February 10, 2017

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

Minutes — February 10, 2017

1. WELCOME and CALL TO ORDER

The one hundred sixtieth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, February 10, 2017 by Board Vice-Chair Joe Greenward at the OPLIN office in Columbus, Ohio.

Present were Board members: Jill Billman-Royer, Karen Davis, Jeff Garringer, Joe Greenward, Cindy Lombardo, Chris May, Travis McAfee, and Becky Schultz.

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

ACTION ITEMS

2. APPROVAL OF THE AGENDA

Cindy Lombardo motioned to approve the agenda as presented; Chris May seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

3. PUBLIC PARTICIPATION

The Vice-Chair called for public participation.

Beverly Cain talked about staffing changes at the State Library; Penelope Shumaker has been hired as the Ohio Digital Network metadata specialist and Anne Kennedy has been hired as a library consultant. Beverly reported about the State Library allocation in the Governor's executive budget for the next biennium is the same as the current allocation, and that the State Library and OPLIN had met with the Legislative Services Commission to provide background information for the LSC explanation of the budget. She is now waiting for her legislative testimony to be scheduled.

Doug Evans reported that state revenues and contributions to the Public Library Fund (PLF) continue to lag behind projections. The Ohio Library Council (OLC) is reviewing the executive budget, which proposes rolling back the PLF percentage of tax revenue to 1.66% instead of the current 1.7%. There has been good media coverage of the discrepancy between the Governor's remarks about the important role of libraries in continuous learning and his proposed reduction in funding. Doug encouraged everyone to attend Legislative Day on March 29. Doug also reported that the OLC Board has begun a new year with some new members and officers and noted that this will be the last year for Chapter Conferences.

4. APPROVAL OF THE MINUTES of December 9 meeting

Karen Davis motioned to approve the minutes of the December 9, 2016, meeting as presented; Becky Schultz seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee presented budget information as of the end of January 2017. She called attention to year-to-date disbursements for administrative expenses, which correlates closely with the budgeted amount. She also pointed out almost $808,000 that has been added to the budget for purchase of new routers, the annual payment to the Department of Administrative Services (DAS) for internet access, and telecommunications expenses that are matching the budget pretty closely. She also reviewed past and anticipated revenue and expenditures.

Jamie explained the portions of the Governor's executive budget proposal regarding OPLIN. The numbers from the Office of Budget and Management (OBM) appear to reflect an increase in OPLIN funding, but in fact the proposed funding is exactly the same as it has been for the past six fiscal years. This was explained during the meeting with the Legislative Services Commission that Beverly Cain mentioned. Stephen Hedges noted that the introduced budget bill language regarding OPLIN is exactly the same as it has been for the past few biennium budgets.

Jill Billman-Royer motioned to accept the financial reports; Chris May seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

6. OLD BUSINESS

6.1. Decide on Copyright Reform Statement

Stephen Hedges reminded the Board of discussion at the December meeting of a "Copyright Reform Statement from an eBook Perspective" being circulated for signatures by the Califa Group, a library consortium in California. The Board tabled this item of business in December, requesting more information about this initiative. Califa Interim Director Paula MacKinnon responded to an email from Stephen Hedges, reporting that Califa is launching the statement on change.org to facilitate signing. Stephen shared the URL of the statement on change.org and noted that OPLIN had supported OLC's work in the past on changing the ways libraries can acquire ebooks. He also noted that the change.org website does not list the current signers. Basically, Califa is asking that libraries be included in discussions of copyright change.

Several Board members doubted that the initiative would be effective as currently organized, though they also voiced no objections to the goal of the initiative. There was no motion to approve signing the statement. Stephen suggested that he monitor the progress of the initiative and bring this item of business back to the Board if it eventually looks like it might have some impact.

7. NEW BUSINESS

7.1. Decide on OLC 2017 Convention sponsorship.

Stephen Hedges shared a letter from Lori Hensley, OLC, requesting that OPLIN again sponsor the OLC Convention at the Platinum ($10,000) level. This supports the internet connectivity at the Convention. Stephen noted that OLC provides free exhibit booth space to OPLIN and space for the OPLIN Annual Update, and has always been very good about acknowledging OPLIN support throughout the convention.

