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.