About OPLIN

About OPLIN oplin Tue, 03/04/2008 - 16:10

The Ohio Public Library Information Network (OPLIN) provides broadband internet connections and related information services to Ohio public libraries. Our primary mission is to ensure that all Ohio residents have fast, free public internet access through the 251 independent local public library systems in Ohio, as well as the use of high-quality research databases not freely available online. Though the eventual consumers of our services are often members of the general public, our actual customers are in fact limited to the public library systems of Ohio.

OPLIN is headed by Director Don Yarman and the OPLIN Board of Trustees. The OPLIN staff other than the director consists of four people: Jessica Dooley the Library Technology Project Manager; Laura Solomon, Library Services Manager; Christine Morris, Digital Services Manager; and Vince Riley, Network Support.

OPLIN receives extensive fiscal and logistical support service from the State Library of Ohio and contracts with the Ohio Office of Information Technology for assistance with network management. As a result, only about 10% of the OPLIN budget is used for administrative costs such as personnel, rent, equipment, and supplies. The remainder of the budget is used to purchase the services we provide to Ohio public libraries, primarily Internet telecommunications and subscriptions to basic information databases. Because OPLIN provides these services, public libraries do not need to pay for them from their individual budgets.

How is the word "OPLIN" actually pronounced?

It has a long "O" as in "Ohio." In other words, it's not pronounced "AH-plin." It's actually "OH-plin."

How does OPLIN fit into Ohio's library organization structure?

OPLIN is an independent agency within the State Library of Ohio. OPLIN has its own governing board, appointed by the State Library Board, and receives all fiscal and employee services from the State Library (http://www.library.ohio.gov). This allows OPLIN to spend only about 10% of its state budget on employees and other administrative costs.

Is OPLIN part of the Ohio Library Council (OLC)?

While the Ohio Library Council (http://www.olc.org) was instrumental in the creation of OPLIN in the mid-1990s, OPLIN is not part of OLC. Rather, OPLIN and OLC are two separate organizations that both provide services to public libraries. As such, the two organizations often partner with each other to improve those services. (OLC is the professional association for public librarians in Ohio, not a government agency.)

I have a question or comment regarding a particular area of the OPLIN website, OR I would like to suggest a link (or found a broken link) for the website. What should I do?

General questions, comments, or suggestions can always be sent to OPLIN Support. Thank you!

 

What is OPLIN?

What is OPLIN? oplin Thu, 03/11/2010 - 12:35

The overview fact sheet linked below is a handy guide to OPLIN, our purpose, and our services.

 

Attachment Size
OPLIN-promo-Sept2019.pdf 1.31 MB

Policies

Policies hedgesst Mon, 04/11/2016 - 10:32

Policies directing OPLIN operations, OPLIN services, and participant use of OPLIN can be found at oplin.org/policies.

Board of Trustees

Board of Trustees oplin Tue, 03/04/2008 - 16:06
The OPLIN Board is composed of eleven public library staff members or trustees who may serve two three-year terms on the Board. The Board is legally defined in Ohio Revised Code Section 3375.65.

Roster

Roster oplin Tue, 03/04/2008 - 16:08

OPLIN Board of Trustees (FY 2023 Roster)

Members of the OPLIN Board of Trustees serve three-year terms. This list includes the end-date for each member's term, as well as contact information.

Travis Bautz (Second term, ends June 30, 2025)
MidPointe Library System
125 S. Broad Street
Middletown, OH 45044
PH: (513) 424-1251; Email: tbautz AT midpointelibrary.org

Jamie Black (Second term, ends June 30, 2023)
245 Northview Heights
Loudonville, OH 44842
PH: (419) 994-0032; Email: jeablack245 AT outlook.com

Ben Bolbach (First term, ends June 30, 2024)
Toledo Lucas County Public Library
325 Michigan Street
Toledo, OH 43604
PH: (419) 259-5200; Email: ben.bolbach AT toledolibrary.org

Michael Butler (Replacement term, ends June 30, 2024)
2351 Belair Ct
Powell, OH 43065
PH: (614) 323-5616; Email: mbutler1 AT columbus.rr.com

Roger Donaldson (Second term, ends June 30, 2025)
Jackson City Library
21 Broadway Street
Jackson, OH 45640-1695
PH: (740) 286-4111; Email: rdonaldson AT jacksoncitylibrary.org

Bill Lane (First term, ends June 30, 2024)
Cincinnati & Hamilton County Public Library
800 Vine Street
Cincinnati, OH 45202
PH: (513) 369-6948; Email: billy.lane AT cincinnatilibrary.org

Holly Richards (Second term, ends June 30, 2025)
Dayton Metro Library
215 E. Third Street
Dayton, OH 45402-2103
PH: (937) 463-2665; Email: hrichards AT daytonmetrolibrary.org

Sue Schuld (First term, ends June 30, 2025)
Medina County District Library
210 S. Broadway Street
Medina, OH 44256-2602
PH: (330) 722-6235; Email: schuld AT mcdl.info

Tara Sidwell (Second term, ends June 30, 2023)
Kate Love Simpson-Morgan County Library
358 E. Main Street
McConnelsville, OH 43756-1130
PH: (740) 962-2533; Email: tsidwell AT seolibraries.org

Garalynn Tomas (Second term, ends June 30, 2024)
32540 Oakhurst Drive
North Ridgeville, OH 44039
PH: (440) 479-1353; Email: gvtcrna AT gmail.com

Meredith Wickham (Replacement term, ends June 30, 2023)
Southwest Public Libraries
3959 Broadway
Grove City, OH 43123
PH: (614) 875-2219; Email: mwickham AT swpl.org

Board Meeting Schedule

Board Meeting Schedule oplin Tue, 03/04/2008 - 16:08

OPLIN Board Meeting Schedule, FY2023

All meetings except special planning meetings begin at 10:00 AM and usually end sometime between 12:00 and 1:00 PM. Meetings will be held at the OPLIN office, 2323 W. Fifth Ave., Suite 130, Columbus unless otherwise noted. Please contact support@oplin.ohio.gov for virtual meeting information.

  • August 12, 2022 - State of Ohio Computer Center
  • October 7, 2022 [no meeting]
  • December 9, 2022 
  • February 10, 2023
  • April 14, 2023
  • June 9, 2023
  • August 11, 2023

 

Board Minutes Archive

Board Minutes Archive oplin Tue, 03/04/2008 - 16:09

OPLIN Board meeting minutes are posted in the menu to the left once they have been approved by the Board at the next meeting.

FY2022

FY2022 oplin Wed, 08/03/2022 - 06:38

June 10, 2022

June 10, 2022

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

Minutes —June 10, 2022

WELCOME and CALL TO ORDER

The one hundred ninety-first meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:03 a.m. on Friday, June 10, 2022 by Board Chair Tara Sidwell online at https://meet.goto.com/OPLIN/june-2022-oplin-board-meeting and at the OPLIN office in Columbus, Ohio.

Present were Board member Angela Baldree; Christine Morris and Don Yarman (OPLIN); Wendy Knapp (State Library); Michelle Francis (Ohio Library Council); Sue Schuld and Meredith Wickham (OPLIN Board appointees).

Attending virtually at https://meet.goto.com/OPLIN/june-2022-oplin-board-meeting: OPLIN Board members Travis Bautz, Ben Bolbach, Roger Donaldson, Bill Lane, Holly Richards, and Garalynn Tomas; Jessica Dooley (OPLIN); Stephanie Herriott, Eric Maynard, and Jamie Pardee (State Library); and Michael Butler (OPLIN Board appointee).

APPROVAL OF THE AGENDA

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

PUBLIC PARTICIPATION

The Chair called for public participation.

Wendy Knapp reported on the progress of the search for a new LSTA coordinator and the State Library’s new LSTA five year plan which is due to the Institute of Museum and Library Services at the end of the month.

Michelle Francis listed recent activities and upcoming professional development events. Francis reported that the Public Library Fund continues to perform above estimates, along with state revenues. Francis also outlined active legislation of interest to public libraries, including HB140 that changes required ballot language, and HB327, known as the “Divisive Concepts” bill. Open meetings flexibility ends June 30, but OLC continues to work to extend virtual meetings flexibility. The legislature has adjourned for their district work period, and is not expected to return to sessions until November.

APPROVAL OF THE MINUTES of April 22 meeting

Holly Richards moved to approve the minutes of the April 22, 2022 meeting as presented; Travis Bautz
seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

ACCEPTANCE OF THE FINANCIAL REPORTS

Don Yarman reviewed the financial reports, noting that disbursements remain in line with estimates for this time of year. About $94,000 remains in unplanned spending authority, with a projected cash balance of $2.2 million remaining at the end of this fiscal year. Yarman reported that he received the funding commitment letter from E-rate for the circuit costs in the next fiscal year.

Roger Donaldson moved to accept the financial reports; Ben Bolbach seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

OLD BUSINESS

Strategic Plan
Yarman discussed where the strategic plan was modified based on discussion at the April 22 Board meeting.

Bill Lane moved to approve OPLIN’s Strategic Plan through June 30, 2025; Roger Donaldson seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

NEW BUSINESS

Staff Raises
Stephanie Herriot explained that because OPLIN are “administrative” staff, the Board must approve their raises. These are parity raises in line with the raises negotiated by the state’s bargaining units.

Angela Baldree moved: In that the E-1 salary tables in the Ohio Revised Code 124.152 will allow for State of Ohio E-1 employees an approximate 3% salary increase effective with the first day of the pay period that includes July 1, 2022, and allows increases up to 3% 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 3% salary increase for each employee beginning with the pay period that includes July 1, 2022; Holly Richards seconded. There was no discussion, so the Chair called for a roll call vote on the motion.

Recorded vote: Angela Baldree, aye; Travis Bautz, aye; Ben Bolbach, aye; Roger Donaldson, aye; Bill Lane, aye; Holly Richards, aye; Tara Sidwell, aye; Garalyn Tomas, aye.

OPLIN DIRECTOR'S REPORT

Yarman outlined his recent work managing routine operations, particularly with continuity of business in
preparation for the turnover in the fiscal year.

 

Digital Resources Manager’s Report

Morris highlighted the work creating the partnership with Department of Education’s Connectivity Champions and the pending rollout of the pilot program to link Connectivity Champions with libraries for in-person services to help families obtain internet connectivity. She reported that as a result of adding links from OPLIN’s Sanborn Maps interface to the corresponding higher resolution scans created by Kent State University, KSU has seen a 6% increase in traffic to their collection.

Library Services Manager’s Report

Yarman expanded on a few items from Solomon’s written report, including the uptick in libraries requesting accessibility audits, the end of the Google Analytics service, and libraries taking advantage of new visual layout options that Solomon has created.

Technology Projects Manager’s Report

Jessica Dooley outlined her recent attention to circuit upgrades and vendor migrations for the service year that begins July 1. She has been traveling with OIT engineer Mike Horsley to those last few libraries with legacy routers needing replacement. Beyond the items in the written report, Dooley discussed her work consulting with libraries and their vendors to help with the success of their projects locally.

Roger Donaldson asked whether OPLIN staff might be willing to speak to the SERLS Board. Yarman replied that staff are happy to do that, and in fact in the spring Yarman and Morris will be actively looking for groups like the SERLS board to talk about coming database changes.

Chair Sidwell asked Yarman about a recent message to the SEO Directors’ list concerning branch connections. Yarman explained that OPLIN had asked for two questions to be added to the State Library’s annual statistics gathering process, in order to learn more about what types of internet speeds libraries had to their branches and how much they cost. Those numbers only tell part of the story, and Yarman had invited directors to tell him their experiences and difficulties getting connectivity to branch locations. Yarman’s aim is to see if it’s possible to create a plan for library branch connectivity improvements to discuss with BroadbandOhio.

Ben Bolbach asked for clarification about the item in Dooley’s annual report regarding OIT assuming the procurement of Juniper maintenance for the OPLIN routers. Dooley explained that OPLIN purchases the routers but they are part of OIT’s inventory, and maintaining the cost and procurement of the maintenance will now become part of the services OPLIN pays OIT for. Nothing will change in how libraries interact with OPLIN, which remains the first line of support for the equipment.

