep increase over the last two months in the number of documents retrieved. Most of that is due to increased usage of EBSCO by Cuyahoga County Public Library, but no one seems to know what would have caused that.

8.3.2. Support Center (April and May)

Karl Jendretzky reported that Support Center ticket flow was normal, with no significant issues, as reflected in his written report.

9. CHAIR'S REPORT

9.1. Director's Evaluation

Gayle Patton noted that all Board members had received a copy of the consolidated evaluation forms and comments regarding the performance of the Director, and that they were positive overall. All Board members completed evaluation forms, and none requested an Executive Session to discuss the evaluations. She thanked Bonnie Mathies for collecting all the forms and collating them.

9.2.  Resolutions

Gayle Patton shared a few comments about the departing Board members. She noted that Bob Richmond had served two terms, had served as a Board officer, and brought the valuable perspective of a public library trustee. Mike Wantz has advanced his retirement date to early October, so he will not be joining the Board for a second term; Gayle thanked him for his participation in OPLIN affairs, including volunteering his library as the alpha tester for the Website Kits. Gayle praised Mary Pat Essman for her thoughtful observations, questions and comments; Mary Pat in turn praised the "fabulous" OPLIN staff.

Karl Colon motioned that the following three resolutions be inserted into the minutes as read; Gary Branson seconded.

WHEREAS, MARY PAT ESSMAN has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since July 2006, and WHEREAS she has generously contributed her efforts to ensure the success of OPLIN by serving on the Board for three years, and WHEREAS her dedication and attention to the perspective of the public libraries have maintained OPLIN's integrity, and WHEREAS she has served ably as the Vice-Chair of the OPLIN Board, and WHEREAS her experience as Director of the Lane Public Library gave her a valuable point of view concerning OPLIN and its services to all Ohio public libraries, NOW, THEREFORE BE IT RESOLVED, that on the 12th day of June, Two Thousand and Nine, 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 MARY PAT ESSMAN during her tenure with the Ohio Public Library Information Network, and BE IT FURTHER RESOLVED, that the Board extends its most sincere thanks and appreciation to MARY PAT ESSMAN for her continued volunteer service as a member of that Board.

WHEREAS, BOB RICHMOND 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 seven years, and WHEREAS he has demonstrated a firm sense of commitment and dedication to advancing public libraries in Ohio, and WHEREAS his service as a trustee of the Canal Fulton Public Library gave him a unique perspective about OPLIN and its services to public libraries, NOW, THEREFORE BE IT RESOLVED, that on the 12th day of June, Two Thousand and Nine, 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 BOB RICHMOND 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 BOB RICHMOND for his continued volunteer service as a member of that Board.

WHEREAS, MIKE WANTZ has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since July 2007, and WHEREAS he has generously contributed his efforts to ensure the success of OPLIN by serving on the Board for two years, and WHEREAS he has shared his valuable insights and wisdom to maintain the integrity of OPLIN, and WHEREAS his experience as Director of the Perry County District Library gave him a diverse point of view concerning OPLIN and its services to all Ohio public libraries, NOW, THEREFORE BE IT RESOLVED, that on the 12th day of June, Two Thousand and Nine, 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 MIKE WANTZ 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 MIKE WANTZ for his continued volunteer service as a member of that Board.

The Chair called for a vote on the motion. All aye.

9.3. August meeting procedure

Gayle Patton suggested that discussion of filling Mike Wantz's seat on the Board be placed on the August meeting agenda. She informed the Board that she will open the August Board meeting and immediately ask that Jeff Wale, representing the Nominations Committee, propose the slate of Board officers for the 2010 fiscal year. Following the vote, she will pass the gavel to Karl Colon as the new Board chair.

10. ADJOURNMENT

Sandi Plymire motioned to adjourn the meeting at 12:06 p.m. Jim Kenzig seconded.

April 10, 2009 Minutes

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

Minutes—April 10, 2009

1. WELCOME and CALL TO ORDER

The one hundred thirteenth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:01 a.m. on Friday, April 10, 2009 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, Jeff Wale, and Mike Wantz.

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

2. PUBLIC PARTICIPATION

The Chair called for public participation and there was none.

3. APPROVAL OF THE AGENDA

Gayle Patton explained that she and Stephen Hedges felt that it would be best to start the strategic discussion in the morning while everyone is fresh, and push the regular board meeting business items to the end of the day.

Gary Branson motioned to approve the agenda as presented; Mary Pat Essman seconded. All aye.

---

4. STRATEGY DISCUSSION

Missy Lodge facilitated a discussion of OPLIN strategy, touching on four main subject areas: the external environment, OPLIN customers, OPLIN services, and marketing. OPLIN staff provided background reports and additional supporting information in the course of the discussion. Missy's notes from the easels recorded the following discussion points:

External Environment

1. Libraries are valued more than other state agencies, but the complexity of library funding is not understood
   • more competition for state support
   • being well-supported can be a double-edged sword, threat
   • legislators increasingly look to local funding as a primary source of funding
   • nobody is "raiding" public library funding, it reflects the economy
   • freshmen legislators seem to understand library funding
2. Schools are more of an opportunity for partnering than a threat
   • schools value libraries
   • library has to go to school system for partnering, school doesn't come to library
   • an opportunity, but scaling down due to budget; but how will cutbacks affect the relationship?
   • there is both need and opportunity, but budget reality sets in
   • public library cannot assume role of school library
   • have to watch we don't spread ourselves too thin—focus on libraries' core work
3. Still true that OPLIN is taken for granted—always there, always free, and not understood
   • libraries only care about OPLIN if things go wrong
   • * part of marketing piece
   • to many library staff, OPLIN is a "utility"
   • CLEVNET and SEO dependent on OPLIN
     • what will we achieve by marketing to libraries?
     • marketing objective?
   • Return On Investment study (marketing) — * important if funded through PLF
     • one was done in 2001 (OPLIN from LLGSF), used as communication tool
4. Library technology issues
   • libraries need basic IT assistance
     • drain on OPLIN resources
   • concern is not law enforcement but privacy, protecting private info, etc.
   • if OPLIN funded from PLF does it change library expectations of OPLIN?
   • ongoing discussion of core mission of libraries
     • shifting from books
     • shifting from traditional paradigm of telling people what's good for them
   • libraries expect OPLIN to take care of things no matter funding source
     • if from PLF, heightened awareness but not a change in expectation
     • more concern in how money spent
   • differentiate more between OLC and OPLIN?
     • not an issue
   • no one blaming OPLIN for budget situation
   • competing with Google
     • not a major issue, reference librarians use Ohio Web Library
     • a fear, but now realizing Google not as efficient
     • bigger issue for small libraries
   • real competition is Google-like websites
   • need statewide unified catalog search
   • Google not competing with libraries, competing with books
   • Google is a tool
   • how is Google a threat to OPLIN?
     • takes away from database use
     • used instead of databases
     • databases cost a lot of money
     • are we justified in spending that money?

Customers

• Where do customers of libraries fit in?
  • at the public library level
• Happier customers?
  • more of everything at same cost
  • opportunities to save money
  • have OPLIN/state agencies break the ice/test the water for new things
    • helping see the future
  • * job searching skills/employment databases
  • tech support and web services
• Do we need more bandwidth or better management when it gets in library?

Services

• Where funding comes from will impact services fee structure
• If choose to make a service, then ad hoc committee determines fee structure and model
• Dynamic Website Kits
  • show how much would cost on open market
  • * is marketing because of word of mouth
    • break-even service
  • new fee structure for July 1 based on beta tests
• Custom OWL Search
  • libraries could build but not maintain
  • great idea but not practical
• SMS messaging
  • cost: phone $30 per month
  • could host locally
  • if libraries are our customers, how we use it with them?
• Summer Reading Program management
  • can provide more functionality

[The Board took a break for lunch from 11:50 am to 12:10 pm.]

New Services

• Managing e-gov. resources / portal
• WiFi routers
  • how deep to go
  • more work than we know
• Branch connections
• Internal network trouble-shooting
  • for fee
  • would need to hire technician
• Website evaluation
  • possible because we have right staff
• Accreditation for "2.0"
• Assistance with continuing education for Second Life
• Basic social media training package
• Robust intranets
  • shared content statewide
• Custom email domains
• Tech interview consultant
  • OPLIN staff serve as head hunter
• Job searching skills/database
• Can not take on more with current staff and budget
• Should we be polling libraries?
• How do new services tie to mission?
• Once budget is decided, OPLIN staff take each service and indicate resources (staff and other) it would take

Marketing

• How do we know if new service wanted
• How do we market it, roll it out
• At what level market?
  • push down to staff
• How we market depends on what we want to achieve
  • get libraries to "like OPLIN" vs. sale of product
• Send something to all library staff on regular basis
• Set up arrangement where someone at each system will push it down
• Follow model of OLC Director "This Week" message
• Internship with marketing person
  • KSU student?
• Focus groups at OLC chapters 2010
• Online survey

---

[The Board resumed regular meeting agenda items at 1:14 pm.]

5. APPROVAL OF THE MINUTES of February 13 meeting

Jeff Wale motioned to approve the minutes from the February 13th meeting; Bob Richmond seconded. All aye.

6. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented four financial reports: Report A showing the budget and expenditures for Fiscal Years 2008 and 2009 as of March 31; Report B showing the revenue and cash balances for Fiscal Years 2008 and 2009 as of March 31; 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 reported that OPLIN has been assessed some unemployment costs for a previous employ who has been laid off from the job she took after leaving OPLIN; these charges have been added to the salary line in the budget. She also noted that the re-negotiated OPLIN rent for the next biennium should save about $10,000 each year. All charges for databases have been paid for the year. OIT telecommunications charges have been higher than anticipated, so some adjustment to those line items may be required before the end of the fiscal year.

Diane pointed out that $979.90 in filtering funds are still available, because several libraries paid for their filter maintenance before the second round of filtering assistance grants was approved. This late in the fiscal year, it is best to allow those funds to revert to the state; since the funds are earmarked, they cannot be used for another purpose. Diane noted that recent news has suggested that the Office of Budget and Management (OBM) might announce another cut due to flagging state revenues, but that is unlikely this late in the fiscal year.

Diane noted that at the December 12 board meeting we had discussed the possibility of further cuts to the OPLIN budget, but when state budget cuts were announced on December 19, the entire State Library budget, including OPLIN, was exempted. There may be no further cuts before the end of the biennium.

Report B: Diane reported that we have received some E-rate reimbursements, but some large refunds are still pending. The March 31 Fund 4S4 cash balance is therefore only $337,375.

Report C: Diane noted that there have been only minor changes in this report to reflect small changes in FY 2009 line items. The currently expected date for the Ohio House to release their version of the budget is April 20, at which point OPLIN funding may be changed to come from the General Revenue Fund rather than the Public Library Fund.

Report D: At the proposed funding level, the cash balance should be about $48,000 at the end of FY 2011.

Diane also reported that OBM is preparing for the possibility of operating under an interim budget if the General Assembly does not pass a biennium budget by June 30. She reported on the OCSEA labor contract which will probably apply to all state employees. It is unclear what is to be done with savings realized from ten days of mandatory furlough for all employees. In response to a question, Diane clarified that under the OCSEA agreement there will be no pay raises of any kind for three years.

Holly Carroll motioned to accept the Financial Reports; Mike Wantz seconded. All aye.

Gayle Patton asked Stephen Hedges to email the Board as soon as the Ohio House releases its version of the budget to let everyone know how OPLIN is affected.

7. OLD BUSINESS

7.1. Report from Nominations Committee

Mary Pat Essman thanked fellow committee members Bob Richmond and Jeff Wale. OPLIN was fortunate to have quite a few people express interest in joining the board. After discussing the candidates' qualifications and the present board configuration, the committee would like to recommend that OPLIN submit Don Barlow, Jason Buydos, Benjamin Chinni and Jamie Mason to the State Library Board as the selected candidates for the two upcoming board vacancies, with preference given to Benjamin Chinni as a library trustee and Don Barlow as a Columbus-area librarian.

Karl Colon motioned to accept the recommendation of the Nominations Committee; Gary Branson seconded. All aye.

Gayle Patton requested that the two candidates selected by the State Library Board be invited to attend the June 12 OPLIN Board meeting.

Mary Pat also reported that the committee had drawn up a suggested slate of candidates for election to board offices at the first meeting of the board following July 1. Those candidates are: Karl Colon, Chair; Holly Carroll, Vice-Chair; Bonnie Mathies, Secretary; and Gayle Patton, Treasurer.

8. NEW BUSINESS

[none]

9. OPLIN DIRECTOR'S REPORT

Stephen Hedges noted that most items in his report—the budget matters, the router replacement project, and the federal stimulus funds—had been discussed in the strategy discussion. He did point out that he had enjoyed his involvement with the committee that reviewed the responses to the State Library's RFP for an open source statewide resource sharing system. The projected completion date for this project is September 2010.

9.1. Outreach Report

Laura Solomon reported that she has been busy with online classes, but also pointed out her presentation about the Ohio Web Library federated search at the Computers In Libraries conference in Washington DC. The attendees at her session seemed to be favorably impressed.

9.2. Databases and Network Reports

9.2.1. Database usage

Laura Solomon explained that two vendors have had technical problems and have not yet provided statistics for March, so this report will be emailed to board members as soon as it is completed.

9.2.2. Support Center (February and March)

Karl Jendretzky reported that Support Center ticket flow was normal, as reflected in his written report. He did have to deal with a major intrusion into our email system; a couple of user accounts were compromised and used to send out spam. Karl was able to stop the intrusion and has increased security to counteract similar intrusions in the future.

10. CHAIR'S REPORT

10.1. Director's Evaluation

Gayle Patton informed the board that it was time to do Stephen Hedges' annual evaluation. After consulting with Bonnie Mathies and Stephen, she decided that the form used last year had been informative for Stephen and fairly easy for Bonnie to collate, so the board will use the same form this year. The form will be emailed to board members as soon as possible following this meeting, and all responses are due to be emailed to Bonnie by May 1. Results will be reported at the June board meeting.

Stephen noted that he had asked Gayle about changing his title to "Director" instead of "Executive Director" as part of the evaluation process. He felt that this title was more appropriate and more in line with the titles of similar state employees. Gayle had responded that the change did not require a formal board process and that he should feel free to make the change.

11. ADJOURNMENT

Bob Richmond motioned to adjourn the meeting at 1:40 p.m. Jim Kenzig seconded.

February 13, 2009 Minutes

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

Minutes -- February 13, 2009

1. WELCOME and CALL TO ORDER

The one hundred twelfth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, February 13, 2009 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, Bob Richmond, and Jeff Wale.

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

2. PUBLIC PARTICIPATION

The Chair called for public participation and there was none.

3. APPROVAL OF THE AGENDA

Gayle Patton noted that Lynda Murray (Ohio Library Council) planned to join the meeting at about 11:30 with an update on the proposed state biennium budget. She also asked that Item 9, "CHAIR'S REPORT" be moved ahead of Item 4, "APPROVAL OF THE MINUTES."

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

[9. CHAIR'S REPORT]

[9.1. Nominations Committee]

Gayle Patton announced that Jim Kenzig and Mike Wantz had agreed to serve a second term on the board after their current terms expire in June. Bob Richmond and Mary Pat Essman will be leaving the board after their terms expire in June, creating two vacancies on the board. Gayle appointed Bob, Mary Pat, and Jeff Wale to a Nominations Committee and charged them to 1) recommend several candidates to fill these vacancies, taking the needs of the board into consideration, and 2) recommend a slate of board officers for election after July 1. She requested that the committee complete their work and report back to the board at the April board meeting.

[9.2. Ohio Ethics Commission]

Gayle Patton reminded board members to submit their Financial Disclosure Forms before the April 15 deadline, and that filing fees are paid by OPLIN.

[9.3. Board Retreat]

Gayle Patton asked Stephen Hedges to report on plans for the OPLIN Board retreat, which will be held April 10 from 9:00 to 3:00 at the State Library. Missy Lodge is available to facilitate; the strategic plan will be reviewed, but the majority of the discussion will involve policy decisions based on the new budget. The board requested that a facilitator be used for the meeting.

4. APPROVAL OF THE MINUTES of December 12 meeting

Gary Branson motioned to approve the minutes from the December 12th meeting; Bob Richmond seconded. All aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented four financial reports: Report A showing the budget and expenditures for Fiscal Years 2008 and 2009 as of January 31; Report B showing the revenue and cash balances for Fiscal Years 2008 and 2009 as of January 31; 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 the open encumbrance for the fourth quarter FY 2009 rent, noting that OPLIN rent may change in the future, either because of a move to a new location or a re-negotiation through the Department of Administrative Services (DAS) of the rent at our current location. There is not enough contiguous space in the State Library building to house OPLIN. The move to the State of Ohio Computer Center (SOCC) could become unfeasible if OPLIN funding is taken from the Public Library Fund in the new budget. Karl Colon suggested that we try to negotiate a reasonable rate at the SOCC regardless of our funding source.

In the "Information Resources" section of the budget, there is an encumbrance for the OpenTranslators used by the Ohio Web Library search; the company we originally contracted for this service has been purchased by another company and OPLIN is in the process of revising the contract and purchase order. In the "Filtering" section, Diane reported that all the contracts for smaller filtering grants approved at the December 12 meeting have been signed; the larger grants (over $5,000) were just approved at the February 10 State Library Board meeting.

Diane noted that at the December 12 board meeting we had discussed the possibility of further cuts to the OPLIN budget, but when state budget cuts were announced on December 19, the entire State Library budget, including OPLIN, was exempted. There may be no further cuts before the end of the biennium.

Report B: Diane noted that OPLIN has only received the E-rate reimbursement from OIT, but the other reimbursements are expected soon. Approximately $13,500 in refunds from canceled data circuits following upgrades also appears here as revenue.

Report C: Diane reminded the board that when budgets were submitted to the Office of Budget and Management (OBM) last September all agencies submitted budgets at 90% of adjusted fiscal year 2009 appropriations (Activity A), but could also request an additional 5% for special needs (Activity B). In the Governor's executive budget proposal, OPLIN is funded at the 95% level (Activity A and B), but funding comes from the Public Library Fund rather than the General Revenue Fund. The additional Activity B funds were requested to cover telecommunications costs. The filtering funds were requested at the Activity A level, which would be $81,000 each year. A total of $3,702,150 would come from the Public Library Fund, with an additional $2 million in spending authority for E-rate reimbursements and other non-state revenue. The increases in salaries/benefits shown for each year are due to anticipated increases in benefit costs, not salary increases; the executive budget proposal actually calls for pay reductions.

Report D: This report has been revised to show the Public Library Fund as a revenue source. At the proposed funding level, the cash balance should be about $45,000 at the end of the biennium.

Karl Colon motioned to accept the Financial Reports; Jeff Wale seconded. All aye.

