February 9, 2024

Minutes —February 9, 2024

The one hundred ninety-eighth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, February 9, 2024 by Board Chair Garalynn Tomas at the OPLIN office in Columbus, Ohio. Present were Board members: Michael Butler, Roger Donaldson, Jenny Eyink, Jennifer Reynard, Holly Richards, CJ Stephens, and Meredith Wickham. Also present were: Jessica Dooley, Christine Morris, Laura Solomon, Don Yarman, and Derek Zoladz (OPLIN); Kalon Ridley (OPLIN intern); Stephanie Herriott and Wendy Knapp (State Library); and Michelle Francis and Jay Smith (Ohio Library Council). Attending virtually via Zoom: OPLIN Board members Bill Lane and Sue Schuld; Jamie Pardee (State Library); and John Stewart (Serving Every Ohioan [SEO] Service Center).

Michael Butler moved to approve the agenda as presented; Meredith Wickham seconded. There was no discussion, so the chair called for a vote on the motion; all aye.

The Chair called for public participation. 

Wendy Knapp reported that the State Library has two new staff: Katy Hite is a new Library Consultant for Adult Services, and Ron Woods is the new Library Technology Specialist for SEO. The State Library of Ohio has joined the State Libraries and AI Technologies (SLAAIT) working group to explore the varied roles of state libraries in the uses of AI. The State Library is accepting grants for Summer Library Programs and for the Guiding Ohio Online program. They will soon be releasing an RFP for a consultant to assist the State Library in the development of its next strategic plan. Knapp also shared that there are changes coming to how the Federal Depository Library Program will be organized, and is looking forward to learning details as they emerge.

 Michelle Francis announced that she, Felton Thomas of Cleveland Public Library, and Jason Kucsma from Toledo Lucas County Public Library will be featured during the City Club of Cleveland Forum on “Can Libraries be Everything to Everyone?” on February 14. OLC is busy with planning for the upcoming Public Library Association (PLA) conference in April, including a pre-conference workshop on the Science of Reading and the PLA Host City Welcome Reception co-hosted with the Columbus Metropolitan Library. OLC’s Library Trustees Workshop will be held March 9. OLC is launching an Amazon Business Associated Accounts Program to help reduce Amazon.com costs for OLC Institutional Member libraries.

 Jay Smith said that the Public Library Fund for calendar year 2023 was $510,185,923, higher than the previous year, but the first few months of distributions in 2024 have been below estimates. Of public library interest, the legislature has been holding hearings about local property taxes. The House passed HB 2 which included their recommendations for the One-Time Strategic Community Investment Fund. One public library project was included in the House’s proposal. Little legislative activity is expected until after the March 19 primary.

Roger Donaldson moved to approve the minutes of the December 8, 2023 meeting as presented; Michael Butler seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

Jamie Pardee reviewed the financial reports, noting that the cash balance is expected to be about $800,000 at the end of June. Of the approximately $6 million allotted, about $4 million has been spent, which is on track for the year. Holly 

Richards moved to accept the financial reports; CJ Stephens seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

LinkedIn Learning Renewal 

Yarman reviewed the history of OPLIN’s subscription for statewide access to LinkedIn Learning for Libraries, explaining that it was supported by a large cash balance (originally $3 million in 2018) beyond the appropriated budget. As intended, that large cash balance has been reduced, and the OPLIN budget does not have the $720,000 per year to continue the statewide subscription. 

LinkedIn points out that $720,000 is a 55% discount over the list price, but does admit that prior to the OPLIN agreement the company was earning less than $350,000 from subscribing libraries. LinkedIn was very forthcoming with potential pricing for an opt-in group purchase—an estimated 20% discount off the list price, which is tiered pricing based on library service populations. They declined our request for a six-month subscription extension to align the contract expiration to the end of the year and give libraries time to make space for LinkedIn Learning in their budgets. OPLIN staff reached out to OhioNet, CLEVNET, and the CLC to put them in contact with LinkedIn to negotiate group pricing. 