CHAIR'S REPORT

Recognition
The Chair recognized Roger Donaldson to offer the following resolution:

WHEREAS ANGELA BALDREE has been a member of the Ohio Public Library Information
Network (OPLIN) Board of Trustees since July 2018; and

WHEREAS she has freely and unselfishly given of her time and efforts to ensure the success
of OPLIN by serving on the Board for four years; and

WHEREAS her experience in public and special library management, and as a trustee at the
Morley Library gave her a distinctive outlook on OPLIN and its services to libraries; and

WHEREAS the insight she developed throughout her career have always been a helpful source
of information for the Board; and

WHEREAS she has consistently contributed her valuable opinions to the OPLIN Board
deliberations; and

WHEREAS she has been a steadfast guardian of OPLIN’s interests throughout her tenure on
the Board,

NOW THEREFORE BE IT RESOLVED that, on the 10th day of June, Two Thousand and
Twenty-Two, the members of the Board of Trustees of the Ohio Public Library Information
Network recognize the significant contributions made to public libraries and library service by ANGELA BALDREE during her outstanding tenure with the Ohio Public Library Information
Network; and

BE IT FURTHER RESOLVED that the Board extends its most sincere thanks and appreciation
to ANGELA BALDREE for her vital volunteer service as a member of this Board.

Holly Richards seconded the resolution. All aye.

The Chair recognized Holly Richards to offer the following resolution:

WHEREAS JUSTIN BUMBICO has been a member of the Ohio Public Library Information
Network (OPLIN) Board of Trustees since July 2017; and

WHEREAS he has freely and unselfishly given of his time and efforts to ensure the advance of
OPLIN by serving on the Board for over four years; and

WHEREAS his experience in technology management at the Columbus Metropolitan Library
gave him an exceptional perspective on OPLIN and its services to libraries; and

WHEREAS he has provided additional service as the Vice Chair of the OPLIN Board from
2020 through 2021, and the Chair from 2021 to 2022; and

WHEREAS his exceptional knowledge of technical issues has always been a helpful source of
information for the Board; and

WHEREAS he has consistently contributed his expert opinions to the OPLIN Board and
OPLIN Executive Committee deliberations; and

WHEREAS he has been a dedicated and active advocate for OPLIN throughout his tenure on
the Board,

NOW THEREFORE BE IT RESOLVED that, on the 10th day of June, Two Thousand and
Twenty-Two, the members of the Board of Trustees of the Ohio Public Library Information
Network recognize the significant contributions made to public libraries and library service by
JUSTIN BUMBICO during his outstanding tenure with the Ohio Public Library Information
Network; and

BE IT FURTHER RESOLVED that the Board extends its most sincere thanks and appreciation
to JUSTIN BUMBICO for his vital volunteer service as a member of this Board.

Ben Bolbach seconded the resolution. All aye.

The Chair recognized Garalynn Tomas to offer the following resolution:

WHEREAS HILARY PRISBYLLA has been a member of the Ohio Public Library
Information Network (OPLIN) Board of Trustees since July 2019; and

WHEREAS she has freely and unselfishly given of her time and efforts to ensure the success
of OPLIN by serving on the Board for three years; and

WHEREAS her experience as director of the CLEVNET Library Consortium gave her a
unique insight into OPLIN and its services to libraries; and

WHEREAS her exceptional knowledge of technical issues and subscription library content has
always been a helpful source of information for the Board; and

WHEREAS she has consistently contributed her productive opinions to the OPLIN Board
deliberations; and

WHEREAS she has been a dedicated and active advocate for OPLIN throughout her tenure on
the Board,

NOW THEREFORE BE IT RESOLVED that, on the 10th day of June, Two Thousand and
Twenty-Two, the members of the Board of Trustees of the Ohio Public Library Information
Network recognize the significant contributions made to public libraries and library service by
HILARY PRISBYLLA during her outstanding tenure with the Ohio Public Library
Information Network; and

BE IT FURTHER RESOLVED that the Board extends its most sincere thanks and appreciation
to HILARY PRISBYLLA for her vital volunteer service as a member of this Board.

Angela Baldree seconded the resolution. All aye.

ADJOURNMENT

With no other business pending, Travis Bautz moved to adjourn the meeting; Ben Bolbach seconded.
There was no discussion, so the Chair adjourned the meeting at 10:48 a.m.

oplin Tue, 09/06/2022 - 11:51

April 22, 2022

April 22, 2022

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

Minutes —April 22, 2022

WELCOME and CALL TO ORDER

The one hundred ninetieth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:02 a.m. on Friday, April 22, 2022 by Board Chair Tara Sidwell at https://www.gotomeet.me/OPLIN/april-2022-oplin-board-meeting.

Present were Board members: Angela Baldree, Travis Bautz, Jamie Black, Ben Bolbach, Roger Donaldson, Bill Lane, Holly Richards, and Garalynn Tomas. 

Also present were: Jessica Dooley, Laura Solomon, and Don Yarman (OPLIN); Stephanie Herriott and Wendy Knapp (State Library); and Michelle Francis and Jay Smith (Ohio Library Council).

APPROVAL OF THE AGENDA

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

PUBLIC PARTICIPATION

The Chair called for public participation.

Michelle Francis outlined recent OLC events, including the Fiscal Officer Conference, the series of Trustee Dinners that is starting, and the upcoming Cybersecurity webinar. Jay Smith informed the Board that OLC’s recent Legislative Day drew over 220 attendees, and had a positive response from legislators. The general assembly is currently on break and will return in May to complete the Capital Budget.

Wendy Knapp discussed the transition in delivery service companies, and announced that LSTA coordinator Cindy Boyden would be leaving the State Library for a position with IMLS. The State Library is completing their next five-year plan, due to IMLS by June 30. 

APPROVAL OF THE MINUTES of February 11 meeting

Garalynn Tomas moved to approve the minutes of the February 11, 2022 meeting as presented; Travis Bautz seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

ACCEPTANCE OF THE FINANCIAL REPORTS

Don Yarman reviewed the financial reports, noting that three-fourths of the way through the fiscal year, three-fourths of the administrative budget has been spent. Yarman and State Library fiscal services staff do not anticipate a need to go to the Controlling Board to ask for an increase in spending authority for the current fiscal year. Looking ahead to the budget for next fiscal year, Yarman anticipated the budgeted amounts for Juniper maintenance and Trumpia SMS credits will not be needed, and the cost of Cisco Umbrella licenses will be lower. Pending Board approval, the budget for SOCC Co-Location will need to be increased.

Ben Bolbach asked what level of Juniper maintenance OPLIN purchases. Yarman said that OPLIN carries software maintenance for access to updates, and hardware replacement; Jessica Dooley added that there OPLIN’s inventory includes working spares hardware, so faulty hardware can be replaced immediately without waiting for an exchange of hardware shipments with Juniper. 

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

 

OLD BUSINESS — none

NEW BUSINESS

Expand Co-Location Space

The current Co-Location Space in the State of Ohio Computer Center has capacity for 8 network racks. These are occupied by:

  1. OPLIN equipment
  2. Columbus Metropolitan Library (rental and power billed to library)
  3. CLEVNET
  4. CLEVNET
  5. Cleveland Public Library (rental and power billed to library)
  6. Shared Rack – Consortia
    1. CLC
    2. SEO
  7. Shared Rack – Individual Libraries (billed to library per U occupied)
    1. Greene County
    2. Worthington
    3. Euclid
    4. Lorain
    5. Cincinnati
  8.  Cuyahoga County Public Library (rental and power billed to library)

As it is OPLIN’s practice to leave some room for tenants to expand, the current space is nearly full. Additional libraries (Medina, Toledo) and consortia (SearchOhio) have inquired about moving services into the space. OIT has set prices at $300 per month for empty rack footprint, $500 per month when a rack is installed. The immediate cost for expansion would then be $28,800, but OIT has offered OPLIN the same space for the cost of one occupied rack and two vacant rack spaces, or $13,200 per year. Based on the costs for current space, Yarman proposed increasing the budget for Co-Location to $18,200.

Jamie Black asked how OPLIN marketsthe service. SOCC Co-Location is regularly featured in rotating promotions via social media and listserv footers. Special attention is given to talk about the service at tech events, meeting with consortia and groups of library IT staff. 

Bill Lane moved to approve the expansion of the Co-Location Space; Ben Bolbach seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

STRATEGIC PLANNING

Yarman briefly reviewed the existing plan, noting that the strategic priorities remain relevant and have proved sufficient, and that the legacy service plan lists services that are core to what OPLIN provides operationally (internet access, databases), with additional services in palace to support core services (network evaluation, E-rate workshops, filtering solution, Co-Location). Yarman does not believe there are services listed that should be discontinued, but noted that providing digital literacy training resources (i.e. Northstar) is not listed on the current plan, as Northstar content is very different than the collection of research databases.

Holly Richards asked whether Northstar could fit into the services if a priority or strategy were reworded. As offering Northstar is something that assists public libraries with digital literacy training, Christine Morris suggested adding that to the fourth strategy statement: “Offer to assist Ohio public library systems with digital communications and digital literacy training.” Yarman will make these changes to bring the plan to the June meeting for discussion and possible approval.

OPLIN DIRECTOR'S REPORT

Yarman reiterated from his written report that Dooley is performing well in her new role as OPLIN’s Technology Projects Manager. Yarman and Dooley plan to meet to create the job description to backfill her previous position of Infrastructure Specialist. Yarman and Morris’s meetings with vendors at the PLA Conference in Portland, OR, were positive, and noted he was pleased how much of the conference program focused on digital equity and the role public libraries can play.

Digital Resources Manager’s Report

Morris echoed the positive response to PLA’s digital equity content. She has been holding follow-up conversations with vendors she met at the conference, clarifying what OPLIN and its partners will be looking for in the coming months as the “Intent to Negotiate” for statewide database subscriptions is released. The Libraries Connect Ohio partners are recruiting their committees to review vendor responses to the ITN, and the joint meeting to discuss is scheduled for November 15.  The website www.digitalskillsohio.org, a generic portal to Northstar resources, will soon be added to the Ohio Web Library site. 

Library Services Manager’s Report

Several new features have been released for Website kits, including new options for arranging content, even offering different layouts on different pages within the site. Solomon recently attended two virtual conferences: Computers in Libraries (its third virtual year) and axe-con (an accessibility conference, geared to the digital industry in general).

Technology Projects Manager’s Report

Dooley noted that simultaneous with Karl Jendretzky leaving OPLIN, OIT engineer Terry Fouts who has supported OPLIN since the network’s inception has also retired. Two engineers have been assigned to support OPLIN’s needs. Dooley has recently accompanied one of them, Mike Horsely, on trips to libraries to replace the last of the old OPLIN routers that need to be upgraded to the current Juniper hardware. Dooley repeated that the Co-Location space is completely subscribed, with Cincinnati installing equipment using VLAN stacking completed by Jendretzky, and Cuyahoga County using a similar configuration created by Dooley. Dooley also was able to attend a virtual conference: the UseNix Site Reliability Engineering conference.

CHAIR'S REPORT

Sidwell noted that the Nominations Committee would be meeting after the Board meeting to select new Board members they will ask the State Library Board to appoint to the OPLIN Board.

ADJOURNMENT

With no other business pending, Travis Bautz moved to adjourn the meeting; Jamie Black seconded. There was no discussion, so the Chair adjourned the meeting at 11:00 a.m.

oplin Wed, 08/03/2022 - 07:33

February 11, 2022

February 11, 2022

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

Minutes —February 11, 2022

WELCOME and CALL TO ORDER

The one hundred eighty-ninth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, February 11, 2022 by Board Chair Tara Sidwell at the OPLIN office in Columbus, Ohio.

Present were Board members: Angela Baldree, Travis Bautz, Jamie Black, Ben Bolbach, Justin Bumbico, Roger Donaldson, Hilary Prisbylla, and Holly Richards. 

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

Attending virtually at https://oplin.ohio.gov/board/february-11-2022/: OPLIN Board members Bill Lane and Garalynn Tomas; and Eric Maynard (State Library).

NOMINATION and SPECIAL ELECTION OF BOARD OFFICERS

With the resignation of Justin Bumbico on January 26, Vice Chair Tara Sidwell assumed the position of Chair.

Jamie Black nominated Board Secretary Garalynn Tomas as Vice Chair, and Roger Donaldson to fill the office of Secretary; Angela Baldree seconded. There was no discussion, so the chair called for a vote on the motion; all aye.