6. OLD BUSINESS

6.1. Approve Internet filtering assistance grants (second round)

Stephen Hedges presented two spreadsheets with information pertaining to the filtering assistance grants that will disburse the remainder of the funds designated for this purpose. These grants are to libraries requesting assistance with filtering maintenance and licensing; libraries with the smallest amount of total revenue receive the highest priority. Due to the delay in awarding these grants (as we waited for news of more funding cuts), several libraries that would otherwise qualify for grants, including two that were approved at the last board meeting, have already purchased their filters and thus been disqualified under the grant guidelines. The following libraries are now recommended for funding, which will complete the distribution of $85,725:

• Grand Valley Public Library: $375.00
• Sabina Public Library: $169.90
• Alexandria Public Library: $199.00
• Mechanicsburg Public Library: $99.96
• Wagnalls Memorial Library: $199.00
• Henderson Memorial Library Association: $250.00
• Plain City Public Library: $199.00
• Delphos Public Library: $237.00
• Harbor-Topky Memorial Library: $810.00
• Kinsman Free Public Library: $675.00
• Galion Public Library Association: $500.00
• Mary L Cook Public Library: $795.00
• Newton Falls Public Library: $1,125.00
• Carnegie Public Library (East Liverpool): $800.00
• Hubbard Public Library: $1,025.00
• Rock Creek Public Library: $325.00
• Perry Public Library: $450.00
• McKinley Memorial Library: $1,000.00
• Putnam County District Library: $1,120.00
• Kent Free Library: $2,825.00
• Ashtabula County District Library: $1,300.00
• Reed Memorial Library: $1,550.00
• Chillicothe and Ross County Public Library: $964.00
• Portsmouth Public Library: $563.26


• Subtotal: $17,556.12
• Total with previous grants: $85,725.00

Mary Pat Essman motioned to approve the Internet filtering assistance grants as presented; 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; Bob Richmond, aye; Jeff Wale, aye.

7. NEW BUSINESS

7.1. Discuss Governor's Executive Budget for FYs 2010 and 2011

Stephen Hedges called attention to several items of information in the board packets, including the pages from the Governor's proposed budget which apply to the State Library, OPLIN, and the Public Library Fund. The General Revenue Funds distributed to the State Library will be about half what they have been in the past, due to taking the funding for both OPLIN and the Library for the Blind and Physically Handicapped (LBPH) from the Public Library Fund. Doug Evans reported that the Ohio Library Council is currently trying to determine how this change originated and will work to reverse it.

The first release of the proposed budget showed the Public Library Fund at over $464 million, which was a projected number from the last biennium budget; in reality, the fund will probably have closer to $419 million in calendar year 2009, a reduction of about $30 million from the previous year. The second release of the proposed budget shows the Public Library Fund at $401 million in fiscal year 2010. Funding OPLIN and the LBPH from the Public Library Fund would remove an additional $5 million from the fund each year.

Holly Carroll asked if there would be any impact on the State Library if OLC succeeds in moving OPLIN and LBPH back into the General Revenue Fund. Diane Fink replied that there would be no negative impact to the State Library, though OPLIN and LBPH could be budgeted for less money if their funding came from the GRF instead of the Public Library Fund. Stephen noted that the source of the funding would also affect the amount of rent OPLIN would pay if we were to move back to the SOCC.

Diane provided a synopsis of the history of budget reductions for all items in the State Library budget since fiscal year 2002. In FY 2002, 2003, and 2004 OPLIN was funded from the library fund rather than the GRF. Since FY 2005, when OPLIN returned to the GRF, OPLIN funding has been cut 21%. The State Library budget items still funded from the GRF are only funded at the 90% (Activity A) level in the executive budget proposal for FYs 2010-2011. Overall State Library staffing is projected to be 74 positions by the end of FY 2011, down from 130 at the beginning of FY 2002. (Diane also noted that $199,830.84 of the $200,000 allocated to OPLIN in the last capital budget for router replacement will be requested from the Controlling Board on February 23.)

Stephen reported that the OLC Government Relations Committee discussed the issue of OPLIN funding extensively and decided that OLC must at least try to move OPLIN funding back into the GRF. At that meeting Stephen also suggested that if OPLIN funding were to come from the Public Library Fund, it might be possible to set the amount of OPLIN funding as a percentage (less than 1%) of the PLF rather than a fixed amount. Stephen felt that it was important for the OPLIN board to choose a position on the funding source issue.

Karl Colon asked if it was really important for the board to take a position; the board's concern is with the amount of funding. not necessarily the source of funding, and it may want to remain neutral on this issue. Stephen replied that he needed guidance from the board to handle requests for an official OPLIN reaction to the change in funding source, and if the board decided to take no position, then he could communicate that.

Jim Kenzig asked if there were advantages to one fund over the other. Stephen replied that recently the General Revenue Fund has seen greater reductions than the Public Library Fund; the GRF is subject to state budget cuts, while the PLF decreases and increases in direct proportion to general tax revenue.

Gary Branson said he feared that taking OPLIN funding from the PLF was a "slippery slope" and could lead to other statewide programs being funded from the PLF; he felt that the Public Library Fund should be used only for public libraries. Mary Pat Essman cautioned that this was the viewpoint of a library director, whereas the viewpoint of an OPLIN board member should be to secure the funding. She acknowledged, however, that the board must think of OPLIN's relationship with its public library customers.

Jeff Wale recognized that the legislature might easily make a connection between the "Public Library Information Network" and the "Public Library Fund," but he suggested that, if OPLIN funding remained in the PLF, in fairness the PLF should be increased to cover the cost of OPLIN.

Karl pointed out that historically the OPLIN-provided Internet connections represented a commitment from the state to provide specific support to public libraries; now, however, public libraries are being asked to cover the cost of this commitment. Mary Pat responded that in the current economy we can no longer depend on historical commitments. Karl explained that the historical commitment might be used, however, to argue that the PLF should be increased to cover OPLIN funding. Holly speculated that the presence of OPLIN in the PLF might protect the fund from a reduction in percentage. There was general agreement, however, that OPLIN was moved into the PLF because sufficient funds might not be available in the GRF, and finding funds to add to the PLF to cover OPLIN costs would be difficult.

Mary Pat suggested that the best thing for the OPLIN board to do would be to work closely with the Ohio Library Council on this issue. Doug Evans assured the board that the OLC Board would give strong consideration to the position of the OPLIN board, because it would be best if both boards sent a consistent message. He did not believe that there would be excessive opposition to OPLIN funding coming from the PLF, but he agreed with the OLC Government Relations Committee that we at least have to ask that OPLIN move back into the GRF. He felt that the more contentious issue this time is the proposal to also take funding for the LBPH from the PLF.

The board then began to discuss the wording of a resolution, starting with their intention to continue to provide the best services possible to Ohio public libraries. Having the funds available to do this is more important than the source of the funding.

At this point Karl Colon suggested that the discussion be suspended for a few minutes until Lynda Murray could join the meeting. The Chair asked the Executive Director to present his report while the board awaited Lynda's arrival.

8. OPLIN EXECUTIVE DIRECTOR'S REPORT

Stephen Hedges reported that the International Coalition of Library Consortia (ICOLC), of which OPLIN is a member, has released a statement to information vendors concerning the "Global Economic Crisis and Its Impact on Consortial Licenses" is an effort to keep database prices in check. Response from vendors so far has been encouraging.

Stephen and Karl Jendretzky have begun meeting with OARnet to explore the possibility of purchasing some Internet bandwidth through them instead of through the Office of Information Technology (OIT). This would not affect the router replacement project, since "last-mile" network provisioning would still be handled by OIT. Purchasing bandwidth from OARnet could open a pathway for public libraries to access Internet2.

Stephen gave a brief update on what is known so far about the broadband portions of the federal economic stimulus package. Little is known at the moment, but the Ohio Broadband Council will be watching closely as details are released. Stephen also provided some background information concerning the Connect Ohio eCommunity Leadership Team meetings around the state. Connect Ohio has organized these teams in about half the Ohio counties at this point, and is very interested in having libraries involved with each team.

Stephen congratulated Laura Solomon for being awarded an Alliance Virtual Library Golden Leaf award for her work in Second Life.

Finally, Stephen informed the board of his plans to begin applying for E-rate discounts semi-annually instead of annually, and to take some E-rate funds as discounts on telecommunications bills rather than reimbursements. These suggestions came from Lorrie Germann, the eTech Ohio E-rate consultant who now works with OPLIN under contract. By changing our E-rate reimbursement practices, we can get much of our E-rate funds into our budget sooner than we have in the past.

Lynda Murray joined the meeting at 11:26 and the board resumed discussion of Item 7.1.

[7.1. Discuss Governor's Executive Budget for FYs 2010 and 2011 -- resumed]

Lynda Murray told the board she believes that if OPLIN funds are taken from public library funding again, that arrangement would become permanent this time. On the other hand, she does not feel that public libraries are comfortable with OPLIN funding dropping below the current 95% of FY 2009 adjusted budget level, so moving OPLIN into the GRF, but at a lower funding level, would not be a good outcome.

Lynda shared her assumption that the incorrect numbers for the Public Library Fund in the original executive budget proposal ($464 million) led OBM to believe that excess funds were available to support OPLIN and LBPH. She has been working with OBM to correct these numbers before the actual budget bill is introduced, and also to move OPLIN and LBPH funding back into GRF in the budget bill, but she was not optimistic that this would happen. She has also been meeting with legislators and believes they are supportive of moving OPLIN and LBPH back into the GRF.

Lynda asked that the board pass a resolution supporting moving OPLIN funding back into GRF at the 95% level; she also suggested that the resolution could ask for funding at the 100% level, though felt it was unlikely that we would get 100%. In response to a question from the board, she noted that her justification for moving OPLIN back to GRF would be because the state had provided OPLIN as an incentive for libraries to cooperate for the sake of efficiency, and taking OPLIN funding from the PLF would remove that incentive. She also noted that libraries had agreed to a percentage of general tax revenue with the understanding that library funding would ebb and flow with the economy without intervention from the legislature; removing OPLIN and LBPH from the PLF violates that understanding.

Lynda also clarified for the board that as proposed, the OPLIN and LBPH funding would not ebb and flow along with the PLF, but would remain fixed. From the OPLIN point of view, that and being sheltered from OBM cuts to the GRF would provide a stable funding source, but this arrangement is simply unfair to public libraries.

The Chair inquired if OLC would like to have a resolution from the OPLIN board prior to the March 11 OLC Legislative Day, and Lynda replied that that would be helpful. The resolution may need to be revisited at the April 10 OPLIN board meeting, since budget developments between this meeting and the April meeting may change our situation.

Jim Kenzig pointed out that much of the board's discussion indicated that PLF funding could be a good thing for OPLIN. Lynda and Doug responded that it would be the position of the public library community that OPLIN funding should nevertheless go back to GRF.

Karl Colon noted that if OPLIN funding were to remain in the PLF, OPLIN would be in a perpetual funding struggle with its constituents. Lynda thought that there would never be an adversarial relationship between OPLIN and public libraries, but the entire funding situation would certainly be simpler if OPLIN were not funded from the PLF.

All agreed that further cuts to the OPLIN budget should be avoided if at all possible, and that the cooperative nature of OPLIN be noted in the resolution. Discussion of the wording of the resolution followed.

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

"WHEREAS,  the Ohio Public Library Information Network (OPLIN) will continue to provide outstanding Internet service to the Ohio public library community and its 8 million patrons, by cooperatively purchasing broadband connections for the 251 public libraries through State of Ohio purchase instruments;

"WHEREAS,  the Ohio Public Library Information Network will continue to collectively purchase authoritative online information resources for use by all Ohioans through our ongoing partnership with the academic libraries (OhioLINK), the school libraries (INFOhio), and the State Library of Ohio;

"WHEREAS,  the Ohio Public Library Information Network recognizes that the public libraries of Ohio have now entered a state of financial distress due to steeply declining revenues and would be further damaged were the Ohio Legislature to draw the funding for OPLIN from the already diminished Public Library Fund;

"BE IT RESOLVED  that the Board of the Ohio Public Library Information Network respectfully requests that the Ohio General Assembly continue funding OPLIN from the General Revenue Fund, as it has in previous bienniums, and that this funding be established at 100% of adjusted fiscal year 2009 appropriations ($3,897,000)."

8.1. Website Kits progress

Laura Solomon reported that work has begun on the website kits beta project. The ten test libraries have been selected, although two have requested that they be the last to test due to internal scheduling issues. Five of the website kits are already in progress. OPLIN has started a waiting list of libraries that are interested in kits after the beta testing is completed. So far the work has not been excessively burdensome.

8.2. Outreach Report

Laura Solomon reported that her technology classes have been busy, with most now taking place online. A list of classes taught and upcoming events was presented to the board.

8.3. Databases and Network Reports

8.3.1. Database usage

Laura Solomon noted that December usage was down, as it traditionally is when schools are on break, but overall we are still seeing significant increases in use of the databases.

8.3.2. Support Center (December and January)

Karl Jendretzky reported that Support Center ticket flow was normal, as reflected in his written report, with no unusual activity.

10. ADJOURNMENT

Gary Branson motioned to adjourn the meeting at 12:03 p.m.

December 12, 2008 Minutes

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

Minutes -- December 12, 2008

1. WELCOME and CALL TO ORDER

The one hundred eleventh meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:01 a.m. on Friday, December 12, 2008 by Board Chair Gayle Patton at the State Library of Ohio in Columbus, Ohio.

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

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

2. PUBLIC PARTICIPATION

The Chair called for public participation and there was none.

3. APPROVAL OF THE AGENDA

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

4. APPROVAL OF THE MINUTES of October 10 meeting

Gary Branson motioned to approve the minutes from the October 10th meeting; Mary Pat Essman seconded. All aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented four financial reports: Report A showing the budget and expenditures for Fiscal Years 2008 and 2009 as of November 30; Report B showing the revenue and cash balances for Fiscal Years 2008 and 2009 as of November 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 noted that November 30 was the last day to make payments against FY 2008 purchase orders; two remaining purchase orders, one to Kent State University and one to 361 Studios, were closed and the encumbered $11,375 was returned to fund 4S4. The FY 2008 budget shows a reduction of $433,000, which was the 10% cut mandated in February 2008.

For FY 2009, an additional 4.75% cut was implemented in September, so this budget shows a current reduction of $618,000. Another cut will certainly be forthcoming, but when and how much are not yet known. The only open encumbrance in the Administration area of the budget is the last six months of rent; our lease will end at the end of the fiscal year and will be renegotiated by the Department of Administrative Services (DAS) if OPLIN chooses to stay in the current location. In the Information Resources area there is still an open encumbrance for periodic payments toward the cost of the Libraries Connect Ohio database subscriptions, and in the Support area there is one encumbrance for Ohio Library Council conference support and a small available balance. In the Telecommunications area, the purchase of a spam filtering device was approved by the Office of Information Technology (OIT) and that purchase has been completed.

Report B: Diane explained that the large change in cash balance in Fund 4S4 between July 2007 (almost $1.4 million) and November 2008 ($240,000) was due to a combination of large encumbrances disbursed after July 1 and slow receipt of E-rate reimbursements. She noted, however, that a $378,000 E-rate reimbursement from OIT had been received the day before the board meeting and more reimbursements should now begin to arrive.

Report C: This report shows the current state of the FY 2009 budget and the OPLIN budget request for the next biennium. State agencies were instructed to prepare a biennium budget expecting 90% of the General Revenue Funds (GRF) allocated at the beginning of FY 2009; agencies could also submit a request for 95% funding instead if they could justify the request. Diane reported that at this point, however, these budget levels will almost certainly be reduced.

Report D: Diane explained that this report on projected cash balances had been updated to include the canceled FY 2008 purchase orders, a reduction in the equipment budget, and receipt of some refunds from telecommunications vendors resulting from circuit changes. The estimated cash balance on June 30, 2011 now stands at about $40,000 if OPLIN were to receive biennium GRF funding at the 95% level, but a $350,000 deficit at the 90% funding level.

General Information: Diane noted that Gov. Strickland's December 1 press conference painted a very bleak picture of the Ohio economy over the next three years. In her opinion, this was an effort to educate the public about the need for further budget cuts. Likewise the recent release of documents detailing the effect of a 25% cut to agency budgets (as compared to the 10% cut that was stipulated for FY 2010-11 budget requests) was probably also a means of preparing everyone for more cuts. Restrictions on hiring, equipment purchases, and travel are still in effect.

Stephen Hedges presented a document detailing the effect of past and possible future budget cuts on the funds set aside for Internet filtering assistance, which served as a simple model of the effect of cuts on the entire OPLIN budget.

Mike Wantz asked if OPLIN might benefit from any federal funds for broadband infrastructure improvement. Stephen Hedges responded that he monitors federal grants and has yet to see anything that would benefit OPLIN, but that may change with the new federal administration. Mike also asked if the earmark of some state funds for Internet filtering assistance was likely to continue. Stephen and Diane responded that earmarks have so far been reduced in proportion to the rest of the budget, and the funds have not been released for other uses.

Karl Colon commended Diane and Stephen for presenting a clear and straightforward assessment of the budget situation.

Mike Wantz motioned to accept the Financial Reports; Jim Kenzig seconded. All aye.

6. OLD BUSINESS

6.1. Approve Library Web Site Services

Stephen Hedges presented a lengthy document describing the proposed web site services and how they would be operated, the fees which would be charged to customers for the services, the marketing of the services, potential risks, and estimated costs and revenues. The services would encompass development of a basic Drupal website for libraries, installation of optional modules, hosting and maintenance of the website, and training for library staff in using the content management system. The cost of providing the services must be supported by user fees. This document was prepared in response to a request from the previous board meeting for a more detailed proposal.

Questions from the board centered on the pricing of the services, which was generally thought to be too low, and some board members also commented on the difficulty of marketing the services. Jim Kenzig pointed out that the cost of bandwidth had not been included in the proposal. Jeff Wale asked if the goal was to create a strong revenue stream or to improve library websites, which are two different perspectives; he also questioned whether the cost of setting up the websites was adequately covered by the proposed pricing. Karl Colon noted that the projected profit was very modest, and even though the service itself is valuable, the proposal did not remedy our budget shortfall. Jeff suggested we charge a flat fee for initial setup, perhaps $500, and all other work be charged at an hourly fee to protect our risk. Bob Richmond commented that it might be difficult to convince libraries that their current websites fall short of accepted criteria, presenting a marketing challenge. Gayle Patton speculated that some small libraries might feel more comfortable with getting website help from their regional system. Gayle also noted that offering this service could be seen as a reversal of the trend of OPLIN "taking services away" due to budget cuts. In response to a question, Mike Wantz clarified that Perry County Public Library agreed to be the alpha tester for the service because they were aware of the benefits of moving to a more modern and manageable website, but they also found that the staff time devoted to the project had actually increased the technical knowledge of the staff. Doug Evans commented that Laura Solomon and OPLIN are both well respected in the public library community and predicted that the service would be popular. Jim suggested that the plan be tried for six months. Mike suggested that the initial cost for creating the sites be increased and that more emphasis be placed on a flat development fee and less emphasis on an hourly rate for custom work. Gayle requested a motion from the floor.

Mary Pat Essman motioned to approve the Library Web Site Services proposal as presented; Sandi Plymire seconded.