Cindy Lombardo motioned to sponsor the OLC 2017 Convention at the Platinum level; Jeff Garringer seconded.

Doug Evans reported that OLC hopes that they can also acknowledge OPLIN sponsorship on the "splash" screen that greets Wi-Fi users at the Convention this year.

There was no further discussion, so the Vice-Chair called for a vote on the motion; all aye.

7.2. Decide on Ohio History Day sponsorship

Stephen Hedges reminded the Board that in the past two years they have sponsored two "Advanced Digital Researcher" awards at each Ohio History Day, a large event where high school students present history projects for judging and selection to advance to the National History Day. These $125 awards recognize a junior project and a senior project that have demonstrated effective use of the Ohio Web Library resources. Stephen noted that he will not be able to present the awards in person this year, but from his experience in past years he believes the History Day organizers would do a good job of acknowledging OPLIN sponsorship.

Jill Billman-Royer motioned to sponsor two awards for participants in the 2017 Ohio History Day; Travis McAfee seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

7.3. Decide on database authentication

Stephen Hedges explained the need for a method of authenticating users of the statewide information databases when they are outside a library and described the current use of EZproxy software for that purpose. He reported that the current version of the software can no longer be upgraded without buying a new license; the software continues to work, it just cannot be upgraded for security reasons or to support new features.

Mandy Knapp reviewed alternative authentication methods and reported that none would replace EZproxy. Mandy shared four possible configuration options for EZproxy and the quotes she had received from OCLC for licensing each option, depending on how many "instances" are purchased to handle proxy authentication for individual libraries. Currently, many libraries use the OPLIN EZproxy to authenticate users of databases purchased locally.

Comments from Jill Billman-Royer, Chris May and other Board members indicated a preference for options that do not shift any costs for authentication from OPLIN to the local libraries. Travis McAfee speculated that many libraries may not currently know about the option to use the OPLIN EZproxy software for their locally purchased databases.

Karl Jendretzky and Mandy introduced a related issue; some database vendors are beginning to put their resources on HTTPS secure websites that require Secure Socket Layer (SSL) certificates for encrypted access. Depending on the type of certificates that EZproxy can use and how the proxy is configured, there could be significant costs involved. Some ways of configuring the proxy to save cost for SSL certificates might prevent users of some cellular networks from accessing the databases.

The consensus of the Board was to distill the options further and return to this business at the April planning meeting; the Vice-Chair also requested that OPLIN staff come to an agreement on the preferred option by then. Jamie Pardee noted that any expenditure to OCLC would require Controlling Board approval, because it would be an addition to the amount that the State Library already spends with OCLC annually. Stephen Hedges pointed out that this is a good reminder that we may not yet have all the information we need to make a decision.

REPORTS

8. DIRECTOR SEARCH COMMITTEE REPORT

Becky Schultz, Search Committee Chair, shared a copy of the Search Committee's final draft of the Executive Director position description, incorporating suggestions from the Board and Stephen Hedges, and invited comments. There were none, so she asked for Board approval to post the position on April 17.

Jill Billman-Royer motioned to approve the Executive Director position description and post the position for applications beginning April 17, 2017; Travis McAfee seconded.

Becky reported that the timeline the committee has developed assumes applications would be accepted for four weeks. Stephanie Herriott provided some information about where the position would be posted. There was some discussion about budgeting for advertising the position and the length of time to accept applications, with Stephanie noting that applications were only accepted for two weeks the last time the position was posted. Several Board members felt that four weeks would not be long enough.

Jill Billman-Royer amended her motion: to approve the Executive Director position description and post the position for applications beginning April 17, accepting applications for six weeks. Travis McAfee concurred with this amendment.

There was no further discussion, so the Vice-Chair called for a vote on the motion; all aye.

9. OPLIN DIRECTOR'S REPORT

Stephen Hedges noted that another item of business at the December meeting had been approval to start looking for a Managed Security Service Provider (MSSP) that could handle DDoS attack mitigation for the OPLIN network. It currently appears that OARnet also plans to buy a DDoS mitigation service, which would probably protect the OPLIN network behind OARnet. Stephen is postponing the search for an MSSP until he has more information. Stephen also reported on the kick-off meeting for the Ohio Digital Network, the Ohio service hub for the Digital Public Library of America (DPLA); Stephen is a member of the ODN Executive Committee and Mandy Knapp is the coordinator of the public library Community Engagement Center.

