OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED FORTY-FOURTH REGULAR MEETING of the BOARD OF TRUSTEES

Minutes — June 13, 2014

1. WELCOME and CALL TO ORDER

The one hundred forty-fourth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, June 13, 2014 by Board Chair Karen Davis at the OPLIN office in Columbus, Ohio.

Present were Board members: Don Barlow, Jill Billman-Royer, Susan Brown, Karen Davis, Cindy Lombardo, Michael Penrod, Sandi Plymire, and Becky Schultz.

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

2. APPROVAL OF THE AGENDA

Cindy Lombardo motioned to approve the agenda as presented; Susan Brown seconded. All aye.

3. PUBLIC PARTICIPATION

Karen Davis called for public participation.

Beverly Cain described activities at the State Library in preparation for the next round of Affordable Care Act enrollments.

Doug Evans provided an update on recent legislative actions affecting the Public Library Fund (PLF). A close estimate of the reductions to the PLF is being prepared by the Department of Taxation. Doug also reported on the resolution presented to Lynda Murray by the Ohio Senate.

As regards the Ohio Library Council's (OLC) federal ebook project, Doug described the June 2 field hearing in New York before the U.S. House Judiciary Subcommittee on Courts, Intellectual Property, and the Internet, which included some testimony about the problems of ebooks in libraries. The public awareness campaign will soon have a video and a website ready for use. Other state library associations are supportive.

4. APPROVAL OF THE MINUTES of April 11 meeting

Karen Davis requested approval of the minutes of the April 11 Board meeting.

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

5. ACCEPTANCE OF THE FINANCIAL REPORTS

In the absence of Jamie Pardee, Stephen Hedges presented the Financial Reports for Fiscal Years 2012 to 2015 as of May 31. Stephen called attention to items in the FY 2014 budget that were one-time expenses, including the payment to OLC supporting ebook awareness, the 6-month purchase of Mango Languages and NewsBank, and the payment in support of the Digitization Hubs project. He also informed the Board that he would renew the contract with Lorrie Germann for E-rate support, but with five times as many workshops for libraries next year, distributed around the state; OPLIN also plans to pay a little more than $800 to extend the State Library's Webex contract to provide more seats for online attendees. Regarding the Revenue/Cash Balance report, Stephen noted that an additional $165,000 in E-rate reimbursements has been received from vendors since the end date of the report, and another $400,000 in reimbursements is expected soon from another telecommunications vendor.

Don Barlow motioned to accept the Financial Reports; Sandi Plymire seconded. All aye.

6. OLD BUSINESS

6.1. Discuss firewall configuration on OPLIN routers

Stephen Hedges reminded the Board that after discussion of network security at the April planning meeting, he had promised the Board more information about firewall software on OPLIN routers. Karl Jendretzky now reported that firewall software is already available on OPLIN routers and is put into use as needed. In some cases this software on the router has been used to replace outdated firewall hardware in libraries. Karl felt that this ad hoc approach to using the firewall software was sufficient for now.

6.2. Approve Strategic Plan

Stephen Hedges provided a version of the 2014-2015 Strategic Plan for approval. Although the Board had requested no changes to the plan after the April planning meeting, Stephen made a few wording changes to bring some activities up to date, and now reviewed these minor changes with the Board.

Jill Billman-Royer motioned to approve the Strategic Plan as presented; Don Barlow seconded.

Recorded vote: Don Barlow, aye; Jill Billman-Royer, aye; Susan Brown, aye; Cindy Lombardo, aye; Michael Penrod, aye; Sandi Plymire, aye; Becky Schultz, aye; and Karen Davis, aye.

7. NEW BUSINESS

7.1. Discuss limits on the number of website kit customers

Stephen Hedges reported that after Laura Solomon had worked the entire Easter weekend doing website kit upgrades, they had a conversation and agreed that not many more website kit customers could be sustained. Stephen recounted several ways he and Laura had discussed to limit the number of website kit customers, mostly involving refusing new customers after a certain number of customers had been reached, or on a given date. Stephen and Laura asked for the Board's opinion as to whether to limit the number of customers, and if so, how should it be done.

Board members asked questions about the nature of the work involved in maintaining and creating website kits, and speculated about ways to get assistance for Laura, keeping in mind that OPLIN staff is limited to five by the state budget. They also discussed the possibility of limiting the service to libraries that meet certain qualifications, such as size; Laura responded that a large majority of current customers are smaller libraries.

Jill Billman-Royer expressed reservations about putting more resources into the website kits, and questioned whether it was in OPLIN's best interest to grow this service any bigger, returning the discussion to ways of limiting the number of customers. Doug Evans pointed out, however, that there is an obvious demand for this service which would then be unsatisfied.

Cindy Lombardo asked how important the service is to current customers. Michael Penrod responded that for Wood County, it was an affordable, trusted solution to a problem; Michael also pointed out that for library staff their website kit has become the most conspicuous of all the OPLIN service.

Stephen promised to explore some of the options mentioned for allowing the website kit service to grow further, and asked that the Board continue to think about the question of whether or not it should grow, and this item of business will be continued to the next meeting.

7.2. Discuss marketing and focus groups

Stephen Hedges called attention to an email from OPLINlist suggesting that the Ohio Web Library could benefit from professional marketing, and also reminded the Board of brief discussion at the planning meeting about doing focus group sessions, which were last done in 2010. There is a professional focus group company in the same building with OPLIN, and Stephen asked what they typically charge, which ranged from about $3.000 to $10,000, depending on the services requested.

Ensuing discussion touched on whether or not focus groups would be effective, whether a graduate student could do a market study, the typical Ohio Web Library user, the role of the librarians in marketing, and the intended goal of the marketing. Stephen also described the differences between the OPLIN, INFOhio, and OhioLINK interfaces and marketing for the Ohio Web Library collection.

In response to a question from Don Barlow about users, Stephen skipped ahead to agenda item 8.3. Database usage and ohioweblibrary.org analytics to add information to the discussion.

Stephen described some of the information he interpreted from the Google Analytics of ohioweblibrary.org. For a variety of reasons, Stephen surmises that a big majority of users of ohioweblibrary.org are inside library buildings. Many of those users seem to be using the site for longer periods since the March 1 upgrade.

Beverly Cain suggested that Stephen might contact Dr. Jeff Fruit from the Kent State University School of Library and Information Science to find a contact at KSU who could provide some advice on the best way for OPLIN to approach Ohio Web Library marketing. Stephen will do that and also more research and bring that information to the Board at the next meeting.

Item 8. OPLIN DIRECTOR'S REPORT, was postponed until after Item 8.2.

