October 14, 2011 Minutes

OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)

ONE HUNDRED TWENTY-EIGHTH REGULAR MEETING of the BOARD OF TRUSTEES

Minutes — October 14, 2011

1. WELCOME and CALL TO ORDER

The one hundred twenty-eighth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, October 14, 2011 by Board Chair Jeff Wale at the State Library of Ohio in Columbus, Ohio.

Present were Board members: Don Barlow, Jill Billman-Royer, Gary Branson, Jason Buydos, Ben Chinni, Karl Colón, Karen Davis, Jamie Mason, Becky Schultz, and Jeff Wale.

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

2. APPROVAL OF THE AGENDA

Jeff Wale requested approval of the meeting agenda.

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

3. PUBLIC PARTICIPATION

Doug Evans thanked the Board for their support of the Ohio Library Council (OLC) Convention and Expo. OPLIN will be recognized as the sponsor of the wi-fi Internet connectivity in the OLC Living Room, as well as the Internet for the E-mail Cafe. Doug also reported on the OLC efforts to inform librarians of the proposed legislative changes to be included in an upcoming omnibus bill.

Beverly Cain reported on progress toward adding Westlake Public Library to the Search Ohio consortium. Search Ohio currently only includes libraries using Innovative Interfaces Inc. (III) library software; Westlake would be the first non-III library to join Search Ohio. Karl Colón mentioned that III has been working closely with Search Ohio libraries to develop the necessary technology, and that earlier work to connect Search Ohio with OhioLINK has been very successful. There was general agreement that this is a good example of collaboration between libraries.

4. APPROVAL OF THE MINUTES of August 12 meeting

Jeff Wale requested approval of the minutes of the August 12 Board meeting.

Jill Billman-Royer motioned to approve the minutes of the August 12 meeting as presented; Karen Davis seconded. All aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Diane Fink presented the Financial Reports as of September 30, 2011. In Report A, Diane pointed out that fiscal year 2010 has been closed, and no encumbrances for fiscal year 2011 were still open. State agencies have five months after the end of a fiscal year to close the year; Diane believes all outstanding expenses for FY2011 have now been paid. In response to a question about the Available Balance for FY2011, Diane clarified that this reflects budgeted spending authority for possible non-state income that was not used.

In Report B for FY2012, Diane pointed out the disbursement to OLC for sponsorship of the Convention and Expo. She also noted that the budget for salaries includes about $15,000 that should not be needed, since the Office of Budget and Management (OBM) decided to include the extra 27th payroll for calendar 2011 in FY2011 instead of the original plan to include it in FY2012. Diane reminded that OPLIN will make payments for the Ohio Web Library databases quarterly now instead of annually, since revenue from the Public Library Fund (PLF) will be received monthly. She called attention to the $45,000 which has been paid to eTech Ohio for E-Rate support, and the $81,000 which is available for filtering support. She also reported that purchase orders are being opened for the new routers, with 46 routers qualifying for an 80% E-Rate discount.

Report C showed the revenue/cash balance for FY2012. Diane pointed out that monthly transfers from the PLF began in August. She also called attention to the income from annual support fees for website kits.

Diane also mentioned that general state tax revenue is currently about 4% above the budgeted estimates.

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

6. OLD BUSINESS

6.1. Approve Internet filtering grants

Stephen Hedges presented a compilation of the applications received for Internet filtering assistance grants. Forty-five (45) requests covering 113 buildings and 3,027 workstations were received, totally $73,681.67; since this amount is less than the $81,000 earmarked in the OPLIN budget for filter support, Stephen recommended approval of all requests. Three requests were for new filters, four were for upgrades to current filters, and several requests were limited by the $4,500 maximum allowed by grant rules.

In response to questions about how the unused balance of the earmark would be used, and how approval of these grants might impact the next item on the agenda, "Approve proposed services," Stephen responded that it was his intention to use the balance toward the cost of a central filter beginning in January, one of the proposed services.

Jeff Wale asked that item 7.2 under new business, "Approve OpenDNS contract," be discussed now, since it was closely related to the approval of the filtering grants.

Discussion of Item 7.2, Approve OpenDNS contract, was taken up at this point in the meeting.

Stephen Hedges explained that it had come to his attention recently that the schools and libraries in Maine were sharing one statewide Internet content filtering solution provided by the OpenDNS company. He contacted the company and determined that this solution could work in Ohio, and arranged for a test of the filter. Tests conducted at the OPLIN office and at two public libraries indicated that OpenDNS, unlike previously evaluated statewide filtering solutions, could handle the requirements of the OPLIN network while allowing libraries full control of how, or if, the filter was implemented in their library, so Stephen began price negotiations with the company.

The proposed contract would allow OPLIN to begin adding libraries to a statewide OpenDNS master account beginning in January 2012, with a limit of 90 library system sub-accounts until July 2012, when 251 library system sub-accounts would be available. The cost for the first six months for 90 libraries would be $15,000; the annual cost thereafter for 251 libraries would be $43,925. Part of the cost for fiscal year 2012 could be covered by earmarked funds that are not used for filtering grants, while the cost in succeeding fiscal years could be covered entirely by earmarked funds.