APPROVAL OF THE AGENDA

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

PUBLIC PARTICIPATION

The Chair called for public participation.

Jay Smith reported on current legislation, including amended HB 51 which will temporarily restore the ability for public boards to meet virtually. OLC will hold its Legislative Day April 6. Michelle Francis reported that the Public Library Fund continues to come in above estimates, outlined options for libraries to continue providing COVID-19 testing kits, and described the continuing education programs OLC will hold in the coming months.

Wendy Knapp reported the State Library’s five year LSTA evaluation is underway, and that there would be an announcement in the next week about the status of statewide library materials delivery.

APPROVAL OF THE MINUTES of December 10 meeting

Angela Baldree moved to approve the minutes of the December 10, 2021 meeting as presented; Ben Bolbach seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee had a meeting conflict, so Don Yarman reviewed the financial reports, noting that, halfway through the fiscal year, half the budgeted funds had been disbursed. Yarman reported that after the reports were generated, $473,000 was received in E-rate refunds. 

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

OLD BUSINESS — none

NEW BUSINESS

Amendments to Content Advisory Committee charter

The Content Advisory Committee is officially chartered by the OPLIN Board to advise it on the selection of subscription information resources for public libraries. The current charter requires the committee to meet once a year, and specifies that the charter itself shall be reviewed annually by the Board. As part of the annual review, the following amendments are proposed:

II. MEMBERSHIP

Original Language: Membership will be reaffirmed at the annual spring planning meeting of the OPLIN Board.

Proposed Change: Membership will be reaffirmed by the OPLIN Board at the discretion of the OPLIN Director.

IV. PROCEDURAL RULES

Original Language: Meetings: The committee will meet at least one time a year. Because this committee may make recommendations to the OPLIN Board regarding purchases, it may be considered a "public body" under Ohio's Open Records and Open Meetings laws; committee meetings will therefore be open to the public. While members may attend by telephone or Internet connection, they must be present to participate in any vote or be counted toward a quorum. Notices of meetings will be posted at http://oplin.org in accordance with Ohio's Open Records and Open Meetings laws.

Minutes: Minutes of each meeting shall be created by OPLIN staff attending the meeting. After review by the committee, they will be posted at http://oplin.org.

Recommendations and Reports: Committee recommendations and reports will be submitted to the OPLIN Board through the OPLIN Director prior to the Board's annual planning meeting. Recommendations will include both suggested action and justification for suggestions. 

Proposed Changes: Meetings: Because this committee may make recommendations to the OPLIN Board regarding purchases, it may be considered a "public body" under Ohio's Open Records and Open Meetings laws; committee meetings will therefore be open to the public and conducted under section 121.22 of the Ohio Revised Code and any applicable temporary law.  Notices of meetings will be posted on the OPLIN website in accordance with Ohio's Open Records and Open Meetings laws.

Quorum: A gathering of six or more members of the committee shall constitute a quorum.

Minutes: Minutes of each meeting shall be created by OPLIN staff attending the meeting. After review by the committee, the minutes will be posted on the OPLIN website.

Recommendations and Reports: Committee recommendations and reports will be submitted to the OPLIN Board through the OPLIN Director. Recommendations will include both suggested action and justification for suggestions.

V. REVIEW

Original Language: This charter shall be reviewed at the annual planning meeting of the Board of Trustees of the Ohio Public Library Information Network. 

Proposed Change: This charter shall be reviewed at the request of the Board of Trustees or the Executive Director of the Ohio Public Library Information Network. 

Travis Bautz moved to approve the amendments ; Roger Donaldson seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

Fees for Library Website Audits

Reasoning that OPLIN has a strategic interest in the accessibility and usability of Ohio library websites, Yarman proposed that the $125 fee OPLIN charges for Laura Solomon to conduct a website audit be eliminated. Black asked how often libraries asked for audits; Solomon reported that it varies, but typically there are several per year. Donaldson asked how long an audit takes; Solomon replied, that depending on extensive a site is, it takes an average of two or three hours.

Jamie Black moved to approve recommendation to eliminate the website audit fee; Travis Bautz seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

 

STRATEGIC PLANNING

OPLIN staffing update

Technology Project Manager Karl Jendretzky accepted a position at Columbus Metropolitan Library. OPLIN’s Infrastructure Specialist Jessica Dooley will assume Jendretzky’s position starting February 13. Yarman reported that he and Dooley will examine OPLIN’s shifting support and development needs to create a new position profile to post.

8.2. Discussion of next steps with Strategic Planning

Yarman reported that over the course of Board meetings this fiscal year, the Board has heard reports of OPLIN’s services and reviewed existing tactics. The logical next step would be to bring in a facilitator to guide the Board through a deeper, philosophical discussion of OPLIN’s mission and strategies, if that was desired. Black asked whether libraries were reporting deficiencies, noting that there seems to be a high rate of satisfaction; OPLIN is nimble, and the current strategic priorities have supported that. Tomas agreed, but asked the new Board members if they felt they would benefit from a deeper strategic planning discussion, or were they comfortable with the material they already have. Lane replied that he would like to experience a few more meetings before updating the strategic plan or embarking on creating a new one. Bolbach said he already has a strong understanding of OPLIN, and while he thinks there are services that could be added under the general umbrella, the current mission and strategies would allow for them. As the April meeting is the usual venue for the Board to discuss services, Sidwell recommended that a discussion of OPLIN’s services be added to that meeting agenda.

OPLIN DIRECTOR'S REPORT

Yarman reported that the annual E-rate work is on track, as OPLIN has received the reimbursements for circuit costs for the first six months of the funding year, the vendor bids for services in the next funding year were evaluated and selections made, and the Office of Information Technology is preparing the MOU for providing internet service. Yarman has asked OIT to resume purchasing maintenance on OPLIN’s routers as part of the MOU, as that would make equipment maintenance an allowable E-rate expense. Sidwell asked for information about the FCC’s proposed changes; Yarman explained that the FCC has a legitimate concern about fraud and abuse within the E-rate program, which has led it to propose the creation of a central portal to manage the bidding process for services. National organizations representing the interests of schools and libraries are opposed, arguing that E-rate applicants are currently directed to follow all local bidding laws and regulations, and that existing program integrity procedures give the FCC complete access to the bids, their evaluation, and the decision process. 

 

Digital Resources Manager’s Report

Christine Morris amplified that the FCC’s plans would be disadvantageous to small, local service providers, and that it’s important for stakeholders to submit comments on the FCC’s plans. Morris reported the Northstar roll-out is slow but steady: about 10% of Ohio’s libraries have begun offering Northstar digital literacy services to their patrons, with a total potential population served of 2.5 million. The biggest barrier seems to be fatigue; libraries are looking to each other for advice. Morris discussed an enhancement to OPLIN’s collection of Sanborn maps; Kent State University has produced high-quality, full-color scans of the maps, and KSU librarians and system staff are reviewing OPLIN’s request to add direct links to the Kent collection from OPLIN’s map interface. 

 

Library Services Manager’s Report

Solomon had nothing additional to report.

Technology Projects Manager’s Report

Jendretzky reported that firmware updates to the OPLIN devices necessary for supporting VLAN stacking were completed Tuesday evening, so the framework is in place for the Cincinnati library to begin using it. The VLAN stacking configuration is in process for the Cuyahoga County library, and other libraries are expressing interest. The Central Library Consortium has begun using the SMS service, which more than doubles the typical message throughput; OPLIN has purchased an additional 6.6 million credits to support the increase, expecting to use 3 million credits per year. Jendretzky added new functionality to the automated database statistics system which fixes a long-standing error with HeritageQuest stats.

Sidwell thanked Jendretzky for everything he’s done for OPLIN. Jendretzky said it was an honor to work at OPLIN and with Ohio’s libraries.

CHAIR'S REPORT

Nominations Committee

At the August meeting, former Chair Justin Bumbico appointed Angela Baldree, Travis Bautz, Roger Donaldson, and Holly Richards to the Nominations Committee. Yarman will post the call for nominations for the committee to review and forward their recommendations to the State Library Board for appointment.

ADJOURNMENT

With no other business pending, the Chair adjourned the meeting at 10:50 a.m.

oplin Wed, 08/03/2022 - 07:19

December 10, 2021

December 10, 2021

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

Minutes —December 10, 2021

WELCOME and CALL TO ORDER

The one hundred eighty-eighth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:01 a.m. on Friday, December, 2021 by Board Vice-Chair Justin Bumbico at the OPLIN office in Columbus, Ohio.

Present were Board members: Angela Baldree, Jamie Black, Ben Bolbach, Justin Bumbico, Roger Donaldson, Bill Lane, Holly Richards, and Garalynn Tomas. 

Also present were: Karl Jendretzky, Christine Morris, and Don Yarman (OPLIN).

Attending virtually at https://oplin.ohio.gov/board/december-10-2021/: OPLIN Board members Travis Bautz,  Hilary Prisbylla, and Tara Sidwell; Laura Solomon (OPLIN); Stephanie Herriott, Wendy Knapp, and Jamie Pardee (State Library);  and Jay Smith (Ohio Library Council).

APPROVAL OF THE AGENDA

Roger Donaldson moved 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.

PUBLIC PARTICIPATION

The Chair called for public participation.

Jamie Pardee reported that the State Library plans to open their meeting rooms for state agencies use in January, which might increase foot traffic in the building. Wendy Knapp reported that the State Library’s LSTA Plan Evaluation would begin the following week.

APPROVAL OF THE MINUTES of August 13 meeting

Jamie Black moved to approve the minutes of the August 13, 2021 meeting as presented; Holly Richards seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee noted the $490,000 drop in the cash balance, explaining it was due to the timing of internet access invoices from OIT; that large a drop is not expected every fiscal year. The salary budget is larger than the previous fiscal year due to the addition of a staff member, as well as some cash incentives the state offered for employees to get Covid-19 vaccinations. Yarman added that the travel budget is also larger due to planned attendance at some conferences in 2022.

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

STRATEGIC PLANNING

 Reports on the Status of OPLIN Services — OPLIN Staff

Don Yarman, Laura Solomon, and Karl Jendretzky delivered for the Board a presentation of OPLIN’s activities from the previous fiscal year, covering revenues, expenditures, usage of subscription databases, bandwidth utilization, authentication and network tools, webinars delivered, and the host of services OPLIN provides. Solomon reviewed the large project to migrate websites from Drupal 7 to Drupal 8, and then on to Drupal 9. Yarman followed up by connecting the various elements of the presentation to the OPLIN Services Plan.

Questions for PLDS

Don Yarman asked the Board, for their planning purposes, what information should OPLIN seek to gather from libraries as part of the annual data survey the State Library administers. Currently asks “type of internet connection” and monthly cost. Yarman suggested asking for bandwidth rather than type of connection, which would be more helpful. Explained libraries interpret “monthly cost” differently. Black said “bandwidth and undiscounted cost (i.e. before E-rate discounts).

OLD BUSINESS — None

NEW BUSINESS — None

OPLIN DIRECTOR'S REPORT

Yarman, Solomon, and Jendretzky had nothing to add to their written reports.

Christine Morris, OPLIN’s new Digital Resources Manager, introduced herself. Yarman directed the Board’s attention to Morris’s project plan for implementing Northstar Digital Literacy resources across Ohio libraries, and Morris reviewed the recent webinars offered to inform libraries about Northstar.

Travis Bautz expressed concern about the reporting requirements for the Emergency Connectivity Fund, which ask libraries to keep detailed circulation and inventory data beyond what their integrated library systems are designed to collect and store. Yarman said he would meet directly with Bautz and his staff to discuss their concerns and to clarify the ways that the state coordinators for library E-rate and the American Library Association are interpreting the FCC’s guidelines, as state privacy laws preempt libraries from providing the level of data that the FCC expects from school districts.

CHAIR'S REPORT

Justin Bumbico welcomed Board members Ben Bolbach and Bill Lane to their first in-person Board meeting. 

ADJOURNMENT

With no other business pending, the Chair adjourned the meeting at 12:07 p.m.

oplin Wed, 08/03/2022 - 06:44

August 13, 2021

August 13, 2021

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

Minutes —August 13, 2021

WELCOME and CALL TO ORDER

The one hundred eighty-seventh meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, August 13, 2021 by Board Vice-Chair Justin Bumbico at the OPLIN office in Columbus, Ohio.