8.1. Technology Projects Manager report

Karl Jendretzky began his report by announcing a new 10 Gbps connection between Time Warner Cable and the OPLIN core, and also reported on pending 100 Mbps circuit upgrades at about 40 libraries. Karl provided details related to a major outage of the AT&T network on May 28. He reported that the SMS (text messaging) service now sends about 9,000 library notifications a week from 94 libraries, at a cost of about $5,500 a year. The OpenDNS service now has 92 library accounts.

8.2. Library Services Manager report

Laura Solomon noted that most of her report had been covered in the earlier discussion of website kits, but she did report on workshops she presented for the Southern Ontario Library Service.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported that he met with State CIO Stu Davis and other Office of Information Technology (OIT) management to talk about the OPLIN network within the broader context of the statewide network plans; there was no indication that anyone wants to change the OPLIN network. Stephen also reported on the progress of the DataOhio legislation, which has been amended to provide a bigger role for the State Library and has been passed by the House committee.

Stephen also reported on efforts to determine the nature of Ohio Means Jobs access to LearningExpress Library content, since there may be an opportunity to combine the content licensing and save some money. iLearn Ohio has also asked about access to LearningExpress Library, prompting Libraries Connect Ohio to work with legal counsel to develop procedures that must be followed in order to stay within the terms of LCO's licensing.

Finally, Stephen announced that the Digitization Hubs project was still moving forward in a timely manner, despite the fact that one of the major vendors has gone out of business. The partner libraries worked together smoothly to overcome this setback, with significant help from Joyce Dodrill, Cleveland Public Library's counsel. The meeting of the Ohio Digitization Interest Group at Columbus Metropolitan Library on July 22 will feature the CML Digitization Hub.

Regarding OPLIN office activities, Stephen highlighted Karl Jendretzky's on-site work at the Lima and Bellaire public libraries, Stephen's presentation of OPLIN information at the OLC New Directors workshop, and his presentation of the OPLIN resolution to Lynda Murray at her retirement reception.

8.3. Database usage and ohioweblibrary.org analytics

Stephen Hedges reported that two vendors have not yet provided May usage statistics, so he could not provide a complete database usage report, and the analytics of ohioweblibrary.org was previously discussed.

9. CHAIR'S REPORT

Chair Karen Davis recognized Don Barlow to offer the following resolution:

WHEREAS, Sandi Plymire has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since June 2008, 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 six years, and WHEREAS, she has provided superior leadership as the Chair of the OPLIN Board from July 2010 through June 2011, and WHEREAS, she has unfailingly contributed her valuable opinions to OPLIN Board and OPLIN Executive Committee deliberations, and WHEREAS, she has been a steadfast and active advocate for OPLIN throughout her tenure on the Board, and WHEREAS, her service as the Director of the Muskingum County Public Library gave her a valuable perspective on OPLIN and its services to libraries, NOW THEREFORE BE IT RESOLVED, that on the 13th day of June, Two Thousand and Fourteen, the members of the Board of Trustees of the Ohio Public Library Information Network recognize and acknowledge the significant contributions made to public libraries and library service by Sandi Plymire 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 Sandi Plymire for her continued volunteer service as a member of that Board.

Michael Penrod seconded the resolution. All aye.

9.1. Executive session to consider the performance review and compensation of the director

Jill Billman-Royer motioned to enter executive session to consider the performance review and compensation of the director; Cindi Lombardo seconded.

Recorded vote: Don Barlow, aye; Jill Billman-Royer, aye; Susan Brown, aye; Cindy Lombardo, aye; Michael Penrod, aye; Sandi Plymire, aye; Becky Schultz, aye; and Karen Davis, aye.

The Board entered executive session at 11:38 a.m.

The Board returned from executive session at 11:55 a.m.

Chair Karen Davis offered the following resolution:

Pursuant to the duties and authorities assigned to the board under Ohio Revised Code 3375.66 section (A)(1), as confirmed by memo from the office of the Ohio Attorney General in June 2013, the board hereby fixes the compensation of the executive director of the network, Stephen Hedges, at $90,794 annually in recognition of constant exceptional performance during the six years since he last received an increase in compensation.

Don Barlow seconded the resolution.

Recorded vote: Don Barlow, aye; Jill Billman-Royer, aye; Susan Brown, aye; Cindy Lombardo, aye; Michael Penrod, aye; Sandi Plymire, aye; Becky Schultz, aye; and Karen Davis, aye.

10. ADJOURNMENT

On motion of Cindy Lombardo and second of Jill Billman-Royer the Board adjourned at 11:58 a.m.

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.

OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED FORTY-SECOND REGULAR MEETING of the BOARD OF TRUSTEES

Minutes — February 14, 2014

1. WELCOME and CALL TO ORDER

The one hundred forty-second meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, February 14, 2014 by Board Chair Karen Davis at the OPLIN office in Columbus, Ohio.

Present were Board members: Don Barlow (10:15 arrival), Jill Billman-Royer, Susan Brown, Ben Chinni, Karen Davis, Joe Greenward, Cindy Lombardo, Jamie Mason, Michael Penrod, and Becky Schultz.

Also present were: Stephen Hedges, Laura Solomon and Karl Jendretzky (OPLIN); Beverly Cain and Jamie Pardee (State Library); and Doug Evans and Michelle Francis (Ohio Library Council).

2. APPROVAL OF THE AGENDA

Cindy Lombardo motioned to approve the agenda as presented; Susan Brown seconded. All aye.

3. PUBLIC PARTICIPATION

Karen Davis called for public participation.

Doug Evans updated the Board on the progress of the Ohio Library Council (OLC) Federal Ebook Project. Federal legislation has been drafted on tax incentives for publishers, working with Rep. Pat Tiberi. Legislation has also been drafted to narrowly expand the First Sale and Fair Use doctrines, working with Rep. Steve Chabot. OLC has been meeting with Glazen Creative Studios in preparation for a public awareness campaign, also supported by OPLIN funds. Lobbying efforts funded from other sources will soon resume. Other state library associations have been asked for resolutions of support from the library community; efforts are already underway in Illinois, California, Pennsylvania, and New York. In the Ohio Senate, progress has resumed on SCR22, which encourages Congress to address the ebook problems of public libraries.

Doug also introduced Michelle Francis, the new Director of Government and Legal Services for OLC. Michelle provided an update on the Data Ohio legislation, four bills (HB321-324) that are starting to work their way through the legislative process. The intent of the legislation is to increase government transparency. Michelle described the goals of each of the four bills. Library information is already more transparent than most, and is not likely to be affected by these bills, although HB322 does propose to create a more uniform accounting system.