Discussion returned to Item 6.1., Approve Internet filtering grants.

Stephen Hedges noted that, if the Board approved the OpenDNS contract, he intended to inform recipients of grants for new filters or filter upgrades that they had the option of being added to the statewide OpenDNS filter in January, if they chose to decline the grant and the work associated with installing new filtering hardware and software. This could potentially leave enough earmarked funds unused for grants to cover most of the FY2012 cost of the OpenDNS filter. There was some discussion of also suggesting this to libraries receiving grants for ongoing annual filtering costs; however, libraries and organizations serving libraries had already planned on receiving grants, and no appreciable extra work for the library would be involved in renewing their filter for another year, until all libraries could participate in the statewide filter.

Jason Buydos motioned to approve the FY2012 filtering grants as presented; Karl Colón seconded.

Roll call: Don Barlow, aye; Jill Billman-Royer, aye; Gary Branson, aye; Jason Buydos, aye; Ben Chinni, aye; Karl Colón, aye; Karen Davis, aye; Jamie Mason, temporarily absent; Becky Schultz, abstain; and Jeff Wale, aye.

6.2. Approve proposed services

Stephen Hedges began by presenting information about OH-TECH, the collection of consortia within the Board of Regents recently created to eliminate duplication of services, since developments related to OH-TECH could affect the environment for new services.

Stephen reported that Lynda Murray had contacted him in August, while the OH-TECH plan was still posted for comment, to ask if he thought it would be a good idea to talk to Chancellor Jim Petro about the possibility of OPLIN joining OH-TECH. Stephen thinks there may be an opportunity here to re-model and/or expand the OPLIN network infrastructure, and Lynda sees a possible opportunity to remove OPLIN funding from the PLF. Lynda has met with the Chancellor, and he is open to talking with us; he is interested in being helpful to public libraries, but he is not interested in adding OPLIN to OH-TECH unless OPLIN requests that.

Jeff Wale noted that OPLIN often works with three of the organizations that were considered in the original OH-TECH plan: OhioLINK, OARnet, and eTech Ohio. Karl Colón asked how OPLIN governance might be affected. Stephen replied that he has no answer for that, and has many questions himself. Lynda had hoped to have a second meeting arranged with the Chancellor, Stephen, and the OARnet director before this OPLIN Board meeting, but that did not happen, so at this point there is only an agreement to talk further at some point. Stephen felt that everyone involved with OH-TECH is currently occupied with internal re-alignment of services, and it may be a while before they are ready to talk about OPLIN. Doug Evans assured the Board that he understood from Lynda that nothing would be considered that did not have a clear advantage to the public libraries. The Board was in general agreement that they would like to have more information about the possibility of OPLIN joining OH-TECH.

Since nothing is expected to happen in regard to OH-TECH for months to come, if ever, Stephen felt that it was still appropriate for OPLIN to complete the process of developing new services that was begun in February with the Ad Hoc Committee on Services.

Stephen submitted three recommendations for possible new OPLIN services to libraries, based on the work of the Ad Hoc Committee on Services and meetings with technology staff of major Ohio public libraries, and focusing on services which are financially feasible.

The first service would provide an additional circuit to some libraries to be used in the event their primary OPLIN-provided circuit experienced failure. Some library circuits carry traffic from many library locations, and there is a much larger disruption in overall library service if such a circuit fails than there would be if a circuit that carries traffic from only one library
building failed. This "additional circuit" service would be offered to libraries that aggregate traffic from at least 15 locations on their current OPLIN circuit, and would install a redundant circuit at OPLIN's cost that is at least one-fifth the size
of the library's primary circuit. Where possible, the redundant circuit would be provided by a different telecommunications vendor from the primary circuit, and would be installed at a different location from the primary circuit. OPLIN would also offer to pay the cost for a bridge circuit to connect the primary circuit to the redundant circuit when the two circuits are installed at different locations. The estimated cost per year: $55,000 after E-Rate.

The second service would allow libraries to place storage devices, backup servers, or disaster recovery equipment at the State of Ohio Computer Center (SOCC), sharing unused OPLIN-leased rack space at that high-security location, at no cost to the library. All
equipment would be provided and managed by the library; OPLIN would only provide secured space with reliable power and a connection to the OPLIN network core. The estimated cost per year: $12,000.

The third service would be a statewide Internet content filter, as previously discussed under Item 6.1.

There was general agreement that the statewide filter was a service OPLIN should offer, especially since the cost would be covered by a legislative earmark in the budget. Ben Chinni expressed concern that OPLIN could then know which libraries filter their Internet and which do not, but Stephen Hedges clarified that OPLIN already has this information from the E-Rate forms OPLIN requires from all libraries. There was some discussion about offering SOCC space to libraries, mostly in the form of speculation about how many libraries would use it, and for what, but there were no strong concerns over this service.

