April 11, 2014

OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED FORTY-THIRD REGULAR MEETING of the BOARD OF TRUSTEES
Annual Planning Meeting

Minutes — April 11, 2014

1. WELCOME and CALL TO ORDER

The one hundred forty-third meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 9:05 a.m. on Friday, April 11, 2014 by Board Chair Karen Davis at the OPLIN office in Columbus, Ohio.

Present were Board members: Don Barlow, Jill Billman-Royer, Susan Brown, Ben Chinni, Karen Davis, Joe Greenward, Cindy Lombardo (9:35 arrival), Jamie Mason (9:25 arrival), and Becky Schultz.

Also present were: Stephen Hedges, Laura Solomon and Karl Jendretzky (OPLIN); Jamie Pardee and David Namiotka (State Library); and Michelle Francis (Ohio Library Council, 10:15 departure).

2. APPROVAL OF THE AGENDA

Susan Brown motioned to approve the agenda as presented; Becky Schultz seconded. All aye.

3. PUBLIC PARTICIPATION

Karen Davis called for public participation.

Michelle Francis provided an update on Ohio Library Council (OLC) legislative activities. OLC Legislative Day on April 2 focused on lobbying for an amendment to the Mid-biennium Budget Review (MBR) to secure 2% of the General Revenue Fund (GRF) for the Public Library Fund (PLF), with testimony by Kim Fender from the Public Library of Cincinnati and Hamilton County before the House Finance Committee that morning. Librarians received a lot of positive response from legislators that day, but the amendment was ultimately not added to the MBR, perhaps because the MBR also omitted the Governor's proposed reduction of the state income tax. There was also some concern that this would make the contribution to the PLF larger than to the Local Government Fund; both are currently at 1.66% of GRF.

Michelle also reported that the DataOhio suite of legislation is in the process of being amended. Stephen Hedges informed the Board of a meeting he, State Librarian Beverly Cain, David Namiotka, and Bill Morris (State Library) had with Rep. Mike Duffey, the sponsor of the bills. Rep. Duffey was very receptive to suggested changes from the State Library and inclusion of the State Librarian on the DataOhio board.

Regarding the OLC Federal Ebook Project, Michelle reported that the state legislature resolutions supporting federal action are moving along. She is hopeful that a hearing in the US Congress will be scheduled soon.

David Namiotka announced that the State Library had been named one of the 2014 Top Workplaces in central Ohio by Columbus CEO magazine.

 

4. APPROVAL OF THE MINUTES of February 14 meeting

Karen Davis requested approval of the minutes of the February 14 Board meeting.

Jill Billman-Royer motioned to approve the minutes as presented; Susan Brown seconded. All aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee presented the Financial Reports for Fiscal Years 2012 to 2015 as of March 31. She noted that expenditures for FY 2014 are at or below targeted amounts and called attention to payments to libraries in support of the Digitization Hubs. Jamie reported that the budgeted numbers for FY 2015 will be adjusted in June based on this year's experiences. She reviewed actual and projected revenue and expenditure balances for FY 2012 to 2015.

Don Barlow motioned to accept the Financial Reports; Ben Chinni seconded. All aye.

6. DISCUSSION of status of OPLIN

Planning began with a discussion of the status of current OPLIN services.

6.1. Circuits

Stephen Hedges presented materials from the Federal Communications Commission and the State Educational Technology Directors Association regarding initiatives to increase broadband in schools and libraries, particularly targeting 100 Mbps circuits to each school and library. Stephen also provided a letter to the FCC from OARnet and a number of other Ohio agencies, including OPLIN, expressing interest in deploying more high-speed broadband in rural areas of Ohio, funded through the FCC Connect America program.

Stephen provided spreadsheets indicating that current plans call for 25% of main libraries receiving OPLIN connections to have 100 Mbps or greater circuits by the end of this summer. These upgrades are not driven by need so much as by pricing; new state telecommunications contracts provide 100 Mbps for a lower monthly cost than 10 Mbps under older contracts. Michelle Francis also noted that the MBR, as passed by the house, provided funds to Connect Ohio for increasing broadband availability in under-served areas of the state. This could be a good time to push for providing state (OPLIN) circuits to branch libraries as well as main libraries. Stephen estimated this cost would consistently be about $3 million per year; there was concern that this additional cost would come out of the Public Library Fund.