Beverly Cain made the point that a great deal of information about libraries is already publicly available on the State Library website. She also announced two retirements from the State Library and current plans for replacements. She also called attention to the WebJunction Health Happens materials. Work continues on boundary issues in preparation for library levies.

 

4. APPROVAL OF THE MINUTES of December 13 meeting

Karen Davis requested approval of the minutes of the December 13 Board meeting.

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

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee presented the Financial Reports for Fiscal Years 2014 and 2015 as of January 31. She called attention to new line items for payments to libraries in support of the Digitization Hubs, and to an Internet broker for assistance in securing a fiber connection at Rock Creek library. Jamie highlighted income of over $27,000 from website services.

Cindy Lombardo motioned to accept the Financial Reports; Jamie Mason seconded. All aye.

6. OLD BUSINESS

There was no old business to come before the board.

7. NEW BUSINESS

7.1. Discuss amendment to Policy on Public Library Use of OPLIN

Stephen Hedges presented an email exchange with a library that had inquired about offering Internet fax services to patrons rather than their current telephonic fax services, but had concerns that their library would be violating the OPLIN policy against charging patrons for Internet services if they charged patrons a cost recovery fee. Stephen had replied that it had never been the intent of the Board to force a library to offer Internet services at a deficit to the library, and that he would propose that the Board alter the current policy.

Stephen presented a proposed revision to the Policy on Public Library Use of OPLIN that added the words "other than cost recovery fees" to the clause preventing charges for Internet services.

Don Barlow motioned to amend the Policy on Public Library Use of OPLIN as proposed; Cindy Lombardo seconded.

Recorded vote: Don Barlow, aye; Jill Billman-Royer, aye; Susan Brown, aye; Ben Chinni, aye; Joe Greenward, aye; Cindy Lombardo, aye; Jamie Mason, aye; Michael Penrod, aye; Becky Schultz, aye; and Karen Davis, aye.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges provided an update on the progress of the Digitization Hubs. Everyone involved in the project joined a conference call on Feb. 5. Stephen traveled to Cincinnati with the newly hired Cleveland Public Library digitization project manager on Jan. 10 for a very productive meeting with the digitization staff there. Most of the current work involves trading ideas between the partners, as well as re-writes of the contracts with the vendors and requesting the necessary federal and OPLIN funds. In responding to a question about the grant funding, Stephen took the opportunity to point out that most of the cost of the project is the responsibility of the local library partners.

Stephen reported that the E-Rate application process is underway, but will not be completed until some new telecommunications contracts with the state have been signed. Stephen and Lorrie Germann have also agreed to discuss restructuring her E-Rate consultant contract with OPLIN next year, using the OPLIN office to complete some of the routine records-keeping tasks. Stephen mentioned that one bid received for Internet access has opened the possibility of acquiring that access from a commercial vendor rather than from the Office of Information Technology (OIT).

Stephen informed the Board of a meeting the Libraries Connect Ohio partners had with Controlling Board President Randy Cole on Feb. 10. to discuss improving the process of library requests to the Controlling Board. This seldom would affect OPLIN directly, but could potentially affect the Search Ohio public libraries, since requests for updates and changes to OhioLINK's library software often do involve the Controlling Board. Stephen also informed the Board that the OPLIN Content Advisory Committee will have their annual meeting next week, after which the new version of the Ohio Web Library search will be launched.

Finally, Stephen reported that OPLIN has begun the process with OIT to replace the current office phones with Voice-over-IP phones. Such phones would allow OPLIN to remain operational even in a snow emergency.

Regarding OPLIN office activities, Stephen highlighted the INFOhio BookFlix breakfast, where he was able to speak briefly with Chancellor John Carey and Superintendent of Public Instruction Richard Ross.

8.1. Technology Projects Manager report

Karl Jendretzky informed the Board of steps taken to counteract a recent exploit of Internet time server protocols that used library routers to launch Denial-of-Service attacks. Karl reported that he sees a trend lately toward targeting libraries as sites to host exploits, as larger targets implement measures to block such activity.

Karl also provided more technical details about the new version of the Ohio Web Library search. The search no longer uses the Z39.50 protocol, instead using various methods put together by OPLIN to return search results. OPLIN now has complete control over how the search works, and has included Ohio Digital Library ebooks, "hot links" for common search terms, and other features.

Karl updated the Board on recent activities involving the library Internet circuits. Some upgrades to install a new AT&T service that were ordered almost a year ago are finally being completed. The NEO Regional office is moving, and their circuit will now be a business class cable connection. Cuyahoga County Public Library now has a 600 Mbps connection that will be upgraded to a full 1 Gbps as soon as some engineering work is completed. Karl also provided more information about the Voice-over-IP phone service order.

8.2. Library Services Manager report

Laura Solomon reported that another library website kit has been put in use, bringing the total in active use to seventy-four (74). Meanwhile, most of her time is occupied with upgrading the existing website kits from Drupal version 6 to version 7. For the third year, she has worked with the State Library to design a special template that can be used to add Summer Reading Program information to a website kit, which OPLIN installs for a $50 fee.

8.3. Database usage

Stephen Hedges reported that he has not yet received usage statistics for Ancestry Library Edition for January, so the statistics presented to the Board are calculated. In the course of doing those calculations, Stephen discovered that he had been reporting usage statistics for college and K-12 libraries as well as public libraries, so all previous Ancestry usage numbers have been corrected. The overall trend is still a gradual decline in database usage. The new version of the Ohio Web Library search will employ some caching of search results to improve response time, which may have a small effect on future search statistics, but will not affect the number of documents viewed.

9. CHAIR'S REPORT

9.1. Call for Board nominations

Chair Karen Davis asked Stephen Hedges to explain the timing of the Board nominations process. Stephen reminded the Board that the State Library Board appoints new OPLIN Board members at their June meeting, but the June OPLIN Board meeting this year is only a few days before the State Library Board meeting, leaving little time to communicate the OPLIN Board's recommendations. Typically, the OPLIN Board issues a call for nominations after the April Board meeting, but Stephen suggested it might be wise this year to call for Board nominations now and then decide on candidate recommendations at the April meeting.

Karen asked if there were any objections to calling for Board nominations now. Hearing none, she appointed Sandi Plymire, Susan Brown, and Cindy Lombardo to an ad hoc Nominations Committee to review nominations and present recommendations to the full Board in April.

9.2. Discuss April planning meeting

Chair Karen Davis asked if anyone wanted to discuss changes to the previous manner of conducting the April planning meeting. Stephen Hedges reviewed the general procedures and agenda items for the day. There were no suggested changes.

