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

Minutes — April 10, 2020

1. WELCOME and CALL TO ORDER

The one hundred seventy-ninth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:03 a.m. on Friday, April 10, 2020 by Board Chair Travis McAfee online at https://www.gotomeet.me/OPLIN/april-oplin-board-meeting.

Present were Board members: Angela Baldree, Travis Bautz, Jamie Black, Justin Bumbico, Roger Donaldson, Chris May, Travis McAfee, Hilary Prisbylla, Tara Sidwell, Garalynn Tomas, and Holly Varley. 

Also present were: Karl Jendretzky, Laura Solomon, and Don Yarman (OPLIN); Stephanie Herriott and Jamie Pardee (State Library); and Michelle Francis and Jay Smith (Ohio Library Council).

ACTION ITEMS

2. APPROVAL OF THE AGENDA

Justin Bumbico motioned to approve the agenda as presented; Jamie Black seconded. There was no discussion, so the chair called for a vote on the motion; all aye.

3. PUBLIC PARTICIPATION

The Chair called for public participation.

Jay Smith reviewed current legislative activity of particular interest to public libraries, focusing on measures within emergency legislation HB 197 concerning absentee voting, flexibility extended to local boards for open meetings, and resetting the deadline for state tax filing to match federal deadlines. Michelle Francis directed members to the website for information about events that have been rescheduled or cancelled. She outlined the current status of the PLF, noting that May’s distribution is expected to be dramatically below original estimates due to the pandemic’s effect on the economy. OLC is making sure legislators know the important roles public libraries are playing during the Covid crisis, and was successful in getting libraries added to Broadband Ohio’s list of public WiFi locations. 

Stephanie Herriot reported that Bill Morris has been appointed interim executive director of the State Library, and that the State Library Board will begin interviewing the finalist candidates for State Librarian in the coming weeks.

4. APPROVAL OF THE MINUTES of February 14 meeting

Chris May motioned to approve the minutes of the February 14, 2020, meeting as presented; Holly Varley seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee reviewed the financial reports, noting that few expenses were recorded in March due to the timing of payments. Agencies are being restricted in purchases unless those can be shown to be essential, mission-critical expenses. OPLIN has not received the annual bill from OIT for internet service; when it arrives, we will seek Controlling Board approval to increase spending authority to pay it. Pardee was required to submit to OBM a budget revision showing 20% cut across all funds, about $200,000 falling to OPLIN. The proposed cuts were accompanied with a justification why cuts shouldn’t be made; for OPLIN, the cuts would prevent OPLIN from paying OIT charges for internet service, which would stop internet access for public libraries.
 
Jamie Black motioned to accept the financial reports; Tara Sidwell seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

6. OLD BUSINESS — none

7. NEW BUSINESS

7.1. Set date for OPLIN Board Planning Meeting

The calendar for Board meetings has not been set for FY2021. The plan is to hold the Board’s strategic planning meeting at the August Board meeting, tentatively set for August 14.

REPORTS

8. OPLIN DIRECTOR'S REPORT

Yarman outlined what effects the stay-at-home order are evident in OPLIN services: 572% increase in Ancestry sessions between February and March, fewer calls into the office, a bit more support email. With librarians working from home, the office saw an uptick in problems reported with remote database authentication, mostly due to new library card number patterns that hadn’t been updated in the system.

The deadline to file form 471 for E-rate was extended to April 29, giving OPLIN more time to finalize the contract with AT&T.

iSchool intern Hannah Simpson is finishing up her work creating Marketing Kits for each of the Ohio Web Library databases. Yarman showed samples, which include product logos, graphics sized specifically for fliers, bookmarks, in-library TV screens, and social media campaigns.

8.1. Library Services Manager report

Laura Solomon reported the migration of sites to Drupal 8 has officially passed the halfway point. To assist libraries that have been closed, Solomon has been busy helping Webkit clients make changes to their operating hours and emergency messages, and preparing websites to convey new sources of information and managing information they already have. She has installed PureChat on a few websites, giving libraries a live chat client to interact remotely with patrons. Later today, Solomon will present “Toto, We're Not in the Library Any More: Working Effectively Beyond Your Building's Borders,” advising librarians on best practices with working from home.

Solomon is finalizing a new design for the Ohio Web Library portal: updating its look and colors, and more importantly fixing some accessibility issues with the current site, which is not usable with screen reader tools.

8.2. Technology Projects Manager report

Karl Jendretzky reported that the maintenance service on OPLIN’s Juniper devices expired unceremoniously in January, but Juniper continues to support the equipment while we process the renewal. Jendretzky has verified the inventory of 239 devices statewide and awaits list-price quotes from Juniper to seek discount pricing from vendors. Jendretzky worked with OIT to push out a bulk reconfiguration on all Juniper devices to disable on-device logging; this is Juniper’s recommendation to avoid excess wear on a device’s flash storage. As the Juniper SRX300s are firewall devices, Jendretzky has created a prototype firewall configuration that OPLIN might be able to offer to libraries; he is piloting the possible new service at two libraries.

All CLEVNET circuits that were connected to the AT&T head-end at Cleveland Public Library have been moved to the new head-end at the SOCC, and the old infrastructure has been ordered disconnected to stop billing. 

There is a server load issue that affects response time on the Webkit sites: as web crawlers request old files, the server has to work to generate and serve up these pages, causing spikes in server performance. Jessica Dooley is working on configuring a border cache to lessen the server load, along with internal scripts to feed those old pages into the cache at a managed rate; the goal is to lessen server loads while increasing stability and speeding page loads.

Other network happenings:

• OPLIN leveraged existing infrastructure to bring up the new CLC offices inside the State Library without additional monthly cost.
• SEO and CLC hardware in NR3 were swung to redundant circuits, providing increased reliability, while reducing hardware usage in OPLIN’s racks.
• The CBTS VOIP path was migrated onto OPLIN’s primary OARNET LAG to increase redundancy for those libraries using the state’s VOIP service.
• Jendretzky worked with SEO to identify high sensitivity network targets, and use OPLIN’s monitoring capabilities to try and track vendor issues.
• Libraries have stopped sending SMS notices to patrons during the pandemic closure, but the SMS Gateway Service operates on message credits; it costs OPLIN nothing for the service to sit idle.

9. CHAIR'S REPORT

The three members of the Nominations Committee—Jamie Black, Justin Bumbico, and Tara Sidwell—wished to be reappointed to second terms, and Yarman will ask the State Library Board to approve.

9.1. Recognition

The Chair asked the Board to consider the following resolution:

Jamie Black motioned to approve the resolution; Tara Sidwell seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

10. ADJOURNMENT
With no other business pending, the Chair adjourned the meeting at 11:15 a.m.

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

Minutes — February 14, 2020

1. WELCOME and CALL TO ORDER

The one hundred seventy-eighth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:02 a.m. on Friday, February 14, 2020 by Board Vice-Chair Chris May at the OPLIN office in Columbus, Ohio.

Present were Board members: Angela Baldree, Travis Bautz, Jamie Black, Justin Bumbico, Roger Donaldson, Chris May, Hilary Prisbylla, Garalynn Tomas, and Holly Varley. 

Also present were: Karl Jendretzky, Hannah Simpson, Laura Solomon, and Don Yarman (OPLIN); Stephanie Herriott and Jamie Pardee (State Library); and Jay Smith (Ohio Library Council).

ACTION ITEMS

2. APPROVAL OF THE AGENDA

Angela Baldree motioned to approve the agenda as presented; Justin Bumbico 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.

Jay Smith outlined upcoming events on OLC’s calendar, which include a webinar on the state’s TechCred program, and a webinar about current ebook rights efforts. OLC Legislative Day will be held April 21. There will be a Trustees workshop on March 7; regional trustee dinners have also been scheduled, and those will feature speakers from the Ohio legislature. The Trump administration’s proposed federal budget again eliminates the Institute for Museum and Library Services; Michelle Francis and select Ohio library directors participated in a fly-in to Washington D.C. to urge lawmakers to restore IMLS funding.  Smith reviewed current state legislation that OLC is tracking, including HB76 that concerns ballot language, and HB450 which addresses fiscal officer succession.

Stephanie Herriott outlined the timeline for hiring a new State Librarian. The State Library Board should be selecting finalist candidates at their next Board meeting. 

4. APPROVAL OF THE MINUTES of December 13 meeting

Angela Baldree motioned to approve the minutes of the December 13, 2019, meeting as presented; Justin Bumbico 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 reviewed the financial reports, noting that all expenses are on schedule with the budget. Unplanned spending authority currently sits at negative $52,000. As the projected cash balance at the end of fiscal year 2020 is $2.4 million, Pardee expects to go to the Controlling Board in May to request an increase in spending authority over a portion of that balance.
 
Jamie Black motioned to accept the financial reports; Holly Varley seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

Don Yarman mentioned that he and Pardee had already discussed meeting with the Controlling Board about this, as well as requesting that the Board waive competitive bidding requirements for internet filtering as Cisco Umbrella/OpenDNS has such a broad install base in library systems across the state. Karl Jendretzky explained that any change would not be something OPLIN could program centrally; each library would have to change how its networks are configured. If OpenDNS stops working—for example, if it could no longer accommodate emerging standards such as Strict-Transport Security—then it would be worth the effort to move libraries to something new.

6. OLD BUSINESS — none

7. NEW BUSINESS — none

REPORTS

8. OPLIN DIRECTOR'S REPORT
Yarman reviewed the E-rate work completed for the next service year. Bid decision letters have been issued for the two forms 470 previously issued. Most circuits will stay with their incumbent vendor, but favorable pricing will move seven libraries to new vendors. AT&T responded to the 470s with both state pricing and with E-rate-specific “lowest corresponding price,” which will require OPLIN to sign a service agreement directly with AT&T for those circuits. Assistant Attorney General Kari Hertel confirmed that this is permitted,  and she is assisting in the process of contract review. Yarman will release another 470 listing a few additional sites OPLIN has identified needing upgrades. Jamie Black asked how 470s are organized: by region, by vendor, by library? Yarman explained that it is up to each organization how they are broken up; E-rate consultant Lorrie Germann had recommended that OPLIN put all planned renewals and upgrades on a single 470. The second 470 for possible coterminous upgrades to Spectrum circuits was standalone because the language had not been formally approved, so it was better to segment that request off. 

Yarman thanked Jay Smith and Bill Morris for attending Sunset Review testimony, noting that it was good to see familiar, supportive faces in the room.

Yarman introduced Hannah Simpson, OPLIN’s iSchool intern. Hannah is currently a Communications Specialist at Delaware County District Library. While at OPLIN she is creating marketing kits with publicity materials for each of the Ohio Web Library databases; the kits will include web and flier graphics, as well as promotional copy for social media campaigns.

8.1. Library Services Manager report
Laura Solomon reported that 32 websites have been upgraded to Drupal 8 and launched; 14 more sites are either in process with Braindunk or under review by libraries. Solomon created a new support site for Webkit customers, webkits.oplin.org; in addition to the manuals and training videos, the new site contains graphics sized specifically for Webkit layouts. Libraries can download and customize images to promote some of the programs and services they have in common. On February 24, Solomon will present a webinar on “Evolving Technology,” an update to her popular “Emerging Technology” webinar she has presented each year. Registration for that program is full, but the recording will be posted to OPLIN’s YouTube channel.

8.2. Technology Projects Manager report
Karl Jendretzky talked about the development of ezproxy-guardian code, which ingests activity logs from EZProxy and scans them for behaviors that are markers for improper use (e.g. too much data transferred, too many failed attempts to establish a session), and checks also for markers of legitimate use. Rules vary by database as different targets behave differently. Some behavior is blocked outright; some behavior just generates an email alert. The goal is to generally increase the security of EZProxy access to databases and protect vendor data from outside scraping.

Jendretzky rebuilt the network in the colocation space to create redundant connections to OPLIN’s primary core. The new NR3 core allows for link aggregation (LAGs) for the colocation tenants CLC and SEO, so there isn’t a single failure spot for their consortium servers. SEO’s move into the NR3 colocation space went very smoothly, and the CLC's servers, already in NR3 racks, will transfer onto their redundant connection in the next two days. In addition, the CLC has moved their offices into the State Library, and Jendretzky is adjusting network programming to carry the CLC’s office connection along the circuit OPLIN provides to the State Library. Jendretzky will announce a network maintenance window soon which will affect library customers on the state’s VOIP solution, as he builds redundancy into pathways for voice traffic.

OPLIN is seeing library messages on the SMS Gateway being blocked as spam if the message contains any URL with a “.info” suffix. Only a few libraries in Ohio use .info domains, and Jendretzky advises them not to include those domains in the text messages it sends out to patrons.
With the addition of a new stats API for Transparent Language, all statewide database stats are now being harvested automatically by programs for stats.oplin.org. Jendretzky continues to tweak the scripts as vendors make changes to their interfaces which break the automatic harvesting. Yarman added that he provided no stats report to the Board for this meeting because the usage numbers for December and January were almost identical to December and January of the previous year.