Garalynn Tomas asked if not renewing required a motion; Yarman said it wasn’t required, as the financial reports show that there aren’t sufficient funds in next year’s budget to continue the subscription.

Laura Solomon gave a presentation reviewing OPLIN’s Webkit service, and demonstrated the new templates she has developed for library websites, which feature a more contemporary, horizontal layout while minimizing the workload of maintaining nearly one hundred customized library websites. 

Yarman proposed a new fee structure for the template designs, suggesting that the Standard Template would continue the current price of $1,000 for a new Webkit customer, and the Deluxe Template would have an additional cost equal to a Website and two additional modules, or $1,720. For a limited time, existing customers can update their sites to a Standard Template for $360 (the cost of a new module) or to a Deluxe Template for $500. After this year, the price will go up to $540 to migrate to a Standard Template, $720 to a Deluxe. 

Holly Richards moved to approve the proposed fee structure for the new Webkit templates; Jen Reynard seconded. There was no discussion, so the Chair called for a roll call vote on the motion. 

Recorded vote: Ben Bolbach, aye; Michael Butler, aye; Roger Donaldson, aye; Jenny Eyink, aye; Jennifer Reynard, aye; Holly Richards, aye; CJ Stephens, Garalynn Tomas, aye; and Meredith Wickham, aye.

Yarman outlined a proposed program to directly assist libraries with their internal branch connections. Under the proposed program, OPLIN would seek library branch connections under the same E-rate bidding process it uses to obtain main library locations. OPLIN would order the circuits, pay the invoices, collect the E-rate discounts, and bill the library for the undiscounted costs based on OPLIN’s average E-rate discount—67% statewide. Yarman presented a cost breakdown that showed how, depending on each library’s E-rate discount, OPLIN would lose money for circuits to libraries with 50–60% discount rates, but that would be offset by the majority of libraries in Ohio which have 80–90% discounts. He had identified three libraries for a potential pilot program to explore the new managed branch service: Puskarich Public Library, a rural library requesting branch connections to OPLIN’s core; Clark County Public Library, an urban library system requesting branch connections back to its main library; and Geauga County Public Library, a member of the CLEVNET consortium. 

Offering this involves a five year commitment for the circuit contract; Yarman had determined that if the program needed to be halted early, the library could become the customer of record with the circuit provider. CJ Lynch asked how many libraries this program might cover. Morris said that there are approximately 500 branch library locations in Ohio. 

Meredith Wickham moved to approve proceeding with a pilot Managed Branch Circuits service at the $130 per month price; Holly Richards seconded. There was no discussion, so the Chair called for a roll call vote on the motion. 

Recorded vote: Ben Bolbach, aye; Michael Butler, aye; Roger Donaldson, aye; Jenny Eyink, aye; Jennifer Reynard, aye; Holly Richards, aye; CJ Stephens, Garalynn Tomas, aye; and Meredith Wickham, aye.

OPLIN Director's Report

In addition to his written report, Yarman discussed how the Affordable Connectivity Program is projected to run out of funds in May, and has not received additional funding from Congress. The FCC has issued wind-down directions for assistance agencies.

Digital Resources Manager’s Report 

Morris reviewed her recent activities helping libraries with the E-rate program and updated the Board on possible program changes, including the eligibility of WiFi hotspot and cybersecurity services. The initial proposal to IMLS for a grant supporting State E-rate Coordinator training has been reviewed, and Morris (on behalf of COSLA and the ALA E-rate Task Force) has been invited to submit a full grant proposal. Morris also discussed her outreach plan to boost libraries’ use of the Northstar Digital Literacy resources.

Library Services Manager’s Report

Solomon reported that Demco is sunsetting the Evanced event registration and meeting room reservation systems that many libraries had integrated into their websites, and the work she has done to help migrate them to alternative services. She also reported that she presented a webinar on current technology trends for Ohio public libraries, and repeated her OPLIN-sponsored Computers in Libraries presentation “Auditing Library Websites” for the Nebraska Library Commission.