Ensuing discussion revolved around refining the pricing. Bob Richmond suggested that individual quotes could be prepared for each potential customer. Mary Pat Essman felt that this would increase the staff work without increasing revenue, and that the proposed pricing was too low. In response to a question, Diane Fink noted that OPLIN could use a contract based on the contract currently used for SEO libraries, which clearly specifies the responsibilities of both parties. Mike Wantz proposed that we add an initial website development fee of $200 to the proposed pricing. Karl Jendretzky clarified that the annual cost for "hosting" primarily covers maintenance of the site and the supporting software. Jeff Wale liked the idea of running a six-month beta test of the project limited to no more than a dozen libraries. Diane suggested that it might be a good idea to end the test with the end of the fiscal year. Karl Colon asked for reassurance that the services would not take so much staff time that other OPLIN services suffered. Bonnie Mathies reminded everyone that a good evaluation of the impact of the project on libraries and their users will be important.

Mary Pat Essman amended her motion to approve the Library Web Site Services proposal with the addition of a $200 initial website development fee and that the proposal be tested until June 30, 2009 with a limited number of libraries to be determined by the Executive Director, followed by an evaluation of the impact of the web site services on the participating libraries and their users.

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

7. NEW BUSINESS

7.1. Approve Internet Filtering Assistance Grants

Stephen Hedges presented a list of Internet filtering assistance requests that OPLIN received as well as a list of recommended grant awards. He reminded the board that the original $100,000 set aside in our FY 2008 budget for filtering had been reduced by successive budget cuts to $85,725. Fifty-five libraries requested assistance totaling just under $146,000, so funding recommendations are made according to the priorities announced when the grants were announced. Only one library submitted a first priority request for installing a new filter. This request plus the second priority requests for upgrades or improvements to existing filters totaled $78,428.88. Third priority requests for filter maintenance and license renewals made up the rest of the requests, and within this group requests from libraries with less revenue were given higher priority, in accordance with the announced guidelines.

In light of the possibility of additional budget reductions soon to come, Stephen recommended that the first and second priority requests be funded now for the amounts directly related to new filters or filter upgrades ($78,428.88) and that additional grant awards be tentatively funded up to the amount available after the next budget reduction is announced. Karl Colon and Jim Kenzig asked if there were time restrictions on funding the additional grants; could approval be delayed as long as the next board meeting in February? Stephen replied that the only restriction was the need to have grants over $5,000 approved by the State Library Board at their January 15-16 meeting, and that did not affect any of the maintenance and renewal grants under consideration.

Jeff Wale motioned to recommend assistance grants totaling $78,428.88 for funding costs related to new, upgraded, and improved filters to the State Library Board and the State Librarian, and that additional grants for filter maintenance and license renewals be considered at the February 13 OPLIN board meeting; Bob Richmond seconded.

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

Jeff Wale asked if there had been any past discussion of implementing a central filter that could be locally controlled, which seemed to him to be more efficient. Stephen Hedges replied that this can be considered after new routers are installed at the OPLIN Core; the current routers are not sophisticated enough to allow such an installation.

8. OPLIN EXECUTIVE DIRECTOR'S REPORT

Stephen Hedges began his report by speculating on the future of the OPLIN budget and measures that may have to be considered in the future to balance it. An additional 5% cut to the OPLIN budget could push our shortfall in the next biennium to over half a million dollars. In the face of such a deficit, subscriptions to the Hannah and Gongwer reports would have to be discontinued and we would probably have to negotiate with EBSCO to remove OPLIN payments toward the statewide cost of Consumer Health Complete. Stephen provided a synopsis of all the payments OPLIN currently makes toward the cost of databases.

Another source of some savings would be moving the OPLIN office. Stephen has been working with DAS to move the OPLIN office back to the State of Ohio Computer Center (SOCC) but was recently informed that the current method of rent calculation at the SOCC may be changed in the next biennium, negating the savings we expected. Stephen has also discussed with Jo Budler the possibility of moving the OPLIN office into the State Library building; Jo has offered space rent-free so long as the state budget crisis continues. Such a move could save as much as $54,000 per year.

Stephen reported that the router replacement project has been delayed as OIT deals with concerns raised by competing vendors over the process used to select the equipment. Karl Jendretzky and OIT staff believe they can address those concerns and move ahead in time to request release of capital funds for the project at the January 12 Controlling Board meeting.

In other items of interest, Stephen noted that Lorrie Germann at eTech Ohio has been working on getting E-rate reimbursements for last year's payments and preparing to submit applications for next year's program. In the current year we have been approved for a maximum of $1,262,000 in discounts. In Broadband Council news, OIT has released an RFP for new "last-mile" connections statewide, with the goal being the establishment of a contract mechanism for buying Ethernet, cable, DSL, and wireless connections similar to the SOMACS contract for purchasing T1 circuits. Such a contract could result in significant cost savings for OPLIN. OPLIN has also implemented the new spam filter for OPLIN email accounts and is pleased with the results. Laura Solomon has created Facebook applications for the Ohio Web Library search and the OPLIN about:books search.

8.1. Outreach Report

Stephen Hedges asked Laura Solomon to report on her activities in support of the OPLIN Objective: Communicate information about Internet technologies. Laura presented a list of classes taught and events attended as well as highlighting some upcoming events, particularly her presentation about the Ohio Web Library that was accepted for the Computers in Libraries conference next year in Washington DC. She also announced the upcoming OPLIN virtual Holiday Party in Second Life on December 17.

8.2. Databases and Network Reports

8.2.1. Database usage

Laura Solomon noted that the downtrend in document retrievals has been reversed and we are also seeing a huge jump in searches following implementation of the Ohio Web Library search.

8.2.2. Support Center (October and November)

Karl Jendretzky reported that activity was normal, although the reports look like an unusual number of circuits had interruptions in November. In reality, a DS3 circuit carrying other smaller circuits experienced a problem, resulting in a large number of ticket reports.

9. CHAIR'S REPORT

Gayle Patton offered no report at this time.

10. ADJOURNMENT

Karl Colon motioned to adjourn the meeting at 12:00 p.m. Jim Kenzig seconded.

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 neighbors, but we also do not want anyone to take advantage. It is difficult to measure the impact of sharing on a library's usage because there is no good way to track the usage beyond the router. Karl Colon noted that OPLIN could ask the library for usage data from their side in order to get a percentage of library vs. non-library traffic.

Stephen Hedges noted that for E-rate purposes, a rough traffic estimate is usually sufficient. OPLIN can do a simple calculation according to number of workstations, for example. The E-rate people are usually good about pointing out potential problems with an application, and affording the chance for a revision.

There was general agreement amongst the Board to leave the current policy as it is written.

7. NEW BUSINESS

7.1. Internet Technology Security Management Plan

Stephen Hedges explained that he did an assessment of OPLIN security policies for the Ohio Office of Information Technology and found that OPLIN is very good on security practices, but lacks official policies. This draft is an omnibus document that addresses that lack. The staff has suggested changes and additions, and now he would like to have input and approval from the Board.

Jeff Wale noted that he thinks the draft is excellent, and that few organizations have this type of document in place. He suggested several wording changes and additions, which the Board discussed and approved.

Karl Colon moved to accept the Internet Technology Security Management Plan as amended, Laura Solomon seconded.

Roll call: Bonnie Mathies, aye; Mary Pat Essman, aye; Gayle Patton, aye; Laura Solomon, aye; Jeff Wale, aye; Karl Colon, aye; Gary Brandon, aye; and Michael Wantz, aye.

7.2. RFQ for Ohio Web Library Webpage Design

Stephen Hedges explained that as OPLIN staff have been working on the back-end search engine part of the revamped Ohio Web Library website, they are starting to think about the front-end as well. Usability testing at Kent State University's lab is already planned, but the OPLIN staff feels OPLIN should also have a professional web designer developing the "look-and-feel" of the site, instead of doing it in-house; we might only have one shot at developing a page that the public is willing to use.

Stephen spoke with a design firm he knows and received an unofficial estimate for this type of job. The Masterkey search technology we are pursuing is built on Javascript functions, and they based their estimate around the assumption that we would have no more than 10 of those. The estimate is low enough that OPLIN should not need to do a formal RFQ process, particularly since the intention is to get quotes from vendors on the State Term Schedule.

Karl Colon asked whether Javascript technology will work across various major browsers and versions. Stephen Hedges noted that he has some issues with one browser, but that IndexData (the makers of Masterkey) will be writing the final code and would be responsible for guaranteeing this functionality.

Laura Solomon asked whether Javascript could present accessibility issues for visually impaired and other users. Karl Jendretzky speculated that OPLIN could fashion an alternate, slightly slower, more standard front-end that could address accessibility issues.

Stephen Hedges elaborated on the progress of the Ohio Web Library interface development. The code for the search technology is free, but so new and undocumented that it is difficult and labor-intensive to work with. OPLIN is asking the developers (IndexData) to build a custom version to our specifications. That would only provide the search engine functionality; this request seeks a company to make the webpage look good.

Diane Fink noted that if a firm is on State Term Schedule, any spending under $25,000 is within the individual agency's discretion. Stephen Hedges suggested approval of up to $10,000, and hopes that the site is ready by spring. He also hopes that the vendor can address any potential accessibility issues.

Laura Solomon motioned to approve up to $10,000 for website design services related to the Ohio Web Library website, Bonnie Matheis seconded.

Roll call: Bonnie Mathies, aye; Mary Pat Essman, aye; Gayle Patton, aye; Laura Solomon, aye; Jeff Wale, aye; Karl Colon, aye; Gary Brandon, aye; and Michael Wantz, aye.

Jeff Wale cautioned the OPLIN staff to make sure that the project's specifications are well thought-out and scripted before getting quotes.

7.3. Internet Filtering Assistance Grants

Stephen Hedges noted that the timing of the grants was bad this year, as half of the applications came in at the last minute, during a shortened conference week. He put together the final list of requests yesterday.

There are 39 applications this year (as opposed to 43 last year). A few of the requests are larger than last year, and the total amount requested is about $110,000. The Ohio legislature requires OPLIN to distribute $100,000, and last year we distributed $107,000. We have gone a little over $100,000 each year of the grant, pulling the extra from other areas of the OPLIN budget.

Stephen reviewed the list of requests, and explained some of the individual cases. There are some notable discrepancies in cost estimates from library to library. OPLIN probably did not make it clear enough that we wanted applications for a single year of costs; in some cases, we received requests related to multi-year projects. Stephen explained his recommendations for what to accept and what to reject. He needs to talk to several libraries for further clarification on their situations and needs, and whether their requests are for a legitimate filtering project. Stephen noted that the popular thing this time is for libraries to buy VPN/firewalls with built-in filtering capabilities.

Jeff Wale made a motion that 36 of the 39 Internet filtering grant applications be awarded, excluding the applications received from the Geauga County Public Library, Lane Public Library, and Greene County Public Library, in amounts determined after cost assessments conducted by OPLIN staff and not to exceed the amount of each individual request or a total amount of $92,500. Michael Wantz seconded.

Roll call: Bonnie Mathies, aye; Mary Pat Essman, abstain; Gayle Patton, aye; Laura Solomon, aye; Jeff Wale, aye; Karl Colon, abstain; Gary Branson, aye; and Michael Wantz, aye.

Gary Branson made a motion that the Internet filtering grant application from the Lane Public Library be awarded in an amount determined after cost assessments conducted by OPLIN staff and not to exceed $5,064. Karl Colon seconded.

Roll call: Bonnie Mathies, aye; Mary Pat Essman, abstain; Gayle Patton, aye; Laura Solomon, aye; Jeff Wale, aye; Karl Colon, aye; Gary Branson, aye; and Michael Wantz, aye.

Bonnie Mathies made a motion that the Internet filtering grant application from the Greene County Public Library be awarded in an amount determined after cost assessments conducted by OPLIN staff and not to exceed $8,890. Mary Pat Essman seconded.

Roll call: Bonnie Mathies, aye; Mary Pat Essman, aye; Gayle Patton, aye; Laura Solomon, aye; Jeff Wale, aye; Karl Colon, abstain; Gary Branson, aye; and Michael Wantz, aye.

Jeff Wale made a motion authorizing the OPLIN Executive Director to communicate with the Geauga County Public Library and award their Internet filtering grant application in an amount determined after his cost assessment, and not to exceed $3,956. Gary Branson seconded.

Roll call: Bonnie Mathies, aye; Mary Pat Essman, aye; Gayle Patton, aye; Laura Solomon, aye; Jeff Wale, aye; Karl Colon, aye; Gary Branson, aye; and Michael Wantz, aye.

8. OPLIN EXECUTIVE DIRECTOR'S REPORT

Stephen Hedges reported that the new position descriptions for OPLIN Support Center personnel have been completed. He also presented a quote from OIT regarding OPLIN's large router upgrade project. While the OPLIN approved using some E-rate money in order to match a capital budget request to upgrade site routers, there are some at the OPLIN core and the metro libraries that we need to upgrade as soon as possible, and the capital request budget process has not yet started. OIT received quotes from five vendors for these core routers, and SARCOM was the lowest, offering a large discount; we plan to go ahead with that purchase.

Stephen also reported that OPLIN staff have decided that our firewall is not reliable, coming from a company that provides very little support. OPLIN may ask for a quote on a new firewall and tie that into the router project.

Stephen reported that we are also awaiting a quote from IndexData regarding the Ohio Web Library search engine development.

Stephen gave an update on the recent focus groups. OPLIN had to cancel the one scheduled for southwest Ohio, because only 3 of the 12 invitees could come. Laura Watkins and Stephen are going to do a complete report with detailed feedback, but overall the groups have been very productive and have repeated the same general needs: bandwidth and the ability to compete with Google. We have not heard a lot of people saying OPLIN needs to purchase more databases; rather, librarians want better access to what is already provided. Regarding bandwidth, Stephen reported that he has been talking a lot about the escalating costs of bandwidth and the desirability of prioritizing traffic, but most public libraries just want more, to accomodate more computer use and wireless access. Stephen feels that OPLIN is seem somewhat as a utility by the libraries.

Mary Pat Essman stated that she did not want to see OPLIN cancel the southwest session, and suggested that she and Karl Colon could find some suitable participants for the focus group.

Stephen Hedges noted that the groups have also discussed a number of things that OPLIN cannot address. Microsoft Vista has come up repeatedly as a technological challenge to libraries, because old hardware cannot run it. More and more people are thinking of the public library as a community computing center. Karl Colon noted that libraries are seeing ever-increasing circulation, plus an ever-increasing use of the computers. He noted that a recent ALA report came to similar conclusions about library needs: money, staff, bandwidth, and training. The Ohio Library Council is doing long-range planning and thinking about these issues.

There was more general discussion about the focus groups and the positive benefits for OPLIN.

8.1. OPLIN in Permanent Law

Stephen Hedges reported that Jon Iten, Lynda Murray, Diane Fink, and Jo Budler have all looked through the proposed language to try and weed out any hidden traps that would fundamentally alter the relationship between OPLIN and the State Library. At this point, they all think the language is clean. Jon Iten has sent it to Senator Schuler to attach to Senate Bill 185. There will be no immediate change in the number of OPLIN Board members, or the language describing their length of terms.

8.2. E-rate refunds

Stephen Hedges noted that OPLIN has been approved for refunds of approximately $1,041,000 for costs incurred between July 2006 and June 2007, and has received the bulk of that.

8.3. Databases and Network Reports

9.4.1. Database usage

Laura Watkins reviewed the current database usage statistics, and wants to try and find a more consistent way of measuring database metrics. She has been in touch with all of the database vendors, and each one is unique and has different ways of determining their numbers. Usage is generally up this year, both the number of searches and the number of document requests.

Stephen Hedges noted that someone asked us at the Stakeholders meeting on Wednesday if the database vendors were SUSHI compliant, but in reality, some are not even COUNTER compliant.

9.4.2. Support Center (August and September)

Karl Jendretzky reviewed recent Support Center activity, and reported that it has been business as usual.

9. CHAIR'S REPORT

Gayle Patton noted that she thought the Stakeholders Meeting was very good and well-attended. She also reported that after discussions with the Board, all members feel that Jim Kenzig should remain on the Board so long as he wishes to remain.

Stephen Hedges pointed out the latest issue of The OPLIN Circuit and mentioned the return to a printed newsletter, which was a direct response to feedback form one of the early focus group sessions.

10. ADJOURNMENT

Mary Pat Essman motioned to adjourn the meeting at 10:54 a.m.

August 10, 2007 Minutes

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

Minutes – August 10, 2007

1. WELCOME & CALL TO ORDER

The one hundred third meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:05 a.m. on Friday, August 10, 2007 by Board Vice-Chair Gayle Patton at the State Library of Ohio in Columbus, Ohio.

Present were Board members: Bonnie Mathies, Bob Richmond, Mary Pat Essman, Gayle Patton, Laura Solomon, Jeff Wale, Karl Colon, and Michael Wantz. Terry Casey arrived at 10:33 a.m.

Also present were: Stephen Hedges (OPLIN), Joel Husenits (OPLIN), Karl Jendretzky (OPLIN), Laura Watkins (OPLIN), Bobbi Galvin (OPLIN), Jo Budler (State Library), Diane Fink (State Library), Carol Verny (OHIONET), Doug Evans (OLC), and Stephen Marine (NetWellness).

Gayle Patton welcomed the new board members and Laura Watkins, OPLIN's new Library Services Manager.

Stephen Hedges informed the new Board members about their state ethics forms, travel expense reports, and W9 forms.

2. NOMINATION & ELECTION OF BOARD OFFICERS

Gayle Patton reminded everyone that at the last Board meeting, outgoing Chair Donna Perdzock and the two other departing Board officers formed a Nominating Committee for new Board officers. Their suggested nominees are: Gayle Patton (Chair); Mary Pat Essman (Vice-Chair); Bonnie Mathies (Secretary); and Bob Richmond (Treasurer).

Michael Wantz motioned to accept the slate of Board officer nominees. Karl Colon seconded. All aye.

3. PUBLIC PARTICIPATION

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

4. APPROVAL OF THE AGENDA

Bonnie Mathies motioned to approve the agenda, Bob Richmond seconded. All aye.

5. APPROVAL OF THE MINUTES of June 8 meeting

Mary Pat Essman motioned to approve the minutes from the June 8th meeting, Bob Richmond seconded. All aye.  

Bonnie Mathies noted that although the minutes were long, she appreciated the detail.

6. ACCEPTANCE OF THE FINANCE REPORT

Diane Fink gave a detailed finance report. For the benefit of the new Board members, she explained how the state fiscal year and budget process works. She also explained OPLIN's status as a line item within the State Library's budget, as well as how the State Library is funded. OPLIN has mixed funding, receiving both state General Revenue Funds (GRF) and Fund 4S4 monies from non-state revenue sources, primarily E-Rate reimbursements.

Diane presented two sets of reports for this meeting: one for the Fiscal Year (FY) ending on June 30, 2007, and the other as of July 31, 2007.