Present were Board members: Angela Baldree, Travis Bautz, Jamie Black, Justin Bumbico, Roger Donaldson, and Hilary Prisbylla. Also present were: Karl Jendretzky and Don Yarman (OPLIN).

Attending virtually at https://www.gotomeet.me/OPLIN/august-2021-oplin-board-meeting were: 

Board members Bill Lane, Holly Richards, Tara Sidwell, and Garalynn Tomas; Laura Solomon (OPLIN), Stephanie Herriott, Wendy Knapp, and Eric Maynard (State Library); and Michelle Francis and Jay Smith (Ohio Library Council).

NOMINATION and ELECTION OF BOARD OFFICERS

The Nominations Committee proposed the following slate of officers: Justin Bumbico, Chair; Tara Sidwell, Vice Chair; Garalynn Tomas, Secretary;Jamie Black, Treasurer. Roger Donaldson moved to accept the slate of nominees; Travis Bautz seconded the nominations. There was no discussion, so the chair called for a vote on the nominations; all aye. Justin Bumbico continued to run the meeting as newly elected Chair.

APPROVAL OF THE AGENDA

Jamie Black moved 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.

ESTABLISH BOARD MEETING SCHEDULE FOR FY2022

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 13, 2021
  • October 8, 2021
  • December 10, 2021
  • February 11, 2022
  • April 8, 2022
  • June 10, 2022

Yarman suggested that instead of clustering all strategic planning at a long April meeting that the Board break up strategic planning activities over the whole year: in October, OPLIN staff will present a review of the services, and at subsequent meetings the Board could take up topics such as expanded. Jamie Black asked whether the expectations of OPLIN will change drastically with the passage of the Federal infrastructure bill. Karl Jendretzky explained that all OPLIN’s circuits are now fiber, so there is no need to seek infrastructure money to expand library broadband. Michelle Francis clarified that this is true of main libraries, but there may not be fiber to the branches; Jendretzky agreed that branch circuits, especially in smaller or more rural libraries, may be business class cable, perhaps because fiber isn’t available but often for ease of installation and cost. Jamie Black and Tara Sidwell discussed the challenges of getting high speed internet to small communities, and there was general discussion of the possibility of coordinating multiple orders, as OPLIN did 8 years ago, to eliminate steep construction costs. The Board agreed to continue discussions of possible strategic directions at each bimonthly meeting.

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

PUBLIC PARTICIPATION

The Chair called for public participation.

Jay Smith reported that the statehouse is in summer recess, but is expected back in August to debate vaccine and mask mandates in the House Health Committee. In September, OLC is expecting the legislature to focus on redistricting and election security. OLC is in the midst of planning for the upcoming Convention and Expo October 13-15 at the Hyatt Regency in Columbus, and thanks OPLIN for its support. More information at https://conventionexpo.olc.org.

Garalynn Tomas asked where libraries stand in terms of mandating vaccines for hiring. Smith said some libraries have passed policies making vaccination a condition of employment (with caveats that employees who are unwilling or unable to get vaccinated must undergo weekly testing to make sure they are COVID negative). Smith advises libraries to work with their county health departments for guidance; OLC does not expect statewide mandates for vaccination or masking.

Wendy Knapp reported that the funds for Imagination Library were moved back out of State Library’s budget. Nearly all of her time recently has been concentrated on problems with the transition to a new statewide delivery company, and State Library is working DAS on remedies to unsatisfactory contract performance. Knapp reported that the State Library has received enthusiastic response to the call for ARPA grant applications; the majority of proposals are from public libraries. The State Library Board will make their grant awards in September.

APPROVAL OF THE MINUTES of June 11 meeting

Angela Baldree moved to approve the minutes of the June 11, 2021 meeting as presented; Travis Bautz seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

ACCEPTANCE OF THE FINANCIAL REPORTS

Don Yarman indicated that the reports do not completely wrap up FY2021 as a few payments have yet to post in the state’s financial system. The estimated administrative expenses for the previous fiscal year were disbursed on target. Yarman explained that the $1.4 million paid to OIT was for 2020 and 2021 internet services, the bill for 2020 coming in 2021. Estimates for FY2022 are based on FY2021 expenses. Additions include payroll and travel for an additional staff member, and Northstar expenses added to Electronic Resources. The line item for Trumpia is $0 for the current fiscal year, but credits will need to be purchased in FY2023. The report currently estimates expenses $60,000 above the $5.7 million in approved spending authority, and if necessary, Yarman and Fiscal Officer Jamie Pardee will ask the Controlling Board for an increase in spending authority as the limit approaches. 

Roger Donaldson moved to accept the financial reports; Travis Bautz seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

OLD BUSINESS — none

NEW BUSINESS

Discuss new position description

The new staff position included in the budget is a restoration of the Digital Resources Manager position, which Yarman converted to the current Infrastructure Specialist position. If the position is approved by DAS, the Digital Resources Manager will be principally responsible for overseeing E-rate, including more outreach to libraries for E-rate assistance, and coordinating support and training for electronic databases, with Northstar being the first priority. Next fiscal year, the Digital Resources Manager will take the lead representing public library interests as OPLIN and the Libraries Connect Ohio partners OhioLINK and INFOhio begin identifying the next package of resources to license statewide.

OPLIN DIRECTOR'S REPORT

Yarman reported that since the last Board meeting, he has devoted a lot of time to answering questions about the Emergency Connectivity Fund and under what circumstances a library needs to filter devices in order to qualify for funding. Six libraries which do not filter their computers have applied for ECF funds to support internet service for hotspots they lend to patrons, and Yarman has reached out to them to discuss the discrepancy.

Library Services Manager report

Solomon updated the Board on her work implementing accessibility modifications to the hosted Website Kits and the Ohio Web Library database portal. She also discussed her collaboration with Jen Johnson and Peter Kukla at the State Library to identify Drupal modules that make it possible for libraries with digitized content to contribute their collections to the Digital Public Library of America.

Technology Projects Manager report

Karl Jendretzky told the Board that Mike Horsley and Nicholas Hester will be the OIT engineers assigned to assist OPLIN as Terry Fouts is retiring soon, and that so far the transition has been smooth. Jendretzky discussed progress with core configuration changes to enable custom VLAN stacking, the status of new circuit orders resulting from E-rate, growth in the number of libraries adding equipment to OPLIN’s CoLocation space in the State of Ohio Computer Center, and on-going development of the MASK authentication middleware. Jendretzky also detailed his work to programmatically pull the necessary usage stats from the new LinkedIn Learning resource. With the Central Library Consortium starting to use the SMS service, Jendretzky predicts OPLIN will need to purchase more message credits in about 12 months.

CHAIR'S REPORT

Nominations Committee appointment

The Chair appointed Hilary Prisbylla, Travis Bautz, Roger Donaldson, Holly Richardson, and Tara Sidwell to the Nominations Committee.

ADJOURNMENT

With no other business pending, the Chair adjourned the meeting at 11:25 a.m.

oplin Wed, 08/03/2022 - 06:29

FY2021

FY2021 oplin Tue, 08/02/2022 - 13:38

June 11, 2021

June 11, 2021

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

Minutes —June 11, 2021

WELCOME and CALL TO ORDER

The one hundred eighty-sixth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:05 a.m. on Friday, June 11, 2021 by Board Chair Chris May at https://www.gotomeet.me/OPLIN/june-2021-oplin-board-meeting.

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

Also present were: Karl Jendretzky, Laura Solomon, and Don Yarman (OPLIN); Stephanie Herriott, Wendy Knapp, Eric Maynard, and Jamie Pardee (State Library); Michelle Francis and Jay Smith (Ohio Library Council); and Bill Lane (Cincinnati & Hamilton County Public Library).

APPROVAL OF THE AGENDA

Holly Richards 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.

PUBLIC PARTICIPATION

The Chair called for public participation.

Wendy Knapp reported on developments with the State Library’s budget: no restoration of funding from the cuts the agency has experienced, and funding for the Governor’s Imagination Library program has been made a line-item under the State Library. The State Library is accepting proposals for Outreach grants using federal ARPA money; these grants require no local matching funds. Knapp also reported that preparation for the transfer to the new vendor for statewide delivery was going well.

Jay Smith provided more information about the state’s budget process, including restoration of the PLF to 1.7% of general revenue and other issues of concern to public libraries in Ohio.

APPROVAL OF THE MINUTES of April 9 meeting

Garaylnn Tomas motioned to approve the minutes of the April 9, 2021 meeting as presented; Travis Bautz seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee reviewed the financial reports, noting that the fiscal year is winding down. Overall revenue for FY2021 is about $692,000, with a beginning cash balance of $3 million and an ending cash balance of $2.2 million. The decrease is due to the timing of bills for internet access from OIT: the funds for FY2020 internet was encumbered in FY20, but the invoice was not received until July, and was paid during FY2021. 

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

OLD BUSINESS — none

NEW BUSINESS

Staff raises

Stephanie Herriot explained that raises were contingent upon approval of parity salary increases for exempt staff in the state which usually accompanies those raises negotiated by the state’s bargaining units.

Jamie Black moved that 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 3% salary increase for each employee beginning with the pay period that includes July 1, 2021, contingent upon the update of the E-1 salary tables in Ohio Revised Code 124.152 to include a 3% salary increase effective the first day of the pay period that includes July 1, 2021 (parity increase); Roger Donaldson seconded. There was no discussion, so the Chair called for a roll call vote on the motion.

Recorded vote: Angela Baldree, aye; Travis Bautz, aye; Jamie Black, aye;Roger Donaldson, aye; Chris May, aye; Travis McAfee, aye; Hilary Prisbylla, aye; Tara Sidwell, aye; Garalyn Tomas, aye; Holly Richards, aye.

7.2. Statewide Digital Literacy Curriculum

Yarman discussed the Northstar Digital Literacy program, a set of competency assessments that help learners determine which facets of digital literacy they most need, and the tools—self-paced as well as classroom curricula—to meet those needs. Northstar was originally developed by Literacy Minnesota in partnership with the Saint Paul Public Library, and is used by over 1730 Adult Basic Education programs, colleges, nonprofits, workforce centers, government agencies, and businesses to support their digital literacy education efforts. In Ohio, about 20 organizations use Northstar tools; in particular, Cuyahoga County and Cleveland Heights-University Heights  libraries used Northstar as the foundation of their public computer instruction. The State Library is interested in committing federal funds to purchase Northstar site licenses for Ohio libraries, while OPLIN could hire a program manager for implementation and support. Yarman outlined two possible solutions for staffing: hiring a contractor to manage the program (similar to the way OPLIN hires Lorrie Germann for public library E-rate support), or explore reclassifying an available unfilled State Library staff line, restoring to OPLIN a position similar to the Digital Resources Manager position, responsible for overseeing electronic resources and E-rate.

Jamie Black asked for cost estimates. Yarman said that Northstar has proposed $60,000 per year, a substantial discount from its $400/year/site cost, which would run to $110,000. Yarman estimates costs for staff salary and benefits at $90,000 per year.

Michelle Francis asked how Northstar compares to the state’s TechCred program. TechCred is a more advanced, job skill program, focusing on professional certifications. Northstar is more basic, teaching fundamental digital literacy skills. Yarman compared Northstar to PLA’s DigitalLearn.org resource, a good selection of free online courses, but Northstar has assessments to guide the new learner into content, and a mechanism for continued learning paths. Garalynn Tomas said that’s important that talented people deliver classes as patrons learn in different ways: some have challenges being in class, and will appreciate the brevity and efficiency of accessing online learning they can use. 

There is no action for the Board at this time.

OPLIN DIRECTOR'S REPORT

Yarman welcomed new Board member Bill Lane from Cincinnati & Hamilton County Public Library, whose term begins in July. Yarman discussed the status of annual contract renewals, including Cisco Umbrella and Juniper maintenance, and the progress of the state’s new procurement platform Ohio|Buys. He reported that the transition from Lynda.com to LinkedIn Learning was very smooth due to the MASK authentication system. Stats are not available for the new resource as the company has not developed the API OPLIN needs to extract stats on a statewide scale.

The OPLIN staff are continuing to work remotely, now under the telework policy that OPLIN has had in place for years. 