10. ADJOURNMENT

On motion of Susan Brown and second of Michael Penrod the Board adjourned at 11:33 a.m.

OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED FORTY-FIRST REGULAR MEETING of the BOARD OF TRUSTEES

Minutes — December 13, 2013

1. WELCOME and CALL TO ORDER

The one hundred forty-first meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:01 a.m. on Friday, December 13, 2013 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, Jamie Mason, Michael Penrod, Sandi Plymire, and Becky Schultz.

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

2. APPROVAL OF THE AGENDA

Don Barlow motioned to approve the agenda as presented; Susan Brown seconded. All aye.

3. PUBLIC PARTICIPATION

Karen Davis called for public participation.

Doug Evans updated the Board on the progress of the Ohio Library Council (OLC) Federal Ebook Project. Lobbying efforts have slowed for the season, although work has been continuing with the staff of Rep. Steve Chabot, who serves on the House Committee on the Judiciary. A legal opinion, based on research funded by OPLIN, was filed in response to a report on copyright from the U.S. Department of Commerce. Meetings with media firms are being held in preparation for a public awareness campaign, also supported by OPLIN funds. In the Ohio Senate, committee hearings have been held on SCR22, which encourages Congress to address the ebook problem for public libraries; a lobbyist for the publishing industry has proposed amendments to SCR22, which thus far have not received any support from legislators. In response to questions, Doug said OLC has kept in touch with the American Library Association (ALA) as this project has progressed.

Doug also provided an update on the process of finding a new Director of Government and Legal Services for OLC, which is now in the interview phase.

4. APPROVAL OF THE MINUTES of October 11 meeting

Karen Davis requested approval of the minutes of the October 11 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 2014 and 2015 as of November 30. After a brief discussion it was decided that future reports would include the payments to libraries for supporting the Digitization Hubs in the "Other Library Support Services" category. Jamie highlighted income of about $770,000 from E-rate reimbursements and $27,000 from website services.

Ben Chinni motioned to accept the Financial Reports; Jamie Mason seconded. All aye.

6. OLD BUSINESS

There was no old business to come before the board.

7. NEW BUSINESS

7.1. Approve sponsorship of OLC 2014 Convention

Stephen Hedges presented a letter from Lori Hensley, OLC, requesting that OPLIN sponsor Internet and email access at the October 2014 OLC Convention and Expo at the $10,000 Platinum Sponsor level. Stephen provided a brief history of OPLIN sponsorship of the OLC Convention back to 2007. The sponsorship would be acknowledged in Convention materials, and exhibit booth space and meeting space for the OPLIN Stakeholders Meeting would be provided at no charge. Jamie Mason noted that the Board would also need space for their meeting on Friday of the Convention.

Don Barlow motioned to approve a $10,000 Platinum Sponsorship of the 2014 OLC Convention and Expo; Cindy Lombardo seconded.

Recorded vote: Don Barlow, aye; Jill Billman-Royer, aye; Susan Brown, aye; Ben Chinni, aye; Joe Greenward, aye; Cindy Lombardo, aye; Jamie Mason, aye; Michael Penrod, aye; Sandi Plymire, aye; Becky Schultz, aye; and Karen Davis, aye.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported extensively on the progress of the Digitization Hubs project. On December 10, the State Library Board approved grants totaling $508,457 in LSTA funds to be matched by $251,964 in OPLIN funds that will be used to purchase equipment ($744,581) and software ($15,840) for the Public Library of Cincinnati and Hamilton County, the Toledo-Lucas County Public Library, the Cleveland Public Library, and the Columbus Metropolitan Library, creating a statewide network of coordinated Digitization Hubs that will digitize materials held by the institutions where they are located, but will also serve as regional digitization centers. Each library will also be heavily investing in space and personnel, as well as additional equipment, that was not included in the grant application.

Stephen mentioned some of the concerns expressed by the LSTA review committee, many of them related to the long-term effect of this project on statewide digitization efforts, which should be very significant. The Project Oversight Committee will be a non-governing group which should eventually include other Ohio institutions; this committee and the Metadata Advisory Committee will provide a venue for discussing and deciding best practices. Ultimately it would be ideal to have one online access point for much of the Ohio materials that have been digitized. Meanwhile, contracts for both the LSTA grants and the OPLIN funds have been sent to the four libraries to get the project started. The Board had several questions about timelines and committee structure; these will be decided more definitively once the Project Oversight Committee has met for the first time in January.

Stephen also reported on progress toward re-establishing the Content Advisory Committee. There are nine confirmed members so far, with the final member pending, and the first annual meeting is tentatively planned for February/March next year.

Stephen informed the Board that E-rate paperwork is now being collected from the libraries in preparation for filing the OPLIN E-rate application in a couple of months. The new procedures for handling circuit upgrades within the E-rate framework has resulted in difficulties in tracking the current and planned status of each library circuit, so Karl Jendretzky has built a new interface for the office that pulls library data from several separate sources into one place for viewing and editing.

Stephen reported that the new state system for doing employee performance evaluations is now ready for use and he will be doing staff evaluations before January 31. Finally, Stephen informed the Board of meetings going on in Ashtabula County between schools, public libraries, and academic libraries regarding ways to improve student success. Stephen feels these meetings may have important results and plans to follow their progress.

Regarding OPLIN office activities, Stephen highlighted Laura Solomon's presentations in Ohio, Indiana, New York, and Illinois. He also called attention to Karl Jendretzky's trips to libraries in Cadiz, Bowerston, and Dayton.

8.1. Technology Projects Manager report

Karl Jendretzky provided more details about the interface Stephen Hedges mentioned that now makes it easier to track circuit changes. The timelines and planned events for such circuit changes can become complex and overlap to the point of causing confusion without such a system. Karl also noted that the current planned upgrades should replace the last of the old T1 circuits to libraries in about four months.

Karl also reported that he had purchased enough credits to keep the SMS messaging service operating for another year and a half, at a cost of about $4,200 per year and serving about 90 libraries. He reported that 88 libraries are now using the OpenDNS service provided by OPLIN, and he informed the Board that the Cincinnati public library should soon have a full 1 Gbps circuit, the third library in the state to have this size connection, followed soon thereafter by Cuyahoga County Public Library.

8.2. Library Services Manager report

Laura Solomon reported that there are now 73 libraries with website kits, with 67 of those in active use. Upgrading sites to Drupal 7 is underway but progressing slowly, since we did not find a student intern who could help with the process. She also described her work on the website for the State Library's Guiding Ohio Online initiative; David Namiotka provided more details about the initiative itself, which will use AmeriCorps personnel to provide technology training in rural libraries.