For the first set of reports (ending June 30, 2007), Report A covered the OPLIN budget and expenditures for FY 2006-2007. OPLIN receives large telecommunications invoices monthly from the Office of Information Technology (OIT) and AT&T. Report B covered revenue and cash balance, which carries forward from one FY to the next. Report C covered the Gates Staying Connected Grant. This grant from the Gates Foundation required matching funds and OPLIN contributed money towards that. The grant took four fiscal years to complete, and all monies OPLIN committed have been expended. The grant provided hardware upgrades for public libraries, workshops and training, a network security assessment, and videoconferencing equipment. Report D projected revenue and cash balance figures on June 30th, and therefore matched Report B. Report E summarized the budget request for the State Library and OPLIN. Diane summarized the state budget process.

Diane reported that between the last FY and the current one, the state has converted to a new financial system called OAKS (Ohio Administrative Knowledge System). Diane summarized the future rollouts for the OAKS system over the next several years.

In the second set of reports, Report A covered budget and expenditures for FY 2006-07 as of July 31st.  Diane talked about the differences between this Report A and the one from the first set. OPLIN distributed $105,423.35 for filtering grants during the last FY, but one of the libraries given a grant failed to make their purchases by June 30th; OPLIN will have to bill them to retrieve their grant and the money will go back into the state GRF. Report B covered budget and expenditures for FY 2008-09. In the OAKS financial system, all state agencies now have to resolve any errors before the official payroll figures are released. Building rent is one of the largest expenditures for OPLIN, and is paid quarterly. Diane explained OPLIN's Libraries Connect Ohio agreement and expenditures, and also explained how the OPLIN/OHIONET paid-for databases plan has evolved.

Terry Casey arrived at 10:33 a.m.

Report C covered revenue and cash balance. OPLIN is starting to receive some E-Rate refund checks, which will be deposited into Fund 4S4. Report D covered the projected vs. actual revenue and cash balance. Diane explained that all state agencies have operating budgets and capital budgets; the capital budget process occurs in alternating years to the operating budget process. This year, the Office of Budget and Management (OBM) will review agency capital budgets. Agencies usually receive instructions in the fall. The operating budget for FY 2010-11 will start developing next July, but agencies will start receiving preliminary instructions in January.  2010 is expected to be tighter than 2008 and 2009, but 2011 might be better, due to planned changes in the tax structure.

The State Library has a new budget analyst at OBM; he met with the State Library and OPLIN a week ago. The State Library also has a new legislative services commission analyst. Diane invited all the new OPLIN Board members to call or e-mail her with any questions.

Bonnie Mathies motioned to approve the Finance Report, Terry Casey seconded. All aye.

7. OLD BUSINESS

7.1. Board Meeting at OLC Convention

Stephen Hedges noted that the next OPLIN Board meeting is scheduled for October 12th, which is the Friday of the Ohio Library Council convention. He suggested holding the meeting at the Convention Center and starting the meeting at 9:30 instead of 10:00 a.m.

Mary Pat Essman motioned to have the next OPLIN Board meeting at the Convention Center on Friday morning, starting at approximately 9:30 a.m., provided we can secure a meeting room. Jeff Wale seconded. All aye.

7.2. Staff Pay Increases (see agenda item 11)

Stephen Hedges deferred this discussion until the Executive Session to be held at the end of the meeting.

8. NEW BUSINESS

8.1. Router Upgrades

Stephen Hedges reported that the routers on the OPLIN network are reaching their "end of life" in June 2008, which means that the vendor (Cisco) will no longer provide hardware support. Software upgrades have already stopped and there are also issues with the larger routers at the metro libraries related to the new ethernet services. In the next year, OPLIN staff are planning to replace many of the routers, using E-Rate money to pay for it. 

Stephen recommended to the Board that OPLIN use $500,000 of E-Rate refund money on router upgrades, but plan to use the majority of that as a match to a capital budget request. It looks like it might cost around $800,000 to replace all of the routers. OPLIN might be able to recoup some of the costs by trading in old equipment. If OPLIN does not receive the capital request, OPLIN staff can still replace half of the routers this year and half next year, using E-Rate money.

Karl Jendretzky explained how the current routers were bought over a period of time five or so years ago, and elaborated on the issues with the current configuration. 

Jeff Wale motioned to spend up to $500,000 in E-Rate refunds (plus any funds received from trading in old equipment) on router upgrades. Karl Colon seconded.

Stephen Hedges explained that OPLIN staff would replace the most crucial routers and equipment first.

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

8.2. NetWellness Support

Stephen Hedges explained that in the early days of OPLIN, the legislature earmarked money in our budget to support the NetWellness project. Over the years, that money was replaced by federal grant funds. Those funds have expired, and NetWellness is running out of funds. OPLIN is now in possession of a cash balance of E-Rate refunds, and one potential use would be to give an emergency bailout to NetWellness, in order to keep them going until they can find an alternate source of funding.

Stephen Marine, the Program Director of NetWellness, explained the background of the current funding crisis. NetWellness started as a grant program from the Department of Commerce in 1994-95, with the purpose of extending the reach of the Internet and providing health information to under-funded areas. When that original grant ran out, NetWellness had four more years of funding due to the work of a state legislator, but in 2001 that funding was eliminated.  Federal congressmen then became interested and supported grants for NetWellness.  NetWellness is searching for a more stable revenue stream, but in the meantime those grants have expired.

The development of an ongoing funding model now has two facets. One is a new champion in the state assembly, who came forward late in the process but was not able to get funding into the recently passed state budget. He wants to work on that next time, and the Governor's office has been responsive as well, so chances look good to get a line back in the next budget. The second prong is a supporter model along the lines of the public radio/TV model. Delta Dental Insurance (of OH, IN, MI) is providing significant sponsorship now, and is talking about making NetWellness a nationwide product. NetWellness is hoping to secure a strong commercial funding model that does not jeopardize the integrity of the site. They think that in two years they will be solid again financially.

Stephen Hedges explained that he talked to Stephen Marine about how much of the NetWellness budget goes toward content creation, instead of operations, and NetWellness has provided that budget information. Diane Fink suggested that OPLIN could do a grant program, but noted that it would not be able to provide 12 months of support, because a grant program cannot work retroactively to the beginning of the current fiscal year.

Stephen Hedges noted that there is no doubt about the usefulness of NetWellness, and that their web stats are impressive. In fact, he would not have recommended OPLIN renew its current contract with Consumer Health Complete had he been aware of NetWellness' problem. His biggest concern is using E-Rate money for this ad hoc support before the focus groups, which are planned for this fall, have provided input to help OPLIN determine priorities for spending that money.

Stephen feels that the terms should focus on a limited amount of money that could get NetWellness through next June. Stephen further noted that there are no restrictions on how E-Rate refund money can be spent; it has been used in the past to hire staff, for example. The router upgrades are the only high-priority, major expenditure related to E-Rate money that OPLIN staff foresees in the near future.

Jo Budler suggested that the State Library Board could potentially offer support to NetWellness as well, in the form of federal Library Services and Technology Act (LSTA) grant money. That Board would likely prefer to provide matching funds, instead of being the sole provider.

Diane Fink led a general discussion about how a contract could work and the timeframes of such a contract.

Stephen Marine explained NetWellness' current prospects for future funding. They have held discussions with various companies and are putting together a professional business plan. There have been talks about co-branding some of their content, but these are more long-term funding discussions.

Stephen Marine further explained that all NetWellness content is non-profit. He spoke of the differences between NetWellness, WebMD, and other similar health information websites. NetWellness works with faculty from three large medical academic communities, and medical experts answer about 1000 questions a month, creating the content themselves. Every topic has an actual expert in that area to respond to questions from ordinary users.

Michael Wantz relayed his concern about the appearance that OPLIN would not be buying something concrete with its E-Rate refund money, but instead giving it away.  It might be a good use, but is it appropriate?

Stephen Hedges suggested that Ohio libraries would feel the loss if NetWellness went away.  Mary Pat Essman suggested that OPLIN would really be buying content. But she noted that any agreement would have to have a "one time" stipulation.

Stephen Marine explained that NetWellness staff have had many discussions about whether they should become a profit-making entity, but they always conclude that they should not. The feeling is that the real value of their product is that it is coming from authoritative university-based medical sources.  NetWellness acknowledges sponsors on their website, and would acknowledge OPLIN's support.

Michael Wantz suggested that if NetWellness were to go for-profit, OPLIN should get a refund.  Stephen Hedges suggested that in that situation, it might be better for OPLIN libraries to instead get a "free pass" to the content.

There was a general discussion about contract terms.

Terry Casey returned at 11:15 a.m.

Terry Casey questioned whether NetWellness was the most deserving recipient of public dollars, in the form of OPLIN E-Rate refund money.

Mary Pat Essman suggested that it was heavily used by her library, and others agreed that public libraries would feel the loss if NetWellness content went away.

Jo Budler explained that she would likely recommend to the State Library Board that it uses LSTA money to match any OPLIN contribution.  She noted that State Library staff have reviewed NetWellness, and that its "Ask an Expert" service is not available anywhere else.  NetWellness compares very favorably to other medical information websites, as well.

Terry Casey suggested that places like the Mayo Clinic and Cleveland Clinic have better branding and name-recognition than NetWellness, and thinks it is problematic to use Ohio money to provide a service freely available to the entire world.

Stephen Hedges noted that OPLIN's expenditure would only assure the availability of NetWellness content through the end of the current fiscal year.

Terry Casey motioned to authorize up to $75,000, contingent upon matching funds from the State Library or other source, to support NetWellness for one quarter.

Terry Casey explained that he would like more time for OPLIN to explore other similar sources for health content before committing more money.

Mary Pat Essman stated that $75,000 would not be enough to help NetWellness, and it would sap time and energy from the Board having to reexamine the issue every quarter.

There was more general discussion about the terms of the contract.

Jeff Wale noted that this type of database usually costs about $150,000 .

Jeff Wale motioned to authorize up to $150,000, contingent upon matching funds from the State Library and/or LSTA grant money, to support NetWellness content for up to one year. If NetWellness becomes a profit-making entity, OPLIN and Ohio public libraries will receive "free access" to its content for two years.

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

8.3. Change to Support Center Hours

Stephen Hedges explained that when he started as Director, the OPLIN Support Center expanded its hours from 8 a.m.-8 p.m., Monday through Thursday. Since then, the staff decreased from three to two positions, but retained those hours. In reality, they have been receiving very few calls after 5:00. Stephen would like the Board to endorse setting the hours to 8:00-5:00 Monday through Friday and keeping only two staff members.  The third position would remain inactive; there is no need for it right now.

Diane Fink noted that the third position had been funded out of E-Rate refund money.

Bob Richmond motioned to change the operating hours of the OPLIN Support Center from 8:00 to 5:00, Monday through Friday, with two staff members.  The OPLIN Board will reexamine this arrangement from time to time. Laura Solomon seconded.  All aye.

8.4. Policy on Extending OPLIN Connection

Stephen Hedges explained that this item is a potential E-Rate issue. It has recently come to his attention that if a public library is sharing its connection with another entity, OPLIN cannot apply for an E-Rate refund for the entire connection; OPLIN would have to guess at how much traffic is library-generated and designate the other portion as ineligible. Right now, OPLIN does not know which public libraries are sharing connections, but some apparently do this to support their community. Should OPLIN ask libraries whether they are doing this on our annual connectivity survey, or conduct an independent survey? 

Bonnie Mathies noted that her community is considering this type of connection sharing, and that more groups around the state are beginning to do this. Many people assume that their local public library is the focal point of information coming in, so why should they not be allowed to do this? Bob Richmond noted several libraries and branches in his area that are sharing connections.

Stephen Hedges recommended that the Board table any action on this item until an independent survey determines how many Ohio public libraries are sharing their current Internet connection.

8.5. FY2008 Internet Filtering Assistance Grants

Stephen Hedges noted that OPLIN once again has $100,000 per year to assist public libraries with filtering. In the past, OPLIN has distributed this money in the form of grants to libraries. The OPLIN Board needs to formally approve this to start the process this year. 

As part of the process, OPLIN asks libraries to submit two reports: a financial report in July the same year they receive the money; and a general narrative report one year later, which many recipients forget to do. This second report form asks questions OPLIN may not really need. Stephen wondered whether it could be simplified somewhat, and whether we should ask libraries to return it as soon as possible (instead of waiting a year).

Terry Casey motioned to approve this year's Internet Filtering Assistance Grant process, and to simplify the reports as described, Jeff Wale seconded. All aye.

9. OPLIN EXECUTIVE DIRECTOR'S REPORT

9.1. OPLIN in Permanent Law

Stephen Hedges reviewed the proposed legislation to put OPLIN into permanent law, as suggested by Jon Iten (an attorney working for OLC). The proposed language was based on the language of 1997's AM. HB 118. Stephen noted an issue regarding language related to the State Library being OPLIN's fiscal agent.  According to Jon Iten, if OPLIN is an independent Board in permanent law, then that Board would typically own OPLIN equipment; currently the State Library does. Independent entities can contract fiscal services to another agency, but under this arrangement, OPLIN employees might no longer be State Library employees. Jon Iten feels that there is probably a way to write the language so that the relationship between OPLIN and the State Library is roughly the same as now. 

It appears that this process might separate OPLIN from the State Library, and it reopens the discussion from two years ago. Stephen suggested the Board table this discussion until he and Jon Iten and the Department of Administrative Services (DAS) can get a better idea of what all the hidden implications are. Diane Fink suggested that OBM should be involved too.

Stephen noted that in 1997, the intent might have been to set OPLIN up as an independent agency, but that is not the intent now. Rather, the intent now is to provide a stable platform for the network and the databases, and allow for vendor contracts beyond two years. Diane Fink noted that technically even permanent state entities can really only do two-year contracts, because they only have funding from budget to budget, but they can include automatic renewals in their contracts.

Gayle Patton suggested the Board table this discussion until later.

9.2. Security Update

Stephen Hedges noted that OPLIN, along with other state entities, has been asked to submit a report by August 14 describing how we comply with the state data privacy policy.

Although OPLIN already complies with many of the individual activities, many of the questions on the report require the agency to have an official policy in order to fully comply, so Stephen will be coming to the OPLIN Board with many new policies for approval during the next few meetings.

9.3. Office Activities

Stephen Hedges reviewed recent activities by the OPLIN staff.

9.4. Databases and Network Reports

9.4.1. Database usage

Laura Watkins reviewed the current database usage statistics, which are generally on the rise. She noted that some of the data OPLIN receives from the vendors is subject to error, and OPLIN staff are working to figure out how the vendors determine their metrics.

Karl Jendretzky noted that a lot of new optional subscriptions are just starting up, so strange things may happen with the numbers. Bobbi Galvin noted that some vendors have recently changed their reporting tools, and the numbers have changed as a result.

9.4.2. Support Center (June and July)

Karl Jendretzky reviewed recent Support Center activity, and reported that nothing out of the ordinary has been happening.

9.4.3. Web Hosting

Karl Jendretzky reported that OPLIN's web hosting service is up and running. OHReadytoRead is using the service, and some medium-sized libraries are also signed up. Karl and Stephen attended a small library conference a few weeks ago, and many people there seemed interested.

Stephen Hedges noted that there is an ambiguity about what web hosting is. He suspects that libraries erroneously think OPLIN is offering website design services. Providing website templates was an objective, in addition to hosting. Stephen wondered if OPLIN should involve OHIONET or the regional library systems in that service, i.e. OPLIN does the hosting, and other entities do the content building and hands-on service.

10. CHAIR'S REPORT

10.1. Executive Director's Evaluation

Gayle Patton distributed the Executive Director's Evaluation, which Donna Perdzock compiled from individual Board responses. Gayle noted that Stephen Hedges has been here for over a year, and there were no major disconnects between the Board member opinions and his own self-assessment.

Terry Casey noted that Lynda Murray from OLC had heard many positive things about Stephen at a recent ETM ("Every Third Month") libraries meeting, as well as from CLEVNET.

11. EXECUTIVE SESSION

Terry Casey motioned to go into Executive Session at 12:10 p.m. to discuss  personnel compensation, seconded by Bob Richmond. Jo Budler, Diane Fink, and Stephen Hedges were invited to attend.

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

Karl Colon motioned to return from Executive Session at 12:28 p.m., Terry Casey seconded.

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

12. ADJOURNMENT

Terry Casey motioned to adjourn the meeting at 12:31 p.m.

June 8, 2007 Minutes

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

Minutes – June 8, 2007

1.  WELCOME & CALL TO ORDER

The one hundred second meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:05 a.m. on Friday, June 8, 2007 by Board Chair Donna Perdzock at the State Library of Ohio in Columbus, Ohio.

Present were Board members: Donna Perdzock, Bonnie Mathies, Anne Hinton, Bob Richmond, Mary Pat Essman, Gayle Patton, Richard Murdock, Terry Casey, and Sandi Thompson.

Also present were: Stephen Hedges (OPLIN), Joel Husenits (OPLIN), Karl Jendretzky (OPLIN), Jo Budler (State Library), Diane Fink (State Library), Doug Evans (OLC), Laura Solomon (Cleveland Public Library), Jeff Wale (Toledo-Lucas County Public Library), Gary Branson (London Public Library), and Mike Wantz (Perry County District Library).

2.  PUBLIC PARTICIPATION (1)

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

3.  APPROVAL OF THE AGENDA

Terry Casey motioned to approve the agenda, Richard Murdock seconded.  All aye.

4.  APPROVAL OF THE MINUTES of February 9 meeting

Gayle Patton motioned to approve the minutes from the February 9th meeting, Anne Hinton seconded.  All aye.   

5.  APPROVAL OF THE MINUTES of April 13 meeting

Gayle Patton suggested that the minutes explicitly state the meeting was a Board retreat.

In response to a question about gender as a factor in choosing new Board members, Stephen Hedges noted that gender was one of the demographics the Nominations Committee considered, but other factors were determined to be more important.  Donna Perdzock stated that the selection committee was merely being mindful of a candidate’s gender in the interest of having a diverse group.

Terry Casey motioned to approve the minutes from the April 13th meeting, with the added note that it was a Board retreat, Mary Pat Essman seconded. All aye. 

6.  ACCEPTANCE OF THE FINANCE REPORT

Diane Fink gave a detailed finance report. Report A covered budget and expenditures for fiscal year (FY) 2006-2007. There are three weeks of FY 2007 left.  This year, with the conversion to a new financial system (OAKS) on July 1, the current system will end on June 30. The state needs extra time to convert all of the data into OAKS, so the last day to set aside money to vendors will be June 14. All open encumbrances will convert over to the next FY on July 1st, and OPLIN has five months to pay them off. Diane noted that there are usually a large amount of these, due to telecommunications invoices, which generally run a month or two behind in the billing cycle. All available GRF monies have been encumbered, and there is some unused spending authority in Fund 4S4 monies.

Report B covered the revenue and cash balance for Fund 4S4 monies for FYs 2006-07. Report C covered budget and expenditures for the Gates Staying Connected Grant, and this will be the last appearance of this report. OPLIN provided matching funds for this grant, and as of the end of May, all monies have been disbursed and paid to the vendors, so the project is done.

Report D covered revenue and cash balance for Fund 4S4 funds as of the end of June. There are no longer any OPLIN positions funded with Fund 4S4 money; all are GRF-funded now.  