Stephen skipped ahead to agenda item 6.4. IT Optimization to add information about the Ohio One Network to the discussion. This is another effort by the Office of Information Technology (OIT) to combine multiple state agencies into one network using the OARnet backbone, and Stephen has a meeting next week with OIT leadership to discuss how OPLIN might want to be included in this effort. Stephen suggested that, if the Board is interested, that might be a good opportunity to explore the possibility of adding library branches to the network.

Discussion shifted to the advantages and disadvantages of a scenario is which OPLIN would be absorbed by Ohio One, but branch libraries would also be provided with Ohio One connections. There were concerns about the level of support services that could be expected and responsiveness to libraries' Internet issues. Karl Jendretzky reported that OIT has had trouble providing timely services as they have grown and taken responsibility for more services. It was noted that OPLIN cannot be forced to participate in any OIT initiatives, so the Board's wishes are important.

Jamie Mason returned discussion to the federal initiatives to put 100 Mbps circuits in libraries and asked if OPLIN staff was hearing any demand from libraries for such service. Stephen replied that very few libraries have expressed interest in larger circuits than those which OPLIN would normally provide. The consensus of the Board was that neither the 100 Mbps circuits nor the connections to branches should be goals for the network at this time unless there are practical reasons to pursue them or demand from libraries.

6.2. Report from Content Advisory Committee

Stephen Hedges presented a report from the Content Advisory Committee meeting of February 19. The committee noted that the statewide databases are used by reference staff as well as the public, but remote access remains very important. Cindy Lombardo asked about standardization of usage statistics, and Stephen reported that the most consistent metrics used by the members of the committee to evaluate the databases their libraries buy were cost per use and number of remote usage sessions.

Stephen noted that the committee felt it was important to differentiate between free resources and paid resources, and suggested that the ohioweblibrary.org site should not intermingle them without some designation. Although the committee preferred some system to separate the two, Stephen reported that the recent upgrade to ohioweblibrary.org just removed free resources altogether to keep the site simple. The committee also suggested that OPLIN create a directory of database apps for mobile devices; several of the committee members preferred using apps to using the vendors' websites. The committee also noted that vendors should not be depending on librarians to market their databases for them; Karl Jendretzky commented that vendors should likewise automatically offer their apps to people who access their product from mobile devices.

6.3. Services support

Stephen Hedges reported that he had concerns about supporting some services, such as email, that libraries use everyday, but OPLIN support staff is only available Monday through Friday. After discussion, and noting that this is very rarely a problem, the Board felt that the current support arrangements are adequate. Discussion continued, however, as to the necessity of continuing to provide any email service for library staff. The Board recommended that the service continue for now.

6.4. IT Optimization/Ohio One Network

Discussion of this item already took place under Item 6.1.

The Board recessed at 10:35 and resumed meeting at 10:50.

7. DISCUSSION of possible new services

Planning continued with general ideas for possible new OPLIN services.

7.1. Attack protection

Stephen Hedges reminded the Board of brief discussion at the last meeting of an increasing trend toward attackers seizing library web servers to launch attacks on other servers, perhaps because larger targets are increasingly well-protected. Stephen asked if OPLIN should investigate installing some central security device at the OPLIN core.

Karl Jendretzky argued that such a device would have to be very complex and expensive, and would only protect a relatively limited number of devices in the network. Karl suggested that it is more practical for libraries to install a number of smaller devices at the servers where needed.

Stephen asked if OPLIN should then be placing software or hardware firewalls on or near the OPLIN routers at the edge of the OPLIN network, noting that protection of the network is one of the objectives in the OPLIN strategic plan. In response to a question from Jamie Mason, however, Karl noted that the particular types of attacks we have seen recently look like normal web traffic and would not have been stopped by a firewall.

Stephen summarized the discussion to this point as: the current reactive approach to stopping network intrusion works well enough, there is no need to pursue a complex proactive approach. Karl did note, however, that installing firewalls on some routers would have other benefits, though that would increase the workload of OPLIN staff.

Stephen and Karl will prepare some detailed firewall options for the next Board meeting.