The SRX300 routers that OPLIN has deployed in most libraries are actually firewall devices, and Jendretzky is investigating what basic firewall services OPLIN can easily provide to libraries through those devices. The goal is to identify a set of best-practices rules—such as isolating “Internet of Things” devices from more critical parts of the libraries network, or segmenting staff and patron traffic— that can support a small library network with little staff attention after the initial on-boarding.

9. CHAIR'S REPORT
As Chair Travis MacAfee was unable to attend the meeting, Yarman reported that Board members Black, Bumbico, and Sidwell were previously appointed to the nominations committee, and he will discuss with them the process of filling upcoming Board vacancies. Yarman outlined plans for the April planning meeting, a longer Board meeting that starts at 9:00 a.m. and lasts through lunch. In addition to the usual review of OPLIN’s service plan, the Board will brainstorm about the feasibility of new services that could have an impact on OPLIN’s next budget request. One topic for discussion will be the request from the Sunset Review Committee for any recommendations for legislative changes that would improve agency efficiency. Yarman also reminded the Board that they have to complete ethics training every year, and he will email the link to that training when it is available.

10. ADJOURNMENT
With no other business pending, the Vice-Chair adjourned the meeting at 10:52 a.m.

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

Minutes — December 13, 2019

1. WELCOME and CALL TO ORDER

The one hundred seventy-seventh 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, 2019 by Board Chair Travis McAfee at the OPLIN office in Columbus, Ohio.

Present were Board members: Angela Baldree, Travis Bautz, Jamie Black, Roger Donaldson, Chris May, Travis McAfee, Hilary Prisbylla, Tara Sidwell, Garalynn Tomas, and Holly Varley. 

Also present were: Karl Jendretzky, Laura Solomon, and Don Yarman (OPLIN); Stephanie Herriott and Jamie Pardee (State Library); and Michelle Francis and Jay Smith (Ohio Library Council).

ACTION ITEMS

2. APPROVAL OF THE AGENDA

Jamie Black motioned to approve the agenda as presented; Holly Varley seconded. There was no discussion, so the chair called for a vote on the motion; all aye.

3. PUBLIC PARTICIPATION

The State Librarian was unable to attend the meeting, and OLC staff were delayed, so the Chair postponed public participation until later in the meeting.

4. APPROVAL OF THE MINUTES of October 11 meeting

Chris May motioned to approve the minutes of the October 11, 2019, meeting as presented; Tara Sidwell seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee reviewed the financial reports, noting that disbursements remain in line with estimates for this time of year. There is a balance of about $50,000 in Information Resources which can be moved to unplanned spending authority, which will reduce the $102,000 deficit. Yarman reported that OPLIN’s E-rate reimbursement requests were approved by USAC, and OPLIN is on track to get $1.6 million for the current service year, a bit above estimates, so it may not be necessary to ask the Controlling Board to increase the agency’s spending authority. The projected cash balance at the end of the fiscal year is $2.2 million.
 
Angela Baldree motioned to accept the financial reports; Jamie Black seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

Pardee also reported that the State Library Board met Tuesday, December 10. They awarded almost $225,000 in federal LSTA grants, the largest grant going to five libraries in Columbiana county for the purpose of joining SearchOhio. The State Board of Education appointed Janet Carlton, Digital Initiatives Coordinator at Ohio University Libraries, to a five year term on the State Library Board starting in January. On Thursday, congressional negotiators reached a deal to approve $1.3 trillion in federal spending for 2020, avoiding a government shutdown.

6. OLD BUSINESS — none

7. NEW BUSINESS

7.1. Advanced Digital Researcher Award/Ohio History Day
For several years, OPLIN  has sponsored Junior and Senior “Advanced Digital Researcher Awards” for Ohio History Day projects. The best projects have used subscription resources from public libraries, but frequently those are resources beyond what is offered in the Ohio Web Library, particularly newspaper archives that public libraries make available. Last year, State Library staff had hoped to sponsor an award to promote Ohio materials in DPLA, but their funding source prohibited them from award sponsorship. Yarman discussed the possibility of expanding the scope of the award to encourage use of the digital primary resource materials created by Ohio libraries.

Jamie Black asked how many projects were submitted, and whether the award amount was a factor. Yarman said he didn’t think the award amount was relevant: the researchers just weren’t exploring digital materials beyond free websites easily discovered with a Google search.

REPORTS

8. OPLIN DIRECTOR'S REPORT
Yarman reported that the transition from lyndaLibrary to LinkedIn Learning is still paused, and the company has no additional information. Yarman has attended several meetings concerning the Ohio Digital Network project; he reported that the Digital Public Library of America plans to hold its annual network council meeting at the State Library next year, and DPLA is considering Columbus for DPLAfest, the biannual conference of participating institutions.

Yarman reviewed the expected E-rate refunds for the current funding year. There are 70 sites put out for bid for contract renewals or upgrades. In addition, there are sixteen libraries under contract where new pricing may make it possible to upgrade their capacity at the same monthly cost. Jamie Black asked who reviews the contracts; Jendretzky replied that these are state contracts vetted by the Department of Administrative Services.

[PUBLIC PARTICIPATION]
Michelle Francis introduced Jay Smith, OLC’s new director of Government and Legal Services, who outlined his background. Francis reviewed recent OLC webinar and workshop topics, including the recent Safety and Security Conference. For the first time since 2008, the Public Library Fund exceeded $400 million for the year.

Jay Smith reviewed current legislation that OLC is watching, including  HB76, which makes changes to ballot language for local levies. OLC testified in opposition to the bill. OLC is supporting an amendment to HB46 that will make it permissive, not required, for Ohio libraries to participate in the Ohio Checkbook program, as other political subdivisions are.

Jendretzky demonstrated the new OPLIN Database Usage Reporting Tool, https://stats.oplin.org. 

8.1. Library Services Manager report
Solomon reported that Drupal 8 migration is on track and picking up speed. Twelve library sites are now live on D8, nine sites have been upgraded and are awaiting word from the libraries to release, and the consultants are working on twelve more sites. The project is about a quarter complete. Solomon has completed revisions to the Webkit manual, incorporating all the changes Drupal 8 brings. There was a security issue with the queuing module used on the Drupal 7 sites, and Solomon upgraded that module to the D8 version for the Webkit customers.

8.2. Technology Projects Manager report
Network

• Still working with AT&T to complete the migration of the CLEVNET headend from the Cleveland Public Library to the SOCC.  AT&T had provisioning issues which necessitated redoing the orders. As soon as last sites are moved the legacy headend equipment can be removed, saving OPLIN money.
• While OPLIN can’t switch to lower pricing on Spectrum circuits mid-contract, it does appear that many libraries will get increased bandwidth for the same cost. Those libraries are out on a separate 470 for E-rate.
• Jendretzky is exploring, in the long term, a change to OPLIN’s internal routing from OSPF (Open Shortest Path First) to BGP (Border Gateway Protocol), which is more complex to implement but is more common to larger scale networks. OPLIN might implement the new protocol the next time the library site routers are replaced.

Servers

• Jessica Dooley has been a good addition to the staff. Good to have a companion to delve into server administration. Jendretzky and Dooley have been using Fail2Ban to identify attacks on the servers and block the offending addresses. They’ve also tightened access rules to the Webkit server and adjusting Drupal permissions to better protect library websites, and increased security on the listserv server to prevent bad subscription spam.
• Looking to refresh some of the server hardware used for internal OPLIN services. The public-facing services are hosted on AWS to avoid the risk of hardware failure, but it’s less expensive to host our own hardware for internal use. Jendretzky has a lead on surplus hardware from another state agency that OPLIN might be able to acquire and put into production for the office.
• The way OPLIN uses EZProxy makes it difficult to use EZProxy’s internal tools for blocking illicit use: if a single robot exploits EZProxy to scrape content from one vendor, EZProxy will cut off all remote access for all resources for that library. As a solution, Jendretzky has begun developing a custom daemon to monitor EZProxy’s log files, enabling more targeted defence automation for identifying and blocking bad behavior.

NR3/Data center

• Jendretzky is reallocating hardware at the OPLIN core to balance the needs for fiber and copper connections while adding increased redundancy to OPLIN core. 
• Enabling environment for SEO staff to configure equipment in preparation for moving services to the SOCC. The shared rack with CLC will have more advanced, fully redundant connection with more upstream bandwidth, and no additional hardware costs to OPLIN.
• Jendretzky is planning an overnight maintenance window for core equipment.
• Construction continues at the SOCC to consolidate parking lot and dock entrances and improve property security.

Services

• OPLIN renewed InfosecIQ phishing testing/education for another year; five additional libraries have requested accounts.
• SMS Gateway activity is leveling off; about 1.5 million text messages were relayed last year, and the service is on track to send 1.6 million in 2019. No need to buy additional credits for a couple years. 
• No new libraries on OpenDNS; continues to meet needs with little support attention. 
• Ten different databases are loading stats into Ohio Database Usage Reporting Tool (ODURT). The new service runs on about 2500 lines of code.

9. CHAIR'S REPORT
The Chair had no items to report.

10. ADJOURNMENT
With no other business pending, the Chair adjourned the meeting at 11:03 a.m.

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

Minutes — October 11, 2019

1. WELCOME and CALL TO ORDER

The one hundred seventy-sixth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:03 a.m. on Friday, October 11, 2019 by Board Chair Travis McAfee at the OPLIN office in Columbus, Ohio.

Present were Board members: Travis Bautz, Jamie Black, Justin Bumbico, Chris May, Travis McAfee, Hilary Prisbylla, Tara Sidwell, and Holly Varley. 

Also present were: Karl Jendretzky and Don Yarman (OPLIN); Marissa Moore and Jamie Pardee (State Library); and Michelle Francis (Ohio Library Council).

ACTION ITEMS

2. NOMINATION and ELECTION OF SECRETARY

Jamie Black nominated Garalynn Tomas to fill the open office of secretary; Chris May seconded. There was no discussion, so the chair called for a vote on the motion; all aye.

3. APPROVAL OF THE AGENDA

Justin Bumbico motioned to approve the agenda as presented; Travis Bautz seconded. There was no discussion, so the chair called for a vote on the motion; all aye.

4. PUBLIC PARTICIPATION

The Chair called for public participation.

Michelle Francis thanked the Board for OPLIN’s sponsorship and participation at the Ohio Library Council Convention two weeks previous. Francis outlined upcoming OLC events, workshops, and webinars, and discussed OLC’s efforts to support the American Library Association’s “#eBooksForAll” campaign (ebooksforall.org), and encourage Macmillan and other publishers to engage libraries in more productive conversations about their licensing terms. The Public Library Fund came in above estimates, and Francis expects the fund will end calendar year 2019 over $400 million, a ten year high. Francis also discussed “First Amendment Audits,” which involve individuals filming activities inside libraries, disturbances with signature gatherers and groups opposing them, and public library involvement with the upcoming 2020 census.

Jamie Pardee introduced Marissa Moore, the State Library’s intern. Beverly Cain is expected to return from medical leave within two weeks.

5. APPROVAL OF THE MINUTES of the August 9 meeting

Jamie Black motioned to approve the minutes of the August 9, 2019, meeting as presented; Tara Sidwell seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

6. ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee noted that OPLIN started the fiscal year July 1 with a cash balance of almost $2.7 million, with an estimated cash balance of $2.26 million after projected revenue and expenses for fiscal year 2020. OPLIN has received $95,000 in E-rate reimbursements. There is a new line item on the revenue report showing receipts for SOCC co-location. Administrative expenditures are on target for four months into the fiscal year, and information resources have all been paid for. The reports show $93,000 negative balance in spending authority; there is cash to cover projected expenses, but it may be necessary to ask the Controlling Board to increase authority to spend into the cash balance. 
 
Chris May motioned to accept the financial reports; Holly Varley seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

7. OLD BUSINESS -- none

8. NEW BUSINESS -- none

REPORTS

8. OPLIN DIRECTOR'S REPORT
Don Yarman reviewed the recent timeline of events for the migration of lyndaLibrary to the LinkedIn Learning platform, resulting in the vendor “pause.” Yarman finds the pause very encouraging, as there are signs that vendor is considering alternatives to requiring LinkedIn social media accounts for library patron access to the Lynda video training, as well as the use of personal LinkedIn accounts for library staff to manage the service. There is no word on how long the pause will last, but LinkedIn did ask for clarification on whether those libraries who elected not to migrate to LinkedIn Learning should still have access to the legacy lyndaLibrary platform after December 31.

Those libraries that indicated they would not move to the LinkedIn Learning platform offered a few different reasons: most cited the intrusion into patron privacy, and a few others objected to the requirement for staff to use personal LinkedIn accounts for library administrative purposes; one library objected to the requirement for patrons to use PINs as part of the authentication requirement.

As Jamie Pardee reported, OPLIN received the E-rate reimbursements for circuit costs January-June and for the internet bandwidth costs paid to OIT.  Only one funding commitment—for internet service—for the current service year has been received; no circuit cost reimbursements have been approved, as reviewers are late in completing consortia reviews. OPLIN’s E-rate workshop/webinar has been scheduled for October 28.

