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.