7.2. LOCKSS or similar fail-over network

Stephen Hedges provided some documents explaining "Lots of Copies Keep Stuff Safe" (LOCKSS) networks, something one of the digitization hub libraries had briefly proposed. These networks synchronize files in real time so that digital materials are always available for retrieval, even if the originating site is offline. While the digitization hubs rejected the idea because of the cost involved for the large files they will be creating, Stephen speculated that OPLIN might host something like a private LOCKSS network for other digital content created by libraries. Descriptions of existing private LOCKSS networks and their fee structures were presented.

Discussion returned to the digitization hubs and the cost of data storage. Were OPLIN to offer central storage, it would almost certainly have to be purchased as a service from OIT, which would be much more expensive than the cost if the digitization hubs expanded their onsite storage to house files from other hubs. For other libraries, a simple backup service should suffice. The Board therefore felt this was not a needed OPLIN service.

8. DISCUSSION of current Strategic Plan

Having completed discussion of background information, the Board now turned to a review of the FY 2013-2014 Strategic Plan.

Stephen Hedges noted that the first objective in the plan calls for providing "adequate" circuits to libraries, but because of current advantageous pricing, in many cases we will soon be providing much larger circuits than merely adequate to meet the libraries' needs; however, the Board saw no need to change the wording of this objective.

The objective about protecting the network may need to be changed in the future, depending on what is decided about firewalls on the routers, but this objective currently needs no changes.

Regarding the objective to offer website services, Stephen asked if the Board was still comfortable with charging a fee for this service, now that almost 30% of Ohio public libraries use this service. Considering the very low fees OPLIN charges and the fact that less than half the libraries use the service, the Board was comfortable with the current arrangement.

Cindy Lombardo asked how long it had been since OPLIN held a focus group; after some discussion, Stephen thought it had been three years. He noted that past focus groups have produced lots of positive feedback and few suggestions for needed services. The Board briefly discussed how to get better feedback. Stephen promised to work with OLC to try to set up an opportunity for a focus group at their October Convention.

Stephen encouraged Board members to feel free to suggest changes to the plan at anytime, but there seemed to be no need for changes at this point in time.

The Board recessed for lunch at 11:35 and resumed meeting at 12:25.

9. ETHICS TRAINING

Stephen Hedges reminded the Board that they are required to have annual ethics training. To satisfy that requirement, Stephen distributed and discussed copies of the Ohio Ethics Commission publications "Helpful Ethics Guidelines for State and Local Board and Commission Members," and "Ohio Ethics Law Memorandum for Board and Commissions Members." He also noted that the Ethics Commission is very helpful and encouraged Board members to contact the commission if they had any questions about ethical activities.

10. OLD BUSINESS

10.1. Report from Nominations Committee

Susan Brown presented the report from the ad-hoc nominations committee, which included Susan, Cindy Lombardo, and Sandi Plymire. The committee was charged with recommending a replacement for Sandi Plymire, who must leave the Board at the end of June. The Board was provided with a list of nominees, many of whom had been nominated in previous years, and a spreadsheet of the demographics of current Board members. The strong list of nominees allowed the committee to focus on strengthening Board diversity, and they agreed that there was a need for more library IT staff representation. Having thus narrowed the field of nominees, the committee then considered recommendations received for nominees and decided to suggest that the Board submit Marty Beets, Technology Operations Manager at the Public Library of Cincinnati and Hamilton County, to the State Library Board for appointment to the OPLIN Board.

Jamie Mason pointed out that Marty would also be representing a metropolitan library system, another Board demographic that should probably be strengthened.

The Chair called for a vote on the recommendation from the committee that the Board submit Marty Beets to the State Library Board for appointment to the OPLIN Board. All aye.

11. NEW BUSINESS

11.1. Resolution honoring Lynda Murray

Stephen Hedges reminded Board members that the retirement reception for Lynda Murray will take place on May 16.

