OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED FIFTY-SECOND REGULAR MEETING of the BOARD OF TRUSTEES
Minutes — October 9, 2015
1. WELCOME and CALL TO ORDER
The one hundred fifty-second meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, October 9, 2015 by Board Vice-Chair Susan Brown at the Duke Energy Convention Center in Cincinnati, Ohio.
Present were Board members: Marty Beets, Susan Brown, Karen Davis, Joe Greenward, Jamie Mason, Chris May, and Travis McAfee.
Also present were: Stephen Hedges, Laura Solomon, and Karl Jendretzky (OPLIN); and Doug Evans (Ohio Library Council).
2. APPROVAL OF THE AGENDA
Karen Davis motioned to approve the agenda as presented; Joe Greenward 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.
Doug Evans reported on the Ohio Library Council (OLC) Convention & Expo and thanked the Board for their financial support of the convention. Doug noted that OPLIN sponsorship of the convention Internet was appreciated by attendees; the available bandwidth had to be doubled twice during the course of the convention. Doug also reported that the upcoming RightClick 2015 event co-sponsored by OLC and OPLIN on November 5-6 is coming together nicely.
Doug Evans left the meeting at 10:05.
4. APPROVAL OF THE MINUTES of August 14 meeting
Travis McAfee motioned to approve the minutes of the August 14 meeting as presented; Chris May seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.
5. ACCEPTANCE OF THE FINANCIAL REPORTS
In the absence of Jamie Pardee, Stephen Hedges presented information about the Budget/Expenditures as of September 30, the first quarter of Fiscal Year 2016. For most accounts, about a fourth of the alloted budget has either been disbursed or encumbered, although the quarterly invoices for the database subscriptions and for Internet access through the Office of Information Technology (OIT) have not yet been received. In the Revenue/Cash Balance report, Stephen pointed out the revenue received from website kits maintenance renewals in July.
Jamie Mason motioned to accept the Financial Reports; Karen Davis seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.
6. OLD BUSINESS
There was no old business to come before the Board.
7. NEW BUSINESS
7.1. Discuss hot spot lending, TV white space and E-rate
Stephen Hedges shared some email correspondence about two current trends in libraries that could involve OPLIN: using TV white space, and lending of wireless hot spots.
Stephen explained TV white space, the wireless frequencies that are now available following the abandonment of analog TV broadcasts and can be used by libraries to establish short-range wireless connections to the library building. Library usage of TV white space is currently being promoted by the Gigabit Libraries Network. There are E-rate implications, however, since any Internet traffic that does not originate from library property must be cost allocated out of E-rate reimbursements. Thus far, when libraries have asked if OPLIN would allow TV white space traffic to traverse the OPLIN network, the OPLIN response has been to remind the library of the OPLIN "Policy on Extending OPLIN to Other Institutions," which pre-dates OPLIN involvement with E-rate.
Historically, OPLIN has tried not to restrict how libraries use their OPLIN connections. In order to comply with E-rate rules, however, Stephen noted that OPLIN must now at least ask if a library is providing access to the OPLIN network from locations that cannot be considered library property. If the library is providing such access, then OPLIN must ask them to report each year the amount of off-premises bandwidth that is entering the OPLIN network, so OPLIN can make the corresponding reductions in E-rate applications.
Another email Stephen shared inquired if OPLIN was considering a consortium purchase of wifi hot spots for lending to the public, so people could use a cellular network connection to establish Internet access for their personal devices. Several libraries have received a good amount of publicity for providing this service, and many larger Ohio libraries are actively considering it. Currently such devices do not use the OPLIN network, so E-rate is not currently an issue, and OPLIN policies on use of the network also do not apply.
Related to the discussion of how libraries might use the OPLIN network, Stephen also mentioned that the network equipment currently cannot provide Quality of Service (QoS), which is needed if a library wants to use the OPLIN connection for Voice over IP (VoIP) phone service. OPLIN has never tailored the network for specific services, opting to just provide adequate amounts of plain Internet bandwidth.