Yarman outlined the various federal funds coming to the state:

  • Emergency Broadband Benefit (EBB) is a program to provide qualifying citizens with $50/month broadband discounts and devices. It’s up to the individual or family to find and sign up for available programs. In Ohio, RemoteEDx is taking the lead in helping them do that. OLC is encouraging public libraries to publicize the program. EBB is a key focus of “Heartland Forward,” a “think and do tank” that has targeted Ohio and three other states to raise awareness.
  • State libraries are distributing to libraries of all types the ARPA funds received by IMLS for the purposes of Outreach. Ohio will be receiving an additional $5.4 billion in ARPA funds for the state to distribute to local governments, supporting broadband development and outreach.
  • The Emergency Connectivity Fund (ECF) is $7.1 billion targeted at closing the “homework gap,” and will supplement the E-rate program—and use E-rate filing mechanisms—to support school and library efforts to provide connectivity and devices to students and families that need them. ALA is pushing for clarification from the FCC about data retention requirements. 

Library Services Manager report

Laura Solomon reported on the results so far of the patron-facing survey OPLIN asked libraries to present to their patrons to help us determine how library patrons view research databases. Library terminology for these is inconsistent, and our survey is designed to help get a better idea of the most appealing and understandable terminology. The survey asks if patrons differentiate between electronic resources for research and digital materials more geared toward entertainment; so far, the responses indicate consistently that they do, but when asked whether the library should present research and entertainment resources separately, responses are mixed 50/50.

Solomon also reported that all library Webkit sites have been migrated to Drupal 9, except for one site that is testing an experimental module. Drupal 10 is scheduled for release in June 2022, with Drupal 9 reaching end of life in November 2023.

Technology Projects Manager report

Karl Jendretzky showed the Board the administrative backend he developed for the MASK authentication system, highlighting the controls for adding vendors, controlling access, monitoring uptime, and providing statistics. He also demonstrated the customized EZProxy screens OPLIN can provide to public libraries for remote patron authentication. 

Jendretzky also outlined the major networking project in progress, including new circuit installations and upgrades, a new SIP trunk for the CLEVNET phone system upgrade, and the VLAN stacking project at OPLIN’s core. Spectrum still needs to install its next generation headend for VLAN stacking configuration to proceed.

CHAIR'S REPORT

Chris May thanked the members of the Nominations Committee (Baldree, Tomas, and Bumbico) for their work, adding the slate of officers they identified will not need action until the August meeting. 

May and Yarman discussed the director’s evaluation process, which is awkwardly timed to take place at the end of a fiscal year when board terms are up. The criteria has not been updated in many, many years. . Jamie Black asked if there was a state requirement for directors to be evaluated; Stephanie Herriot explained that E1 and E2 staff evaluations are required, but there is not a corresponding requirement for executive directors Black offered to make a motion to officially stop doing annual evaluations of the OPLIN director. After discussion whether such action was necessary, it was decided that the director and Board may agree in the future to do a performance evaluation, and Black withdrew his motion.

9.1. Recognition

The Chair recognized Tara Sidwell to offer the following resolution:

WHEREAS TRAVIS MCAFEE has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since July 2015; and

 

WHEREAS he has freely and unselfishly given of his time and efforts to ensure the success of OPLIN by serving on the Board for six years; and

 

WHEREAS his experience as systems administrator at the Way Public Library and Network Administrator and Infrastructure Specialist at the Wood County District Public Library gave him a diverse perspective on OPLIN and its services to libraries; and

 

WHEREAS he has provided additional service as the Treasurer of the OPLIN Board from 2017 to 2018, the Vice-Chair from 2018 to 2019, and the Chair from 2019 to 2020; and

 

WHEREAS his wide experience of technical issues has always been a helpful source of information for the Board; and

 

WHEREAS he has consistently contributed his productive opinions to the OPLIN Board and OPLIN Executive Committee deliberations; and

 

WHEREAS he has been a dedicated and active advocate for OPLIN throughout his tenure on the Board,

 

NOW THEREFORE BE IT RESOLVED that, on the 11th day of June, Two Thousand and Twenty-One, the members of the Board of Trustees of the Ohio Public Library Information Network recognize the significant contributions made to public libraries and library service by TRAVIS MCAFEE during his outstanding tenure with the Ohio Public Library Information Network; and

 

BE IT FURTHER RESOLVED that the Board extends its most sincere thanks and appreciation to TRAVIS MCAFEE for his vital volunteer service as a member of this Board.

Garalynn Tomas seconded the resolution. All aye.

The Chair recognized Garalynn Tomas to offer the following resolution:

WHEREAS CHRIS MAY has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since July 2015; and

 

WHEREAS he has freely and unselfishly given of his time and efforts to ensure the advance of OPLIN by serving on the Board for six years; and

 

WHEREAS his service as director at the Mansfield/Richland County Public Library gave him a distinctive outlook on OPLIN and its services to libraries; and

 

WHEREAS he has provided dedicated leadership as the Treasurer of the OPLIN Board from 2017 to 2018, the Secretary from 2018 to 2019, the Vice-Chair from 2019 to 2020, the Chair from 2020 through 2021; and

 

WHEREAS the insight he developed throughout his career have always been a helpful source of information for the Board; and

 

WHEREAS he has consistently contributed his valuable opinions to the OPLIN Board and OPLIN Executive Committee deliberations; and

 

WHEREAS he has been a steadfast guardian of OPLIN’s interests throughout his tenure on the Board,

 

NOW THEREFORE BE IT RESOLVED that, on the 11th day of June, Two Thousand and Twenty-One, the members of the Board of Trustees of the Ohio Public Library Information Network recognize the significant contributions made to public libraries and library service by CHRIS MAY during his outstanding tenure with the Ohio Public Library Information Network; and

 

BE IT FURTHER RESOLVED that the Board extends its most sincere thanks and appreciation to CHRIS MAY for his continued volunteer service as a member of this Board.

Tara Sidwell seconded the resolution. All aye.

ADJOURNMENT

With no other business pending, the Chair adjourned the meeting at 11:55 a.m.

oplin Wed, 08/03/2022 - 06:19

April 9, 2021

April 9, 2021

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

Minutes — April 9, 2021

WELCOME and CALL TO ORDER

The one hundred eighty-fifth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:02 a.m. on Friday, April 9, 2021 by Board Vice Chair Justin at https://www.gotomeet.me/OPLIN/april-2021-oplin-board-meeting.

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

Also present were: Jessica Dooley, Rachel Fuller, Karl Jendretzky, Laura Solomon, and Don Yarman (OPLIN); Stephanie Herriott and Wendy Knapp (State Library); and John Stewart (Serving Every Ohioan [SEO] Service Center).

APPROVAL OF THE AGENDA

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

PUBLIC PARTICIPATION

The Vice-Chair called for public participation.

Wendy Knapp  reported that the Public Library Survey is open. She and Evan Struble are meeting with staff from IMLS and other state librarians and deputies as they plan for funds coming through the American Rescue Plan Act (ARPA). Knapp is looking for impactful programs that will reach libraries of all types and their users, and be in direct response to the challenges brought on by the pandemic, leveraging the good work already done by libraries in the areas of workforce development, digital inclusion, and resource sharing. They are also following the developments of the E-rate infusion of $7.1 billion that is part of ARPA, plus the other half a dozen sections that seek to address broadband infrastructure. Knapp is still waiting to learn more about when she will testify before the Senate Finance Committee in the coming weeks.

APPROVAL OF THE MINUTES of February 12 meeting

Roger Donaldson motioned to approve the minutes of the February 12, 2021 meeting as presented; Hilary Prisbylla seconded. There was no discussion, so the Vice-chair called for a vote on the motion; all aye.

ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee was unexpectedly detained out of state, and was unable to provide updated reports. Yarman reported that no unexpected financial activity has occurred since the previous meeting. As previously discussed, it will likely be necessary to ask the Controlling Board for a small increase in spending authority as the internet service bill for the previous fiscal year was not prepared until this fiscal year. Yarman will send the Board a current financial report when Pardee returns to the office.

OLD BUSINESS — none

NEW BUSINESS

Copyright release

Laura Solomon has written books for the American Library Association on social media and content marketing. She now has the opportunity to write another book for ALA: advice and commentary drawn partially from the "What Does This Mean to Me, Laura?" blog, the writing of which has been part of Solomon’s job duties at OPLIN. Yarman consulted OPLIN’s representative at the Attorney General's office about securing formal copyright permission for her to reproduce the blog posts. 

Travis McAfee motioned to authorize the director to grant Laura Solomon the requested permission to republish portions of the “What Does This Mean to Me, Laura?” blog in her forthcoming book; Jamie Black seconded. There was no discussion, so the Vice-chair called for a vote on the motion; all aye.

Strategic Plan extension

Yarman requested, due to the pandemic and the inability for the Board to meet in person for strategic planning purposes, that the current OPLIN Strategic Plan be extended through the next fiscal year.

Jamie Black motioned to extend the expiration of OPLIN’s Strategic Plan to June 30, 2022; Travis Bautz seconded. There was no discussion, so the Vice-chair called for a vote on the motion; all aye.

Staff raises

Jamie Black motioned to approve the following resolution:

Per HB 292, a general wage increase for State of Ohio E-1 employees of 3% is granted effective with the first day of the pay period that includes April 11, 2021, and allows for increases up to 3% for other exempt state employees with Board approval; therefore, 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 3% salary increase for each employee beginning with the pay period that includes April 11, 2021.

Roger Donaldson seconded the resolution. There was no discussion, so the Vice-chair called for a roll call vote on the motion.

Recorded vote: Angela Baldree, aye; Travis Bautz, aye; Jamie Black, aye; Justin Bumbico, aye; Roger Donalson, aye; Travis McAfee, aye; Hilary Pribylla, aye; Tara Sidwell, aye; Garalyn Tomas, aye; Holly Richards, aye.

 

OPLIN DIRECTOR'S REPORT

Yarman reported that Juniper equipment and software maintenance coverage has been purchased for the remainder of the fiscal year, moving coverage from a calendar year term to fiscal year. Libraries will migrate from Lynda.com to LinkedIn Learning during the first week in May, and work has begun configuring library access to LinkedIn Learning. Executive Staff Director Rebekah Michael of the Ohio Cyber Range Institute (OCRI) reached out to OPLIN to help them connect with public libraries as an outlet for their IT and cybersecurity training. Jessica Dooley invited selected libraries to a webinar for a fruitful discussion about what OCRI could do to help libraries add cyber range curriculum to their program offerings. Library staff requested that OCRI provide a train-the-trainer webinar to familiarize library staff with OCR resources. OPLIN hopes to invite libraries to access OCRI's curricula within the next few months.

Yarman reported that Rachel Fuller has nearly completed her MLIS internship. Fuller discussed her study exploring the reasons why some libraries have very low database usage, finding that libraries with low usage often lack a website or prominent links to Ohio Web Library resources.

Library Services Manager report

Solomon reported progress on Drupal 9 migrations: 14 library websites were upgraded prior to the Board meeting. She anticipates, at this rate, all migrations will be completed by early summer. Solomon is in discussions or actively developing 7 new Website Kits for libraries.

Technology Projects Manager report

Network Events

  • The J. R. Clarke Library in Covington has moved to a temporary location during renovations. Jendretzky created a VPN router configuration template to tunnel the library's business class cable circuit back into the OPLIN network. It’s been running stable for almost a month.
  • A card failed at the SOCC Sunday, March 7, knocking out seven physical links, but due to network redundancy affected only Spectrum circuits. Jendretzky replaced the card (a 10 port loaner from Juniper) with a spare, and repaired a fiber path with low-light levels which was the cause of the Spectrum outage. 
  • Juniper Maintenance up and running as of April 2nd. After OIT gathers packing materials and a bad power supply, Jendretzky will ship to Juniper a few bad devices for replacement.

Orders

  • The E-rate process resulted in 92 orders: 70 circuit renewals, 21 fresh builds

VLAN Stacking

  • To avoid visiting 99 library sites to make circuit changes required for VLAN stacking, Spectrum will build a new 20GB OPLIN/Spectrum next-generation head-end. The first pilot circuits on the new link will be the OPLIN office and Cincinnati, who requested the layer 2 functionality for equipment they plan to put in the SOCC. The 13 new Spectrum circuits coming up in July will also have the new configuration and use the new head.
  • Cuyahoga County also wants a layer 2 connection to a rack they wish to install at the SOCC, and Jendretzky will use the Spectrum template to establish a similar head end with OARnet.