Yarman reported that statewide database usage is trending downward in the first months of the fiscal year, which is certainly due to a drop in promotional activities since the spring. Hannah Simpson, a library science student with a background in marketing, will be interning for OPLIN in the winter, and one of her duties will be to develop marketing packages for the databases to help libraries promote their use. Lynda.com has the highest use of any single resource, followed closely by Ancestry, which has the lowest cost-per-use of the statewide databases. All databases except for Transparent Language have been incorporated into the new automated stats reporting tool. 

8.1. Library Services Manager report
Laura Solomon was not able to attend the meeting. Yarman reported that 28 of 39 eligible libraries have converted to the new storyblock layout, which facilitates their site migration to Drupal 8. The Drupal 8 migration project is slightly behind schedule; the paradigm sites, Wood County and Tuscarawas County libraries, are live on their D8 sites, and 8 more sites are in progress. Staff do not anticipate a problem catching up with the project timeline and meeting the grant deadline of September 30, 2020.

8.2. Technology Projects Manager report
Karl Jendretzky added that while the Drupal 8 migration is behind schedule, OPLIN and Braindunk are scrutinizing sites closely to catch all bugs, and the fixes identified now will carry forward to smooth migration of the remaining sites. 

Jendretzky reported that AT&T has finished migrating moving the Cleveland Public Library branch circuits to their new head-end at the SOCC, and will begin moving the remaining CLEVNET libraries with AT&T circuits, allowing us to disconnect the legacy AT&T head-end in Cleveland.

Spectrum has released new pricing, and Jendretzky anticipates putting all OPLIN’s current Spectrum circuits on the fall 470 to take advantage of the new costs. Libraries may be able to piggy-back onto OPLIN’s large order to get Spectrum fiber built to their hard-to-hit branches. Michelle Francis spoke about ConnectOhio’s contract with the state to improve rural connectivity mapping, and asked OPLIN to distribute the survey to libraries. The survey is more focused on schools and households, with the library section of the survey not yet activated, and Jendretzky confirmed that every library system except one had fiber. Total aggregate bandwidth from libraries is approaching 9.5 Gbps during the afternoon peak, which is less than half of OPLIN’s available bandwidth; Jendretzky sees no bottlenecks, and no big hardware purchases are looming. 

Jendretzky is shuffling existing hardware in the SOCC to improve circuit redundancy and reliability for the CLC and SEO consortia. He discussed the ability to do direct cabling and route mapping to make connections between consortia and their member libraries (for example, Worthington to the CLC, Euclid to CLEVNET). Jendretzky also outlined construction at the SOCC which will result in better perimeter security and control over loading dock access.

Jendretzky discussed development work on the new OPLIN Database Usage Reporting Tool. It presents interesting challenges, as each vendor delivers different numbers in substantially different ways. Oxford presents a particular problem, as the reports are inconsistent, and it is difficult to build automation to parse the data. It’s a satisfying challenge, involving anticipating how OPLIN and libraries will want to make use of the data in the future.

In other service news, five additional libraries have signed up for InfosecIQ accounts, which OPLIN will offer for another year; payment has been delayed by the state’s assurance processes. The SMS Gateway began using a new phone number (instead of a short code) September 3, alleviating a message error that had begun plaguing libraries this summer as their messages were caught in spam traps by some providers. Jendretzky anticipates OPLIN will transmit 1.6 million text messages in 2019, up from 1.54 million in 2018, and 1.38 million in 2017—steady, manageable growth. OPLIN’s message credit balance is 4.2 million, so no need to purchase new credits for two years. OpenDNS continues to serve libraries’ needs without difficulty.

9. CHAIR'S REPORT

9.1. Nominations Committee appointments
Travis McAfee appointed Jamie Black, Justin Bumbico, and Tara Sidwell to the nominations committee. The committee will identify a replacement for Jeff Garringer, who retired from the Pickaway County District Library and resigned from the OPLIN Board in August. 

Jamie Black motioned to authorize the nominations committee to submit its recommendation for OPLIN Board appointments to the State Library Board; Holly Varley seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

10. ADJOURNMENT
With no other business pending, the Chair adjourned the meeting at 11:05 a.m.

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

Minutes — August 9, 2019

1. WELCOME and CALL TO ORDER

The one hundred seventy-fifth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:02 a.m. on Friday, August 9, 2019 by Board Vice-Chair Travis McAfee at the OPLIN office in Columbus, Ohio.

Present were Board members: Travis Bautz, Jamie Black, Justin Bumbico, Jeff Garringer, Travis McAfee, Hilary Prisbylla, Tara Sidwell, Garalynn Tomas, and Holly Varley. 

Also present were: Karl Jendretzky, Jessica Dooley, and Don Yarman (OPLIN); Stephanie Herriott, Kirstin Krumsee, and Jamie Pardee (State Library); and Michelle Francis (Ohio Library Council).

ACTION ITEMS

2. NOMINATION and ELECTION OF BOARD OFFICERS

The Nominations Committee proposed the following slate of officers: Travis McAfee, Chair; Chris May; Vice Chair; Jeff Garringer, Secretary; Tara Sidwell, Treasurer. Jamie Black seconded the nomination. There was no discussion, so the chair called for a vote on the nominations; all aye.

3. APPROVAL OF THE AGENDA

Garalynn Tomas motioned to approve the agenda as presented; Holly Varley seconded. There was no discussion, so the chair called for a vote on the motion; all aye.

4. ESTABLISH BOARD MEETING SCHEDULE FOR FY2020

Following the pattern of holding OPLIN Board meetings at 10:00 a.m. on the second Friday of even-numbered months, Yarman presented the following meeting schedule:

• August 9, 2019
• October 11, 2019
• December 13, 2019
• February 14, 2020
• April 10, 2020, 9:00 AM (planning meeting)
• June 12, 2020

Jamie Black motioned to approve the meeting schedule; Tara Sidwell seconded. There was no discussion, so the chair called for a vote on the motion; all aye.

5. PUBLIC PARTICIPATION

The Chair called for public participation.

Beverly Cain is on medical leave and sent no report. Yarman reported that as as Cain had previously said, the State Library was flat funded in the budget for the next two fiscal years.

Board members congratulated Michelle Francis on her new position as Executive Director of the Ohio Library Council. Francis reported that the state’s budget was passed July 17; during the interim, state agencies continued to be funded, and the PLF reverted to 1.66% of general revenue, the level set in permanent law. In the new budget, the level is raised to 1.7% for the next two years, and OLC worked with OBM to include true-up language in the budget to make library funding whole for July. OLC successfully requested the Governor to veto two budget amendments, one concerning property tax exemptions for home builders speculating on property, which would have reduced library levy revenues, and another that would have made changes to ballot language making it more difficult for libraries to pass levies. A Budget Wrap-up webinar will soon be posted to the OLC website. OLC elections are complete with results to be announced next week. The Annual Convention and Expo will be held September 25-27. Jamie Black asked whethere there was a new Director of Government and Legal Services, and Francis replied they in the process of searching for her replacement in that position.

4. APPROVAL OF THE MINUTES of June 14 meeting

Justin Bumbico motioned to approve the minutes of the June 14, 2019, meeting as presented; Holly Varley seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee reviewed the financial reports which are current to the end of June. The cash balance at the end of FY2019 was $2,696,230.76, with a projected reduction to $2,208,589.76 by the end of FY2020. fiscal year is of $2.5 million remaining at the end of this fiscal year. Disbursements for FY2019 totaled $5.7 million. Pardee noted that although the reports reflect a negative available balance at the end of the June, that reflects a shifting of categories from unplanned spending authority, not deficit spending. Pardee estimates admin expenses in FY2020 to increase about $10,000 (mostly in staff raises). Current estimates show that our spending authority (about $5.7 million) will fall short of planned expenses, and we will have to ask the Controlling Board for a small increase in our spending authority near the end of the fiscal year. Yarman explained the plan to reduce the unencumbered cash balance to less than $2 million, or about a year of E-rate reimbursements to cover any unexpected changes in that program.
 
Jamie Black motioned to accept the financial reports; Justin Bumbico seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

6. OLD BUSINESS

6.1. Moving forward with LinkedIn Learning

Yarman reviewed the history of OPLIN’s agreement for Lynda.com and the announcement in December that, on the LinkedIn Learning platform, users would need to access the content via their LinkedIn social media accounts. This decision has garnered national attention, with the American Library Association, the State Library of California, and the EveryLibrary non-profit issuing statements in opposition. OPLIN’s Content Advisory Committee participated in discussions with LinkedIn about the move, and although they objected, they determined that the value of the content was such that OPLIN should continue to work with LinkedIn to provide statewide access. 

As OPLIN tried to find beta-testers for the new platform, it was revealed that not only does library patron access require a LinkedIn account, a personal LinkedIn account is required for a library staff member to administer the service; generic library admin accounts are not permitted by LinkedIn legal. Currently, OPLIN staff are able to manage the Lynda.com service because they have every library’s Lynda admin username and password, but it is not appropriate for OPLIN to have individuals’ LinkedIn passwords. LinkedIn eventually agreed that their technical staff would have to complete the portal configuration chores for each library, since OPLIN cannot compel libraries to do this on their own. 

The agreement had reached a crossroads: continue to try to find a way to move all Ohio libraries onto an untested platform before the November 12 deadline, or issue an RFP to find another learning resource for Ohio libraries to move to after the lyndaLibrary platform is decommissioned December 31.

Jamie Black asked about usage. Ohio libraries have a total of 89,346 users, which includes anyone who has ever logged into the service via a library account, whether they continue to use it. Last month, there were 29,000 logins, and Ohio libraries add between 2000–3000 users each month. It is one of OPLIN’s most used resources, second only to genealogy resources. The cost per video watched is 39¢, or about 10¢ per minute. Garalynn Tomas expressed concern about how much work administering the service would fall to the librarian using her own LinkedIn account; Yarman replied that not much day-to-day usage would be required—OPLIN still insists on retaining access to a stats API, and that unlike the current Lynda stats, OPLIN should not need the admin password to get usage numbers.

Hilary Prisbylla said that it’s important for vendors to recognize that libraries are partners, and LinkedIn’s treatment has been adversarial; she is concerned that they will continue to change the rules and act contrary to libraries needs and requests. There was discussion about the new terms of use, which require libraries to insure that users reside within their “geographical service location,” a concept that is irrelevant among Ohio libraries due to PLF support. Further, the marketing restrictions are very strict, and there are concerns about limits on how libraries may publicize their access. 

There was additional discussion about how any change in resources would need to be communicated (to the legislature, to library administrators, and to users). Ultimately, members recommended staying with the service, and find solutions to the administrative barriers. Yarman said he knows there are libraries that intend not to offer LinkedIn Learning platform access to their patrons, and asked the Board what information should be required to opt-out. Board members wanted a record of what they were objecting to.

REPORTS

8. OPLIN DIRECTOR'S REPORT

Yarman reported that while OPLIN used to conduct an annual survey (branch connection information, filtering policies, etc.), it has been a number of years since OPLIN has updated this information. As the legislature considers some broadband expansion projects, it would be good to refresh our data. Francis reported that it might be particularly important to know expansion costs for particular regions within the state. OPLIN does not currently provide branch circuits due to how it was originally implemented (a single T1 connection to each main library). It is probably cost-prohibitive for OPLIN to expand to manage branch circuits for libraries statewide, but presently we don’t know exactly how much that cost would be. Tara Sidwell expressed the difficulty of getting high-speed connections to library branches that serve smaller populations: it’s not worth the expense of the vendor to build out to those areas. Karl Jendretzky said that the volume of OPLIN’s orders (such as when OPLIN pushed to get fiber to all library systems in the state) can bring construction costs down.

8.1. Library Services Manager report
Laura Solomon is on medical leave. Yarman reported that she spent most of July scrutinizing the first two pilot sites migrated to Drupal 8, and recording video tutorials to help libraries understand the changes in website administration under the new Drupal 8 tools. The Wood County District Public Library launched their new Drupal 8 site on August 7. OPLIN launched a new website built on Drupal 8 on July 15. Solomon also has been working on upgrading libraries to a more modern template that will ease their transition to Drupal 8; 18 of 25 libraries have taken advantage of the upgrade “special” so far. Solomon has been working with the consultant Braindunk on some additional requirements libraries have requested: modifications to the mobile display of the website menus, so that submenus will be visible from mobile devices.

8.2. Technology Projects Manager report

Karl Jendretzky reported that because of the E-rate calendar, July is a busy time with new/upgraded circuits, including major vendor changes for Cuyahoga and Stark.  He continues to meet weekly with AT&T—11 branches of Cleveland Public Library have been moved from the ASE head-end in Cleveland to the SOCC, with about 17 to go. When CPL is finished, we will move 13 CLEVNET libraries, then decommission the OPLIN-paid head end in Cleveland, saving thousands of dollars each month. (It is more expensive to have the head-end in Cleveland that the co-location costs for CLEVNET in the SOCC.) Several libraries are swinging to hosted ILS, so Jendretzky has been tweaking router settings to keep them stable. He has bet with smaller fiber companies eager to take on some of OPLIN’s circuits. OPLIN expects to have a very large 470 this fall to take advantage of better Spectrum pricing, and that will give alternative companies a chance to bid for business.