The proposed redundant circuits generated the most discussion. There were concerns about how this would be implemented at libraries, and discussion of possible technical problems. Stephen Hedges noted that this service would have to be implemented in close consultation with the libraries, and that there could not be a standard implementation. There were also concerns about the ongoing cost of the service. Diane Fink assured the Board that enough funds were available in this biennium, but could not speak to future biennium budgets.

Karl Colón motioned to approve the statewide Internet content filtering service and the offer of SOCC space for library equipment, but postpone action on the redundant circuit service pending further refinement; Karen Davis seconded.

Jason Buydos offered a friendly amendment to simultaneously approve the proposed contract with OpenDNS for statewide filtering and retain any unused funds from the filtering budget to cover costs associated with implementing and administering the statewide filter; Karl Colón and Karen Davis both consented to the amendment.

Stephen Hedges noted that he thought the offering of a general statewide filter available to all libraries should preclude the future offering of filtering grants to individual libraries, and there was general Board agreement with this point.

Roll call: Don Barlow, aye; Jill Billman-Royer, aye; Gary Branson, aye; Jason Buydos, aye; Ben Chinni, abstain; Karl Colón, aye; Karen Davis, aye; Jamie Mason, aye; Becky Schultz, aye; and Jeff Wale, aye.

7. NEW BUSINESS

7.1. Approve revisions to Policy on the Provision of Network Services by OPLIN to Public Libraries

Stephen Hedges reported that this Item was no longer needed, since it anticipated a need to amend the policy if redundant circuits were to be offered to libraries.

7.2. Approve OpenDNS contract

This item was discussed under Item 6.1 and approved under Item 6.2.

7.3. Rescind Electronic Resources Selection Policy

Stephen Hedges explained that in the process of reorganizing the OPLIN website, he discovered this extensive policy approved in 2000, which no longer conforms to the practice of selecting electronic resources since the establishment of Libraries Connect Ohio (LCO) in 2003. Since the LCO partnership began, electronic resources have been selected by a committee of librarians representing OPLIN, OhioLINK, and INFOhio. This policy should therefore be extensively re-written or simply rescinded.

Jason Buydos motioned to rescind the Electronic Resources Selection Policy; Gary Branson seconded.

Roll call: Don Barlow, aye; Jill Billman-Royer, aye; Gary Branson, aye; Jason Buydos, aye; Ben Chinni, aye; Karl Colón, aye; Karen Davis, aye; Jamie Mason, aye; Becky Schultz, aye; and Jeff Wale, aye.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges provided more information about the 80% E-Rate discount now available for 46 of the new routers; this resulted from an FCC reversal of funding denials previously issued by E-Rate. OPLIN has now implemented all the requirements of the Office of Information Technology's new "Enterprise Security Controls Framework" and Stephen can provide a copy of the implementation documentation to anyone who requests it. OPLIN staff completed a revision of the oplin.org website on September 8; while the site generally looks the same, the content was reorganized in an effort to make it easier for libraries to find the information they need. Finally, Stephen reminded the Board that the 2011 OPLIN Stakeholders Meeting will be held this year at the OLC Convention and Expo in Toledo, at 3:00 pm on Wednesday, October 26.

Regarding OPLIN office activities, Stephen highlighted meetings with library technology staff, Karl Jendretzky's work at library locations, and Laura Solomon's workshop presentation at the State Library.

8.1. Technology Projects Manager report

Karl Jendretzky reported that the AT&T upgrades from old T1 circuits to new Ethernet connections have not been smooth, but Time Warner Cable has already completed 107 of their upgrades. He also reported that he has been spending a good deal of time getting quotes for the new Juniper routers so Diane Fink could open purchase orders. Finally, he noted that OPLIN now has the capacity to handle 4Gbps of Internet traffic at the network core, up from 2Gbps.

8.2. Library Services Manager report

Laura Solomon reported that there are 33 libraries currently using Dynamic Website Kits, with 6 more in the process of receiving training or entering their content, and another 12 in the construction phase, for a total of 51 website kit customers. She is still receiving frequent inquiries from potential new customers. In November and part of December, she will cease new work on website kits while OPLIN upgrades the kits to interface better with mobile Internet devices. For next year, she is offering libraries a Summer Reading Program page template that they can add to their website kit for $50.

8.3. Database usage

Stephen Hedges presented database statistics, noting the large increase for September, but also noting that without Ancestry Library Edition and Mango Languages, usage would have been flat compared to last September. Karl Colón commended Beverly Cain on the decision to fund those two new databases with LSTA funds.

9. CHAIR'S REPORT

Jeff Wale reminded the Board about the OLC Convention in Toledo, and called attention especially to the planned tour of the Kent Branch of the Toledo Public Library for Convention attendees.

12. ADJOURNMENT

On motion of Gary Branson the Board adjourned at 11:36 a.m.