Coding

  • Jendretzky built a tool for mass management of ssh devices. He was able to use this to make changes on 225 routers (enabling SNMPV3) on March 24 in a little over a minute.
  • Jendretzky added tester code to the MASK authentication system, which lets other staff add and change library configuration in the system. He also created Debug code for troubleshooting connections with local systems. In addition to standard SIP2 and API authentication protocols, Jendretzky trained MASK to authenticate against particular library patron login pages where standard protocols are not available.
  • The once.oplin.org secure messaging platform now includes a CAPTCHA test to block bots.
  • A library deliberately sent 17,000 SMS messages to their patrons in March. Jendretzky increased the gateway to 20 parallel handlers, sending text messages at 2 per second. With additional server resources that could double if the Trumpia service allows.

Servers

  • Jendretzky has been documenting the various OPLIN server functions for Jessica Dooley, who then builds a fresh server and migrates services to the new platform. Network monitoring tools were first; SMS Gateway, Stats, and soon MASK will migrate.

CHAIR'S REPORT — none

ADJOURNMENT

With no other business pending, the Vice-chair adjourned the meeting at 11:07 a.m.

oplin Wed, 08/03/2022 - 06:07

February 12, 2021

February 12, 2021

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

Minutes — February 12, 2021

WELCOME and CALL TO ORDER

The one hundred eighty-fourth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, February 12, 2021 by Board Chair Chris May at https://www.gotomeet.me/OPLIN/february-2021-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); Wendy Knapp and Jamie Pardee (State Library); and Michelle Francis (Ohio Library Council).

APPROVAL OF THE AGENDA

Garalynn Tomas 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.

PUBLIC PARTICIPATION

The Chair called for public participation.

Wendy Knapp reported she would be testifying on Thursday about the State Library’s budget before the House Finance Subcommittee on Higher Education. The budget as proposed by the Governor does not restore all the funding that was withheld last year when the pandemic began, which is a concern due to continued rising costs, such as the State Library’s lease and the renewal of the statewide delivery contract. The State Library continues to work with the landlord to find ways of bringing that cost down. Knapp discussed possible federal funds coming to libraries, but those often require a state match, and the State Library’s shrinking budget could impact receipt of those funds. Several State Library employees were victims of the escalating unemployment fraud in Ohio.

Michelle Francis reported that the Governor’s executive budget reduces the Public Library Fund to 1.66% of general revenue as set in permanent law; although state revenues have been strong, OLC is advocating to keep the PLF at 1.7%. They have had positive conversations with leadership, and they encourage libraries to share with their legislators how libraries have continued to provide services during the pandemic. OLC supports the Governor’s plan to include $200 million in the budget to expand broadband infrastructure, as well as SB-8 and HB-2 which are directed at expanding broadband last-mile coverage. Instead of Legislative Day, OLC will conduct Library Advocacy Week during the first week in April.

APPROVAL OF THE MINUTES of December 11 meeting

Justin Bumbico motioned to approve the minutes of the December 11, 2020 meeting as presented; Garalynn Tomas seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee reviewed the financial reports, observing a beginning cash balance of a little over $3 million, currently projecting the ending cash balance at $2.9 million. Half the budgeted admin expenses have been disbursed, which is on track for this point in the year. A new expense for Juniper maintenance is on the financial report, with about $60,000 spent after Controlling Board approval for calendar year 2020, and the remaining amount will be spent after Controlling Board approves expenses for calendar year 2021. Unplanned spending authority shows a negative balance of $648,000 due to the timing of last fiscal year’s internet service bill from OIT, which was delayed and paid out of this fiscal year’s budget. As we near the end of our allotted appropriation this spring, we are likely to have to go to the Controlling Board to ask for an increase in spending authority to cover this year’s internet service bill, Juniper maintenance, and the usual expenses.

Yarman mentioned that some telecommunication funds are unspent, as AT&T invoices on the new lowest corresponding price contract have a remit-to address that does not match AT&T’s supplier record in the state state system. For the past eight months, AT&T has been urged to update the supplier record so encumbered funds can be released to them. 

Tara Sidwell 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.

OLD BUSINESS -- none

NEW BUSINESS -- none

OPLIN DIRECTOR'S REPORT

The request has been submitted to the state’s Controlling Board to purchase Juniper maintenance for calendar year 2021; no questions have been asked, so Yarman is hopeful that the request will be on the February 22 meeting agenda. 

OhioLINK received federal Governor’s Emergency Education Relief (GEER) funding to provide Cochrane Library access, not just to OhioLINK members, but also to medical facilities and the general public through their public libraries. The Cochrane Library databases contain different types of high-quality, professional information to make health decisions. We will soon get information about this valuable resource out to public libraries, including webinars for librarians to learn more.

Rebekah Michael, director of the Ohio Cyber Range Institute which manages the state’s cybersecurity education platform, reached out to OPLIN for help partnering with public libraries to offer OCR programming to library patrons. The Cyber Range has funding, curricula, kits, and online resources to sponsor cybersecurity and IT programming for middle and high school students. They are also developing security awareness education for seniors. OPLIN’s Jessica Dooley is identifying libraries that have shown an interest in supporting cybersecurity programming, and will help OCRI gather feedback from potential library participants.

On February 8, the Public Library Associated held a webinar for COSLA (Chief Officers of State Library Agencies) about experiences implementing Lynda.com/LinkedIn Learning statewide. Yarman co-presented with Elizabeth Iaukea, the Workforce Development Librarian for Washington State Library.

After the pandemic disruption, database usage returned to normal levels in the last months of 2020. Proquest announced that they had been under-reporting usage of Ancestry and HeritageQuest by about 50%; Yarman will work with the State Library’s data coordinator Kirstin Krumsee to determine whether to revise the reported numbers for the state report.

Library Services Manager report

As libraries focus on keeping their websites updated and fresh during the pandemic, Solomon is receiving more orders for special features and site redesign, as well as more inquiries from libraries wishing to start a new website with OPLIN. As discussed at the previous meeting, OPLIN has re-released the webform module which allows libraries to build forms into their site. Solomon is exploring additional new features that libraries may be interested in, such as an FAQ function and a layout builder which would let libraries reconfigure the layout of individual pages.

Solomon and Dooley have been preparing to upgrade all sites to Drupal 9, which is not as difficult as the Drupal 7 to Drupal 8 upgrade. Dooley is developing scripts that automate the upgrade steps.

Solomon is working with State Library staff to improve accessibility of the book cover widget that  promotes titles from the Choose to Read Ohio program.

Technology Projects Manager report

After the Controlling Board approved Juniper maintenance for 2020, Jendretzky downloaded the firmware updates and swapped out failed hardware; new MPC7 cards are ready for installation in OPLIN core equipment. The process for securing maintenance for 2021 is underway, and the procedure for the 2022 renewal is mapped out.

There has been rapid development of the MASK authentication service; it connects to the servers of Ohio’s library consortia, reaching 169 libraries so far. MASK supports SIP2, PatronAPI, Evergreen API, EZproxy, and generic GET/POST commands. Jendretzky has built in test features to streamline library on-boarding, and the service tests each connection every morning to make sure it’s working. On the backend, MASK certificates are automated, and it has a development stack that Jendretzky can work on without disrupting the live production stack. MASK can also act as secondary authentication for EZproxy alongside the more generic Ohio Web Library authentication. Yarman added that OPLIN is testing MASK live with LinkedIn Learning: a few libraries never used Lynda.com, so those accounts were migrated to LinkedIn Learning early, letting OPLIN get an early glimpse into the new platform. 

Jendretzky discussed the impact of the major SolarWinds hack. OPLIN doesn’t use SolarWinds for monitoring, but OIT does and the service was taken offline. Jendretzky verified that there were no unexpected logins or unexplained configuration changes to OPLIN equipment; as a precaution, Jendretzky updated all OPLIN routers with new rootkeys, and developed the once.oplin.org sensitive file sharing service to provide the new rootkeys to OIT.

Jendretzky discussed progress on the VLAN stacking project which initially will allow Cincinnati & Hamilton County Public Library to put backup servers at the SOCC and yet remain part of the library’s internal network. Jendretzky’s proposed configuration, currently under review by Juniper, is similar to how OARnet manages the state’s OneNet. Implementation will involve reconfiguring each Spectrum circuit, involving changes to 144 site routers simultaneously during an overnight maintenance window. There will be an outage lasting 15-60 minutes.

The new OPLIN VMware server has been deployed, and Jessica Dooley is building new versions of existing servers to migrate onto the new hardware. This will reduce OPLIN’s reliance on AWS, and Jendretzky expects to recover the costs of the new hardware within 3-4 years.

There is one library in Ohio, the Perry Cook Memorial Library in Shauck, that doesn’t have fiber service; internet has been provided via a wireless antenna. As part of this year’s E-rate process, a vendor has been identified for new service to the library, and when complete, all Ohio libraries will be served by fiber ethernet. Yarman added that he has completed the cost analysis for all the bids in response to the E-rate 470, and he will be releasing his bid decision letter soon.

CHAIR'S REPORT

Ethics Training

Yarman will send out the link to the required annual training workshop from the Ohio Ethics Commission. Financial disclosures are due Monday, May 17.

Board Nominations

Yarman will put out a call for OPLIN Board nominations, which will be reviewed by Nominating Committee members Garalynn Tomas, Angela Baldree, and Justin Bumbico. The by-laws allow the Nominating Committee to select candidates to send directly to the State Library Board for approval.

Review April planning meeting arrangements

OPLIN’s strategic plan expires at the end of June. The Board discussed possibilities, asking Yarman to provide proposals for extending the current plan temporarily until it is more convenient to hold more rigorous strategic planning discussions. 

ADJOURNMENT

With no other business pending, the Chair adjourned the meeting at 10:48 a.m.

oplin Tue, 08/02/2022 - 13:56

December 11, 2020

December 11, 2020

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

Minutes — December 11, 2020

WELCOME and CALL TO ORDER

The one hundred eighty-third meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, December 11, 2020 by Board Chair Chris May at https://www.gotomeet.me/OPLIN/december-oplin-board-meeting.

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

Also present were: Jessica Dooley, Rachel Fuller, Karl Jendretzky, Laura Solomon, and Don Yarman (OPLIN); Stephanie Herriott, Wendy Knapp, Eric Maynard, and Jamie Pardee (State Library); and Jay Smith (Ohio Library Council).

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.

PUBLIC PARTICIPATION

The Chair called for public participation.

Wendy Knapp reported on how state librarians and IMLS are communicating with state departments of health, and that they urge the next phase of the REALM (REopening Archives, Libraries, and Museums) study to focus on recommendations for best practices rather than data. State Library staff are continuing to work from home. The State Library Board approved seven LSTA grants at their last meeting, and Knapp reminded the OPLIN Board that open grants may be applied for at any time. The State Library and OhioNET will offer Library Leadership Ohio as a remote professional development program in 2021. The Cooperative Summer Library Program online portal is now available for libraries to begin their 2021 summer reading planning.

Jay Smith reported that OLC has no in-person meetings planned until at least summer, but will continue to hold virtual meetings and workshops. State tax receipts for November were 2.3% above estimates, so the December PLF distribution is also Ohio Department of Taxation estimates released in July. Overall, the PLF total for 2020 was $409,405,535, or $5.2 million less than original ODT estimates. Legislators are expecting a $2 billion shortfall for fiscal year 2021. Smith also outlined legislative activities as the legislative year nears its close, including the capital budget, HB450 which requires fiscal officers to have succession guidelines, HB13 Broadband Expansion Grant Program, HB76 which institutes ballot language that OLC opposes, and HB325 which establishes February 18 as Toni Morrison Day. 

APPROVAL OF THE MINUTES of October 9 meeting

Justin Bumbico motioned to approve the minutes of the October 9, 2020 meeting as presented; Tara Sidwell seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee reviewed the financial reports, noting that about half the admin budget has been spent by this point as expected, and information resources have been paid for for the current fiscal year. Pardee noted that OPLIN’s request to purchase Juniper maintenance for 2020 is on the Controlling Board agenda for December, and that we will need to also budget for and request authority to pay for 2021 maintenance. Between purchasing Juniper maintenance and the timing of internet service billing from OIT, Pardee estimates that OPLIN will have to request a $600,000-700,000 increase in spending authority from the Controlling Board. The starting cash balance for the fiscal year was a little over $3 million, with a projected ending cash balance of $2.8 million.