8.3. Database usage

Stephen Hedges reported that database usage continues to decline gradually, so he plans to begin more aggressive promotion of the databases. He also reported that many of the new contracts with database vendors have not yet been signed, due to ongoing issues with the transfer of fiscal agent duties for Libraries Connect Ohio from Wright State to Ohio State University.

9. CHAIR'S REPORT

Chair Karen Davis welcomed everyone to the OPLIN office; Stephen Hedges noted that it had been well over a decade since the OPLIN Board was able to meet at the OPLIN office, and thanked the State Library for hosting the Board meetings during those years.

10. ADJOURNMENT

On motion of Jamie Mason and second of Susan Brown the Board adjourned at 11:18 a.m.

OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED FORTIETH REGULAR MEETING of the BOARD OF TRUSTEES

Minutes — October 11, 2013

1. WELCOME and CALL TO ORDER

The one hundred fortieth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:07 a.m. on Friday, October 11, 2013 by Board Chair Karen Davis at the Kalahari Resort in Sandusky, Ohio.

Present were Board members: Don Barlow, Jill Billman-Royer, Susan Brown, Karen Davis, Joe Greenward, Jamie Mason, Michael Penrod, Sandi Plymire, and Becky Schultz. (Ben Chinni arrived at the resort but was unable to walk the distance to the meeting room.)

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

2. APPROVAL OF THE AGENDA

Jamie Mason motioned to approve the agenda as presented, but allow the Chair to suspend the rules and accept public participation at any time during the meeting; Susan Brown seconded. All aye.

3. PUBLIC PARTICIPATION

Karen Davis called for public participation.

Doug Evans updated the Board on the progress of the Ohio Library Council (OLC) "Federal Ebook Project" to ease restrictions on library lending of ebooks. Doug thanked OPLIN for financial support of the project and talked about drafted federal and state legislation. Legal research has been completed, so remaining OPLIN funds will be used to develop a public awareness campaign. Doug reported on lobbying activities, supported by other funds, which are encouraging; he expects major developments after the first of the year. Doug also reported on the search committee to find a new OLC Director of Government and Legal Services, following Lynda Murray's forthcoming retirement.

Stephen Hedges asked that OPLIN be notified of any plans to recognize Lynda Murray's retirement, since she has been so supportive of OPLIN from its very beginning.

Beverly Cain reported that the Ohio eBook Project and the SEO Digital Catalog will be combined to create the new Ohio Digital Library, involving 179 public libraries, on November 7. Beverly also reported on Ashlee Tominey's departure from the State Library and Evan Struble's promotion to her position.

Karen Davis introduced Michael Penrod, attending his first meeting as a new Board member.

4. APPROVAL OF THE MINUTES of August 9 meeting

Karen Davis requested approval of the minutes of the August 9 Board meeting.

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

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee presented the Financial Reports as of September 30; Report A covered fiscal years 2012 and 2013 for reference; Report B covered FYs 2014 and 2015; and Report C summarized actual and anticipated cash flow from FY 2012 through FY 2014.

The organization of Report B has been changed slightly. "Other Library Support Services" replaces the "Education, Training and Support" heading. This section will now contain all expenditures other than telecommunications and information resources that directly support libraries, including filtering support, E-rate assistance, and any equipment purchases supporting library services, such as email servers. All equipment expenditures supporting OPLIN office activities will be listed under the "Administration" heading.

Susan Brown motioned to accept the Financial Reports; Becky Schultz seconded. All aye.

6. OLD BUSINESS

6.1. Approve Content Advisory Committee charter

Stephen Hedges reminded the Board that they had reviewed a proposed new charter for the Content Advisory Committee at the August meeting and had discussed some changes, now reflected in a revised version of the charter. The current OPLIN Strategic Plan removed language about the type of databases which OPLIN should purchase, now delegating development of proposed database guidelines to the OPLIN Content Advisory Committee, which has been inactive for several years. The proposed new charter is based on elements of the old charter, examples of other committee charters, and portions of the previously-rescinded Electronic Resources Selection Policy.

In August the Board had noted that the committee is only required to meet once a year, so it could be a year before minutes of the last meeting are approved and posted, but during that discussion the Board generally felt that there was enough latitude in the charter to allow informal review and posting of the minutes before formal approval. At the Board's request, Stephen inserted language into the charter clarifying that committee recommendations should be submitted prior to the Board's annual planning meeting, and this is the only change from the version presented in August.

Jamie Mason motioned to approve the Content Advisory Committee charter as presented; Don Barlow seconded.

Recorded vote: Don Barlow, aye; Jill Billman-Royer, aye; Susan Brown, aye; Joe Greenward, aye; Jamie Mason, aye; Michael Penrod, aye; Sandi Plymire, aye; Becky Schultz, aye; and Karen Davis, aye.

7. NEW BUSINESS

7.1. Approve financial support of Digitization Hubs project

Stephen Hedges reported that at the June 2012 Board meeting, following discussions started at the April 2012 Board planning retreat, the Board gave informal approval to supporting a statewide digitization project, at that time discussing the commitment of about $250,000 to $300,000 to match federal Library Services and Technology Act (LSTA) funds to support expansion of the Cincinnati digitization project. Stephen now asked the Board to formally approve the use of OPLIN funds as a local match for an LSTA grant proposal. The current version of the proposal assumes an OPLIN contribution of a little over $260,000; LSTA funds amounting to about $500,000 should be available. LSTA funds and OPLIN funds would cover the cost of scanners and storage array hardware, while the four libraries involved in the project — the Public Library of Cincinnati and Hamilton County, the Toledo-Lucas County Public Library, the Cleveland Public Library, and the Columbus Metropolitan Library — will likely make additional related purchases totaling about $140,000.

Susan Brown asked if individuals could have scanning done by the labs, and also if they would be restricted to certain labs. Stephen answered that the current vision would allow an individual to go to any lab, but depending on local policy there might be a cost-recovery fee. Stephen described some of the new digitization equipment which will be used in the labs.