Cincinnati requested paperwork to contract for rack space in the SOCC. SEO will soon move servers into the SOCC, sharing rack space with CLC. Jendretzky spoke with Akron about housing services in NR3, so the space is filling up nicely.

Jendretzky discussed growth in the automated stats collection system. With the addition of Gale stats, he has begun developing a generic stats table to allow easier updates to the vendor-specific pollers, and to the user interface for viewing the humbers. The new stats portal not only eases staff work in gathering the numbers, but will also reduce the workload for libraries retrieve their own numbers from the tables OPLIN provides.

The SMS gateway began generating a new, “DR017” error, which Jendretzky suspects is due to carriers discontinuing SMS “short codes.” On September 3rd OPLIN will transition from short code to a full phone number 877-675-4632. Libraries will have to do nothing; all changes are on OPLIN’s end.

Jendretzky has gathered quotes for a second year of providing Phishing/Security Awareness training. Currently 10,000 licenses are assigned to libraries for their use, so he’s gathering quotes for a total of 12,500 seats. A user satisfaction survey garnered 31 responses from libraries; two-thirds are satisfied/very satisfied with the service; the majority felt it important to keep the current product to minimize administrative on-boarding. Although three quotes were gathered, DAS rules will require to issue an official RFQ through the state’s procurement website. 

In her third week, Infrastructure Specialist Jessica Dooley is already helping out, troubleshooting an expired wildcard certificate on August 1 while Jendretzky was on the road to a library. Jendretzky and Dooley are discussing the development of future services OPLIN can manage.

9. CHAIR'S REPORT

The Chair had nothing further to report.

10. ADJOURNMENT
With no other business pending, the Chair adjourned the meeting at 11:40 a.m.

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

Minutes — June 14, 2019

1. WELCOME and CALL TO ORDER

The one hundred seventy-fourth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:13 a.m. on Friday, June 14, 2019 by Board Secretary Jeff Garringer at the OPLIN office in Columbus, Ohio.

Present were Board members: Angela Baldree, Jamie Black, Justin Bumbico, Jeff Garringer, Chris May, Garalynn Tomas, and Holly Varley. 

Also present were: Karl Jendretzky, Laura Solomon, and Don Yarman (OPLIN); Stephanie Herriott, Kirstin Krumsee, and Jamie Pardee (State Library); and Michelle Francis (Ohio Library Council).

Don Yarman introduced meeting guest Travis Bautz, director of the MidPointe Library System, who was appointed to the OPLIN Board starting July 1, 2019.

ACTION ITEMS

2. APPROVAL OF THE AGENDA

Chris May motioned to approve the agenda as presented; Holly Varley seconded. There was no discussion, so the Secretary called for a vote on the motion; all aye.

3. PUBLIC PARTICIPATION

The Secretary called for public participation.

Kirstin Krumsee said Beverly Cain was unable to attend, but wanted her to communicate that, although the State Library had asked for an increase in their budget, the most recent version of the Senate’s state budget keeps funding flat from this fiscal year. Applications to fill the vacancy on the State Library Board are due today. Yarman reminded the Board that as part of the State Library’s budget, OPLIN was also flat-funded, which is what we requested in our line item.

4. APPROVAL OF THE MINUTES of April 12 meeting

Garalynn Tomas motioned to approve the minutes of the April 12, 2019, meeting as presented; Justin Bumbico seconded. There was no discussion, so the Secretary called for a vote on the motion; all aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee reviewed the financial reports, noting that disbursements remain in line with estimates for this time of year. With just a few days left to spend funds this fiscal year, Pardee shows OPLIN will have a cash balance of about $2.8 million at the end of June. With the large planned purchases over the next biennium, Pardee projects the unspent cash balance to be $2.3 million at the end of FY2020, $1.8 million at the end of FY2021. Pardee currently shows a negative balance in “Unplanned Spending Authority” for FY2020, and projects that next spring OPLIN may need to request a small increase in spending authority.
 
Justin Bumbico motioned to accept the financial reports; Jamie Black seconded. There was no discussion, so the Secretary called for a vote on the motion; all aye.

6. OLD BUSINESS

6.1. Changes to Tactical Plan

Yarman suggested changing the description of the Webkit service from “generic” to “standardized” websites, and offered the following as an additional Marketing tactic in next year’s tactical plan:

OPLIN will ​ identify trends and best practices in cybersecurity ​ by following technology news and participating in cybersecurity education efforts in the state. OPLIN will find opportunities to have discussions with librarians and also will use temporary communications, such as email broadcasts and social media, to disseminate information about cybersecurity.

Jamie Black asked how many requests for cybersecurity assistance OPLIN receives. Jendretzky responded that the frequency varies. In the past couple months, Jendretzky helped a library quarantine a virus-infected domain controller so that could be by-passed and network access restored. OPLIN receives notices of library systems that are involved in outward-directed attacks. “If anyone calls for help, I tend to help,” Jendretzky said, adding that this doesn’t consume a lot of time. OPLIN’s main involvement is “shrugging off” denial of service attacks against library systems, usually managed by the new OARnet filters.

Chris May motioned to approve the FY2020 Annual Services and Tactical Plan; Angela Baldree seconded. There was no discussion, so the Secretary called for a vote on the motion; all aye. 

7. NEW BUSINESS -- none

REPORTS

8. OPLIN DIRECTOR'S REPORT
Yarman briefed the Board on the recent discussions with the Lynda.com team about the transition to the new LinkedIn Learning platform, outlining efforts since he first learned of the plans in December, through the discussions with the Content Advisory Committee this spring, and up to the announcement to OPLINLIST on June 3 and the follow-up message with more information five days later. Yarman summarized some of the questions he received and the answers he provided, covering whether anyone was aware that LinkedIn would be absorbing Lynda.com in this way (not to the extent that a LinkedIn account would be required), whether early termination was possible (unclear, but state agreements do stop at the fiscal year boundary), or whether LinkedIn would be willing to segment the Lynda information from the rest of LinkedIn’s data operations (they are not). He discussed the Washington State Library’s leadership pressing for more GDPR-compliant tools for patrons to manage the processing of their personal data, and for content access to people under the age of 16. Board members contributed what they knew of other organizations engaging with issue, including the members of the Urban Library Council and the American Library Association’s Office of Intellectual Freedom.

Travis Bautz asked if access to Lynda.com was true authentication. Yarman replied that Lynda.com is the only resource that authenticates directly against a library’s patron database, and that LinkedIn has a policy against the creation of pseudonymous accounts.

Chris May asked whether any libraries have declared they will not link to or promote the LinkedIn Learning program. No one has. A library that objected to Lynda.com access last summer did not put the link on their site; usage is low, but as it is only one library in a county with other library systems, patrons are probably using the access provided by a neighboring library system. OPLIN staff have had discussions about ways they could accommodate libraries (and their patrons) should the librarians refuse to allow LinkedIn Learning access for their library cards. There is a separate issue with maintaining access for those libraries who do not have automation systems, or whose systems lack an authentication module like SIP.

Jamie Black and others questioned why the company was so dismissive of the concerns of a major customer. There is some evidence that LinkedIn is simply not interested in maintaining library business.

The Board discussed the opportunity for libraries to take leadership in educating patrons on online privacy practices. Michelle Francis echoed that this fits nicely with the state’s concern of boosting cybersecurity. She discussed how the legislature and administration is aware of public library patron access to Lynda.com, noting that she was specifically asked about it during her budget testimony to the House finance committee. Yarman says he hopes to create guides to help librarians assist their patrons with privacy settings, but there is still no access to the LinkedIn Learning platform.

Looking further out, it is expected that during FY2021, OPLIN will issue an RFP for statewide access to continuous learning resources, and it is a hopeful sign that more vendors are moving into the market.

8.1. Library Services Manager report

Laura Solomon reported that the consultant Braindunk was able to compile existing modules and create some custom code to solve the issue with repeating dates in Drupal 8. They are implementing that mix of pieces into the larger project: building a tool to facilitate the migration of the 80 Webkit sites from Drupal 7 to Drupal 8. Solomon is studying the two paradigm sites to make sure the migration processes are working correctly. Braindunk will migrate a total of 6 paradigm sites in their first “rally” to perfect the tool.

Many sites have not had updates to their themes since the last migration from Drupal 6, and they use a site layout that OPLIN doesn’t build anymore. To streamline their migration to Drupal 7, Solomon and Yarman agreed to offer them a price break on refreshing their templates: OPLIN will waive the cost of installing the new layout feature ($375), and charge only for Solomon’s time to customize the site for the new layout (usually about $525). This results in fewer unique sites that we will have to give extra attention to later in the Drupal 8 migration.

8.2. Technology Projects Manager report

Karl Jendretzky reported that everything is on schedule for the many circuit changes due July 1 with the start of the next E-rate service year. Greene County has been moved to the new AT&T head-end at the SOCC, freeing up hardware for Cleveland Public Library to relocate their branch circuits. The Spectrum circuits being upgraded to 100 Mbps need to have their routers connected to a different port on Spectrum’s equipment, so Jendretzky has been working with the libraries to get that set up so the upgrades can happen smoothly. A new vendor will take over service for Cuyahoga County Public Library, and the NEO Regional Library System will be moved from their cable internet to fiber optic.

The network core equipment was upgraded to the most stable version of Juniper software during an overnight maintenance window, and the secondary core was brought up in tandem with the primary core. The hardware Juniper loaned us when the two cores separated in 2017 has been used to create additional redundancy; should the cores split again, no one should notice.

On June 8, Cleveland Public Library took over a rack in NR3. SEO will be moving equipment into NR3 in July, sharing a rack with the CLC.

This year, SMS shortcodes will be discontinued, so in August the SMS messages OPLIN relays for libraries will come from a new 10-digit number: 877-675-4632 (877-OPLIN-32). The new number was selected so that if patron’s call it with questions about their library notices, a recording will instruct them to contact their local library for help. The SMS Gateway service continues to send about 135,000 messages a month.

With OPLIN providing the SSL certificate for every library site in the Webkit service, there is a lot of overhead in purchasing and installing new certificates. Because library websites do not require banking-level certification, Jendretzky has switched to using the free, automated Let’s Encrypt certificate authority. Certificates are good for 90 days; Jendretzky installed daemons on the servers that reestablish the authority and install new certificates after 60 days. OPLIN can now encrypt the library’s subdomains, whereas previously we provided the certificates only for the main website domain.

The last of OPLIN’s legacy webservers has been decommissioned. The old server supported applications which required an old version of PHP, so Jendretzky had to update the code line-by-line to move each service to a new version.

Expanding on the work he did to programmatically pull Lynda.com stats for each library, Jendretzky has added automatic stats harvesting/reporting for EBSCO (stats.oplin.org/ebsco)  and WorldBook (stats.oplin.org/worldbook). The plan is to automate as much of the monthly stats work as possible, and present the stats in ways that will be most useful to libraries for reporting to the State Library annually.

9. CHAIR'S REPORT

9.1. Recognition

The Secretary recognized Chris May to offer the following resolution:

Jamie Black seconded the resolution. All aye.

Secretary Jeff Garringer offered the following resolution:

Jamie Black seconded the resolution. All aye.

10. ADJOURNMENT

With no other business pending, the Secretary adjourned the meeting at 12:12 p.m.

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

Minutes — April 12, 2019

1. WELCOME and CALL TO ORDER

The one hundred seventy-third meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 9:12 a.m. on Friday, April 12, 2019 by Board Chair Michael Penrod at the OPLIN office in Columbus, Ohio.

Present were Board members: Angela Baldree, Justin Bumbico, Jeff Garringer, Joe Greenward, Chris May, Travis McAfee, Michael Penrod, Tara Sidwell, Garalynn Tomas, and Holly Varley.

Also present were: Karl Jendretzky, Laura Solomon, and Don Yarman (OPLIN); Beverly Cain, Stephanie Herriott, and Jamie Pardee (State Library).

ACTION ITEMS

2. APPROVAL OF THE AGENDA

Travis McAfee motioned to approve the agenda as presented; Chris May seconded. There was no discussion, so the chair called for a vote on the motion; all aye.

3. PUBLIC PARTICIPATION

The Chair called for public participation.

In the absence of anyone from OLC, Yarman reported that OLC’s Legislative Day on Tuesday, April 9, was a very successful event.