Report E provided OPLIN budget projections.  The only numbers available for FYs 2008-09 are the Executive and House versions of the budget.  The Senate version will be voted on next Tuesday, and it will then go to conference committee, but no other changes affecting OPLIN are expected and a new budget will be ready by July 1.

Diane explained the difference between Fund 4S4 and GRF funds, and also gave some updates from OBM.  Under the current budget, there are a lot of changes under tax reform. The Strickland administration is also looking at spending reform; agencies are expected to be more conservative in their spending than in the past, which has already been seen with some of the food and hiring freezes. The administration wants to make sure that the budget remains balanced so agencies don’t have to take cuts later.  

On July 1, the state is moving to the OAKS financial system.  OBM will have more control over purchasing, and agencies will have less flexibility with transfers of funds. The state is also implementing policy and procedural changes regarding vendor payments. Under the new system, the philosophy is that unless the vendor is giving the state a discount, there is no reason to pay the vendor within 30 days. Also, a new statewide centralized process for mailing checks to vendors means that staff may end up spending more time reconciling accounts, etc. State Library staff are being trained on the new system, so they will be ready on July 1. The next budget request will also be done through the new system.

Richard Murdock motioned to approve the Finance Report, Anne Hinton seconded. All aye.

7.  OLD BUSINESS

7.1.  New Board Members

Stephen Hedges introduced four of the five new OPLIN Board members, who were attending the meeting. Seven names were submitted to the State Library Board for consideration. They looked at the demographics above all else and picked five. Stephen noted that he neglected to ask the State Library Board to decide which new member would get the shorter, two-year term, but that will be settled at the next State Library Board meeting. OPLIN Board members can serve two consecutive full (three-year) terms, but the shorter one does not count as a full term.

7.2.  Library Services Manager Position

Stephen Hedges reported that the position was posted on May 10.  After discussions with Stephen, Donna Perdzock appointed the following people to the committee to interview candidates: Stephen, Karl Jendretzky, Meg Spernoga from OhioLINK, Carol Verny from OHIONET, and Jay Burton from the State Library. It’s not clear from the OPLIN bylaws or budget language who has the hiring authority for staff positions. Diane Fink noted that Personnel Actions ultimately must be signed by the State Librarian. 

Donna Perdzock felt that the Board would want a report from Stephen on the committee's recommendation, but did not think they would want to sit in on interviews.  Stephen noted that he’d received about 50 applications, and about half meet the minimum qualifications.  Next Friday the committee will interview four candidates and should have a hiring recommendation for the August meeting, though posting is open until filled if necessary.

7.3.  Service Mark Renewal

Stephen Hedges reminded the Board that the federal registration for the name “OPLIN” expires this year, and next year registration of the old OPLIN logo expires.  He has had correspondence from Schottenstein, Zox and Dunn, the legal firm that was monitoring this, and has corresponded with the Attorney General's office about registering with the state instead of federally and having everything handled from now on by the Attorney General instead of outside counsel. OPLIN has a new representative from the AG’s office named Walter McNamara, who will oversee the process of registering the name and new logo with the state.

7.4.  ohioweblibrary.org Developments

Stephen Hedges reminded the Board about the proof-of-concept pages OPLIN staff developed for the retreat.  Staff are working on three initiatives to improve the OWL search engine for libraries, models that could retrieve both database and catalog records.

Stephen and Karl Jendretzky had a conference call with a Google developer, went to OCLC and talked to them about their WorldCat product, and also received a quote from MasterKey.

OPLIN staff think the current Google Custom Search test page is about as good as it can be for now, especially after talking to Google and asking for their suggestions. The problem is getting to the database content.  If this is the model OPLIN pursues, then development is essentially finished until EBSCO and other database records are indexed by Google and accessible via this CSE.  Karl and Stephen thought they could take database MARC records and create a flat file to be indexed by Google, but Google indicated that while their search engine might discover it, it would not index such a special file, because Google looks at the popularity of a site, how it has been hit, etc., and this file would not meet some of the criteria.

MasterKey looks better to OPLIN staff.  It is inexpensive and promising enough that OPLIN staff thinks we should buy a Level 1 plan (for 20 commercial databases) for a year, test it, and see how well it works.

Karl and Stephen also visited the OCLC/WorldCat developers.  OCLC talked about WorldCat 3 (or "WorldCat Local" as it is called in the beta tests) and their plans to add social tools to it (book reviews by people, etc.).  Their concept is an OPAC, with database records added on, while OPLIN tends to look at the problem the other way around.  Currently, not enough Ohio libraries have their catalog records in WorldCat to make this an effect option for us. OCLC will probably propose a cost to get the whole state of Ohio on WorldCat. Jo Budler said she has impressed upon OCLC that OPLIN and/or Libraries Connect Ohio would not want to be paying double; OhioLINK is already paying for a large portion of the state's libraries. Stephen noted that OCLC also said they could work with MasterKey and build a hybrid product.

Stephen explained the vision of what the actual OWL web page would look like. There would be an OWL homepage, but OPLIN could also provide libraries with an OWL search widget for their pages. This design would also be the basis of OPLIN’s web page templates to give to libraries. One of the nice things about MasterKey’s service is that OPLIN can control the ranking of the search results – that is, OPLIN can make an individual library’s resources appear higher for searches conducted in their building, etc. This tool would be something for the general public, as opposed to a librarian-only tool.  We would also have an advanced search, to allow people to choose individual databases.

Gayle Patton motioned to buy a one year subscription to the MasterKey Level 1 service, Sandi Thompson seconded.

Roll call: Donna Perdzock, aye; Bonnie Mathies, aye; Anne Hinton, aye; Bob Richmond, aye; Mary Pat Essman, aye; Gayle Patton, aye; Richard Murdock, aye; Terry Casey, aye; and Sandi Thompson, aye.

7.4.1.  KSU ScanPath cost and timeline

Stephen Hedges and Joel Husenits recently went to Kent State University where they saw a demo of the ScanPath web page usability testing service, using the current OPLIN research database/remote access page and a nearby student as a test subject.  It was both very interesting and very sobering. OPLIN has several prototype OWL website pages that are polished enough for them to test.  Stephen explained the costs involved: there is a fee per subject, per task.  ScanPath staff advise that ten test subjects should be enough, and he and Joel asked KSU to find a representative mix of the general population. OPLIN has asked for ten subjects and four tasks, and hopes to get a discounted price. The testing is tentatively scheduled for August 24.

Richard Murdock motioned to approve up to $10,000 for ScanPath testing, Anne Hinton seconded.

Stephen Hedges explained how KSU finds users, and described the deliverable: a hard drive with all of the sessions taped, plus a summary analysis, including "heatmaps" of all tested pages. Bonnie Mathies asked whether KSU will give OPLIN a composite of the demographics beforehand, and whether OPLIN has final approval. Stephen noted that OPLIN will ask to have approval before they test.

Roll call: Donna Perdzock, aye; Bonnie Mathies, aye; Anne Hinton, aye; Bob Richmond, aye; Mary Pat Essman, aye; Gayle Patton, aye; Richard Murdock, aye; Terry Casey, aye; and Sandi Thompson, aye.

8.  NEW BUSINESS

8.1.  Staff Pay Increases for FY2008

Stephen Hedges explained that it was probable, pending the Governor's approval, that exempt staff will be eligible for up to a 3.5% raise, which would provide parity with the union agreement negotiated last year for non-exempt staff. Diane Fink explained that the raises have been anticipated in the FYs 2008-09 OPLIN operating budget. Jo Budler noted that the State Library simply has to absorb these increases, that we are not given more money to cover them. Stephen explained that everyone at OPLIN is exempt administrative staff, and he presented his recommendations on staff raises to the Board. He asked for approval to proceed with the recommendations, pending Executive approval of pay increases for exempt staff.

Stephen Hedges noted that there are currently no plans to replace Karl Jendretzky’s vacant position in the OPLIN Support Center, because he thinks it can operate with two staff.

Terry Casey motioned to approve the personnel recommendations, Mary Pat Essman seconded.

Roll call: Donna Perdzock, aye; Bonnie Mathies, aye; Anne Hinton, aye; Bob Richmond, aye; Mary Pat Essman, aye; Gayle Patton, aye; Richard Murdock, aye; Terry Casey, aye; and Sandi Thompson, aye.

8.2.  Focus Groups on OPLIN

Stephen Hedges reminded the Board that at the retreat they had discussed what to do with any extra funds in our Fund 4S4 account.  Gayle Patton and Terry Casey had suggested doing some focus groups around the state to ask OPLIN’s customers how the organization might spend this money.  Stephen met with Wayne Piper from OLC, and the two talked about holding five two-hour focus groups around the state.  These would start in the middle of September, with one happening about every two weeks, usually in the morning.  OPLIN cannot provide lunches, which might interrupt meetings anyway, but OLC could provide coffee and snacks as part of their facilitation of the sessions.

Wayne and Stephen would ask the focus group participants to describe the OPLIN office as a way to gather their current perceptions of OPLIN.  Wayne wants Stephen to then present what OPLIN actually is and does, and ask the libraries what their technology challenges are, and base the discussion around that.  Ideally, the groups should consist of branch managers, small library directors, children’s supervisors, and other such "middle managers" that seldom have contact with OPLIN staff.  Stephen reviewed the quote from OLC.

Terry Casey said he thinks OLC should provide lunch, because it is important to get people relaxed and amenable to participating, and it also helps to show appreciation to the attendees. Terry also made suggestions about the number of participants; eight to ten is ideal, the dynamics being better with a smaller group. Doug Evans gave an estimated revised quote for facilitating sessions that would include lunch.

In answer to a question, Stephen said the Board would discuss the findings at their first regular meeting after the sessions, and not wait until the next Board retreat. There was a general discussion about how to position the workshops, the invitations, etc. Participants should try to suspend reality and think about big ideas, and not get caught up in the reality of current economics, etc., perhaps suggesting more general “library technology” ideas than OPLIN-specific thoughts. Stephen noted that OPLIN ultimately wants suggestions that are within its mission.

Terry Casey motioned to authorize up to $8,000 to spend on conducting these focus groups with OLC. Gayle Patton seconded.  

Roll call: Donna Perdzock, aye; Bonnie Mathies, aye; Anne Hinton, aye; Bob Richmond, aye; Mary Pat Essman, aye; Gayle Patton, aye; Richard Murdock, aye; Terry Casey, aye; and Sandi Thompson, aye. 

8.3.  Gongwer Report Possibilities and Proposal

Stephen Hedges explained that Gongwer, Inc. perennially tries to win our contract for state government information, which we currently get from Rotunda, Inc. (Ohio Capitol Connection). Our response this year is that OPLIN will not make any changes pending the RFP due to be released in November by the LCO partners. Stephen noted, however, that it would be good for librarians to have access to more than one source of state government information, but the current price of a Gongwer subscription is prohibitive for many libraries. OPLIN has negotiated an offer from Gongwer to distribute the Gongwer Report, one portion of the complete Gongwer subscription service, through a special OPLIN listserv available only to librarians and limited to 200 readers.  Gongwer’s proposed cost to OPLIN is roughly half what it would cost for the full subscription service to 200 libraries. Stephen noted that the purpose of the listserv is not to evaluate Gongwer, but it would give librarians an opportunity to become familiar with their product.

Terry Casey motioned to authorize the OPLIN director to purchase the Gongwer subscription as described, beginning July 1.  Richard Murdock seconded.

Roll call: Donna Perdzock, aye; Bonnie Mathies, aye; Anne Hinton, aye; Bob Richmond, aye; Mary Pat Essman, aye; Gayle Patton, aye; Richard Murdock, aye; Terry Casey, aye; and Sandi Thompson, aye.

There was a break at 11:37 a.m., during which time Lynda Murray (OLC) arrived.

The meeting resumed at 11:48 a.m., starting with Item 9.2.

9.  OPLIN EXECUTIVE DIRECTOR'S REPORT -- Stephen Hedges

9.1.  Office Activities

After Item 9.2

Stephen Hedges highlighted several recent meetings, noting that there have been a lot of governmental meetings lately.

9.2.  Library Partnership Summit

Stephen Hedges reported that on May 21, almost 300 people came to the Fawcett Center for the Library Partnership Summit, representing all three library communities: public, academic, and K-12. Topics of discussion were the "silos" separating the communities and the replacement of the LSTA money that currently supports some of the LCO database purchases.

Jo Budler explained that the idea of this Summit came from a public library director and grew from there. In addition to the LCO partners, OHIONET, OLC, OELMA, and ALAO all got involved. Stephen Hedges noted that OPLIN and others committed their annual meeting money to support the Summit. Attendees were administrators and others who could make decisions about spending money.

Lynda Murray (OLC) explained it seems from the Summit feedback which OLC has received that there were essentially three subjects discussed at the Summit: jointly purchased databases, statewide resource sharing, and 24x7 live reference service. All three have to some degree been funded with LSTA money, which will soon be redirected to support other new initiatives.  Lynda wanted to talk to the OPLIN Board about databases.

Lynda thinks the Board should think about trying to put OPLIN into permanent law. She noted that OPLIN is legally defined by several paragraphs in the state budget every two years, and the budget is subject to many political pressures. In 1997 there was an attempt to get OPLIN into permanent language, but the debate the debate turned to filters on public library computers and the legislation was never completed;  Lynda thinks it is time to try again. If we can get OPLIN into permanent law, then the second step would be to look for state funding through OPLIN to help public libraries get databases.

Stephen Hedges explained how much  LSTA money is now used for databases and how the LCO partners pay for databases.  The State Library Board just approved LSTA database funds for another year through June 30, 2008, but they would prefer to use these LSTA funds as seed money for other projects.

Lynda further explained what would happen if OPLIN became defined in permanent law. OPLIN would not become a new state agency, but would remain a state entity within the State Library's budget. OPLIN could get better terms from vendors by extending contracts beyond two years. OLC is introducing an omnibus bill next week, and the language developed in 1997 could be updated and attached to that bill as an amendment.

The following resolution was drafted:

WHEREAS the Ohio Public Library Information Network (OPLIN) was established in temporary law as part of the State biennial budget passed on 30 June 1995, and

WHEREAS OPLIN has been defined again in every succeeding State budget since 1995, and

WHEREAS the services OPLIN provides to Ohio public libraries have become critical to their operations, and

WHEREAS negotiating statewide contracts for services and databases is advantageous to the Ohio public library community, and

WHEREAS OPLIN could negotiate more favorable contracts for statewide services if OPLIN were defined in permanent law,

NOW, THEREFORE, BE IT RESOLVED that on the 8th day of June, Two Thousand and Seven, the members of the Board of Trustees of the Ohio Public Library Information Network request the Ohio Library Council to initiate the process of asking the Ohio Legislature to define OPLIN in permanent Ohio law, and

BE IT FURTHER RESOLVED, that the Board supports any measures taken by the Ohio Library Council toward placing OPLIN in permanent law.

Mary Pat Essman moved to accept the resolution, Terry Casey seconded. All aye.

Jo Budler noted that she will be writing something about what was learned from the Library Summit. The biggest finding is that the "core" of databases that all three communities find valuable is actually smaller than what is currently offered. Also, all three agree on the need for a physical statewide resource sharing system. There was a general discussion about the Summit led by Board members who attended. It was noted that the school library viewpoint is much different from the public or academic viewpoint.

To Item 9.1

9.3.  Circuit Upgrades Status

From Item 9.1

Karl Jendretzky explained that things have firmed up since the last Board meeting and OPLIN now has a better idea of OIT’s direction. The regional OPT-E-MAN services are being cut and the state is going to handle "long haul" traffic on OSCnet. Karl reviewed each individual case of a public library needing a circuit upgrade. Stephen Hedges noted that the relationship between the state network and the telecommunications companies is changing.  OPLIN staff are noticing more competition and better price offerings, and OIT is taking over more of the cost of running the network.

9.4.  Web Hosting Status

Karl Jendretzky explained that OPLIN is now hosting a couple of sites, including OHReadytoRead and Cardington Public Library.  Karl explained OPLIN’s current setup.

9.5.  WebJunction Online Training

Following up on the discussion at the Board retreat, Stephen Hedges reported that he asked George Needham if WebJunction is going to be upgrading its technology course selection, but has not had a reply from George. OPLIN may need to look for an alternative source of web training in technology.

Jo Budler is also looking at WebJunction deals. Jo noted that the metro library directors have proposed buying 800 hours of classes. The metros are currently paying to get this training separately. If the State Library buys the hours, they will be offered to every public library in the state, and WJ would set up a website where libraries could placing training content that they had developed themselves.

9.6.  Databases and Network Reports

9.6.1.  Database usage

Stephen Hedges reported that all of the May statistics have not yet arrived from vendors, but he thinks there will be a dip in the May usage numbers similar to last year.

9.6.2.  Support Center (April and May)

Stephen noted that the OSC ticket activity was normal.

10.  CHAIR'S REPORT

10.1.  Executive Director's Evaluation

Donna Perdzock noted that this would be her last report as OPLIN Board Chair, and it has been a pleasure working with the Board and serving as Chair. Donna will tally the evaluation forms for Stephen Hedges, which have been distributed to Board members, asking that they be returned to her by mid-July.

10.2.  Board Officers for FY2008

Stephen Hedges noted that in the past the Board Nominations Committee has also suggested a slate of new officers. The Vice Chair traditionally becomes the Chair when needed and the Secretary and Treasurer have basically oversight duties. Gayle Patton will open the August meeting as the Vice Chair and the first order of business will be electing officers.

Donna Perdzock appointed the outgoing officers leaving the Board to act as the committee to recommend a slate of new officers.

10.3.  Set Board Meeting Dates and Times for FY2008

Donna Perdzock reviewed the proposed meeting dates for next year.  Stephen Hedges suggested changing the meeting time to earlier, in order to avoid lunch. There was a general discussion and consensus that 10:00 is better for people coming from far away.  People can bring a lunch or a snack on their own.

Gayle Patton motioned to approve the proposed Board schedule, Bonnie Mathies seconded. All aye.

10.4.  Resolutions

Terry Casey read the following resolution:

WHEREAS, RICHARD MURDOCK has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since July 2001, 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 has demonstrated a firm sense of commitment and dedication to advancing public libraries in Ohio, and

WHEREAS he has applied his knowledge of industrial practices to guiding the OPLIN Board's business and financial decisions, and

WHEREAS his service as a trustee of the Washington County Public Library gave him a unique perspective about OPLIN and its services to libraries,

NOW, THEREFORE BE IT RESOLVED, that on the 8th day of June, Two Thousand and Seven, 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 RICHARD MURDOCK 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 RICHARD MURDOCK for his continued volunteer service as a member of that Board.