Yarman explained that OPLIN’s request to pay for 2020 Juniper maintenance was not on the Controlling Board’s November 23 agenda because there was confusion about why the request was retroactive to December 2019, and whether the request was for 2020 or 2021. Those questions were answered, and the request is on the agenda for the December 14 meeting.  

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

OLD BUSINESS — none

NEW BUSINESS

Career and Technical Skills Resources for Ohio Public Libraries — Don Yarman

OPLIN received five bids for possible replacements for Lynda.com when that contract expires June 30, 2021. The Content Advisory Committee reviewed these, and unanimously recommended that OPLIN renew the agreement with LinkedIn Learning. The committee noted that while competition is growing in this field, Lynda.com/LinkedIn Learning has a superior content collection, and it is more familiar to library patrons as they have been using it for two and half years. Yarman asked the Board to take action to accept the recommendation of the Content Advisory Committee to contract with LinkedIn Learning for career and technical resources for Ohio’s public libraries for an additional three years.

Jamie Black motioned to accept the Content Advisory Committee’s recommendation; Travis Bautz seconded. There was no further discussion, so the Chair called for a vote on the motion; all aye.

OPLIN DIRECTOR'S REPORT

Yarman introduced Rachel Fuller, OPLIN’s library science student intern for the semester. Due to the pandemic, the Kent State iSchool has been struggling to place students in libraries for their practicum experiences, but OPLIN is fully functional as a virtual office. Fuller is working with OPLIN staff to learn more about electronic resources, managing library websites, and the statewide community of library organizations. 

Yarman discussed plans for managing the transition from the Lynda.com platform to LinkedIn Learning the first week in May. He explained that none of the library account configurations will transfer to the new platform. To facilitate the work, OPLIN has requested that all of the admin account credentials be changed to logins that OPLIN controls, which will let OPLIN staff receive transition communications and do the work of setting up and supporting library authentication on the new platform. This authentication will be facilitated by a new OPLIN application called “Mask.” Karl Jedretzky discussed creating the Mask service to more easily launch subscriptions that require direct patron authentication against library patron databases, and to add additional security to patron information. Many library catalog systems only support unencrypted SIP2 authentication requests. With Mask, vendors will direct secured requests to mask.oplin.org, and OPLIN will pass the request with additional levels of security to library servers, passing back to the vendor only authentication success/failure information and stripping out the personally identifiable information that library servers often send by default.

Technology Projects Manager report

Jendretzky discussed various coding updates to OPLIN’s services, including better handling of vendor changes for automated stats collection (stats.oplin.org), automatic delivery of wildcard SSL certificates (the “cert slinger,” which saves OPLIN $20,000 annually in certificate costs), and real-time error reporting for the SMS Gateway. This last was requested by the Central Library Consortium, which will use the error reports to implement updates to patron records when text-based communication fails. OPLIN has purchased new server hardware and VMware to replace the aging physical servers. Jendretzky reported that OPLIN has a new AT&T rep, and the AT&T circuit changes ordered for July are nearly complete (three locations remain). Based on conversations with the Cincinnati and Hamilton County Public Library, Jendretzky is developing a new router configuration that supports a Layer 2 network connection between a port on a library’s site router and any hardware a library implements in the SOCC Co-Location Space. Equipment at the SOCC would then be part of a library’s local network, behind their main firewall, and eliminate the need for additional firewall devices and VPN configurations.

Library Services Manager report

Laura Solomon reported that there are now 85 libraries using Website Kits, and that customers have been adding the new features she has created, the most popular being the Cover Art Carousel which lets libraries link book or DVD cover images to those items in their catalog. In 2021, OPLIN will reintroduce the Web Form module; the module was an option under Drupal 7, but it was temporarily removed because the Drupal 8 version is a full-featured development platform with tremendous functionality that OPLIN doesn’t have the ability to support. To reintroduce the module, Solomon is recording targeted screencasts to demonstrate the most common form features needed by libraries. Libraries purchasing the module will be told that any support beyond these recorded instructions may be billable at the same rate as custom web design. Solomon continues to complete her coursework in pursuit of Web Accessibility Specialist certification, and anticipates taking the exam in spring 2021.

 

Database Statistics

Yarman reported that as of October’s statistics database usage was bouncing back from pandemic lows. Starting in March, there was a spike in database usage statistics due to increased usage of Ancestry and Lynda, but the other Ohio Web Library databases (EBSCOhost, World Book, etc.) saw usage bottom out. In recent months, usage has returned to the normal levels.

CHAIR'S REPORT

Chris May had no business to report.

ADJOURNMENT

With no other business pending, the Chair adjourned the meeting at 10:59 a.m.

oplin Tue, 08/02/2022 - 13:46

October 9, 2020

October 9, 2020

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

Minutes — October 9, 2020

WELCOME and CALL TO ORDER

The one hundred eighty-second meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:01 a.m. on Friday, October 9, 2020 by Board Chair Chris May at https://www.gotomeet.me/OPLIN/october-oplin-board-meeting.

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

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

NOMINATION and ELECTION OF BOARD SECRETARY

Holly Varley nominated Garalynn Tomas to be appointed Board Secretary; Jamie Black seconded. There was no discussion, so the chair called for a vote on the motion; all aye.

APPROVAL OF THE AGENDA

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

PUBLIC PARTICIPATION

The Chair called for public participation.

State Librarian Wendy Knapp reported that more than 100 people were registered for ODN Fest happening the next week. Mini-grants to assist libraries with metadata projects for inclusion in DPLA are due November 2. The SEO consortium is testing a mobile app that will allow patrons to check out materials using their phones. Because state employees are not permitted to travel, Knapp is scheduling virtual visits to learn more about local libraries and their services. 

OLC Director Michelle Francis gave an update on the Public Library Fund which came in above estimates for October; overall, the PLF is only down 2% from pre-pandemic estimates because state revenues have been strong due to stimulus spending. OLC surveyed libraries about services they have been offering during the pandemic, and the results can be viewed on the OLC website. Another survey focuses on digital literacy efforts; OLC is discussing with the Governor’s administration public library efforts in digital instruction, and how to close gaps. Francis outlined the Department of Education’s CARES Act-funded initiative RemoteEDx, addressing the digital divide challenges associated with K-12 learning. The deadline for public libraries to apply for the CARES Act funds the legislature has set aside for them is November 16; funds must be spent by the end of December. Francis also discussed other library-relevant legislation, including HB 606 which grants legal immunity to workplaces if they are responsible for COVID transmission. HB 733 which adds an increase to the PLF; it is unlikely to pass, but it is a good conversation starter with legislators to explain the library funding mechanism.

While the OLC Annual Convention was cancelled, OLC has partnered with the New York Library Association to allow OLC members to attend the New York virtual conference at member rates. OLC is also hosting “COVID-19 and Stress,” a free webinar with the Ohio Department of Mental Health and Addiction Services (OhioMHAS), explaining how to cope with anxiety and manage stress during these challenging times.

Jamie Black asked whether Francis or Yarman had any idea how many households do not have access to the internet. Francis and Yarman discussed some of the problems with this data: an entire census tract may be marked with available broadband if only one house within that tract has access, or providers may indicate that broadband is available when it may not be. Some recent data can be found at https://connectednation.org/ohio. Francis discussed HB 13, which OLC supports, to provide matching dollars for public/private partnerships to expand broadband coverage in Ohio.

Holly Varley mentioned that the state library of Oregon released a letter based on the REALM study and Lancet recommendations that reduced the quarantine of library materials from 3 days to 24 hours, and wondered if Ohio might do the same. Wendy Knapp mentioned that the Oregon Department of Health made that recommendation, and that Knapp and her state librarian colleagues in the Great Lakes region will be reaching out to in their regions to see if other state health authorities might follow. Michelle Francis advised that because Batelle and OCLC are in Ohio, and because Ohio has only an interim health director, the situation is more politically delicate.

APPROVAL OF THE MINUTES of August 14 meeting

Angela Baldree motioned to approve the minutes of the August 14, 2020, meeting as presented; Justin Bumbico seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee reviewed the financial reports, noting that there is a cash balance of a little over $3 million to start the year, with a projected cash balance of about $2.7 million to finish, a decrease of $258,000. Earlier in fiscal year 2020, Pardee had projected a negative number in “Unplanned Spending Authority,” but because of the timing of the internet service bill from OIT, OPLIN’s expenses did not exceed the allotted spending authority for last fiscal year; it will be necessary to ask the Controlling Board to increase spending authority appropriation for fiscal year 2021 to cover these bills. Pardee also summarized the expenses so far for the fiscal year, which are on track for this time of year.

Yarman added that staff have collected one quote from a Juniper service reseller which covers exactly what is needed for the time period required, and is continuing to work with Juniper to provide two more resellers with the required identical coverage for price comparison. Black asked what happens if the deadline to submit requests to the Controlling Board passes; Yarman said Controlling Board approval for the purchase is necessary, and he will keep working to get it through. Jendretzky said that although the process of getting quotes has been difficult, it is resulting in very good pricing. 

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.

OLD BUSINESS — none

NEW BUSINESS — none

OPLIN DIRECTOR'S REPORT

Yarman talked about OPLIN’s history using EZproxy to authenticate users outside of libraries into subscription databases. A change in how OCLC supports EZproxy functions drove a major change to OPLIN’s EZproxy implementation. To support statewide authentication, OPLIN needs wildcard certificates for each of the 252 instances of EZproxy. Karl Jendretzky explained how he and Jessica Dooley, using the Let’s Encrypt non-profit certificate authority, have built an automated system, the “cert slinger,” which connects to the state’s DNS system, generates any wildcard certificate it needs, then deploys the certificate onto the appropriate server. They also discussed how OPLIN staff worked with the Upper Arlington Public Library to customize that instance of EZproxy so that it authenticates with barcode and PIN against the library’s patron database, allowing the option of tighter authentication security (and library branding). Future possibilities include developing an “authentication handler” which would let OPLIN front-end any authentication into the diverse environment of Ohio’s library systems using more secure protocols than SIP.

Yarman announced that the RFP for statewide Career and Technical Skills learning resources would be going up on the state’s procurement website after the meeting, and he would email all the vendors who have expressed an interest about the opportunity. The Content Advisory Committee will review the responses to the RFP, and send their recommendation to the OPLIN Board for the December meeting.

Yarman reported that database usage seems to be recovering from the disruptions of the spring, when stats for Lynda.com and genealogy resources spiked but everything else cratered; usage has returned to levels congruent with the same months the year before, but about 10% higher. In discussions with Lynda/LinkedIn Learning, Yarman learned that LinkedIn intends to remove the statistic for number of videos viewed, which is the “item investigations” equivalent that OPLIN reports to the State Library as part of the annual count of database uses for each library. LinkedIn recommends an alternative statistic which will cause libraries’ usage numbers to drop.

Library Services Manager report

Since completing the Drupal 8 migration, Laura Solomon and Jessica Dooley have been working on a test Drupal 9 migration, since Drupal 8 will be end-of-life in a little over a year. Those migrations have failed as the current Drupal 9 release lacks some important functionality, so they will try again with the next Drupal 9 release. Typically, OPLIN offers a new, free Webkit feature each year, but there wasn’t one during the Drupal 8 migration project. With that done, Solomon is offering a new feature that will allow libraries to embed emoji directly into their content. She is also working on some premium features, including a Cover Art Carousel (images of library materials that are linked to those titles in the library’s catalog), Sticky Header (an interface enhancement that keeps the library’s logo and menu at top as users scroll down), and Color Coded Upcoming Events Block.

One of the reasons OPLIN has stuck with Drupal is that web accessibility is built into the foundation of the platform. One in four Americans identify as having some kind of disability, and accessibility of online content is vital. This has long been an interest of Solomon’s, and OPLIN is supporting her time to study for the Web Accessibility Specialist certification from the International Association of Accessibility Professionals. Solomon’s accredited expertise in web accessibility will be a beneficial service for Ohio’s public libraries.

Technology Projects Manager report

Jendretzky reported that the CLC would like to explore using OPLIN’s SMS Gateway instead of their own local messaging service. The CLC’s message volume is double that of OPLIN’s (300,000 messages per month to OPLIN’s 150,000). Tripling the load on the SMS Gateway would burn OPLIN’s credits faster, but would save the CLC libraries money; it is also likely that with the added volume, OPLIN could buy credits at a lower per-credit cost. CLC has requested OPLIN build out the service, so that CLC can receive instant feedback on messages and have their catalog respond to errors. This advanced capability could be offered to CLEVNET as well.