4. APPROVAL OF THE MINUTES of February 8 meeting

Garalynn Tomas motioned to approve the minutes of the February 8, 2019, meeting as presented; Tara Sidwell seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee reviewed the financial reports. The cash balance at the beginning of the current fiscal year was $3.1 million and is estimated to be $2.8 million at then end of the fiscal year in June. For the next biennium, the cash balance is estimated to decrease $450,000 to $500,000 each year as expected due to increase spending in genealogy resources and Lynda.com for libraries. The FY19 budget and expenditures are on target at this point, three-fourths through the fiscal year. Pardee noted the addition of $750 for work by Braindunk development for the Webkit service. OPLIN is still waiting for the bill from OIT for internet service. About $3 million remains available to be spent this fiscal year. For fiscal years 2020 and 2021, Pardee noted a negative projection in Unplanned Spending Authority, so while there are funds available for all expenses, later in the fiscal year we may have to ask for an increase in the appropriated spending authority if expense estimates are accurate. Yarman added that the goal in the next biennium is to spend to the limit of authority to get the available cash balance equal to approximately one year of E-rate reimbursements.

Angela Baldree motioned to accept the financial reports; Justin Bumbico seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

6. REPORTS ON THE STATUS OF OPLIN SERVICES
7. REVIEW OF ANNUAL TACTICAL PLAN

Listed separately on the agenda, the status of OPLIN services and the review of OPLIN’s tactical plan were discussed jointly. Yarman noted that the Strategic Plan officially approved June 9, 2017, extends to the end of fiscal year 2021; the Board’s intention was to review annually the services offered and the Tactical Plan. Yarman read through these plans, asking staff to report on the relevant activities from this fiscal year with special attention to the Operations Goals within the Tactical Plan.
 

The Board recessed for a break at 10:28 a.m. and resumed discussions at 10:38 a.m.
 

The Board recessed for a break at 11:24 a.m. and resumed discussions at 11:59 a.m.
 

Yarman informed the Board that “Lynda.com - A LinkedIn Company” will become “LinkedIn Learning -- with Lynda.com content.” LinkedIn staff gave a presentation to the Content Advisory Committee about the transition. The Committee has concerns about the privacy of user information when they are required to use a LinkedIn account in order to access the learning resources. As unhappy as the committee was with the product move, they did not wish for OPLIN to try to terminate the statewide agreement. The committee feels that libraries remain appreciative of the availability of the Lynda.com content and OPLIN’s financial support of it.
 

Angela Baldree asked if the Content Advisory Committee was the only committee, and whether additional committee might help reduce staff workload. Yarman said OPLIN used to sustain a Technology Advisory Committee, which was most useful any time OPLIN considered a large-scale change to infrastructure. Jendretzky said a Technology Advisory Committee might help generate ideas of services OPLIN could create and manage that would be most useful to libraries.

8. OLD BUSINESS — none

9. NEW BUSINESS

9.1. Executive Session

Tara Sidwell motioned to go into executive session to discuss compensation of an employee; Chris May seconded. There was no discussion, so the Chair called for a vote on the motion.
Recorded vote: Angela Baldree, aye; Justin Bumbico, aye; Jeff Garringer, aye; Joe Greenward, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; Tara Sidwell, aye; Garalyn Tomas, aye; Holly Varley, aye.

The Board went into executive session at 12:54 p.m., and resumed the public meeting at 12:57 p.m.

9.2. OPLIN staff vacancy

Mandy Knapp resigned her position as OPLIN’s Digital Services Manager effective March 15 to become the Adult Services Manager at Westerville Public Library. Yarman plans to take on many of the duties that had been assigned to Knapp, and fill the staff vacancy with a new position dedicated to server management and support -- an “infrastructure specialist,” in the state’s official job categories. Duties will include: installs, maintains, configures, upgrades &/or administers hardware &/or software independently in server administration, business continuity, information security, and telecommunications & network connectivity where technical work requires specific knowledge to evaluate, select, adapt & modify standard procedures; diagnoses, analyzes, & resolves issues for customers; provides Tier II-III level customer support and more advanced problem-solving; promotes system security & awareness by adhering to OPLIN’s and State’s IT security policies & standards.

Garalynn Tomas asked whether the organizational reporting structure would change. Yarman said he intended to have the new person report to him, and Stephanie Herriott added that because OPLIN staff are “administrative” supervisory duties could be shared, in such a small agency there is no need to create a complicated hierarchy. Justin Bumbico and Michael Penrod commented that it gave the staff more support coverage and stability. Bumbico asked if OPLIN would keep the relationship with OIT in place for more advanced engineering support, and Jendretzky acknowledged that was important and, in any case, administratively difficult to separate from OIT.

9.3. Decide on staff raises

Michael Penrod read the following resolution:
 

In that the E-1 salary tables in Ohio Revised Code 124.152 awards State of Ohio E-1 employees a 2.75% salary increase effective with the first day of the pay period that includes July 1, 2019, and allows increases up to 2.75% for other exempt state employees, the Ohio Public Library Information Network (OPLIN) Board of Trustees, in accordance with the duties assigned by Ohio Revised Code Section 3375.66, approves adjusting the compensation of each OPLIN E-3 staff member to one that reflects a 2.75% salary increase for each employee beginning with the pay period that includes July 1, 2019.

Angela Baldree motioned to approve the resolution; Travis McAfee seconded. There was no discussion, so the Chair called for a roll call vote on the motion.

Recorded vote: Angela Baldree, aye; Justin Bumbico, aye; Jeff Garringer, aye; Joe Greenward, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; Tara Sidwell, aye; Garalyn Tomas, aye; Holly Varley, aye.

REPORTS

10. OPLIN DIRECTOR'S REPORT

Yarman had nothing to add to his written report, which included items already discussed in the meeting.

10.1. Library Services Manager report

Solomon reported that she has created a new design on the Drupal 8 platform for the OPLIN website. It will launch after staff create a new Drupal 8 production server for the migrated Webkit sites.

10.2. Technology Projects Manager report

Jendretzky had nothing to add beyond what was discussed previously.

11. CHAIR'S REPORT

Michael Penrod thanked the Nominations Committee for their work. The committee proposed reappointing Jeff Garringer and Holly Varley for 3 year terms. To fill the terms being vacated by Penrod and Greenward, the committee proposed Hilary Prisbylla, director of CLEVNET, and Travis Bautz, director of the Midpointe Library System in Butler County.

Chris May motioned to approve the committee’s recommendation; Tara Sidwell seconded. here was no discussion, so the Chair called for a vote on the motion; all aye.

Yarman will communicate these nominations to the State Library Board which appoints OPLIN Board members.

Penrod asked Yarman to send the director’s evaluation form to Board members, who will send completed to Travis McAfee to collate into a single document.

10. ADJOURNMENT

With no other business pending, the Chair adjourned the meeting at 1:17 p.m.

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

Minutes — February 8, 2019

1. WELCOME and CALL TO ORDER

The one hundred seventy-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 8, 2019 by Board Chair Michael Penrod at the OPLIN office in Columbus, Ohio.

Present were Board members: Angela Baldree, Jamie Black, Justin Bumbico, Jeff Garringer, Chris May, Travis McAfee, Michael Penrod, Tara Sidwell, Garalynn Tomas, and Holly Varley. 

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

ACTION ITEMS

2. APPROVAL OF THE AGENDA

Garalynn Tomas motioned to approve the agenda as presented; Chris May seconded. There was no discussion, so the chair called for a vote on the motion; all aye.

3. PUBLIC PARTICIPATION

The Chair called for public participation.

Beverly Cain reported that the State Library Board met on January 17 and awarded just over $100,000 in LSTA grants. The Licking County Libraries received an Outreach and Partnership Grant to support the installation of another automated “Library in a Box” like their one on the COTC campus; this second kiosk will be located in the underserved Eastern part of Licking County, and will feature lockers for additional held items to be picked up. The Bucyrus Public Library was awarded an Automation grant for over $20,000 to support their migration to Evergreen and membership in the Consortium of Ohio Libraries. OPLIN received a grant for up to $70,000 to upgrade the platform for the OPLIN Website Kits, and OLC was granted $11,050 to support a collaborative library conference to be held in June. The State Library has suspended the program of special grants supporting mental health first aid training as that program was so popular it is now out of money; grants may return in the next federal fiscal year beginning October 1. Altogether, over 1,200 people were trained. The application deadline for ILEAD participants was January 31; Cain reported they had received very good applications, and the team is reviewing those and selecting participants for the first in-person ILEAD session to be held in March.

Doug Evans expanded on the LSTA grant awarded to OLC on behalf of two other partner organizations, OELMA for school libraries and ALAO for academic libraries, for their collaborative conference to be held June 14 at the OCLC Conference Center. The grant helps cover facilities and speaker expenses for this event focusing on collaborative efforts between different types of libraries.

The new chair of the OLC Board is Kacie Armstrong from Euclid Public Library, with Cheryl Kuonen (Mentor) assuming the role of Vice-Chair/Chair-Elect and Paula Brehm-Heeger (Cincinnati) continuing as Secretary-Treasurer; Nick Tepe (Athens County) is Past Chair. Four new individual joined the OLC Board: Kuonen, Aimee Fifarek (Youngstown), Jennifer Sloane (Chillicothe), and Laura Lee Wilson (Huron County). The Board approved OLC’s annual operating budget of nearly $1.5 million. At the meeting, Doug Evans publicly announced his retirement, effective June 28. The OLC Board has formed a search committee and released an RFP for a firm to assist in the process.

Evans reported that the February PLF distributions were 2.2% lower than Department of Taxation estimate -- $37.9 million out of a projected $38.8 million – because income tax collections are down. The expectation is that collections will pick back up. Michelle Francis and the OLC staff are busy at the Statehouse, making contacts with new leadership, Governor DeWine’s transition staff, cabinet members, department heads, agency directors, and new statewide office holders. OLC’s Legislative Day will be held at the Statehouse on April 9; Senate President Larry Obhoff will be the main speaker.

4. APPROVAL OF THE MINUTES of December 14 meeting

Garalynn Tomas motioned to approve the minutes of the December 14, 2018, meeting as presented; Tara Sidwell seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee was unable to attend the meeting. Yarman reported that OPLIN has received $915,468.60 in E-rate refunds for the circuit expenses paid July through December 2018; payment is still pending from Agile Networks, who has not filed necessary paperwork to USAC. OPLIN has also received nearly $48,165 in payments from libraries using the Webkit service. The projected cash balance at the end of FY 2019 is $2.86 million, a reduction of $318,500 from FY2018.

Expenditures are on track for being slightly more than halfway through the fiscal year. Yarman reported that earlier that week he confirmed with OLC that OPLIN will contribute $10,000, as budgeted, to support the OLC Convention and Expo in September. All expenses for information resources have been paid for the fiscal year; the remaining balance of $406.25 stems from Lynda.com invoicing less than they had projected. Two expense lines have been added “Other Library Support Services”: $30,000 for Trumpia which supports the SMS Gateway service, and $750 for Braindunk, whom OPLIN has contracted to address the “Date Recur” deficiencies in Drupal 8 Calendar. $770,000 remains unencumbered for OIT/GOSIIP as OPLIN has not yet been billed for internet service this fiscal year. The bottom line budgeted amount for FY2019 is just under $5.7 million, meeting the goal to spend to the edge of OPLIN’s authority to reduce the unallocated cash balance for the agency.

Jamie Black motioned to accept the financial reports; Angela Baldree seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

6. OLD BUSINESS — none

7. NEW BUSINESS

7.1. OPLIN 470 for Internet Connectivity Service
OPLIN is reaching the end of the current three-year agreement to receive internet service from OIT, so a 470 was issued. Bids were received from OIT (a renewal of the current terms), Cytranet (a fiber company in Alabama), WOW Cable, and Crown Castle (a fiber and wireless provider in Texas). Based on OPLIN’s standard bid decision matrix, staff the clear winner is to continue service with OIT.

Jamie Black asked how much the service cost, and was told it was $770,000 per year. Mandy Knapp added that OPLIN receives a refund on that – 70% of the usage for those libraries that are CIPA-compliant, and briefly outlined the math that supports that. Black asked if there are costs to libraries to be CIPA-compliant and what reasons libraries may not be. Knapp said the reasons are more philosophical in nature, and OPLIN does provide to libraries a CIPA-compliant filtering solution for free. Other burdens to the library are administrative: pass an internet safety policy and have a public meeting. 

Justin Bumbico asked for more information on the deficiencies of the other bids. In addition to some vendors not offering equivalent services, the competing bids scored low on other criteria in the decision matrix, including “Demonstrated ability to do business with the state of Ohio” and “Cost of the non-discounted portion” of the bid. No further action by the Board was required.

REPORTS

8. OPLIN DIRECTOR'S REPORT
Yarman discussed the item in his written report about the seven AT&T circuits on the single E-rate FRN had their prices reduced from the 100 Mbps rate to the 20 Mbps rate, reducing OPLIN’s refund by $11,393.28. Knapp is changing how these and similar circuits will be described in next year’s 471.