Mary Pat Essman read the following resolution:

WHEREAS, ANNE HINTON has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since July 2001, and

WHEREAS she has freely and unselfishly given of her time and efforts to ensure the success of OPLIN by serving on the Board for six years, and as the Treasurer of the Board from 2003 to the present, and

WHEREAS she has always been willing to commit extra time and effort to exceptional duties on behalf of OPLIN, and

WHEREAS her dedication and attention to detail and timeliness have maintained OPLIN's integrity, and

WHEREAS her experience as Director of the Huron Public Library gave her a unique perspective about OPLIN and its services to all Ohio public libraries,

NOW, THEREFORE BE IT RESOLVED, that on the 8th day of June, Two Thousand and Seven, 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 ANNE HINTON during her tenure with the Ohio Public Library Information Network, and

BE IT FURTHER RESOLVED, that the Board extends its most sincere thanks and appreciation to ANNE HINTON for her continued volunteer service as a member of that Board.

Gayle Patton read the following resolution:

WHEREAS, DONNA PERDZOCK has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since July 2004, and

WHEREAS she has freely and unselfishly given of her time and efforts to ensure the success of OPLIN by serving on the Board for three years, and as the Vice-Chair of the Board from 2005 to 2006, and as the Chair of the Board from 2006 to the present, and

WHEREAS she skilfully guided OPLIN and the Board through a time of change with foresight and good humor, and

WHEREAS she kept the OPLIN Board focused on the goal of improving services to the Ohio public library community, and

WHEREAS her knowledge of the public library community and her experience as Director of the Euclid Public Library allowed her to contribute a unique perspective to discussions about OPLIN and its services to libraries,

NOW, THEREFORE BE IT RESOLVED, that on the 8th day of June, Two Thousand and Seven, 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 DONNA PERDZOCK during her tenure with the Ohio Public Library Information Network, and

BE IT FURTHER RESOLVED, that the Board extends its most sincere thanks and appreciation to DONNA PERDZOCK for her continued volunteer service as a member of that Board.

Bonnie Mathies read the following resolution:

WHEREAS, SANDI THOMPSON has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since July 2001, and

WHEREAS she has freely and unselfishly given of her time and efforts to ensure the success of OPLIN by serving on the Board for six years, and as the Treasurer of the Board from 2002 to 2003, and as the Secretary of the Board from 2003 to the present, and

WHEREAS she has carefully and diligently represented the interests and needs of Ohio's small and rural public libraries to the OPLIN Board, and

WHEREAS her quiet wisdom and dedication will be missed by all members of the OPLIN Board, and

WHEREAS her service as Director of the Puskarich Public Library gave her an important perspective of OPLIN and its services to libraries,

NOW, THEREFORE BE IT RESOLVED, that on the 8th day of June, Two Thousand and Seven, 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 SANDI THOMPSON during her tenure with the Ohio Public Library Information Network, and

BE IT FURTHER RESOLVED, that the Board extends its most sincere thanks and appreciation to SANDI THOMPSON for her continued volunteer service as a member of that Board.

Terry Casey motioned to approve the resolutions and express gratitude to the outgoing Board members, Bob Richmond seconded.  All aye.

11.  PUBLIC PARTICIPATION (2)

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

12.  ADJOURNMENT

Gayle Patton motioned to adjourn the meeting at 12:59 p.m.

April 13, 2007 Minutes

OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED FIRST REGULAR MEETING of the BOARD OF TRUSTEES
& ANNUAL BOARD RETREAT

Minutes – April 13, 2007

1. WELCOME & CALL TO ORDER

The one hundred first meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 9:32 a.m. on Friday, April 13, 2007 by Board Chair Donna Perdzock at the eTech Ohio Commission offices in Columbus, Ohio.

Present were Board members: Jim Kenzig, Donna Perdzock, Bonnie Mathies, Anne Hinton, Mary Pat Essman, Gayle Patton, and Richard Murdock. Terry Casey arrived at 9:35 a.m., and Sandi Thompson arrived at 9:38 a.m.

Also present were: Stephen Hedges (OPLIN), Joel Husenits (OPLIN), Karl Jendretzky (OPLIN), Bobbi Galvin (OPLIN), Jo Budler (State Library), Diane Fink (State Library), and Carol Verny (OHIONET).

2. PUBLIC PARTICIPATION (1)

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

3. APPROVAL OF THE AGENDA

Richard Murdock motioned to approve the agenda, Bonnie Mathies seconded. All aye.

4. APPROVAL OF THE MINUTES

Gayle Patton suggested that the Board minutes were generally too detailed, and asked whether they should be more succinct. There was a general discussion about what level of editing would be appropriate, and whether the current length of the Board minutes is cumbersome.

Terry Casey motioned to table the approval of the minutes from the February 9, 2007 meeting until the next Board meeting, Gayle Patton seconded. All aye.

Stephen Hedges said the OPLIN staff would bring a revised version of the February minutes to the next meeting.

5. FINANCE REPORT

Diane Fink gave a detailed finance report. Report A covered budget and expenditures for fiscal years (FY) 2006 and 2007. One library decided their Board would not accept the filtering grant, but all of the other grants have been paid out. Report B covered non-General Revenue Fund (GRF) cash balance for FY 2006 and 2007. Report C covered Gates Staying Connected Grant funds.

Report D covered revenue and cash balance for FY 2006-2007, estimating receipts and disbursements. This report makes the assumption that all budgeted dollars will be paid by June 30, but with no major infrastructure upgrades scheduled before then some of this money will be unspent. Karl Jendretzky’s previous position was paid out of 4S4 funds, but his current one is funded from GRF. His old position is now open.

Report E tracked budget requests and projections for FY 2007 through FY 2009, and showed what the State Library submitted for OPLIN for the FY 2008-09 budgets. On March 15, the Governor released his budget recommendation. OPLIN would receive the amount requested, but not the additional 3% that agencies were asked to submit, so OPLIN would have the same funding level for the next fiscal year. The State Library would maintain a 100% funding level, but other state agencies did not.

The House budget hearing for the State Library was held during the last week of March; Jo Budler testified.

Gayle Patton motioned to approve the finance report, Mary Pat Essman seconded.

Roll call: Jim Kenzig, aye; Donna Perdzock, aye; Bonnie Mathies, aye; Anne Hinton, aye; Mary Pat Essman, aye; Gayle Patton, aye; Richard Murdock, aye; Terry Casey, aye; and Sandi Thompson, aye

6. OLD BUSINESS

6.a. New Board members -- Nominations Committee

Donna Perdzock explained that the Board members leaving in July are on the committee: Anne Hinton, Richard Murdock, Sandi Thompson, and Donna. They have met virtually over the last six weeks to discuss the 14 applications they received. Donna reviewed the spreadsheet detailing the different nominees. The factors to consider were: size of library they currently represent; general job duties there; geography of the candidates around the state; and to a much lesser degree, their gender. The State Library Board would like to have a slate of names to choose from.

The recommendations from the Nominating Committee are: Benjamin Chinni (President of the Euclid Public Library Board); Laura Solomon (Web Applications Supervisor for Cleveland Public Library); Gary Branson (Director of London Public Library); Karl Colon (Director of Greene County Public Library); Don Barlow (Director of Westerville Public Library); and Mike Wantz (Director of Perry County District Library).

Donna noted that there are five positions to fill: four are expirations and will start three-year terms ending in 2010, and one is a resigned position with a term ending in 2009. Donna stated that she is willing to stand for reappointment, but not 100% certain that she can stand for a three-year term.

Gayle Patton noted that most of the recommendations were from northeast Ohio. Terry Casey pointed out that population-wise, that represents most of the state. Jo Budler explained that the State Library Board is very conscious of the demographic representation. There was a general discussion about the pros and cons of the various candidates.

Anne Hinton noted that she was also interested in the circulation systems of the libraries the various candidates represent.

Gayle Patton asked to add Jeff Wale to the list of recommended candidates, and Terry Casey seconded that.

Mary Pat Essman motioned to submit the aforementioned seven names to the State Library Board for their consideration, Gayle Patton seconded. All aye.

7. NEW BUSINESS (Board Retreat presentation of information)

7.a. Ohio Web Library

7.a.i. Development of Ohio Web Library

7.a.i.1. History

Stephen Hedges reviewed the history of the Ohio Web Library project. The OWL web site (ohioweblibrary.org) was initially set up in 2005 to promote the LCO databases, along with the LibrariesConnectOhio.org. Stephen showed both of the sites.

The problem with the sites as they are now is that users can get to the databases, but they have to go through many steps to do so. They were set up more as advocacy pages, and not necessarily as a useful portal to the OWL content. Stephen has talked with the other LCO partners about taking the OWL page and turning it into something cleaner and more useful as a database portal.

A parallel idea is to split the OPLIN web site by placing the databases and content on the OWL site. The OPLIN site currently has two audiences: libraries and the general public. The thought is that we could split it so that oplin.org remains for the libraries (with OPLIN policies, info, etc.) and the OWL site becomes the place for the public to get to the databases and OPLIN content, and possibly more (Resource Sharing, WorldCat, etc.) in order to not just see electronic resources, but also books and open content off of the web.

The questions for the Board are: should OPLIN split its web site; and how should OPLIN brand the sites? The Ohio Web Library is not branded as an OPLIN service right now.

7.a.i.2. Concept 1 demo

Stephen Hedges demonstrated an Ohio Web Library concept page using Google Custom Search as the search engine. Google Custom Search allows you to only search predetermined websites. There are many reputable, freely available websites to draw from, but what is not available is access to the subscription electronic databases that we purchase. EBSCO promises that their data will be in Google soon. NetWellness is already open, and a subset of the entire OCLC WorldCat catalog is open to Google.

OPLIN staff would also like an OWL search engine to search the MORE catalog, so that people can see what is in Ohio library catalogs.

Stephen explained to the Board how Googlebots work. Commercial vendors typically keep the bot out, because they do not want their data on Google. Some vendors set up a special database for Google to index, which is how you get the “Find in a Library” tagged Google results that point to WorldCat.

7.a.i.3. Concept 2 demo

Stephen Hedges then presented another OWL concept, with a search engine (MasterKey) built by IndexData, which is based on more traditional library technology. It is harder to set up, but you can get to more subscription resources. EBSCO, for example, already has OpenURL technology that allows libraries to incorporate their links into a catalog, and this technology would also allow access via MasterKey.

This could be another option for the OWL, but in this case OPLIN might have to release an RFP to have someone set it up for us.

To Item 7.a.ii.

7.a.i.4. KSU Usability Lab

Stephen Hedges mentioned that OPLIN would want to use the Kent State Usability Lab to test the OWL web site before it is released. OPLIN should be able to get a discounted price, since we are non-profit. Ideally, staff would like to develop several different versions and have them comment on the layout, etc.

Stephen further explained that INFOhio and OHIOLINK have their own interfaces that the schools and academics are already accustomed to using. The OWL web site would be an interface for everybody, with the assumption that anyone who goes there is a public library customer or Ohio resident. OPLIN has not received any negative feedback from any of the LCO partners on this.

Jo Budler explained the State Library Board’s recent funding commitments for OWL content. They want to evaluate the content currently offered and establish new pricing on it. This may potentially mean new or different databases. The Board will vote on LSTA funding at their May meeting, and there should be a formal commitment then.

7.a.ii. Web site split

Terry Casey suggested that OPLIN (and libraries in general) need to promote how and why any library–related search is better than Google.

Stephen explained that the vision is to get OWL up and running so well that OPLIN can then do serious promotion of it, but only if it works well first. Neither of these options seem like they would require an exceptional amount of maintenance.

Jim Kenzig expressed that he sees this model as essentially the same as Google, but with a longer name to type in. It seems like this is going away from the “premium content” model that OPLIN has already established. Jim thinks that the OneSearch federated search model is a more appropriate direction.

Jo Budler expressed that this OWL concept is trying to broaden things for the public, because nobody understands what OPLIN is.

Stephen Hedges noted that reference librarians are not enamored with OPLIN’s current WebFeat system. Many library websites have a catalog search and then OPLIN OneSearch somewhere else on the screen. The goal here is to get it all into one search box. Ideally, OPLIN would be able to move the content we are buying up in the relevance list, if that’s possible.

The vision is to develop a better OneSearch that also pulls in content from the free web, and to make the whole thing behave more like Google.

Sandi Thompson asked if libraries would be able to tie a revamped Ohio Web Library search into their own catalogs. Stephen explained that the OPLIN staff would like this to be a basic part of the web page templates OPLIN would provide for public libraries interested in the OPLIN web hosting service.

There was a general discussion about the popularity of Google versus library search services.

Sandi Thompson said that she believes OPLIN should be the "chaser": the organization trying new things. If this is a good thing to try, then the OPLIN staff should.

Jo Budler stated that the State Library has made a commitment to marketing and putting money into it. They would like OPLIN to put together a good product and market it.

Terry Casey said he thinks OPLIN should pay Google money and partner and come up with something, instead of creating something brand new. He feels it would be cheaper to pull off and gain quicker acceptance.

Stephen Hedges summed up the discussion. OPLIN staff want to work the library catalog into the OWL search, and there appears to be no resistance to the idea of splitting the OPLIN web site. What about branding? Do we keep the OPLIN brand off of it?

There was general agreement from the Board that a small link explaining where this information is coming from would be sufficient, but that it does not have to be prominently placed.

Karl Jendretzky explained a possible method by which OPLIN could integrate premium purchased content into the main Google search. However, some database vendors might not want us to put their data into Google.

Stephen Hedges noted that the salespeople from Wilson did not object to the idea. OPLIN owns the Wilson Biographies content. OPLIN would only be asking the vendors to allow us to show the link to the premium content, and then OPLIN would do the authentication.

OPLIN has already been promoting the idea of putting MARC records into library catalogs, but now staff would like to put the library catalogs into the OWL.

OPLIN might have to put out an RFP for someone to develop this, and it might cost some money, likely a few thousand dollars to various vendors.

To Item 7.a.i.4.

7.a.iii. Open Internet content in Ohio Web Library

7.a.iii.1. MARC

7.a.iii.2. OAI-PMH

7.a.iii.3. Google

Stephen Hedges noted that Karl Jendretzky’s document was already out of date; changes were made regarding “sitemap” yesterday.

7.a.iv. Marketing OWL

7.a.iv.1. Branding

Stephen Hedges sensed that the OWL page would not need an OPLIN logo on it, but some line mentioning LCO/OPLIN with a link back to the OPLIN web site.

The Board generally approved of OPLIN staff moving ahead on this plan.

There was a break at 11:10 a.m.

The meeting resumed at 11:22 a.m.

Stephen Hedges reported that OCLC is already doing work related to what we are talking about, with a new product called WorldCat Local. Stephen showed a web page about it on the OCLC web site.

Carol Verny (OHIONET) explained the program, which aims to get library holdings out onto the web. A number of libraries around the country are using this program to push their holdings up into the Google/Amazon environment, in order to reach non-traditional library users. WorldCat Local takes the WorldCat database and moves it from a librarians’ utility into something that they think people who start searches on Google will find more appealing. It has a much simpler interface. The attempt of the program is to identify publishers that will reveal their content on the web, and to do authentication in a secure but effective way to allow patrons to get to these things online. The University of Washington Library is going to be the pilot test, followed by a group of southern California libraries, and then the University of Illinois.

WorldCat Local could also be a face to fit over what libraries have as their local OPAC. The authentication would not be done by library card or zip code, but based on their affiliations. Certain results would be pushed to the top of the list. So if OPLIN were providing this for the State of Ohio, its list of proprietary databases would be pushed to the top of the search results.

Jo Budler noted that if the State Library has something like this to show state employees, they could pitch it as an entire state service. The State Library has asked OCLC to put them on the pilot testing list after the University of Illinois.

Carol Verny noted that the main obstacle is that the OCLC database is proprietary; if a library does not catalog with OCLC, then they cannot use WorldCat Local. But libraries are more and more interested in opening up their holdings to the world.

Jo Budler hopes that the State Library will implement it this fall.

Carol Verny noted that WorldCat Local does not require libraries to change what they have in place for resource sharing, etc. It connects to most everything. This is a fundamental shift in philosophy in recognizing that libraries do not want to give up what they have developed over time.

Stephen Hedges wondered whether, keeping in mind that OPLIN has significant E-rate money coming in every year, someone should approach OCLC about doing WorldCat for all Ohio public libraries?

7.b. Technology Training

7.b.i. Training support

7.b.i.1. WebJunction e-learning catalog (block of classes for State?)

Stephen Hedges explained that OPLIN could purchase a block of WebJunction e-learning classes for the state with available E-rate money. OPLIN has a new goal in the recently approved strategic plan to sponsor conferences and training pertaining to new web technologies. WebJunction classes are classes anyone can buy and take over the web. One block of classes is called “web development classes” and if you buy them in a block, you get a discount.

Jim Kenzig suggested that the list of offerings presented is out-of-date, and Stephen said he needs to ask WebJunction if they are planning to update their offerings.

Sandi Thompson said she took a couple of WebJunction classes along with her staff, and said they are similar to other online classes in structure.

Stephen Hedges explained that OPLIN would want to spend money on buying web technology classes for anyone in an Ohio public library and would have to make sure that they relate to current technology. OPLIN could control the IP of the person taking the class; it would have to be from a library IP.

Diane Fink noted that the State Library bought a block of WebJunction courses through OCLC for the Rural Sustainability Grant. Attendees were given one free class.

Stephen explained that if the Board likes this idea, OPLIN staff can shop around. The courses need to be current and students would need to use a library computer to do it. We do not have to pursue WebJunction specifically.

Jim Kenzig suggested that Content Management System training might be more beneficial for libraries.

Gayle Patton expressed that the offer would likely be well-received by the public library community.

7.b.ii. Conference support

7.b.ii.1. Overview

Stephen Hedges provided a summary of what OPLIN has spent on conferences during 2006. OPLIN has not spent any money yet in FY2007, but have committed money to the Library Partnership Summit, the OLC Annual Conference, and TechConnections 8.

7.b.ii.2. TechConnections 8 correspondence

Karl Jendretzky and Stephen are presenting at TechConnections 8; Stephen recommends increasing OPLIN’s support to $2000.

Mary Pat Essman motioned to spend $2000 for TechConnections 8 sponsorship, Gayle Patton seconded. All aye.

Roll call: Jim Kenzig, aye; Donna Perdzock, aye; Bonnie Mathies, aye; Anne Hinton, aye; Mary Pat Essman, aye; Gayle Patton, aye; Richard Murdock, aye; Terry Casey, aye; and Sandi Thompson, aye.

7.c. Network Development

7.c.i. New State fiber-optic contract

7.c.i.1. OPT-E-MAN Ethernet -- "lines vs. clouds"

Stephen Hedges explained that there are many new network developments. In February, OIT signed a new contract with AT&T for Ethernet services statewide. In this discussion, Stephen would like to explain what is different about Ethernet compared to what we have now, what has changed in the state contracts, what changes are coming in the statewide backbone, the status of circuit upgrades, and finally have a conversation about bandwidth and the formula we use for allocating circuit capacities to libraries.

Ethernet services for libraries would mean putting fiber optic lines into buildings instead of copper T1 lines. Stephen explained how T1 lines work, their size, capacity, etc. T1 lines work well for data, but have their genesis in voice communications.

Ethernet cable costs more and is harder to work with, because it is more delicate. It works with light; each channel is a different color. It’s much more efficient, and can have many channels running on different colors.