Regarding the OPLIN office activities calendar, Stephen highlighted: the ETM Libraries meeting in Yellow Springs; a meeting with Kendra Albright, the new Kent State library school director; Mandy's meetings with the Office of Workforce Transformation and INFOhio; several training presentations by Laura Solomon; and some work by Karl Jendretzky at the Fort Recovery Public Library.

Finally, Stephen reported that the preliminary proposal for the "HOLMES" semantic web reference tool for librarians had been submitted to the Institute of Museum and Library Services (IMLS) and is awaiting approval to develop a full project proposal.

Doug Evans excused himself from the meeting.

9.1. Library Services Manager report

Laura Solomon announced that New Carlisle Public Library and Upper Sandusky Community Library both have new website kits, and she has been talking to Euclid Public Library about building a website kit for them. She also announced that she has launched the new website audit service, which offers an in-depth survey of non-kit websites for a fee and an overview audit of website kits for free (since OPLIN controls much of the behavior of website kits). Laura reported that she has been working on inserting linked data into website kits to better expose library event information when someone does a general internet search for library information, and she is beta testing this with one website. Finally, she and Karl Jendretzky have been researching progressive web apps, websites built to act and feel like mobile apps. There are currently important limitations, but Karl is interested in rebuilding the OPLIN Support website as a progressive web app to take advantage of the ability to push notifications to phones.

9.2. Digital Resources Manager report

Mandy Knapp provided a graph of database usage trends since August 2014; recent usage conforms to past usage by month. She noted that a repair to Science Online searching in ohioweblibrary.org resulted in a doubling of the usage statistics, showing the importance of that search interface for access. She also provided a map showing the number and locations of users accessing the databases through EZproxy in January. Mandy announced that she would be meeting with the Content Advisory Committee on February 23, with a major topic on the agenda being some database training options.

Mandy reported on a meeting she arranged with representatives of the Community Engagement Centers of the Ohio Digital Network to coordinate strategies; she has learned that she will be serving on the ODN Advocacy Working Group. She will also be meeting with the Digitization Hubs in March and plans to visit each of them in the near future.

9.3. Technology Projects Manager report

Karl Jendretzky reported on the status of the new core and site routers, providing a diagram of the OPLIN network core as it will be configured when the redundancy rebuild is started and a diagram of the network core as he expects it to look in 2019, and he showed a piece of the fiber optic cable which will be used in the rebuild. OPLIN and the Office of Information Technology (OIT) have been working together closely on this project, as well as the data center co-location project at the State of Ohio Computer Center. Karl reported that OIT deployment of the new site routers will probably begin within the next few weeks and will take a year or more to complete. Karl also provided a diagram of the OPLIN server cluster and load balancers for future hosting of the website kits, which is entirely based on open source technology.

Karl also reported that use of the SMS gateway for sending library notices continues to see strong growth. He also is investigating using the OpenDNS service to filter mobile hotspots belonging to a library. Finally, he reported that the orders for new 100 Mbps circuits to libraries have been filed.

10. CHAIR'S REPORT

10.1. Appoint Nominations Committee

Following the wishes of Chair Susan Brown, as conveyed by Stephen Hedges, Vice-Chair Joe Greenward appointed Karen Davis, Becky Schultz and himself to the Nominations Committee. The committee will work with Stephen Hedges to select candidates to fill current and upcoming vacancies on the OPLIN Board and will develop a slate of proposed officers for election at the August Board meeting.

10.2. Review April planning meeting arrangements

At the request of the Chair, Stephen Hedges explained the usual procedures for the planning meeting and lunch arrangements. There were no objections to organizing the meeting as it had been in the past.

10.3. Ethics training reminder

The Vice-Chair called attention to a list of ethics training options for Board members. Stephen Hedges noted that Board members are required to complete training before the end of the year, and he asked that everyone send proof of completed training to him for record keeping.

11. ADJOURNMENT

On motion of Karen Davis and second of Jeff Garringer the meeting adjourned at 11:45 a.m.