Don Barlow moved the adoption of the following resolution:

WHEREAS, the Ohio Public Library Information Network was established in the Ohio Revised Code for the purpose of ensuring equity of access to electronic information for all residents of this state, and WHEREAS, public libraries offer a wide variety of access to electronic information from public computer use to e-readers, but digitizing historical collections is often overlooked, and WHEREAS, public libraries are ideally positioned within their communities to also digitize and provide access to historical materials held by other local libraries, museums, archives, and the local communities, and WHEREAS, the major barriers to public library digitization activities are lack of equipment and software, lack of staff expertise, and lack of guidance in the form of policies and procedures, and WHEREAS, four metropolitan Ohio public library systems have initiated a "Digitization Hubs" project to overcome these barriers at regional digitization centers distributed across Ohio, and WHEREAS, this project will upgrade equipment and software at the Public Library of Cincinnati and Hamilton County, the Toledo-Lucas County Public Library, the Cleveland Public Library, and the Columbus Metropolitan Library, creating a statewide network of coordinated Digitization Hubs that will digitize materials held by the institutions where they are located, but will also serve as regional digitization centers serving other libraries, museums, archives, and the local communities, and WHEREAS, these coordinated regional labs will also insure consistent quality of digital materials and associated metadata, so that the digital materials created in these labs can be efficiently accessed by the public through the Internet, NOW, THEREFORE, BE IT RESOLVED, that on the 11th day of October, Two Thousand and Thirteen, the members of the Board of Trustees of the Ohio Public Library Information Network (OPLIN) commit up to $270,000 of available OPLIN funds to the support of the Digitization Hubs project, and BE IT FURTHER RESOLVED, that the Ohio Public Library Information Network (OPLIN) will also provide and maintain Internet circuits to each Hub location with sufficient bandwidth to enable data communications between the Hubs and public Internet access to the digitized materials, and if needed, will also provide a central web site for searching and retrieval of digitized materials. Adopted and recorded this 11th day of October, 2013. ATTESTED TO THIS DATE FOR THE OPLIN BOARD OF TRUSTEES Karen Davis, Chair

Susan Brown seconded the motion. The Chair put the question on the adoption of the resolution.

Recorded vote: Don Barlow, aye; Jill Billman-Royer, aye; Susan Brown, aye; Joe Greenward, aye; Jamie Mason, aye; Michael Penrod, aye; Sandi Plymire, aye; Becky Schultz, aye; and Karen Davis, aye.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported that many of his current activities have been discussed already during this meeting, but he did talk briefly about the staff's work preparing for the OLC Convention, the Stakeholder's meeting, and the publication of the Annual Report.

Regarding OPLIN office activities, Stephen highlighted Karl Jendretzky's trip to the Logan library and his own trip to Logan for the Digital Works center opening, and Laura's work as part of the OLC team preparing the Convention.

8.1. Technology Projects Manager report

Karl Jendretzky reported that circuit upgrades and contract changes have kept him busy; some of those upgrades will make use of the new Agile Wireless service, once Agile completes some E-rate paperwork. AT&T is working on a new state contract which should cut some upgrade costs. Karl also reported that the new email server has arrived and he will install it the next time he upgrades the email software, keeping the old server as a hot-swap backup machine. He also reported that he has been recoding the Ohio Web Library search to improve back-end functionality and compatibility with mobile devices; most users will not notice much difference, but the site's performance will be improved.

Karl described some of the changes currently happening at the State of Ohio Computer Center as part of the state's "IT Optimization" process and how he anticipates those changes will involve the OPLIN core router now that it has a 10 Gbps network card.

8.2. Library Services Manager report

Laura Solomon reported that 63 library website kits are in active use, with nine more in various stages of progress. Concurrent with that work, she is moving existing sites to Drupal 7, which is a major upgrade, and while doing that is working with the libraries to make their web design more responsive to various devices. This upgrade while take a long time, and she is hoping to eventually have a practicum student from Kent State University assist her. Laura also reported that she will be speaking in the next few weeks at the Ohio Educational Library Media Association (OELMA) conference, the Academic Library Association of Ohio (ALAO) conference, and at library conferences in Indiana and New York state.

8.3. Database usage

Stephen Hedges reported that there was nothing unusual about database usage over the past two months, although he thought the statistics indicate that libraries are already reducing their usage of Mango Languages and NewsBank, the two resources which will be discontinued before the end of the year. He also reported that he had a conversation with a librarian at the Convention asking about overall usage trends, and has decided to publish the charts he distributes to the Board on the OPLIN website

9. CHAIR'S REPORT

9.1. Update on personnel compensation request

Chair Karen Davis asked Stephen Hedges to update the Board on the status of Karl Jendretzky's pay increase following the Board resolution at the August meeting. Stephen reported that a Personnel Action (PA) was submitted to the Governor's office, along with the Board resolution and the memo from the Attorney General's office, on the same day the Board passed the resolution. The only way to change a state employee's salary in the state accounting system is through a PA submitted to the Governor. To date, there has been no action or response from the Governor's office, and there is no limit on the amount of time that office may hold a Personnel Action.

Stephen suggested that it could be more effective to have the Board write a letter to the Governor's office requesting information on the progress of the Personnel Action, rather than continued requests from him or the State Library, and Beverly Cain agreed. Chair Karen Davis will write such a letter on behalf of the Board and ask the Governor's office to respond to her.

Don Barlow moved that once the Personnel Action was approved, Karl Jendretzky's pay increase should be retroactive to August 9, but after Jamie Pardee explained that this was almost certainly impossible, the motion was not seconded.

10. ADJOURNMENT

On motion of Susan Brown and second of Jamie Mason the Board adjourned at 11:09 a.m.

OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED THIRTY-NINTH REGULAR MEETING of the BOARD OF TRUSTEES

Minutes — August 9, 2013

1. WELCOME and CALL TO ORDER

The one hundred thirty-ninth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, August 9, 2013 by outgoing Board Chair Jamie Mason at the State Library of Ohio in Columbus, Ohio.

Present were Board members: Don Barlow, Jill Billman-Royer, Susan Brown, Ben Chinni, Karen Davis, Joe Greenward, Cindy Lombardo, Jamie Mason, Sandi Plymire, and Becky Schultz.

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

2. NOMINATION and ELECTION OF BOARD OFFICERS

Jamie Mason reminded the Board that in June the Nominations Committee had submitted a ticket of Board officers consisting of Karen Davis for Chair, Jill Billman-Royer for Vice-Chair, Don Barlow for Secretary, and Ben Chinni for Treasurer. Jamie asked if there were any additional nominations from the floor; there were none.

Jamie Mason asked for approval of the ticket of Board officers submitted by the Nominations Committee. All aye.

Jamie Mason passed the Chair's gavel to Karen Davis; Stephen Hedges thanked him for his service as Board Chair.

3. APPROVAL OF THE AGENDA

Sandi Plymire motioned to approve the agenda as presented; Susan Brown seconded. All aye.