Susan Brown offered the following resolution:

WHEREAS, Lynda Murray was one of the four people who originally discussed the idea of creating the Ohio Public Library Information Network in 1993, and WHEREAS, she helped establish the Blue Ribbon Commission on OPLIN that developed that idea and worked to create OPLIN, and WHEREAS, she made the first successful request for state funds to support the OPLIN planning process, and WHEREAS, she guided the successful efforts to include OPLIN operational funding in all state biennium budgets beginning in July 1996, and WHEREAS, she immediately started working with legislators in 1996 to make OPLIN a permanent part of Ohio government, and WHEREAS, her efforts came to a successful conclusion twelve years later with the insertion of language defining OPLIN in the Ohio Revised Code in 2008, and WHEREAS, throughout her tenure with the Ohio Library Council she has been a steadfast supporter of OPLIN, NOW THEREFORE BE IT RESOLVED that the OPLIN Board, on behalf of the current Board, all past Board members, and all members of the Blue Ribbon Commission on OPLIN, expresses its sincere gratitude to Lynda Murray for her outstanding counsel and labors on behalf of OPLIN since its very beginning, and BE IT FURTHER RESOLVED that the Ohio Public Library Information Network Board honors Lynda Murray on the occasion of her retirement and wishes her well in this new chapter of her life. Adopted and recorded this 11th day of April, 2014.

Don Barlow seconded the resolution. All aye

12. OPLIN DIRECTOR'S REPORT

Stephen Hedges provided updates on the Digitization Hubs committee meetings, the improvements to ohioweblibrary.org, lower rates for OPLIN Internet access costs, and the Big Data Futures conference.

OPLIN funds to match LSTA funds have been distributed to three of the four digitization hub libraries, and both the Oversight and the Technology committees have met. The project is beginning to attract a lot of attention from libraries and the digitization community in general, and at least two programs about the project will be presented this year. The interaction between the hubs continues to be very strong.

Stephen congratulated Karl Jendretzky on his complete re-write of the ohioweblibrary.org search page. While the site user will only notice subtle differences, the fundamental code now operates much faster and is easier to change and manage.

Stephen informed the Board that recent developments related to OPLIN's E-rate application will result in a reduction of our monthly Internet access cost from $8/Mbps to $3/Mbps starting July 1. He also reported that the OSU conference on "big data" was very good, and eventually resulted in the meeting with Rep. Mike Duffey concerning the DataOhio legislation that Stephen talked about earlier today.

Regarding OPLIN office activities, Stephen highlighted Karl Jendretzky's work at the NEO-RLS office, and Laura's work on the OLC Convention Program Committee and attendance at the Computers in Libraries conference in Washington DC, as well as his own attendance at three House and Senate committee hearings.

12.1. Technology Projects Manager report

Karl Jendretzky reported that many libraries will see large upgrades soon as a result of the new state contract pricing, and this also means OPLIN will need to have larger connections to the vendors, so he is working on setting up a 10 Gbps link from Time Warner Cable to the OPLIN core. The process of filing the upgrade orders has been complicated, however, by a new service request tool that has been implemented by OIT that does not appear to be working as planned. Our orders for wireless Ethernet connections to the last of the libraries serviced by T1 lines are likewise delayed at OIT.

Karl noted that as more libraries move to 100 Mbps connections, we will need to think about upgrading our Internet access link from 10 Gbps capacity to 100 Gbps. We are currently only using about 3 Gbps, so the need is not imminent, but since the equipment will probably cost about $160,000, it should probably be considered for a capital budget request in the future.

Karl reported that 95 libraries are now using OpenDNS accounts through OPLIN, and everything is running smoothly. He rebuilt the SMS messaging system recently to work around some changes made by the provider (Trumpia) and to send out messages more quickly.

12.2. Library Services Manager report

Laura Solomon reported that we currently have 76 website kit customers, but will lose a couple in June as they upgrade to even better websites. Fourteen libraries have purchased Summer Reading Program templates for their websites this year.

Laura also informed the Board that she will be in Southern Ontario next month presenting two full-day workshops to librarians on effective use of social media.

12.3. Database usage

Stephen Hedges noted that the usage statistics are down this month compared to March 2013. Some of the reduction is due to loss of some resources that are no longer purchased for the Ohio Web Library, and EBSCO searches are down due to changes in their interfaces, though article views remained steady. Also significant, however, was a noticeable reduction in the usage of resources typically used by school students, which could be the result of many school closings due to weather in March.

13. CHAIR'S REPORT

13.1. Director's evaluation process

Chair Karen Davis called attention to the ratings grid used in the past to evaluate the performance of the OPLIN Director. Stephen explained how this tool is used and how results are tabulated for discussion at the June Board meeting. Karen asked Jill Billman-Royer to collect and tabulate the evaluations this year.

14. ADJOURNMENT

On motion of Jill Billman-Royer and second of Susan Brown the Board adjourned at 1:10 p.m.