Stephen summarized by saying that libraries are exploring uses of the network that could require some changes in OPLIN policies and past practices.
Karen Davis asked if the current E-rate Modernization program might result in a change of E-rate rules regarding off-premises Internet access, but Stephen felt this was unlikely, since most of the E-rate Modernization changes relating to wireless services deal with internal wireless connections. Jamie Mason felt it was still appropriate to refrain as much as possible from restricting use of the network. Marty Beets noted that TV white space, if used to establish many E-rate ineligible community Internet access points, could have a noticeable effect on the OPLIN budget.
Discussion moved to E-rate Modernization and compliance with the Children's Internet Protection Act (CIPA), since many of the E-rate changes shift funding from services that do not require CIPA compliance (telecommunications services without Internet access) to those that do (e.g. maintenance of internal wireless networks). Stephen noted a conversation he had with the director of a large library who felt that libraries could use more guidance on the minimum requirements for CIPA compliance. Travis McAfee noted that some small libraries may not be familiar with improvements in modern filtering, like the OpenDNS available for free from OPLIN. For some libraries, it could make sense for Karl Jendretzky to set up OpenDNS for them at their request, since it could increase OPLIN E-rate reimbursements for Internet access.
It was agreed that Stephen would notify libraries that OPLIN will be requesting information about off-premises use of the OPLIN network this year. For the next Board meeting, Stephen will bring proposed edits to the current OPLIN policy on sharing the network.
Regarding consortium purchase of wifi hot spots, Marty Beets noted that there is also a national consortium deal available to libraries from the non-profit Mobile Beacon through TechSoup for $10 a month per hot spot. The Board felt it would be very unlikely that OPLIN could negotiate a better deal than that.
OPLIN will also investigate how CIPA-compliance education can be improved and expanded.
8. OPLIN DIRECTOR'S REPORT
Stephen Hedges reported on the test of the Ohio One Network authorized by the Board at the August meeting. OPLIN requested that Ohio One equipment be installed at two libraries which have networking issues and would be good test sites. To date, nothing has happened. He also reported on the annual Stakeholders Meeting, held on Wednesday, which was sparsely attended. Stephen speculated that many people think the Stakeholders Meeting is only for "stakeholders" and assume that does not include them. The Board agreed that a different name might be needed.
Regarding office activities, Stephen highlighted an ETM meeting at Geauga County Public Library, the Ohio Digitization Interest Group (OhioDIG) meeting at the Westerville Public Library, and preparations for the upcoming DPLA in Ohio Project symposium.
8.1. Technology Projects Manager report
Karl Jendretzky reported that the connection to Cleveland Public Library has been upgraded to 4 Gbps, and that OPLIN will be working with CLEVNET staff to try to find a way to make OpenDNS work for CLEVNET member libraries, which could boost OpenDNS usage to about 120 libraries. While investigating a possible network issue with the Cincinnati library, Karl implemented new monitoring tools and is now finding some hidden problems on other connections. The new circuit for Toledo has also been completed after a long delay.
Karl also reported that the SMS notification system for library patrons is now being used by Cleveland Public Library, which has boosted the number of notifications sent to about 75,000 each month. He has also set up some new virtualization servers for hosting the library website kits. Finally, Karl noted that a planned upgrade to the core router using capital budget funds would allow QoS configuration for libraries using their OPLIN circuit for VoIP.
8.2. Library Services Manager report
Laura Solomon reported that two libraries have contracted for new website kits. She has also built a new OPLIN website, using usage data from the old website to make the most frequently viewed content easier to find. She rebuilt the OPLIN 4cast blog site, too, to match the style of the new OPLIN website.
8.3. Database usage
Stephen Hedges reported that over the past few months database usage compared to the same period last year has changed very little. World Book statistical reports have not included individual library usage numbers, but he was able to get overall OPLIN usage numbers from them.
11. CHAIR'S REPORT
The Vice-Chair had no report.
On motion of Joe Greenward and second of Travis McAfee the Board adjourned at 11:15 a.m.