4. ESTABLISH BOARD MEETING SCHEDULE for FY2014

Karen Davis called attention to the proposed Board meeting schedule, which in accordance with past practice set meeting dates as the second Friday of even-numbered months and extended beyond the end of fiscal year 2014 to October 2014, to allow Board members to plan ahead.

Susan Brown motioned to approve the proposed Board meeting schedule; Jill Billman-Royer seconded. All aye.

5. PUBLIC PARTICIPATION

Karen Davis called for public participation.

Doug Evans updated the Board on the progress of the Ohio Library Council (OLC) "Federal Ebook Project" to ease both budget and copyright restrictions on library lending of ebooks. OPLIN's financial support for legal research has resulted in a draft of possible federal legislation, which Doug distributed. OLC will also be pursuing a joint resolution from the Ohio legislature supporting federal action to secure library lending rights for ebooks. Doug gave a presentation regarding this project to other state library associations in June at the American Library Association annual conference in Chicago and received considerable interest. Stephen Hedges noted that he and Doug will be reviewing the current contract between OPLIN and OLC now that the legal research is finished, and will contract for supporting development of communication materials, as the Board previously approved.

Beverly Cain reported that the State Library hosted a reviewer last week from the federal Institute of Museum and Library Services evaluating the last five years of Library Services and Technology Act (LSTA) funded activities in Ohio.

6. APPROVAL OF THE MINUTES of June 14 meeting

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

Don Barlow motioned to approve the minutes as presented; Sandi Plymire seconded. All aye.

7. ACCEPTANCE OF THE FINANCIAL REPORTS

In the absence of Jamie Pardee, Stephen Hedges presented the Financial Reports as of July 31. For the first meeting of a new fiscal year, with new Board members, a complete set of reports was presented: Report A, covering fiscal years 2010 and 2011 for reference; Report B, covering the fiscal years in the just-completed budget biennium (2012 and 2013) and the new budget biennium (FYs 2014 and 2015); and Report C, summarizing actual and anticipated cash flow from FY 2012 through FY 2014.

Stephen pointed out the encumbrances in Report B for new office and Board furniture, which will total about $6,000 less than the amount authorized by the Board. He also noted that the amount budgeted for Information Resources will be reduced in future Reports by about $25,000 to compensate for the fact that INFOhio's budget now allows a larger contribution toward the cost of the Ohio Web Library databases. Finally, he proposed changing the heading of the section currently labeled as "Education, Training, and Support" to "Other Library Support Services" to make it clear than this category was for expenditures for any services that directly benefit libraries other than the Information Resources and Telecommunications; the current "Filtering" section of the budget would also be moved into this section. The Board agreed with this change, so long as the amount spent for filtering was still clearly and separately identified. Stephen noted that the new state budget still requires OPLIN to render filtering assistance to libraries, but no longer earmarks specific funds for this assistance.

Stephen noted that the E-rate workshops and consulting for libraries, which has been done in past years by eTech Commission employee Lorrie Germann, will now be done under a personal contract with Lorrie. The eTech Commission was dissolved in the new state budget and Lorrie was assigned to the Ohio Department of Education; ODE suggested the personal contract, since assistance to public libraries is not within Lorrie's new job description, and legal review of a Memorandum of Understanding between OPLIN and ODE for Lorrie's services would require too much time. Since this arrangement was suggested by ODE, the Board had no objections.

In reviewing Report C, Stephen pointed out the three-year trend toward reduced budget reserves and noted that additional fiscal restraint will soon be needed. He also noted that no funds have yet been received from the state for FY 2014.

Jamie Mason motioned to accept the Financial Reports; Susan Brown seconded. All aye.

8. OLD BUSINESS

8.1. Approve Network Testing Service plan

Stephen Hedges presented two proposed revisions to the Network Testing Service document reviewed at the June meeting. This new service would allow OPLIN staff to assist local library IT staff with some network problem solving, to make sure local libraries are able to take full advantage of the bandwidth OPLIN provides to them. One version included only a minor change discussed by the Board at the June meeting. Stephen felt, however, that the document discussed in June was better suited as a description of the service, rather than a plan, so he also presented a possible reorganization of the document contents into an "Action Plan" format that was more suitable for use as a planning document.

Stephen reviewed the elements of the new service as proposed in the action plan, leading to additional discussion but no requests for further changes.

Jill Billman-Royer motioned to approve the action plan for the new Network Testing Service as presented; Cindy Lombardo seconded.

Recorded vote: Don Barlow, aye; Jill Billman-Royer, aye; Susan Brown, aye; Ben Chinni, aye; Joe Greenward, aye; Cindy Lombardo, aye; Jamie Mason, aye; Sandi Plymire, aye; Becky Schultz, aye; and Karen Davis, aye.

9. NEW BUSINESS

9.1. Discuss Content Advisory Committee background and approve Charter

Stephen Hedges reminded the Board that the current version of the Strategic Plan removed language about the type of databases which OPLIN should purchase, now delegating development of proposed database guidelines to the OPLIN Content Advisory Committee (CAC). Stephen distributed background information on the CAC, which was one of four advisory committees established in the earliest days of OPLIN, but has been inactive since early 2008. The background information also included a copy of the committee's original charter; some of the tasks assigned to the committee have since been passed to OHIONET by agreement, so a new charter will be needed.

Stephen presented a proposed charter, based on elements of the old charter, examples of other committee charters, and portions of the old Electronic Resources Selection Policy, which directed much of the work of the CAC but was rescinded by the Board in October 2011. The most notable differences from the old charter are: 1) the acknowledgment that the information needs of public libraries sometimes differ from the needs of Libraries Connect Ohio; and 2) the requirement that the committee meet as a "public body" under Ohio's Open Records and Open Meetings laws.

Susan Brown noted that since the committee is only required to meet once a year, it could be a year before minutes of the last meeting are posted, but the Board generally felt that there was enough latitude in the charter to allow informal review of the minutes before posting. Jamie Mason also pointed out that the committee should meet early enough in the year to be able to present recommendations to the OPLIN Board at the April planning meeting. Stephen clarified that the committee's recommendations would be presented to the Board by the OPLIN Director.

Stephen will make some changes to the proposed charter, based on the discussion, and bring it back to the Board for possible approval at the October meeting.

10. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported on a July 17 of the Libraries Connect Ohio directors with John Carey, the new Chancellor of the Ohio Board of Regents, and he thanked Beverly Cain for arranging the meeting. On the same day, Stephen met with Dr. Tomas Lipinski, Director of the School of Library and Information Science at Kent State University (KSU), during which the possibility of a practicum experience at OPLIN for a KSU student was discussed and Dr. Lipinski expressed interest in contributing some work on policy issues facing deposits of materials collected from the public to the regional digitization hubs project. Development of the LSTA grant proposal for that project continues on schedule, but the Ohio Historical Society has dropped out of the project and Columbus Metropolitan Library has joined. Stephen informed the Board of a new initiative from Connect Ohio, called Digital Works, which trains people for guaranteed telecommunications jobs; at the launch of the first site in Zanesville, Connect Ohio staff asked Stephen if some libraries now hosting Every Citizen Online training might be interested in becoming Digital Works sites. Finally, Stephen reported that OPLIN now plans to issue an E-rate Form 470 twice a year, to allow upgrades to library Internet connections without jeopardizing long-term eligibility for E-rate reimbursements.

Regarding OPLIN office activities, Stephen highlighted Laura Solomon's presentations at ILEAD USA and the Ohio Library Support Staff Institute (OLSSI), and Karl Jendretzky's visits to libraries in Columbus, Fostoria, Louisville, and Alliance. He also noted that the Library Snapshot Day Committee, of which he is a member, has met and begun preparations for the 2014 Snapshot Day.

10.1. Technology Projects Manager report

Karl Jendretzky reported on the work he recently completed building a new interface for the Sanborn insurance maps and described many of the new features. Stephen Hedges clarified that OPLIN purchased these maps in 2000 at which time they were hosted on an OhioLINK server, but recent changes in OhioLINK software altered the user interface for the maps and resulted in complaints. Rather than pay ProQuest $27,000 a year to host the maps, OhioLINK sent the data back to OPLIN and Karl built a custom interface. This interface has now been beta tested and enthusiastically approved by frequent users of the maps in libraries and state agencies.

Karl informed the Board that the SMS (messaging) service will require our second purchase of 500,000 message credits ($5,500) from Trumpia in a few months; the annual cost of providing the service is now averaging about $3,700/year. He is now working on adding location-awareness to Find-A-Library, so users can simply identify libraries close to their current location. Karl described some of his recent experiences beta-testing networks at library sites, and reported that the new network testing service should work well for libraries. Karl also provided more details about the new procedure for handling circuit upgrades by first issuing an E-rate Form 470 and why the change was needed in order to take advantage of newly negotiated circuit prices without forfeiting E-rate discounts.

10.2. Library Services Manager report

Laura Solomon reported that she is involved now in a major project to upgrade all of the Website Kit sites from Drupal 6 to Drupal 7. This is a major upgrade from Drupal which requires a re-design on most sites so they will work properly on a wide variety of devices, a two-fold process; Laura hopes to have a KSU practicum student to help with this. There are now 62 website kits in use, and another eight under construction. Laura is also working with OLC to support the social media for the October convention; she also will be doing a presentation for the Indiana Library Federation in October, and possibly a presentation in New York.

10.3. Database usage

Stephen Hedges explained changes to the previous report format to account for changes in the Ohio Web Library collection starting July 1. He also described changes in vendor procedures for collecting statistics that have affected the report over the past year and created difficulties in making meaningful comparisons. Over the last two years, however, the trend seems to be toward fewer searches but more document requests.

11. CHAIR'S REPORT

11.1. At-large appointment to Executive Committee

Chair Karen Davis appointed Jamie Mason to the at-large position on the Executive Committee.

11.2. October and December meeting locations

Karen Davis reminded the Board that the October Board meeting would be held at the Kalahari Resort in Sandusky, to coincide with the OLC Convention, and starting with the December meeting the Board will meet at the OPLIN office. Meeting times remain the same; only the locations change.

12. EXECUTIVE SESSION

Jamie Mason motioned to enter into Executive Session to discuss the performance evaluation of the OPLIN Director and the compensation of an employee as permitted by O.R.C. 121.22(G)(1); Susan Brown seconded.

Recorded vote: Don Barlow, aye; Jill Billman-Royer, aye; Susan Brown, aye; Ben Chinni, aye; Joe Greenward, aye; Cindy Lombardo, aye; Jamie Mason, aye; Sandi Plymire, aye; Becky Schultz, aye; and Karen Davis, aye.

Chair Karen Davis asked Stephen Hedges to attend the Executive Session.

The Board entered Executive Session at 11:30 a.m.

The Board returned from Executive Session at 11:52 a.m.

Cindy Lombardo moved the adoption of the following resolution:

WHEREAS, the Ohio Public Library Information Network (OPLIN) provides broadband Internet connections and related information services to Ohio public libraries and was statutorily created as an independent agency within the State Library of Ohio (ORC 3375.64) with its own governing board, and WHEREAS, the OPLIN Board is entrusted to employ and fix the compensation of personnel necessary to carry out OPLIN's mission (ORC 3375.66(A)(1)), and all OPLIN employees are designated Administrative Staff (99580), and are exempt and unclassified, and WHEREAS, at their February 2013 meeting, the OPLIN Board resolved that the OPLIN technology projects manager is specifically a necessary position for the operation of OPLIN within the meaning of ORC 3375.66(A)(1) and is necessary to carry out the functions of the Board pursuant to ORC sections 3375.64, 3375.66, 3375.67 et seq, and WHEREAS, the Ohio Attorney General's Office has issued a memorandum to the OPLIN Board confirming that the authority granted to OPLIN by the General Assembly in ORC 3375.66(A)(1) expressly allows the OPLIN Board to fix the compensation of a technology projects manager, and WHEREAS OPLIN technology projects manager Karl Jendretzky (EmplID 10070313, PN 20010403) currently earns $64,584.00 annually, but has so far initiated and completed projects which realize documented savings to OPLIN of over $150,000 per year, and WHEREAS, during his six years as OPLIN technology projects manager, Mr. Jendretzky has added significant customer service tasks to his work, actively working with local library technology staff to help solve internal problems, a type of assistance that OPLIN had not previously been able to offer, and as a result has significantly increased OPLIN's customer service focus, NOW THEREFORE BE IT RESOLVED that the OPLIN Board, pursuant to ORC 3375.66(A)(1), fixes the compensation of OPLIN technology projects manager Karl Jendretzky (EmplID 10070313, PN 20010403) at $80,000 annually. Adopted and recorded this 9th day of August, 2013.

Ben Chinni seconded the motion. The Chair put the question on the adoption of the resolution.

Recorded vote: Don Barlow, aye; Jill Billman-Royer, aye; Susan Brown, aye; Ben Chinni, aye; Joe Greenward, aye; Cindy Lombardo, aye; Jamie Mason, aye; Sandi Plymire, aye; Becky Schultz, aye; and Karen Davis, aye.

13. ADJOURNMENT

On motion of Susan Brown the Board adjourned at 11:56 a.m.