Yarman added that OPLIN had received notice on Thursday that the agency is on “red light status,” because USAC claims the agency is late on payments. This stems from the case OPLIN currently has under appeal with the FCC. In 2016, Agile Networks failed to validate OPLIN’s BEAR for July-December 2015, so OPLIN was unable to receive reimbursements for circuit costs. In August 2017, there was a rule change, and a new invoice date was established; OPLIN re-filed and received $10,248 in reimbursement. Referencing the original 2016-era rules instead of the FCC’s correction, USAC claims that $10,248 is owed back to them. USAC has agreed that red-light status should not be applied while the issue is under appeal and they are investigating.

Yarman again expressed his thanks to the State Library Board for the $70,000 LSTA grant to support the Drupal 8 migration for Webkit sites. He reported that the RFP for that project is ready to be issued, but staff are waiting until more progress has been made with Braindunk’s project to fix the D8 Calendar issues.

Yarman highlighted some dates in the Office Activities list, including the unexpected but successful test of the office emergency plan on January 22, when no staff were physically present in the office but all worked remotely. On January 23, Yarman was invited to a conference call with the ALA and Benton Foundation to discuss forming the vision for broadband access in the next decade. As a member of the executive committee for Ohio Digital Network, the regional hub for state participation in the Digital Public Library of America, Yarman intends to attend DPLAfest in April to explore Ohio’s response to changes in DPLA’s mission.

8.1. Library Services Manager report
Laura Solomon reported that Braindunk is making good progress with the Date Recur project, which finally seems to be receiving some corporate attention and development. 

Although OPLIN has stopped actively promoting the Webkit service because of the looming upgrade project, three libraries have started working with Solomon to create new websites. In addition, many existing libraries have been working with Solomon to move refresh the look of their sites and move to new templates, which should ease the migration.

8.2. Digital Resources Manager report
Mandy Knapp reported that at the E-rate meeting at ALA Midwinter in Seattle, it was announced a company named MAXIMUS Federal Services, Inc., has replaced Solix, Inc., as the business processes contractor for USAC. Knapp reported that her experience with the new contractor has been positive. The FCC is still to issue a report and make a decision on the future of Category 2 E-rate funding.

Knapp noted that database statistics show an across-the-board increase for January. She is working with Kirstin Krumsee at the State Library to pre-populate the Annual Ohio Public Library Survey with statewide database usage figures.

Knapp announced that she has been accepted into the ALA Policy Corps, a cohort of ten individuals who will be trained as policy experts for the purposes of advocacy and planning.

8.3. Technology Projects Manager report

Karl Jendretzky gave progress reports on a number of projects:
Services

• OPLIN’s bank of message credits with Trumpia, the middleman company that sends the text messages for OPLIN’s SMS Gateway, was down to 400,000 credit – enough for about 3 months. The $30,000 expenditure discussed above purchased 5,000,000 credits and should last two years.
• Libraries continue to set up SecurityIQ profiles for phishing training. Good reports about the service from the CLEVNET Directors’ Meeting. Jendretzky estimates that about a third of the libraries in the state are using the service.
• NR3 continues to grow. Euclid will be installing a server that will virtually appear within the library’s own LAN. The CLC has moved in new equipment. Avon Lake and Herrick Memorial libraries are partnering to install a shared backup server in the SOCC. Cleveland Public Library will be installing a rack of equipment in the space next to the CLEVNET racks. Seven of eight rack spaces in the cage will then be occupied. The neighboring cage has been left clear for OPLIN to expand into when the time comes.
• CBTS IP addresses have been assigned to St Marys and Sunbury libraries for their VOIP projects.

Circuits

• The Mentor Public Library joined the CLEVNET consortium; their circuit was rerouted through the OPLIN core into CLEVNET without having to file a circuit move with the vendor.
• There has been slow progress bringing up a new AT&T ASE head-end. Greene County Public Library’s new circuit is the pioneer, testing the redundant ports that the state has requested AT&T begin installing. After months of no progress, Jendretzky and Fouts discovered in AT&T’s equipment at the SOCC an issue with multicast packets, which prevents routing from coming up and the circuits working without an administrative reset. Jendretzky is investigating whether this is an issue with new circuit implementations only, or if the bug can be triggered by common occurrences (such as a power reset at the library).
• Moving existing AT&T circuits to the new redundant head-end would free up equipment to facilitate Cleveland Public Library’s branch circuit move to the SOCC, where CLEVNET services reside. CPL branches would connect to the SOCC on their own hand-off, rather than traffic routing through the OPLIN core to reach CLEVNET services. This project mirrors one OPLIN managed with Spectrum as part of the CLEVNET core relocation to the SOCC.

Cybersecurity

• OPLIN is seeing an increase in short DDOS attacks against libraries; three have targeted Ashtabula County District Library in the last week. The DDOS shield service provided by OARnet is designed for longer, sustained attacks and is an impractical solution for these situations, which typically involve small but critical protocols like DNS. Jendretzky is working with OARnet to determine the usual level of legitimate DNS activity on the network; the plan is to whitelist the most important DNS servers used by libraries and throttle the remaining DNS traffic to block the effects of DNS-related DDOS.
• OARnet is bringing up a new implementation of ServiceNow to let them build automated notices of unusual network activity; OPLIN will then be able to add automation to communicate information to affected libraries.
•  Inspired by information at the CLEVNET Directors’ Meeting about AI applications which identify patterns in network traffic, Jendretzky is researching possible projects. There is a possibility of using OPLIN’s decommissioned DDOS appliance as a side-channel scanner.

Coding

• Jendretzky is updating some of his code supporting office operations from PHP5 to PHP7, which is involving some re-writes.
• Jendretzky is working with Mercer County Public Library to develop an alternative to “Who’s On My Wifi?” for those libraries using Ubiquity access point controllers.

9. CHAIR'S REPORT

9.1. Appoint Nominations Committee

Michael Penrod appointed Jeff Garringer, Joe Greenward, and Travis McAfee to the Nominations Committee. The committee will work with Don Yarman 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.

9.2. Review April planning meeting arrangements

At the request of the Chair, Don Yarman explained the usual procedures for the planning meeting and lunch arrangements. Because it is a longer meeting, the April Board Meeting has traditionally started at 9:00 a.m., and the Board breaks for lunch. Yarman will provide options closer to the meeting date.

9.3. Ethics training reminder

Michael Penrod reminded Board members that they must complete ethics training each year. Yarman will send the link to the webinar, and asked Board members to send him a copy of the completion certificate to keep on file. This is in addition to the annual financial disclosure required.

10. ADJOURNMENT

With no other business pending, the Chair adjourned the meeting at 11:08 a.m.

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

Minutes — December 14, 2018

1. WELCOME and CALL TO ORDER

The one hundred seventy-first meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, December, 2018 by Board Chair Michael Penrod at the OPLIN office in Columbus, Ohio.

Present were Board members: Angela Baldree, Justin Bumbico, Jeff Garringer, Joe Greenward, Travis McAfee, Michael Penrod, Tara Sidwell, Garalyn Tomas, and Holly Varley.

Also present were: Mandy Knapp, Karl Jendretzky, Laura Solomon, and Don Yarman (OPLIN); Jamie Pardee (State Library); and Angie Jacobsen (Ohio Library Council).

ACTION ITEMS

2. APPROVAL OF THE AGENDA

Garalyn Tomas motioned to approve the agenda as presented; Angela Baldree seconded. There was no discussion, so the chair called for a vote on the motion; all aye.

3. PUBLIC PARTICIPATION

The Chair called for public participation.

Angie Jacobsen, Director of Communications for the Ohio Library Council, updated the Board on OLC activities. OLC has held a webinar about HB 312 which requires libraries to institute new credit card procedures by February 2; a recording of that webinar and sample policies are available from the OLC site. OLC also provided Hinkle system training for fiscal officers. Jacobsen also summarized other legislation they are watching, including HB 228, gun legislation that includes signage requirements regarding weapons, HB 291, bonding/insurance policy legislation, and SB 263, which makes changes to laws impacting notary services. Jacobsen reported that Michelle Francis has already met with Laurel Dawson, the governor-elect’s chief of staff, to discuss libraries and workforce development, including OPLIN’s Lynda.com subscription. Jacobsen highlighted in particular programs by the Mentor Public Library and the Columbus Metropolitan Library using Lynda.com in workforce development outreach in their communities.

Michael Penrod asked if the credit card legislation will apply to OPLIN. Yarman replied that the legislation brings restrictions to local government entities that are already in place for state agencies.

4. APPROVAL OF THE MINUTES of October 5 meeting

Tara Sidwell motioned to approve the minutes of the October 5, 2018, meeting as presented; Jeff Garringer seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee presented the financial reports. OPLIN began the fiscal year with a $3.1 million cash balance, and is projected to end the fiscal year with about $2.8 million, depending on the eventual timing of E-rate reimbursements and expenditures. Current estimates for fiscal years 2020 and 2021 show the cash balance shrinking by about $320-330 thousand per year. OPLIN spent $4.5 million in fiscal year 2018; so far this year it has spent $3.5 million as some of the biggest expenditures – notably database subscriptions – are paid at the beginning of the fiscal year. Yarman mentioned that future fiscal reports may include an expenditure for consultants to help with the Drupal upgrade.

Garalyn Tomas motioned to accept the financial reports; Justin Bumbico seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

6. OLD BUSINESS — Don Yarman

6.1 Drupal Upgrade RFP update

Yarman updated the Board on progress toward releasing an RFP for consultants to assist with migrating the eighty library sites hosted by OPLIN to Drupal 8. The State Library Board will be asked in January to allocate LSTA funds to support the migration. Yarman plans to release the RFP later this winter, using the same proposal calendar and evaluation method Stephen Hedges designed for the last Drupal upgrade. The target is to have all websites upgraded by June 2020. All sites must then be upgraded to Drupal 9 before November 2021.

7. NEW BUSINESS — Don Yarman

7.1. Webkit service fee increase

Library fees for the Website Kits are intended to cover OPLIN’s actual costs to build and maintain them. In 2012, the annual cost for hosting/maintenance for OPLIN Website Kits was $180; to make sure that the revenue from the kits covered actual maintenance costs, the OPLIN Board voted to increase the fees by $40 each year until the target price reached $340 in FY2016. There have been no price increases since then, although staffing costs have risen. Yarman proposes raising the cost to $360, the $20 increase equaling just under 6%. (A $360 annual fee is also easy to pro-rate for new customers who join midway through the year.)

Michael Penrod asked if the other fees -- new modules, custom work, etc. -- would go up as well. Yarman replied that he and Solomon had reviewed the current costs for other services and they do not recommend changes to those.

Angela Baldree motioned to increase the annual maintenance fee for Webkit Sites from $340 to $360; Joe Greenward seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

REPORTS

8. OPLIN DIRECTOR'S REPORT

Yarman discussed his activities since the last meeting, especially those revolving around cybersecurity: meetings of the Ohio Cyber Collaboration Committee (OC3), cyber-related courses in Lynda.com, and meetings with the Ohio Library Council’s IT Division leadership to discuss cyber programming for Ohio libraries. He summarized the work of OC3 and progress on HB 747 which creates a civilian cyber security reserve force for Ohio.

8.1. Library Services Manager report

Laura Solomon discussed her continued exploration of Drupal 8, reporting significant improvements “under the hood” to the management interfaces and tools. She has discovered that the problem with recurring dates stems from the fact that date functionality is part of Drupal 8 core, but not all of the parts of the Drupal 7 date module have been incorporated. Not enough organizations use recurring dates to push for completion of development. There is progress, but it is slow. The OPLIN staff has identified three plans: potentially hire a consultant (estimated cost under $1000) to get date_recur working sustainably; use an iCal interpreter which Karl Jendretzky has designed, which will let libraries manage their events in an external calendar such as Google or Evanced; or return to procedures libraries had to use in Drupal 6, before recurring dates were supported.

8.2. Digital Resources Manager report

Mandy Knapp reported declining attendance for E-rate training, as more libraries have outsourced their E-rate filing to consultants. OPLIN has completed its first 470 for services starting July 2019, and staff plans to release a second 470 in January. The annual call for letters of agency from libraries has shown good response. Knapp reports that nationally there is still uncertainty whether Category 2 funding for internal maintenance (cabling, equipment, managed services) will be extended when it expires at the end of this service year. It has not yet been announced when the 471 window – when everyone files what services they have selected for the next year – will open.

Knapp reported that usage statistics for databases are stable. She is working with OhioNET to plan a series of training webinars using a combination of vendor trainers and librarian presenters. Yarman commented on a new statistic that OPLIN can pull: the most popular Lynda.com courses in Ohio libraries; since July, the top courses include Programming Fundamentals, Excel 2016, HTML and Javascript, Illustrator, Wordpress, Photoshop, and Time Management.

8.3. Technology Projects Manager report

Jendretzky reported that, from the recent 470, OPLIN will file 43 circuit orders – 8 of those are upgrades, while the rest are just establishing new contracts for those that have expired. He is tracking which of these require supplementary orders with OARnet, which need old circuits disconnected in July, etc. Among these is the NEO Regional Library System, whose new offices have come up temporarily on a cable circuit; they will be brought up on fiber in July with the new E-rate service year.