Once a signal gets out of a library and out to a carrier (AT&T, etc.), it is carried on a line all the way back to the OPLIN core at the SOCC. With fiber optic cable and Ethernet, it is a different system; the carrier is called a cloud. There is no physical hard line from here to there; instead the hard line goes into a cloud that can cover a large area, it passes through the cloud and comes out where needed.

Karl Jendretzky explained that with Ethernet, OPLIN would pay for a port at either end of the cloud, instead of a line. OPLIN would also pay for the speed on that port (the amount of data you can put into the cloud). If you want to create additional connections later, no other lines need to be run. If you want to set up additional VLANs (virtual local area networks), you can have virtual connections throughout the cloud.

Clouds are currently set up in different metro areas. With the new AT&T contract, they have three pricing points – you pay for the port, the CIR (the speed your port is allowed to go to), and ROS (regional OPT-E-MAN service). OPT-E-MAN can set up an entire metro area to look like it’s on one LAN. There are different grades on the state contract (CSME, bronze, silver, etc.) and each has a better level of Quality of Service and faster speed guarantees.

The price is postalized, so it does not matter where you are in the state. Service in Cleveland is the same as service in Caldwell.

The missing piece is how to tie the regional metro clouds together. ROS is a cloud that holds two others together, so you can send traffic from one metro area to another as Ethernet, end to end.

There was a general discussion about dark fiber. Karl explained that it does not take much fiber to run a network. The Third Frontier basically runs on two strands around the state. OPLIN put in 24 strands from the building's telecommunications closet to our office, but uses only one strand and thus created a very small amount of “dark fiber.” Fiber brokers go around and figure out who has dark fiber and who needs it. We are not interested in owning any fiber; we want the service that AT&T offers and let them manage the fiber.

Karl talked about Cleveland’s coming purchase of a fiber optic network; they are buying enough capacity for their branches, but they can handle more later. Ethernet allows them to upgrade capacity without any new connections.

Karl also explained the costs involved when installing fiber. AT&T does a site survey and decides if you need space for equipment, new holes into your building, etc. – this would be the library’s cost.

Time Warner Telecom also has a contract, and they would take care of all the costs.

The meeting was halted for lunch at 12:11 p.m.

The meeting reconvened at 12:30 p.m.

Stephen Hedges explained that the advantages of fiber are that if OPLIN needed to upgrade a circuit later, it would be very easy. Network technicians would not have to go to the public library; a software setting could just be changed remotely. Network traffic is much more efficient as well, as staff saw when we hooked up Worthington and Westerville. Their T1s had been a bottleneck to some extent, but with Ethernet their traffic traveled better and usage jumped significantly. Stephen thinks we will find that it is not just the size of the connection, but the type of connection that can choke bandwidth.

The smallest Ethernet is 5Mpbs, which is the equivalent of over three T1 lines. 10mbps Ethernet is a better price point. Then it jumps to 20, 50, 100, and 1000Mbps. We have a 1000Mbps connection between the OPLIN office and the SOCC. In our case, this is a different service, an actual line. Stephen explained the OPLIN-SOCC connection in detail.

Stephen continued that the carriers suggest that Ethernet is going to be “the thing” for a long time. They will continue to support T1 lines, but they want to get everyone on Ethernet.

Karl explained that it’s a fairly new way of doing things. The regional services are essentially tests here in Ohio.

There was another break at 12:36 p.m.

The meeting resumed at 1:09 p.m.

7.c.ii. Circuit upgrades

7.c.ii.1. Status report

Stephen Hedges presented a chart of pending circuit upgrades at various public libraries. OPLIN staff has previously identified 18 libraries that needed more bandwidth under the new allocation formula. In most of those cases, OPLIN has either picked up the billing for libraries paying for an extra T1, or OPLIN has installed a new T1 (particularly in the Cleveland area). Some libraries are already taking on their own upgrades.

Cleveland Public Library is installing OPT-E-MAN to their branches. They are waiting until after July 1 to install, so they can E-rate it. It will take time to get the branches up, the work orders processed, etc., and connecting the other CLEVNET libraries will not begin until that is done. OPLIN is going to put in extra T1s in the meantime. With the new AT&T contract, OPLIN would not be penalized if we disconnect it within a year.

For a couple of the upgrades, OPLIN is working with Time Warner Telecom, which is able to give us good deals in the southwest corner of the state. We have proposals from them, but are waiting for approval from OIT. Stephen reviewed each case for the Board.

OPLIN has something working on all 18 cases.

Stephen feels certain that any public library can buy Ethernet on the state contract, since OPT-E-MAN services are addendums to the SOMACS contract. The libraries doing their own OPT-E-MAN deals have been dealing with AT&T one-on-one.

Stephen reviewed the OIT document outlining pricing for CSME vs. OPTEMAN. For CSME, there are no Quality of Service guarantees, and only three speeds. For OPT-E-MAN, there are more speed options, plus QoS guarantees. Stephen also reviewed the regional OPT-E-MAN service, which is a separate contract.

Stephen also explained in detail how the billing works out. Different pieces – port, CIR, ROS - are priced separately, which can be complicated.

7.c.ii.1.a. Wagnalls-CLC request for circuit

Stephen Hedges explained that OPLIN just got this request a couple of days ago. Each Central Library Consortium library has a line that comes from their public library building to a central point (not to the SOCC). To use their shared catalog, the traffic goes back and forth. In reviewing the connections for Discovery Place, CLC, Ashtabula, CLEVNET, and SEO, staff found they are all shared catalogs with no direct connections to each other.

CLC has asked us to install a line for Wagnalls Public Library. Right now the line CLC is using for their catalog is considered to be Wagnalls’ connection. For Cleveland Public Library, a similar situation, OPLIN provides them a DS3 to do this; a single aggregated line back to Columbus that carries their traffic as well as the CLEVNET traffic.

CLC now wants a separate T1 line from Wagnalls back to the SOCC. The question is, should OPLIN provide a connection to a consortium like that? In the case of Cleveland, we do not.

In the past, OPLIN has considered assuming a network management charge to CLC. Wagnalls was not an official library in 1996, but OPLIN provided a line anyway. Should we do what CLC is asking: install a separate line for Wagnalls Library, and let them pay for their original line to Columbus?

CLC wants to split staff traffic from public traffic (back to Columbus). The Wagnalls connection is E-ratable. OPLIN is not paying for that connection right now, but down the line it may qualify. If we do that, does Cleveland then say – pay for ours too?

In short, do we provide connections to a consortium?

There was a general discussion about the history of Wagnalls and funding. Stephen noted that they now qualify as Ohio public library 251, and receive LLGSF. But in 1996, when we put the connection to Lithopolis, they were not official.

Sandi Thompson noted that most upgrades happen when a library is maxing their bandwidth. If Wagnalls is not, then why should OPLIN upgrade their line?

Stephen noted that OPLIN now provides connections to public libraries, regionals, the State Library, and SEO. (When Kent State University moves into the State Library, we will not support their connection.) Do we add consortiums to that list?

Stephen explained that OPLIN staff can put in the work order to hook up Wagnalls. But at some point, the OPLIN Board needs to decide on a policy: do we or don’t we provide connections to a consortium?

7.c.iii. Library systems installing Ethernet ports

Stephen Hedges explained that this was already covered in the chart he provided earlier.

7.c.iv. Discussion of new formula for allocating bandwidth

7.c.iv.1. Proposal for next year's formula

Stephen Hedges explained the various components of the bills we receive from OIT. When we recently upgraded Worthington to Ethernet, our bill for bandwidth increased tremendously, so OPLIN staff have been talking with OIT about the way they do the billing. OIT has a target in mind for how much money it will take to pay for total public library bandwidth. The T1 rate was set years ago, and they never adjusted the pricing. So when we added Ethernet, they raised the charges based on the new estimated usage of Ethernet to make up for what they have undercharged on T1s.

Stephen reviewed a chart of total OPLIN traffic going through the SOCC. Karl Jendretzky explained the chart. Instead of going library-by-library, OPLIN would like OIT to charge us based on our total usage each month. OIT has mentioned charging OPLIN $60/Mbps instead of $90, which is much more in line with the industry standard.

Also, OPLIN and OIT are talking about changing the bills slightly, to get a better E-rate discount. Our network management RFQ is officially dead now, because it was not in the best interest of the state, nor is it in the best interests of OPLIN if we E-rate the entire OIT bill. The vendors should have been notified by OIT, but some are just finding out.

OIT has a new CIO, and on July 1, OIT will go under OBM. OIT folks seems to like this change, and are more upbeat about the future.

Discussion of the new formula was picked up later under item 7.d.iv.

7.c.v. OSCnet and ohio.gov (OIT) network

7.c.v.1. Comparison

7.c.v.2. Glossary of network terms

7.c.v.3. Announcement of OIT/OBM merger

The backbone of the state network is going to change under Governor Strickland. It is not official yet, but the “Next Generation” network is becoming clearer.

OSCnet (formerly Third Frontier Network) and OIT were competing with each other for state business. OPLIN has had overtures from OSCnet for years to put our traffic on their network with colleges and schools. Stephen Hedges reviewed a breakdown between the organizations, who they serve and what they provide.

The NextGen network looks like it will be a combination of OIT and OSCnet. OSCnet will carry state traffic long distances, and OIT will handle things like network management and last mile services. Nobody has decided how they are going to do it yet, but that means the ROS piece of the new state contract with AT&T would actually be handled by OSCnet instead.

Stephen explained that a semi-merger between OSCnet and OIT would not necessarily improve compatibility between OPLIN services and those offered by OhioLINK and INFOhio. The network architecture does not affect services you can get as much as it effects deeper, carrier-level things. The services you put over the network are not going to change. A subtle change might occur though; OPLIN could have traffic from a public library that goes directly to a college, so it would not have to bounce out to the Internet and back.

Stephen and Karl explained what changes would happen to OPLIN Internet traffic on OSCnet vs. the current OIT configuration.

Karl explained that there is not a lot of info to go on right now, and outlined how OSCnet would probably work. Stephen suggested that it would give OPLIN a level of robustness and redundancy we do not currently have. OIT would have to provide routers. Karl noted that it would also deconstruct our current core arrangement.

Stephen explained that OPLIN can only mark time until this gets figured out. A push is coming from the Strickland administration, and when they get it together, we can start aggressively moving ahead on installing Ethernet. If it does not come together, the state contract is the fallback. For now, OIT has the final say on each new library connection, whether it uses the AT&T contract or OSCnet.

7.c.vi. Bandwidth prices

7.c.vii. Network management

7.c.viii. Caching and compressing trials

Stephen Hedges reviewed OPLIN’s trials with caching engines, a way to reduce the amount of bandwidth used by public libraries. The Stratacache devices, which worked great as a trial in Cincinnati, but then would not work at all for OPLIN (even after their engineers became involved), have been donated to Cleveland Public Library. If they can cache some of their traffic, it will reduce our total bandwidth.

Stephen explained that OPLIN is also working with Jim Kenzig and his public library with a new device that compresses traffic on the web. The trial period is done, and already generated charts for comparisons. The device reduced traffic by a third with no noticeable drop in quality, but it is rather expensive – you would have to install one on each end of a given circuit. OPLIN and OIT staff are also trying different things on the routers to see if they can compress traffic.

Part of the network upgrade between OPLIN and the SOCC was so OPLIN staff can set up test networks and try things out, instead of looking for library volunteers.

7.d. Web Services Development

7.d.i. “Server farm” ideas

Stephen Hedges reviewed the web hosting document. Karl and Stephen were discussing commercial web hosts and the services they provide, and decided to map out what OPLIN is capable of doing. OPLIN would have much less storage and support than a commercial host could provide, but OPLIN staff do not think public libraries would need that much. We would provide web site templates, FTP access, subscription databases, PHPMyAdmin, forum software, one free domain name, unlimited subdomains, a statistics package, a possible secure (SSL) server, etc.

Stephen explained that there is no inherent problem with commercial services, but some libraries might prefer having OPLIN do it. We would not provide a separate e-mail server, ILS hosting, or an individual chat server.

7.d.ii. SAN in place for web hosting

7.d.ii.1. OPLIN-SOCC diagram

7.d.ii.2. Firewalls

Karl Jendretzky reviewed changes that will soon happen with OPLIN’s local network configuration, advantages of the new arrangement, and how it will help with web hosting. Our office and SOCC servers are on separate networks; integrating the firewalls of the two is tricky, and our support structure is problematic.

7.d.iii. Templates for library web sites

7.d.iii.1. Plone, Drupal & Wordpress

Stephen Hedges explained that since OPLIN almost has the hardware for web hosting ready, we now have to develop the service itself. Part of this is developing web page templates.

Stephen reviewed the Plinkit service, already used in Oregon and based on Plone software, which provides web page templates for libraries.

Jo Budler and Stephen asked Plinkit about pricing this for Ohio, but the price seemed too high for just a template and a nice manual. The money is supposedly used to develop the program further.

Stephen figured that if 10% of public libraries use our web hosting service, OPLIN will meet its goal. The target is small libraries that do not have the technical expertise to keep their own web servers. If the accompanying web templates are very nice, a few medium-size libraries might be interested, too.

7.d.iv. Library Services Manager

7.d.iv.1. Proposed qualifications

7.d.iv.2. Position description

7.d.iv.3. Draft Job Posting

Stephen Hedges reviewed the posting for the Library Services Manager position. He focused on minimum qualifications and preferred qualifications, and is convinced that we need someone with library experience.

Diane Fink reported that the hiring control period has been extended through the end of April. Exceptions to the first period were limited to health/safety positions, but the second one is looser. Any open job critical to the management and administration of an agency can be submitted for an exception. Diane does not know if the period will be extended again.

Stephen thinks OPLIN should wait until the end of April, and if the period is extended again, we can ask for an exemption.

At this point in the meeting, the conversation circled back to a discussion about bandwidth allocation.

Different types of traffic run over different ports (Internet traffic on port 80, e-mail on something else, chat on something else, etc.). Stephen Hedges asked whether OPLIN should allow anomalous traffic (Runescape, etc.) to drive our policies on bandwidth, or do we only count “legitimate” traffic, based on the port usage? Also, what about wireless? Stephen is working on a proposal looking at the type of traffic, not just the amount, and basing the bandwidth formula on that somehow. Karl has talked to engineers at the SOCC, and it seems possible to do it this way. The question is, should we do it this way?

Donna Perdzock asked about outgoing bandwidth. In the future, public libraries may be using bandwidth for videos (for example, Euclid has city council meetings on her web site), podcasting, etc.

Stephen explained that transmit bandwidth is normally far behind receive bandwidth; in fact, if a library's traffic does not display this pattern, OPLIN looks for a virus. In the near term, he does not anticipate any problem with need for transmit bandwidth for videos, etc.. The OPLIN Board will probably tweak the formula every year anyway, should that problem develop.

Karl suggested that down the road, high-quality video will probably come from a more torrent-style distributed network, instead of loaded onto a single web server.

7.e. Database Development

7.e.i. Budget

7.e.i.1. Governor's Executive Budget

7.e.i.2. House Bill 119

7.3.i.3. Database budget

Stephen Hedges reviewed the Governor’s recommended budget for OPLIN, which is flat-funded. He explained the particular line item that looks like we asked for a 59% increase, but is actually an accounting anomaly; this is just a request for spending authority, not a request for state funds.

OPLIN is defined in the text of House Bill 119. It is the same language as the year before, except for the filtering software funds; the legislature proposes to take out the language saying 50% has to be spent on filter purchases.

7.e.ii. Database selection/priority

7.3.ii.1. Correspondence with Content Selection Committee

Stephen Hedges explained that the OPLIN Board needs to talk about where we want to spend money in our budget. He reviewed a breakdown of what we spend on our individual databases. Many databases are covered by LSTA money (Newsbank, LearningExpress Library), but we put in money for EBSCO, Encyclopedia Britannica, NoveList, Consumer Health Complete, Wilson Biographies, and Ohio Capital Connection.

Stephen noted that he started a conversation with the Content Selection Committee about dropping Consumer Health Complete. He also started talking with OHIONET about taking over the group database contracts, and everyone thought that was fine. OHIONET will handle billing and contract stuff, and OPLIN will handle support. This arrangement went over well at the Northeast OLC Chapter Conference, and will simplify things for libraries.

Carol Verny reported that OHIONET has issued 550 quotes to public libraries about optional databases.

Dropping Consumer Health Complete was considered because OPLIN has only had it a year; it was purchased as an extra because we had extra money. Health information is an area where there is already a lot of free info on the Internet. CHC is a nice resource, but Stephen felt not enough people were using it to justify the cost. EBSCO points out that first couple of months were slow, but recently use been more consistent.

NetWellness is open to Google, unlike CHC. They shared their server logs for 2006 with us. The statistics are not as detailed, but NetWellness clearly gets much heavier use than CHC and does not currently cost OPLIN anything. Note that the extra 3% in our budget requests would have gone towards NetWellness development. Gov. Strickland's staff is now working with the FCC to get a grant for NetWellness.

The Content Advisory Committee is concerned about stability. Once OPLIN gives libraries a particular database, it is tough to take it away.

Stephen reviewed the amount of E-rate funds used for databases. He anticipates getting $1 million back in early FY 2008. The question is: should OPLIN spend a half-million from E-rate for databases, as we have in past? We may be looking at a half-million in network upgrades. We have a lot of Cisco routers near the end of their life, and we are talking about running Ethernet services; in the next fiscal year, we will probably be upgrading a lot of routers, and we really should do all of them. That might add up to a million dollars.

Jim Kenzig said OPLIN should plan to do router upgrades every three years or so anyway.

Stephen suggested OPLIN might be able to start doing some of them, but not all at one time. We have the money to do that, though. What should we spend $500,000 on, or do we just keep it in the bank?

Stephen noted that it also looks like we are going to get the E-rate refund that we appealed. The FCC has been granting a lot of appeals recently, to the point where one Congress person has started questioning the number of times the FCC has apparently been waiving E-rate rules. OPLIN staff are not sure if that will affect OPLIN or not, but we might well get our appeal approved in the next couple of months. If so, reimbursements jump to about $2 million. So what do we buy?

One option would be for OPLIN to take over library branch connections as well as the main ones. That would cost about $2 million a year. OPLIN could recover part of the cost from libraries.

OPLIN could also put the money into OWL development, buying WorldCat for all of the Ohio libraries, etc.

Stephen does not think OPLIN can spend $1 million a year on network upgrades, and if we do our E-rate paperwork right, we should get a million every year.

Diane Fink noted that if OPLIN takes over the branches, and supposing that E-rate ends three years from now, OPLIN would have to take a service away. Diane further noted that OBM still has the authority to take money that is sitting unspent in 4S4/rotary accounts (they did just that a few years ago). If OPLIN has a plan, a justification for how we are going to spend 4S4 funds, that would be better than it just sitting there.

A general discussion ensued about what the priorities should be for spending this money: databases, equipment, development, PR/marketing, out-of-the-box ideas like statewide WorldCat, etc.?

Gayle Patton and Terry Casey hit upon the idea of using focus groups to determine how the money might be spent. Different types of library people would appreciate OPLIN asking for their input. OPLIN should ask people what they want.