Technology Projects Manager’s Report

Dooley explained the new requirements for email authentication that were announced last year, and how OPLIN is assisting libraries now that enforcement has begun. Staff have answered questions and made the necessary DNS updates for libraries implementing the required email authentication mechanisms. One of those mechanisms, DMARC, allows email administrators to receive feedback indicating the success or failure of email delivery from their domain, and Dooley configured a free DMARC report analyzer for Ohio public library use. Twenty-three library organizations requested an account in the first two days of the service. 

Dooley reported that the Ohio Persistent Improvement Program will launch in February and begin scheduling cybersecurity training for staff of local government agencies. She shared information with O-PCI’s leadership team about Ohio's 251 library systems, and O-PCI plans to extend an invitation to each library's administration when they offer training in that county.

Recognition

The Chair recognized Holly Richards to offer the following resolution: 

WHEREAS HOLLY RICHARDS has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since July 2018; 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 five years; and WHEREAS her experience as Technical Services Director at the Dayton Metro Library gave her a unique insight into OPLIN and its services to libraries; and WHEREAS she has previously provided additional service as the member of OPLIN’s Content Advisory Committee, helping to guide the selection of statewide resources; and WHEREAS she has consistently contributed her productive opinions to the OPLIN Board deliberations; and WHEREAS she has been a dedicated and active advocate for OPLIN throughout her tenure on the Board, NOW THEREFORE BE IT RESOLVED that, on the 9th day of February, Two Thousand and Twenty-Four, 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 HOLLY RICHARDS 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 HOLLY RICHARDS for her vital volunteer service as a member of this 

Board. CJ Stephens seconded the resolution. All aye. 

Roger Donaldson offered the following resolution: 

WHEREAS TRAVIS BAUTZ has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since July 2019; 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 years; and WHEREAS his service as director at the MidPointe Library System gave him a distinctive outlook on OPLIN and its services to libraries; and WHEREAS the insight he developed throughout his career have always been a helpful source of information for the Board; and WHEREAS he has consistently contributed his valuable opinions to the OPLIN Board deliberations; and WHEREAS he has been a steadfast guardian of OPLIN’s interests throughout his tenure on the Board, NOW THEREFORE BE IT RESOLVED that, on the 9th day of February, Two Thousand and Twenty-Four, 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 TRAVIS BAUTZ during his 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 TRAVIS BAUTZ for his vital volunteer service as a member of this Board.

Holly Richards seconded the resolution. All aye.

Ethics Reminders

The Chair reminded Board members that they are required annually to submit their financial disclosures to the Ethics Commission, and to watch the Ethics Commission’s webinar training. Certificates of completion can be sent to Yarman for OPLIN’s files.

Board nominations

With Holly Richards’ resignation, Yarman asked whether the Board preferred to begin the search for a replacement immediately, or wait a few months when the Nominations Committee will begin its work for identifying candidates for the expiring term. Roger Donaldson suggested that the position remain temporarily vacant, and the Nominations Committee seek candidates as part of their normal process before next fiscal year.

April planning meeting arrangements

Yarman explained that typically the OPLIN Board devotes the April meeting to discussion of the strategic, tactical, and service plans, and that sometimes this longer meeting has been scheduled to begin at 9:00 a.m. and run through lunch. He said the current strategic plan is in place through all of next fiscal year, and doesn’t require revision. Instead of a long rehearsal of all of OPLIN’s services, Yarman suggested that at each meeting, the OPLIN staff will offer a longer presentation about one or two of OPLIN’s services. Garalynn Tomas approved of the idea to break up OPLIN service presentations, adding that it is a better way to expose new Board members to OPLIN’s mission and services. The April meeting will therefore be similar to the other regular meetings.

With no other business pending, the Chair adjourned the meeting at 11:59 a.m.