The new SecurityIQ service has been well-received. The biggest user is CLEVNET with 3100 active users across 42 libraries. CLEVNET reports that their initial campaign had a 25% click-through on the phishing emails. Travis McAfee asked if staff in CLEVNET libraries were warned in advance of the testing campaign; Jendretzy believes that varied by library, as some had union contract concerns about non-HR staff seeing test results. OPLIN delegates the licenses to the library, and the library controls how they use the service. Bill Lane from Cincinnati praised how game-like the service is, rather than boring instruction.

The Co-Location Service at the State of Ohio Computer Center continues to serve libraries well. Jendretzky met staff from Worthington and Greene County in the last month as they serviced equipment; Euclid Public Library is about to move into rack space, and because the CLEVNET consortium network is run out of the SOCC, Euclid’s servers can be mapped directly through as if they were in the library. A couple more libraries have indicated they are budgeting to move in next year, and Jendretzky predicts we will soon need to expand the space into a second cage.

The Dorcas Carey Public Library has begun using OpenDNS; Jendretzky provided them with a network map to help them plan and implement the service.

Jendretzky reported that he and Terry Fouts have created a new base configuration for the SRX300 routers, updating the firmware and making the devices more flexible for individual library network requirements. He also reported that OPLIN has a new Juniper rep.

To address concerns raised at the last meeting about OPLIN’s direct support of a library’s VOIP implementation, Jendretzky met with CBTS that provides the state’s VOIP service to clarify for them which responsibilities are OPLIN’s, which are the libraries. Two more libraries are considering the CBTS service, and Jendretzky has had conference calls defining how those will go.

In addition to developing the calendar-feed importer for Webkit sites, Jendretzky has made enhancements to the SMS Gateway. While investigating a question from SEO about why a certain message wasn’t delivered, he discovered that our vendor Trumpia offers more detailed error reporting, particularly on communication problems after a message leaves Trumpia’s system. Jendretzky set up a listener script for incoming statuses on these failed messages, and working with CLEVNET and SEO to distinguish one library’s messages from another, updated SMS message handling so that library contacts will receive, once a week, a status report of their messages, complete with suggestions for correcting problems. Jendretzky added “re-try” logic to his scripts, resulting in fewer messages falling through the cracks while still making efficient use of OPLIN’s message credits. With the updated message handling, Jendretzky has discovered that SEO is the largest user of the messaging service, sending 13,000 messages per week, compared with CLEVNET’s 8,500.

Before moving on in the agenda, Angela Baldree asked Don Yarman if the allocation of LSTA funds for the Webkit sites upgrade to Drupal 8 will reduce LSTA fund availability to other libraries. Yarman said the LSTA strategic plan allocates different amounts to different programs; any funds awarded to OPLIN for this project would not reduce monies designated by the plan for library programs.

9. CHAIR'S REPORT

No chair’s report this month

10. ADJOURNMENT

With no other business pending, the Chair adjourned the meeting at 10:54 a.m.

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

Minutes — October 5, 2018

1. WELCOME and CALL TO ORDER

The one hundred seventieth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, October 5, 2018 by Board Chair Michael Penrod at the Mangrove Room, Kalahari Resort, in Sandusky, Ohio.

Present were Board members: Angela Baldree, Jamie Black, Jeff Garringer, Travis McAfee, Michael Penrod, Tara Sidwell, and Garalynn Tomas. 

Also present were: Mandy Knapp, Karl Jendretzky, Laura Solomon, Eric Vescelius, and Don Yarman (OPLIN); and Doug Evans (Ohio Library Council).

ACTION ITEMS

2. APPROVAL OF THE AGENDA

Jamie Black motioned to approve the agenda as presented; Travis McAfee seconded. There was no discussion, so the chair called for a vote on the motion; all aye.

3. PUBLIC PARTICIPATION

The Chair called for public participation.

Doug Evans thanked the OPLIN Board for its support of the OLC Convention and Expo, which boasted 652 attendees. 


4. APPROVAL OF THE MINUTES of August 10 meeting

Tara Sidwell motioned to approve the minutes of the August 10, 2018, meeting as presented; Garalynn Tomas seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.


5. ACCEPTANCE OF THE FINANCIAL REPORTS

Don Yarman presented the financial reports prepared by Jamie Pardee, who was not able to attend the meeting. Yarman expects that the final report for FY2018 will be close to if not identical to that presented, showing $4,564,163.12 in disbursements. There have been $2,867,330.05 in disbursements so far in FY2019, most of which is in payments for databases – OPLIN’s portion of the Ohio Web Library content agreement as well as genealogy and Lynda.com subscriptions. This is for one year; similar payments are projected for subsequent fiscal years. Yarman will meet with Pardee to discuss tweaks to the projected budget for fiscal years 2020-2021. Currently, projections show a cash balance of $2,892,152.17 at the end of FY2021.

Angela Baldree motioned to accept the financial reports; Travis McAfee seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.


6. OLD BUSINESS – none


7. NEW BUSINESS

7.1. Request for OPLIN funding in FY2020-FY2021 state budget

Yarman reported that he had submitted his budget language to the State Library. As the questions have not changed since the last biennium, the answers are the same. This includes a description of how the source of OPLIN’s funds has moved between the state’s General Revenue Fund and the Public Library Fund over the years, and how PLF funding does pose a barrier for OPLIN’s participation in cooperative projects with other state government organizations and other library networks. Yarman finds this “barrier” to be an effective tool for OPLIN planning: because the PLF is intended to support local public library activities, OPLIN’s services should remain focused on returning value directly to all public libraries in the state. Jamie Black said it isn’t necessary to draw extra attention to OPLIN’s funding during the budget process by asking to change the source of funds, and Doug Evans agreed, saying that it appears that the Government Relations Committee will wish to ask for an increase in PLF, and it works to the libraries’ advantage to have the example of OPLIN’s collaborative impact. The Lynda.com subscription in particular has gained a lot of positive attention; for example, Representative Carfagna recently filmed a PSA with Westerville director Erin Francoeur about the valuable access to Lynda content. Michael Penrod said he believes having OPLIN in the PLF makes the services more secure. Travis McAfee said he hasn’t heard small and medium-sized libraries wanting OPLIN’s funds returned to them, and that they are happy to have OPLIN do the negotiating for their internet access and database subscriptions. Evans said that when OPLIN was put back into the PLF after having been out for a little while, there was some grumbling about the loss of that revenue, but he thinks that the return on that investment by the libraries in this service is multifold.

7.2 Drupal Upgrade RFP

OPLIN hosts about 80 public library websites on Drupal version 7. Laura Solomon and Karl Jendretzky have been monitoring the Drupal release schedule, but functional deficiencies have prevented OPLIN from beginning to move library sites to Drupal 8. Last month, it was announced that both Drupal 7 and 8 will be end-of-life (i.e., not supported) in November 2021, due to the end-of-life of some of Drupal’s component dependencies. Drupal 9 does not yet have a firm release date, but it should be in 2020, a year before support for the older versions ends. At a relatively brisk pace of one library website per week, it will take just over a year and a half to move Webkit sites to the latest platforms, and Yarman proposes that the migration project should start in July 2019. When the Webkit sites were upgraded from Drupal 6 to 7, OPLIN hired a third party to assist, and Yarman expects to bring a proposal to the December board meeting for a similar plan. Initial estimates suggest that the project could cost approximately $70,000 over the two year span. Penrod asked whether libraries should be charged an extra fee for migration costs; Yarman said he is considering it, but also is looking into grant funding to help cover the extra costs.

REPORTS

8. OPLIN DIRECTOR'S REPORT
Yarman reported that by the announced September 1 start date for the Lynda.com subscription, all but a few libraries were connected to the service; common barriers were properly configuring firewall rules, or licensing problems with previous Lynda.com subscriptions. The last library on the statewide Lynda subscription was the Morley Library, whose implementation was delayed due to their pending migration to CLEVNET. Yarman reported there has been no further communication after he responded to the FOIA/Open Records request for the Lynda.com contract details. Some librarians have raised questions about Lynda’s privacy policies and the selection process; conversations have generally been positive.

8.1. Library Services Manager report
In addition to preparation for the Drupal 8 migration, Solomon has been working on a new feature for the Webkits – a digital resources page that works similar to the database listing. It is currently being beta-tested by the Granville Public Library. Solomon is working carefully to make sure that new features added to the service do not pose additional problems during the Drupal 8 migration project. Despite concerns with the migration, Solomon praised some of the back-end improvements in Drupal 8, including a package manager which improves control over different modules and plug-ins. Solomon has also been working with the Euclid Public Library to find integrate the LibCal services (room reservation, event registration, etc.) that CLEVNET has begun providing their members.

8.2. Digital Resources Manager report
Mandy Knapp reported that Ancestry continues to draw the highest usage of the OPLIN-provided resources, followed by the EBSCO package. She is looking into different models for visualizing and presenting statistical data, as some resources – notably Lynda.com and Transparent Language – do not fit with the model of showing counts of searches entered and documents accessed.

Because Lynda.com does not provide an enterprise-level view of usage stats, Karl Jendretzky wrote scripting that logs into the Lynda Stats API with each library’s admin credentials to collect the numbers OPLIN needs. Library directors or their designees will receive an email each month with the Lynda usage numbers (or, if the script login fails, they will receive an email asking them to contact the OPLIN office to update password information). Travis McAfee praised the simplicity of the new stats page, finding it much easier to use than most vendors’ stats interfaces. Jamie Black asked whether, because Lynda is owned by LinkedIn, users had to have LinkedIn accounts. Knapp explained that users can link their LinkedIn accounts, but it is not required. She discussed how unlike other OPLIN-provided resources which authenticate use based on IP address, Lynda.com checks the user’s library card against their library’s local database.

8.3. Technology Projects Manager report
Karl Jendretzky discussed a few projects with tight deadlines that popped up unexpectedly. The NEO Regional Library System moved to new office space, initiating a scramble to install cable internet access in advance of the longer process to get a fiber connection built to the office. The Toledo Public Library has closed their main library for renovations, and OPLIN’s services needed to be redirected to maintain library system operations. The Findlay-Hancock County Public Library had purchased a new hosted telephone system on the state’s contract with Cincinnati Bell (CBTS), and although CBTS is supposed to notify OPLIN and the state’s Office of Information Technology well in advance of such projects, no one was notified until less than a month before it was to go live. Equipment was found for the library in state salvage, and the necessary configuration settings were added to the OPLIN router to accommodate the phone system’s requirements. 

Jendretzky explained that usually OPLIN has a minimal role when libraries are on the CBTS service; libraries usually configure their firewalls to accept static routes of state IP addresses into their local networks. Because of the tight timeframe and the availability of technical staff at the library, more of the work is being handled in OPLIN router configuration; the library was in a pinch, and OPLIN staff stepped in to help them out. Board members voiced concerns. Garalynn Tomas asked whether OPLIN would have to keep providing and supporting equipment; Jendretzky replied that the library was advised to purchase spare switches, rather than relying on reclaimed salvage equipment.  Penrod and McAfee were concerned that, once this has begun, OPLIN will be forced to continue direct support of voice services for libraries. Black wondered where OPLIN should draw boundaries – with CBTS or with the libraries. 

Yarman suggested that OPLIN staff meet with Findlay to discuss that while OPLIN staff stepped in to make things work for them under the crunch of a deadline, on-going support for telephone services needs to be moved off OPLIN equipment. Knapp suggested that OPLIN staff review the CBTS contract to identify the company’s obligations, then OPLIN and OIT staff can meet with CBTS to clarify those.

Jendretzky reported that he is still pressuring AT&T to bring up new head-end port. The delay is typical, and so far is not inconveniencing libraries, just delaying some of OPLIN’s networking projects – most notably completing the CLEVNET core move.

A webinar has been scheduled for October 16 to introduce libraries to the new SecurityIQ phishing vulnerability and education service. At least 20 libraries had requested SecurityIQ licenses within the past week, and as it includes the largest libraries and consortia, about half of the licenses have been allocated.

The Worthington Libraries have deployed new servers into the co-location space in NR3, and the Jendretzky has been discussing the service with the Euclid Public Library. Jendretzky predicts that OPLIN will expand the co-location space into a second network cage in the State of Ohio Computer Center sometime in the coming year, as more libraries are planning to move racks and equipment in.
 
Jendretzky has added more sophisticated error-handling to the SMS service by pulling more information out of message vendor Trumpia’s API. By learning what exactly causes a delivery error, the system can send more granular messages to libraries automatically, giving libraries a better idea of what went wrong and how to fix it.

9. CHAIR'S REPORT
Penrod said he had nothing to report.

10. ADJOURNMENT

The Chair adjourned the meeting at 11:04 a.m.

1. WELCOME and CALL TO ORDER
 
The one hundred sixty-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 10, 2018 by Board Vice-Chair Michael Penrod at the OPLIN office in Columbus, Ohio.
 