Other points expressed included that it does not seem right to spend more money on database, given the lackluster usage statistics, the fact that with the OSC/OIT merger, OPLIN’s circuit prices should go down (not up), most library staff are not aware of new technologies affecting libraries, etc. There are too many variables.

Gayle Patton suggested that OPLIN is in a status quo situation right now, and it is time to re-energize things. If we had good ideas from the library community, we could start some new things and get people back in touch with OPLIN.

There was a general discussion about OPLIN as a “think tank” to move the profession. There was also general talk about focus groups. Stephen Hedges plans to talk to Wayne Piper about this, and at the next Board meeting will have more plans to share with the Board.

7.e.iii. Database MARC records

Stephen Hedges reported that OPLIN recently installed Koha, so we could load MARC records for databases into a catalog and see how they look (instead of asking a public library to test them for us).

Karl Jendretzky did a demonstration of how a MARC record for a database would look in a library catalog.

Stephen talked about the zip code request in our current IP authentication. He wants to remove it, and just keep city statistics from incoming IP addresses. Zip codes are only used as statistics for libraries that want to know them, and OPLIN staff would like to get rid of that last authentication hurdle.

7.e.iv. Database “on the spot” training

Stephen Hedges reported that Jay Burton (State Library), who has done extensive training for how to use OPLIN databases, has been using CamStudio to film short “how to” videos, and is interested in developing these further. CamStudio is an open source application, and Karl quickly demonstrated how it works. links to these videos could be placed in the listing of databases on our web page.

7.f. Other business

7.f.i. OPLIN Service Mark renewal

Stephen Hedges noted that the name “OPLIN” is a registered service mark. It costs us $500 every ten years and the ten years is up for renewal . A law firm in town has handled the registration before and occasionally sends us correspondence about it. Joel Husenits and Stephen looked into this matter and feel that OPLIN has probably established the mark by usage. Stephen also talked to the Attorney General’s office about it and they are interested in handling any possible renewal for us and registering with the State at a reduced cost.

As for the OPLIN logo, the old one expires next year. Should we register the new one? The prices would be the same as above.

The general consensus was to have the Ohio AG’s office handle it.

8. OPLIN EXECUTIVE DIRECTOR'S REPORT -- Stephen Hedges

8.a. E-rate activity

8.a.i. Audit exit findings #1, #2, #3

Stephen Hedges reviewed the E-rate audit findings from KPMG. The only money item found is small enough that it will only be mentioned in the management letter. The audit covered the first year Don Nuss handled the E-rate paperwork, and it was a lot better than it had been prior to that.

8.b. Office activities

Stephen Hedges talked about the recent Code4Lib Conference, where he did a “lightning talk” about The OPLIN 4cast.

Stephen also talked about recent OWL meetings with the LCO partners. Both Stephen and Joel Husenits have run the general OWL plan by LCO folks.

8.c. Databases and Network REPORTS

8.c.i. Database usage

Stephen Hedges noted that searches are above last year’s number, and document retrievals are starting to pull ahead also.

8.c.ii. Support Center -- (February and March, and praises)

Stephen Hedges noted that diagnostic disconnections are high right now.

He also talked about the Biannual Report to the Leadership, which he uses as an opportunity to inform the legislators about library activities.

9. CHAIR'S REPORT

There was no report.

10. PUBLIC PARTICIPATION (2)

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

11. ADJOURNMENT

Terry Casey motioned to adjourn the meeting at 3:34 p.m.

February 9, 2007 Minutes

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

Minutes – February 9, 2007

1. WELCOME & CALL TO ORDER

The one-hundredth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:05 a.m. on Friday, February 9, 2007 by Board Chair Donna Perdzock at the State Library of Ohio in Columbus, Ohio.

Present were Board members: Jim Kenzig, Terry Casey, Bob Richmond, Donna Perdzock, Anne Hinton, Mary Pat Essman, Gayle Patton, Sandi Thompson, and Richard Murdock.

Also present were: Stephen Hedges (OPLIN), Joel Husenits (OPLIN), Karl Jendretzky (OPLIN), Diane Fink (State Library), and Carol Verny (OHIONET).

2. PUBLIC PARTICIPATION (1)

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

3. APPROVAL OF THE AGENDA

Terry Casey motioned to approve the agenda, Richard Murdock seconded.  All aye.

4. APPROVAL OF THE MINUTES

Mary Pat Essman motioned to approve the minutes from the December 8, 2006 Board meeting, Gayle Patton seconded.  All aye.

5. FINANCE REPORT

Diane Fink gave a detailed finance report.

Report A covered budget and expenditures for fiscal years (FY) 2006 and 2007.  FY2006 is technically completed. OPLIN spent a little over $2000 on the new logos, but had some savings in the area of salaries, with both Don Nuss and Don Yarman recently departing.  All monies have been paid to Wright State for OPLIN’s share of the LCO databases.  One payment is left for Rotunda.  Some unused spending authority for paid-for databases remains. Stephen Hedges noted that he is still waiting on a few libraries regarding filtering grants. Within the next month, all monies should be paid out to the public libraries that were awarded the grants.  The goal is always to obligate all general revenue funds by the end of the fiscal year.

Report B covered non-General Revenue Fund (GRF) cash balance for FY 2006 and 2007. Diane explained that one particular database vendor offered a lower price to a public library than the one they paid through OPLIN as part of a group contract.  A refund was requested from the vendor and that money was given to the library involved.

Report C covered Gates Staying Connected Grant funds, which started in FY 2004.  All monies have now been obligated for this Grant, which runs through FY 2007.  OPLIN purchased videoconferencing equipment for training purposes, which is available to the public libraries.  Once the final invoice arrives, that will conclude the grant.

Report D covered revenue and cash balance for FY 2006-2007, estimating receipts and disbursements.  This cash balance will carry over from year to year in Fund 4S4 monies.

Report E tracked budget requests and projections for FY 2007 through FY 2009, and showed what the State Library submitted for OPLIN for the FY 2008-09 budgets.  Recommendations will come out when the new Governor presents his State of the State Address, around March 15.

Diane noted that on January 19, OBM implemented a “temporary hiring control process” (a hiring freeze) and identified any positions that were essential.  Otherwise, open state positions will not be filled until after March 31.  On the same day the memo came out, OPLIN was doing final interviews for the Technology Project Manager vacancy.  A memo was prepared stating the urgency of filling that position which had been vacant since September.  The State Library’s budget analyst said to go ahead and send it to the Governor’s office, so a personnel action to put Karl Jendretzky into Don Nuss’ old position is in the Governor’s office, with a memo from the State Librarian about the importance of filling the position.  Both OPLIN and the State Library have vacant positions that will have to wait until after March 31 to fill.

Diane also reported that the state is converting to a new human resources and financial system called OAKS.  OAKS was implemented in January, and the state has already issued three paychecks out of the system.  They are still working a few things out, but as a whole it is working well.  The next major piece of the project is financials, which will affect OBM a lot.  This piece is slated to roll out July 1, 2007.  The next budget for FY 2010-2011 will be in OAKS, and work will begin on that in the summer of 2008.

Terry Casey motioned to approve the finance report, Jim Kenzig seconded.  All aye.

6. OLD BUSINESS

 a. Approve policy changes (to align with new Goals & Objectives)

Stephen Hedges introduced the changes he was proposing for the four policies.

  i. Provision of Network Services by OPLIN to Public Libraries

The first policy (item 6.a.i) is the most important.  Stephen’s proposed version replaced various language items that were out-of-date (“broadband” instead of “T1” for example), and made minor changes to OPLIN’s mission summation, etc.

  ii. Extending OPLIN to Other Public Institutions

The second policy proposal (item 6.a.ii) has similar changes.

  iii. Public Libraries that Withdraw from OPLIN Network Services

The third one (item 6.a.iii) quoted the original (now outdated) mission statement, so Stephen took that out and summarized the new one instead.

  iv. Acceptable Public Library Staff & Trustee Use of OPLIN

The fourth one (item 6.a.iv) he simply took out the number “250.”

These proposed changes would be in alignment with the new “Mission, Goals, and Objectives” document, which was recently approved by the Board.

Gayle Patton motioned to approve the policy changes as presented, Sandi Thompson seconded.  All aye.

1. NEW BUSINESS

 a. New Board member

Stephen Hedges reported that he was contacted by Clyde Scoles, who felt that he could not devote as much time to the OPLIN Board as he should and has resigned.  In the interests of keeping the Board as diversified as possible, both Stephen and Donna Perdzock think we should look for a technology person and an administrative person as candidates, preferably someone from a metro library.

Sandi Thompson thinks we should look for several names before we make a selection.  Everyone seems to think a metro library person would be appropriate.

There was a general discussion about potential candidates, followed by a general agreement to hold off until the next meeting, and to look for potential candidates in the meantime.  It was noted that there would be several departing Board members in the near future.

 b. Accept resignation of Don Yarman

Stephen Hedges read Don Yarman’s letter of resignation.  Don is now the Assistant Director of the Delaware County District Library, but he remained on the search committee for the Technology Project Manager position.

In answer to Board questions, Stephen feels that the pay range was not a factor in Don’s decision to leave, and that the position is competitively paid.

Donna Perdzock thanked Don Yarman, on behalf of the OPLIN Board, for his contribution to OPLIN and its success during his time here.

2. OPLIN EXECUTIVE DIRECTOR'S REPORT -- Stephen Hedges

 a. Strategic plan activities

Stephen Hedges highlighted some of the noteworthy OPLIN activities that fit into the new strategic plan.  Staff have been researching potential new Internet connections for the public libraries.  There are 17 public libraries under the new formula that qualify for more bandwidth.  In regard to the CLEVNET libraries, Cleveland Public Library will probably be putting in equipment to handle fiber connections at their hub, but not until later this year.  They want to bring all of their branches onto the fiber.  As a temporary measure, T1 lines will be added to the qualifying libraries, which can be done under the SOMACS contract.  When the fiber is ready to go, OPLIN can turn off the T1s without any penalty.

Stephen noted that staff have also started discussions with AT&T about Ethernet connections in the Cincinnati area.  This would cross a LATA into Cincinnati Bell territory.  AT&T has to have an agreement with Cincinnati Bell in order to place a fiber hub that connects with the OPLIN hub in Columbus in that area, which is more of a legal discussion than a technical one.  OPLIN will use T1s if it is going to take a long time to install fiber.  Columbus Metro is in the works, but they might have to upgrade their infrastructure before they can install the line.

The new connections will be part of the new state contract – when the “Son of SOMACS” is signed, it will encompass Ethernet with new T1s in one contract.  Right now, Ethernet is kind of a sub-contract.

Donna Perdzock noted that OPLIN’s new formula was well-received at the last ETM meeting.

Stephen Hedges introduced Karl Jendretzky to the Board.  Karl is going to be Don Nuss’ replacement as soon as OPLIN gets the official approval from the Governor’s office.  Karl has been setting up the new e-mail server.

Stephen reported on recent discussions with OIT about their billing for Internet access.  Dan Orr (OIT) and Dan Farslow (E-Tech) looked at the OIT bill to see what they could change in order to make it more E-ratable.  OIT is going to come back with a revised bill.

Karl Jendretzky has been developing new reports to help track bandwidth usage for each public library on the OPLIN network, and also working on mirroring OPLIN network servers at the SOCC and the OPLIN office.  AT&T has to flip the switch to turn this on.

Karl is installing Evergreen software on a test server; Georgia is using it for their PINES project.  Staff will examine and test it.  A lot of public libraries are interested in it, and it has been built to handle a consortium of libraries of all sizes.

Stephen recently spoke with the Plinkit collaborative project at Jo Budler’s recommendation.  As part of this project, Colorado, Oregon, Washington, and some Illinois libraries are using Plone (an open source content management system) to construct generic web pages for libraries.  Staff have been looking into it, and the fee is $25,000 a year to be part of the collaborative.  That would not save OPLIN much; Jo Budler is going to investigate it further.

 b. New logo(s)

Stephen Hedges noted that the new OPLIN logos are presented on the front and back of the printed agenda for this meeting.  Joel Husenits worked with the same graphic designer who did the State Library logo about six months ago.  The designer came up with a couple of dozen different design ideas, and Joel did the final work on them.

Stephen Hedges noted that these logos will not be used as much in front of the public as in the front of the library community.  Terry Casey was unsure that these logos adequately communicate what OPLIN does.

 c. E-rate activity

Stephen Hedges explained current E-rate activities.  Yesterday, Stephen decided he can E-rate all of OPLIN’s OIT bill instead of just one small part, so he re-filed the application and significantly increased the refund requested from E-rate.  He will cancel the first application made to E-rate and keep the second.

Stephen also explained what we have applied for, and that OPLIN is looking at a total of about $1.3 million in requested discounts.  We don’t expect to see all of that; we will be transitioning circuits throughout the year, and that will change the specifics.

Stephen reported that OPLIN and OIT have been talking about canceling all of the diagnostic lines to libraries.  OIT engineers indicated they are not necessary and will be disconnected. Instead of fixing the router by phone, OIT will dispatch someone to the building.  Even if OIT is dispatching someone, OPLIN will save money over time.

Stephen went over OIT’s sequence of events when they are diagnosing a problem.  OIT has given permission to disconnect the modems though disposition has not been determined.

Stephen reported that OPLIN is being audited for E-rate year 2004.  The auditors came to the office on Monday. They are from KPMG, which is under contract with the FCC to do 150 audits this year, and OPLIN is one of those.  The E-rate auditors have pointed out that paper work can be filed when transitioning from T1s to fiber.  No major findings from the auditors are expected.  They are just looking at the funding request for discounts on the T1s.

The appeal for 2005 is still percolating.

 d. Library Technology Project Manager search

Stephen Hedges reported that the search committee last met on January 19th, and thanked both Gayle Patton and Jim Kenzig for serving on that committee.  After the second round of interviews, Karl Jendretzky was promoted from the OPLIN Support Center to the Library Technology Project Manager position.  The request was submitted to OBM as a promotion, and it was sent to the Governor’s office as an unclassified position.

Karl’s position may not be replaced in the OPLIN Support Center, as his position was funded by E-rate, rather than general revenue funds.

The Library Services Manager position cannot be addressed until after March 31.

The next item covered on the agenda was Item 8.h.

 e. RFQ status

From Item 8.h.

Stephen Hedges reported that the RFQ process is on hold at this point.  Stephen put out a second draft of the committee’s recommendations on how to proceed.

Stephen has been hearing from Governor Strickland’s people.  They are open to the idea of having the private sector manage the last mile segment of the network, instead of the government.  That is the service the RFQ is requesting.

 f. Circuit upgrades

Stephen Hedges showed a list of circuit upgrade requests, and where we are in the process.  He went over some of the particular cases, and how we discovered some billing errors in the process.

 g. Caching (Stratacache)

Stephen Hedges related that OPLIN never got the caching devices to work correctly. They may be given to one of the public libraries that generate a lot of traffic.  Cleveland Public Library is interested in having them; they worked well when tested in Cincinnati.

On to Item 8.i.

 h. Database previews

This followed Item 8.d.

Stephen reported that all of the database vendors are currently contacting him about setting up the spring database previews.  Stephen met with Carol Verny and Christine Morris (OHIONET) to discuss the annual database preview period and OHIONET’s handling the paid-for databases.  OPLIN's involvement with this service originated during the years when OPLIN was LLGSF-funded.

Stephen has developed a plan to partner with OHIONET for handling paid-for databases.  Public libraries do not have to be OHIONET members to buy databases though them, and OHIONET would handle all negotiations, contracts, billing, etc.  OPLIN can handle the technical support for databases.

Stephen suggested the following plan:

• public libraries get a core set of databases free from OPLIN;
• if they want more than that, they can buy them from OHIONET;
• if technical assistance is needed, call the OPLIN Support Center.

This plan should not  increase traffic in the OPLIN Support Center appreciably, but we will need information from OHIONET in order to solve problems with some databases.

The Board discussed the question: do we need a replacement Library Services Manager if we go down this path?  Negotiating contracts for OPLIN statewide databases is a much simpler process.

Terry Casey expressed concern that this would take some of the image away about OPLIN’s purpose.  If there is a better way to handle the paid-for databases, then great, but you cannot keep shrinking what OPLIN does.

Donna Perdzock wondered if there might be a way to realign positions; save some money on one job and put it into something different.  Perhaps redefine what “Library Services Manager” means.

There was a general discussion about the evolution of OPLIN’s involvement in databases.

Back to Item 8.e.

 i. Office activities

Stephen Hedges reviewed a list of recent office activities.  The State Library Board has hired a new CIO, who starts February 20.  In mid-December, a new marketing person started work at the State Library, and revised their logo a little.

Stephen discussed some of the meetings he has been to recently.  On February 2, there was a meeting at the State Library for Ohio Broadband (ONE Ohio), discussing the future of the state network.

 j. Databases and Network REPORTS

  i. Database usage

Stephen Hedges noted that database activity was down in December, which follows the usual trend.  Other traffic is mixed versus the previous year.

  ii. Support Center -- (December & January)

Stephen discussed recent activity in the Support Center.  E-mail is a big part of it, as usual.

Terry Casey asked Stephen Hedges about OPLIN, OLC, and the State Library, and what the plans are for when the state budget comes out; is there any organized plan for reacting to it.  Stephen said he has not had much contact with Lynda Murray (OLC) about the budget.  The State Library submitted two budgets, one flat and one with a 3% increase that had to be tagged to a new program.  The media seems to be suggesting that the budget crunch is bad and that we will not see that extra 3%, but there is no talk of cutting anything.  Diane Fink agreed with Stephen, and suggested that we will probably see flat funding.  Diane also reported that the State Library’s capital request from the fall of 2005 was not funded.

The State Library got a request from OBM this week to explain how they were addressing the Strickland vision.  Their response mentioned that OPLIN enables public libraries to be community computer centers, and this message seems to resonate with the Strickland administration.  When we recently sent letters to the public libraries about filtering, three legislators called to ask about our filtering assistance grants to public libraries, etc.

Terry Casey noted that there has been a lot of legislator turnover.  Public libraries may have contributed a lot towards the filtering discussion; that there is no such thing as a statewide standard for decency, etc.  But he thinks libraries need to be better prepared.  The cycle is shortened this year for the state budget, and the state has even less dollars than they have had.

Stephen noted that 150 out of 250 libraries filter, including some major libraries.  Technically, a statewide filter is possible, and it is even technically possible to set individual standards for each library.  However, CIPA standards say that adults have to be able to turn the filter off, and that is the issue.  How do you enable that when you have a central filter?

Terry Casey feels that some legislators will want to do something in this area.  Jim Kenzig noted that if you filter on a state level, OPLIN will probably lose the libraries that do not want to do it.  Terry thinks some legislators will want state funding to be tied to filtering to some extent.

9. CHAIR'S REPORT

Donna Perdzock reminded Board members to fill out and submit their ethics forms.

Donna thanked Stephen Hedges and the OPLIN staff for picking up the slack with the open positions.

10. PUBLIC PARTICIPATION (2)

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

11. ADJOURNMENT

Terry Casey motioned to adjourn the meeting at 12:08 p.m.