Present were Board members: Angela Baldree, Justin Bumbico, Jeff Garringer, Chris May, Travis McAfee, Michael Penrod, Tara Sidwell, and Garalyn Tomas.
 
Also present were: Mandy Knapp, Karl Jendretzky, Laura Solomon, and Don Yarman (OPLIN); Beverly Cain (State Library); and Michelle Francis (Ohio Library Council).
 
ACTION ITEMS
 
2. NOMINATION and ELECTION OF BOARD OFFICERS
 
Current Board Vice-Chair Michael Penrod presented the slate of officer candidates recommended by the Nominations Committee: Michael Penrod, Chair; Travis McAfee, Vice-Chair; Chris May, Treasurer; and Jeff Garringer, Secretary. Michael asked if there were any additional nominations or questions, and there were none.
 
The Vice-Chair called for a vote on the slate of officers submitted by the Nominations Committee; all aye.
 
3. APPROVAL OF THE AGENDA
 
Travis McAfee motioned to approve the agenda as presented; Chris May seconded. There was no discussion, so the chair called for a vote on the motion; all aye.
 
4. ESTABLISH BOARD MEETING SCHEDULE for FY2019
 
The Chair asked Don Yarman to present the proposed Board meeting schedule for Fiscal Year 2018 and asked for approval of the following schedule of meetings, all at the OPLIN office starting at 10:00 a.m. unless otherwise noted: August 10, 2018; October 5, 2018 (at Kalahari Convention Center, Sandusky); December 14, 2018; February 8, 2019; April 12, 2018; and June 14, 2018. The Chair also asked for approval of two further meetings for planning purposes: August 9, 2018; and October 11, 2018.
 
Justin Bumbico motioned to approve the Board meeting schedule as presented; Jeff Garringer seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.
 
5. PUBLIC PARTICIPATION
 
The Chair called for public participation.
 
Beverly Cain reported that the State Library, in collaboration with the four regional library systems and OhioNET, have just completed a series of four very successful “Opioids in Communities, Libraries in Response” forums. Attendance was high, and feedback was overwhelming positive. Sam Quinones, author of DREAMLAND: The True Tale of America’s Opiate Epidemic, was the keynote speaker at each of the events; Dr. Meghan Harper, Kent State University iSchool, was the closing speaker for each forum, discussing the impact of the opioid epidemic on children and families. Different local practitioner panels and a local speaker from Project DAWN completed the agendas. The State Library is busy drafting their budget, which includes OPLIN, for fiscal years 2020 and 2021, due October 15. Michael Campbell has joined the State Library staff and will be the point of contact for the statewide delivery system. Cain reported that there are particular problems with Priority Dispatch’s Cleveland hub, and reminded libraries to fill out service tickets for problems. A new contract will be negotiated next year. Cain is near the end of the search process to fill the vacancy when Missy Lodge retires at the end of September. The deadline for submitting proposals for competitive LSTA grants up to $50,000 with a 25% match is August 31. The State Library is offering grants up to $4,999 to bring a certified mental health first aid trainer to libraries, and the open $4,999 grant program is available year round. The federal LSTA program officer will be visiting Ohio the week of August 27, spending time at the State Library and visiting local libraries with successful LSTA-funded programs, including the Louisville Public Library which recently opened their new “Sensory Story Time” space for patrons with autism spectrum conditions.
 
Michael Penrod asked if the budget guidelines projected growth; Cain replied that agencies are permitted to request up to 90% of General Revenue Fund (GRF) programs, and a supplemental budget where they may request up to 10% more. These guidelines do not apply to OPLIN because it is not funded by GRF. Because State Library was cut 13.57% in the last budget, Cain will write a second letter to the budget director arguing for the restoration of some funds.
 
Michelle Francis reported that attendance at OLC’s regional subject conferences (including the “Beyond Books and Programs” youth services conference in Athens held the same day) has exceeded expectations. State revenues continue to come in above estimates, with the PLF August distribution about $400,000 more than in 2017. Governor Kasich, the legislature, and local governments are in disagreement about what should be done with the state’s budget surplus – the Governor favoring a tax cut, and local governments wanting some money to help them cope with the opioid crisis locally. OLC has been busy helping OPLIN manage the Lynda.com project, stepping up to launch and track media attention; they will host a webinar for libraries about using and promoting Lynda on August 20. Some legislators have been very excited about Lynda, and OLC is coordinating another big media push at the start of September, when the service should be live in libraries.
 
Michael Penrod asked if the Lynda excitement is raising OPLIN’s profile with legislature. Francis replied that OPLIN’s instrumental role is foregrounded in the communications; so far, no legislator has asked what OPLIN is.
 
 
6. APPROVAL OF THE MINUTES of June 8 meeting
 
Justin Bumbico motioned to approve the minutes of the June 8, 2018, meeting as presented; Tara Sidwell seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.
 
7. ACCEPTANCE OF THE FINANCIAL REPORTS
 
Don Yarman presented the financial reports prepared by Jamie Pardee. A few open encumbrances remain, but the final cash balance at the end of fiscal year 2018 will be approximately $3.2 million, the high balance caused mainly due to the FY2017 E-rate reimbursements coming late. The cash balance at the end of the next fiscal year is projected to be $2.8 million, reflecting a steady spend down of the cash balance within the limits of current spending authority.
 
Chris May motioned to accept the financial reports; Justin Bumbico seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.
 
8. OLD BUSINESS
 
8.1. Selection of cybersecurity/phishing awareness service
Yarman reviewed the rationale for investigating this service: libraries have reported an increase in targeted e-mail (“spear phishing”) campaigns to steal information. In response, Karl Jendretzky first envisioned a service where OPLIN could run 2-3 week tests/educational campaigns for sets of libraries, but soon began to recognize the value in longer educational campaigns controlled by the libraries who could adapt the tests and training to their own needs. Jendretzky began exploring vendor options for MSP services that would let OPLIN license an educational phishing service for libraries statewide, and pass out admin credentials, similar to current procedures for OpenDNS.
 

 
SecurityIQ offers a lower per-seat price, and in staff review, appears to better meet OPLIN’s needs for offering the service to libraries, with better on-boarding materials and promotional webinars.
 
Garalynn Tomas asked what all the service covered. Jendretzky explained that the target is library staff, not patrons. Staff will receive emails that, just like a real phishing attempt, will seek to fool them into giving up login credentials; if someone falls for it, the service will guide the staff to materials to show them how to avoid being fooled in the future.
 
Travis McAfee asked if this was limited to email, or does it extend to phone services. Jendretzky replied currently it is just email, but companies are starting to expand as the threats do.
 
Justin Bumbico asked if accounts could be integrated into library single sign-on systems, like Active Directory. In his tests, Jendretzky did not find that end-users needed to have their own sign-ins for the service – they were sent customized links for the training materials. All the services have Active Directory integration for importing the users, but the users don’t have to authenticate against the system for any reason.
 
Mandy Knapp asked if there was a way to make sure the user completed the training. Jendretzky confirmed that if users “failed” the test, they can be signed up for training, and administrators could see if they visited and completed the training (the system also reminds users to complete the training).
 
Justin Bumbico motioned to select SecurityIQ for library cybersecurity/phishing education; Travis McAfee seconded. There was no additional discussion, so the Chair called for a roll call vote on the motion.
 
Recorded vote: Angela Baldree, aye; Justin Bumbico, aye; Jeff Garringer, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; Tara Sidwell, aye; Garalyn Tomas, aye.
 
9. NEW BUSINESS – none
 
REPORTS
 
10. OPLIN DIRECTOR'S REPORT
Yarman discussed the successful process of finalizing the contract language with Lynda.com and securing a P.O. for the service before the end of the fiscal year. He described how the licensing breaks down: 4,265 concurrent user licenses, divided among the 251 library organizations according to population served. The current software cannot track and limit concurrent users, and Yarman opposes the imposition of limits narrower than the full licensed number for the state. The statewide agreement excludes access for the State Library and their service to state employees, as that conflicts with the territory of a different sales department.
 
Lynda.com authenticates library users by querying their local patron databases directly, so each library has its own “portal” set up. OPLIN staff helped coordinate the communication and on-boarding of Ohio libraries by focusing first on library consortia, then grouping libraries together by software platform (Polaris, Sierra, SirsiDynix, etc.) As of meeting time, twenty-five library portals were not yet set up.
 
OPLIN received an open records/FOIA request for details on the contract and pricing with Lynda.com. At the advice of the Attorney General’s Office, Yarman informed Lynda.com of the request, and intended to send the information to the requester at the beginning of the next week.
 
Yarman and Mandy Knapp talked with staff at OhioMeansJobs.com about creating linkages between the Ohio Means Jobs portal and the Lynda.com access. Michelle Francis asked whether they would develop a “crosswalk” of Lynda courses with Ohio’s list of in-demand jobs. Yarman confirmed that the crosswalk has already been created and agencies are exploring where best to present that. In addition, the customer success tean at Lynda.com have offered to develop other curated learning paths and collections.
 
10.1. Library Services Manager report
Laura Solomon reported that Kinsman and Arcanum libraries have launched new website kits. Because of concerns about migrating sites to the next version of Drupal, she has slowed down promotion of the service to new libraries, instead working with existing customers to update their designs. The next version of Drupal 8 is due out at the beginning of September, and Solomon hopes this improves the upgrade process from Drupal 7. Solomon has been exploring the development of structured data and its relevance to library websites. In addition to creating the “rich snippets” that users see when searching certain subjects (such as events), structured data helps make websites interact better with voice services like Alexa, Google Home, and Siri. Voice interfaces are on the rise; Solomon notes that 1 in 4 American homes now has an Amazon Echo.
 
8.2. Digital Resources Manager report
Mandy Knapp showed the usage stats for the new Ohio Web Library databases on the report, explaining that she charted new resources separately because, after one month’s stats, there is not trend line. Some vendors (Oxford, Chilton’s by Gale) have a delay before statistics are provided. Knapp explained that Transparent Language statistics (and eventually Lynda.com statistics) will be reported separately from other databases; those statistics will report session information, rather than searches and documents. OPLIN has arranged many training webinars for the new databases; the genealogy webinars were particularly well-attended. Knapp also reported that she has filed the BEAR forms for last service year, and most of the refunds have already been received.
 
8.3. Technology Projects Manager report
Karl Jendretzky reported that 165 replacement routers have been deployed, and the process remains smooth. The default configuration has a SIP (session interchange protocol) port conflict with some InnReach member libraries; Jendretzky fixes those as crop up. He typically checks the new routers early in the morning, correcting configuration errors hours before libraries open.
 
The software on the OPLIN core routers was upgraded in June. Jendretzky explained that this upgrade corrects a deficiency that caused the bridged, redundant cores to “split apart” in September 2017. Jendretzky plans to have the second core back in production before the October Board meeting.
 
With the E-rate service year starting in July, July is a busy month with circuit changes. All CLEVNET libraries on Time Warner (Spectrum) and Everstream have been moved to the new CLEVNET core (including the new member, Morley Library). Two new 10Gb AT&T collector ports have been installed in the core. Jendretzky will move the Greene County library’s circuit to the new port as a test before beginning the migration of the remaining CLEVNET libraries, followed by the Cleveland Public Library branches
 
The NEO regional library system moved offices with very short notice, so they are currently without OPLIN-provided internet, but the order with Spectrum is in process. Estimated installation is late September.
 
Jendretzky described the SOCC Co-Location Center in “Network Room 3” for the benefit of new Board members, and reported that Greene County has moved a couple servers into OPLIN rack space, and that Worthington is scheduled to move in equipment the following week – Worthington and Greene County will be the first tenants to share rack space. Jendretzky arranged a SOCC tour for the SEO consortium and some metropolitan libraries (including Cincinnati, Cuyahoga County, and Akron); Cincinnati is looking to host disaster-recovery equipment there.
 
The OPLIN list server has been moved to Amazon Web Services, so now all of OPLIN’s public servers except for EZProxy are running on AWS. This eliminates hardware troubles and updates, enhances remote management, and is more easily scalable.
 
Because the Gongwer news service changed how it delivers its email subscription, Jendretzky wrote a piece of software that edits the links in the Gongwer email (so that links will use EZProxy authentication) and forwards messages to OPLIN’s subscriber list. While the software was built for Gongwer, it can be used for any email service that we want to do something programmatic to. Jendretzky also has been developing a framework for gathering stats from Lynda.com, which requires a separate admin login for each library account.
 
Two additional libraries have begun using OpenDNS, bringing the total to 154 libraries. A library branch was having trouble with OpenDNS, which led to the discovery that their local ISP was intercepting DNS requests.
 
Jendretzky reconfigured the SMS Gateway so that he can now distinguish between the CLEVNET member libraries; 142 libraries now use the service, which sends out about 130,000 messages per month.
 
9. CHAIR'S REPORT
The Chair announced he was appointing past Chair Joe Greenward as an at-large member of the executive committee.
 
13. ADJOURNMENT
 
The Chair adjourned the meeting at 11:35 a.m.