Installations of new circuit orders are proceeding well, with only 9 of the 80 original orders still open. 

 

CHAIR'S REPORT — none

ADJOURNMENT

With no other business pending, the Chair adjourned the meeting at 11:06 a.m.

oplin Tue, 08/02/2022 - 13:25

August 14, 2020

August 14, 2020

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

Minutes — August 14, 2020

WELCOME and CALL TO ORDER

The one hundred eighty-first meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, August 14, 2020 by Board Chair Travis McAfee at https://www.gotomeet.me/OPLIN/august-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: Jessica Dooley, Karl Jendretzky, Laura Solomon, and Don Yarman (OPLIN); Stephanie Herriott, Wendy Knapp, and Jamie Pardee (State Library); and Jay Smith (Ohio Library Council).

NOMINATION and ELECTION OF BOARD OFFICERS

The Nominations Committee proposed the following slate of officers: Chris May; Chair; Justin Bumbico, Vice Chair; Jeff Garringer, Secretary; Tara Sidwell, Treasurer. Travis Bautz seconded the nominations. There was no discussion, so the chair called for a vote on the nominations; all aye. The new Board Chair Chris May assumed control of the meeting.

APPROVAL OF THE AGENDA

Travis McAfee 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.

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 14, 2020 
  • October 9, 2020 
  • December 11, 2020 
  • February 12, 2021
  • April 9, 2021, 9:00 AM (planning meeting)
  • June 11, 2021

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

PUBLIC PARTICIPATION

The Chair called for public participation.

Wendy Knapp reported that the State Library’s CARES Act mini-grants were very popular, and applications for these grants had to be closed early. Library access to the Ryan Dowd webinars on service to the homeless have been supplemented with new material on library service during COVID-19. The State Library has cancelled all meetings in the building through the end of the year, and plans to begin offering curbside service in September. Because Knapp has not been able to go out and meet Ohio librarians face to face, she is starting to schedule virtual tours to learn more about Ohio library services. The State Library staff are completing their narratives in support of the state budget request due in September.

Jay Smith outlined upcoming OLC activity, including a webinar on OBM’s new grant portal for the $18.3 million in CARES Act public library assistance grants, a webinar with the Secretary of State’s office on voter registration, and virtual versions of the Trustees Dinners that were cancelled last spring. OLC has begun planning the “Road Ahead” tour, where OLC will meet virtually with library directors grouped by Senate district to discuss advocacy and important talking points for communicating with legislators during budget preparation this fall. Smith also discussed the change in leadership at the House, and some pieces of legislation that are relevant to library interests.

APPROVAL OF THE MINUTES of June 12 meeting

Garalynn Tomas motioned to approve the minutes of the June 12, 2020, meeting as presented; Jamie Black seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee reviewed the completed financial reports for FY2020, noting that expenses totaled $4.9 million, leaving $35,000 left in the total appropriation. July numbers were not yet recorded in the report, so the budget estimates for FY2021 are unchanged, with expenses projected to exceed spending authority but remain well within cash reserves. In the budget process, Pardee explained that agencies submit a request for “Operating A” which is a reduction scenario, and “Operating B” for continuing priorities. Because OPLIN is not funded from general revenue, the Operating A request will be 100%, and Operating B will be a request for increased spending authority, as rising telecommunications costs, support for Lynda.com, and increasing maintenance costs have driven expenses higher. 

Justin Bumbico 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.

Juniper Hardware and Software Maintenance

Yarman explained that maintenance on network equipment previously had been purchased by OIT, but for current equipment, purchased nearly four years ago, OPLIN was asked to assume this cost. That original maintenance term has expired, and staff are working with Juniper and its vendor partners to price out continued maintenance on the equipment. Because the purchase will be more than $50,000, OPLIN will have to get approval from the Controlling Board for the purchase, as well as request additional spending authority to cover this unbudgeted expense. Yarman further explained that current budget directives only allow agencies to purchase maintenance for 12-month terms, so as it is currently understood, OPLIN is seeking quotes for twelve months backdated to when maintenance expired in January, and for on-going maintenance coverage January-December 2021. Yarman asked the Board to approve expenses up to $150,000 for the renewal of Juniper maintenance in this fiscal year.

Jendretzky added that vendors steeply discount the maintenance costs as more years are purchased, so while the maintenance originally cost about $53,000 a year for the initial three years, buying one year at a time will push the cost up to about $75,000 per year.

Black asked how stable the Juniper equipment is over a three year period; Jendretzky asserted that all the hardware in place he expects to still be operating in three years, and that the devices will last longer than that. The current devices have the capacity to handle growth in library network usage, and no library should outgrow the hardware OPLIN has installed for their location in the next three years.

The Board strongly endorsed a three year maintenance agreement for the network equipment.

Jamie Black motioned to approve up to $150,000 in expenses for the renewal of Juniper maintenance; Justin Bumbico seconded. There was no further discussion, so the Chair called for a roll call vote on the motion.

Recorded vote: Angela Baldree, aye; Travis Bautz, aye; Jamie Black, aye; Justin Bumbico, aye; Roger Donaldson, aye; Chris May, aye; Travis McAfee, aye; Hilary Prisbylla, aye; Tara Sidwell, aye; Garalyn Tomas, aye; Holly Varley, aye.

REPORTS ON STATUS OF OPLIN SERVICES

Yarman, Solomon, and Jendretzky delivered a presentation on OPLIN Services in FY2020. Yarman focused on how budget expenditures squared with the strategic plan, the status of contracts for subscription databases, and the usage trends of those databases over the fiscal year. Solomon reviewed the year’s work migrating Website Kits to Drupal 8, and discussed the next steps to Drupal 9. She also talked about projects that grew out of pandemic response, such as a library-contributed online programs database, Solomon’s popular library remote worker webinar, and a weekly series of short mini-webinars about Webkit features, including a new graphic resource site for Webkit customers. Jendretzky provided overviews of network bandwidth utilization and the distribution of circuits across vendors in Ohio, and gave details of how libraries are making use of services like Umbrella, SOCC Co-Location, Infosec IQ, and the SMS Gateway. Jendretzky also updated the Board about the causes of a hardware failure at the core that caused some libraries to lose internet on July 23, and the measures that were put in place so that when a related piece of equipment failed August 5, no libraries were affected.

OLD BUSINESS — none

NEW BUSINESS

FY2022-FY2023 Budget

Yarman expects expenses to be generally flat. The state will give guidance on how agencies should construct their salary and benefits budgets. Increases will be due to on-going maintenance cost of Juniper equipment, and possible expansion of the co-location space as more libraries move equipment there.

OPLIN DIRECTOR'S REPORT

Yarman had nothing additional to report.

Library Services Manager report

Solomon had nothing additional to report.

Technology Projects Manager report

Jendretzky had nothing additional to report.

CHAIR'S REPORT

Nomination Committee appointment

May appointed Angela Baldree, Justin Bumbico, and Garalynn Tomas to the Nominations Committee for FY2021.

ADJOURNMENT

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

oplin Tue, 08/02/2022 - 13:06

FY2020

FY2020 don Wed, 05/06/2020 - 12:51

June 12, 2020

June 12, 2020

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

Minutes — June 12, 2020

WELCOME and CALL TO ORDER

The one hundred eightieth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, June 12, 2020 by Board Chair Travis McAfee online at https://www.gotomeet.me/OPLIN/june-oplin-board-meeting.

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: Jessica Dooley, Laura Solomon, and Don Yarman (OPLIN); Wendy Knapp and Stephanie Herriott (State Library); and Michelle Francis and Jay Smith (Ohio Library Council).

APPROVAL OF THE AGENDA

Chris May 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.

PUBLIC PARTICIPATION

The Chair called for public participation.

Michelle Francis discussed how OLC is assisting libraries in their reopening efforts, as well as fighting racism in their communities. All OLC events have been canceled or moved to virtual settings. Francis reported that, due to the deferral of income tax collection, the May PLF distribution was very low, but that is expected to be made up later in the summer; the June distribution was 14% below estimates. OBM predicts a $2.43 billion revenue shortfall in FY2021.

Jay Smith reviewed activity on key legislation of interest to libraries, including the passage of the capital reappropriation bill, residential broadband expansion, and fiscal officer succession guidelines.

The Chair welcomed new State Librarian Wendy Knapp, and congratulated her on her appointment.

APPROVAL OF THE MINUTES of April 10 meeting

Jamie Black motioned to approve the minutes of the April 10, 2020, meeting as presented; Holly Varley seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

ACCEPTANCE OF THE FINANCIAL REPORTS

Don Yarman reviewed the financial reports, noting that OPLIN has received $1.9 million in E-rate refunds. OPLIN has not yet been billed by OIT for internet service, so those reimbursements as well as circuit costs for January-June will come in the next fiscal year. Expenses are on track for the end of the fiscal year, with the projected cash balance at $2.66 million. 

Garalynn Tomas 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.

OLD BUSINESS -- none

NEW BUSINESS -- none

OPLIN DIRECTOR'S REPORT

Yarman discussed the explosion of virtual meetings he has been participating in. At their meeting May 28, the State Library Board reappointed Tara Sidwell, Jamie Black, and Justin Bumbico to second terms on the OPLIN Board, and awarded LSTA funds to Libraries Connect Ohio for the statewide database collection. Yarman released an RFP for statewide genealogy resources, and received proposals from ProQuest to renew the current subscriptions (African-American Heritage, Ancestry Library Edition, Fold3, and HeritageQuest), and from EBSCO for MyHeritage. The Content Advisory Committee reviewed the proposals and recommended continuing the current subscriptions.

Yarman reported that a water supply line above the OPLIN suite leaked, and there was damage to the offices. The landlord is reviewing contractor proposals to replace missing ceiling tiles and repair damage to the walls where trim was pulled away to facilitate drying.

Yarman will work with the Executive Committee on plans for the August meeting, when he expects the Board will review the tactical plan, discuss the strategic plan, and review OPLIN’s budget submission for the next biennium.

Library Services Manager report

Laura Solomon discussed the new design of the Ohio Web Library site, which alleviates accessibility problems from the previous version. Solomon also developed a site for librarians to submit and search for online programming ideas. This site differs from the State Library’s calendar of online programs, as the State Library’s site is patron-facing, and the online programming ideas database is designed for library staff use.

Of the eighty hosted Webkit sites, fifty have been migrated to Drupal 8 and are live to the public; another five sites are scheduled to go live in the next week. The last of the unmigrated Drupal 7 sites are ready to be sent to Braindunk for migration work. Solomon hopes to have all the sites live by September.

Technology Projects Manager report

Karl Jendretzky is on vacation and presented a written report. Yarman highlighted Jendretzky’s work on the AT&T migration (moving circuits from the OARnet backbones handling library traffic to the SOCC and onto OPLIN’s own AT&T hub), and getting the new circuits and upgrades resulting from E-rate work ready for July. Yarman reported that the Cisco Umbrella (OpenDNS) renewal was taking longer than usual because of changes in how Cisco sells services (through resellers, not directly).

CHAIR'S REPORT

For the next fiscal year, the Nominations Committee proposed Chris May for Chair, Justin Bumbico for Vice Chair, Tara Sidwell for Treasurer, and Garalynn Tomas as Secretary. The Board will elect officers at the August meeting. The Chair said Yarman will send Director Evaluation forms to Board members, who can complete them and return to Chris May.

ADJOURNMENT

Jamie Black motioned to adjourn the meeting; Garalynn Tomas seconded. The Chair adjourned the meeting at 10:42 a.m.

don Wed, 05/06/2020 - 12:57

April 10, 2020

April 10, 2020 don Wed, 05/06/2020 - 12:57

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:

WHEREAS BEVERLY CAIN has served as State Librarian of Ohio since June 2010; and 

WHEREAS she kept the Board of the Ohio Public Library Information Network (OPLIN) updated on State Library activities and offered her valuable perspective on OPLIN’s services to libraries; and 

WHEREAS she advanced equity of access to digital information by championing the use of LSTA funds on key projects which support OPLIN’s mission, including: grants to create Ohio’s four digitization hubs; a special grant program that encouraged public libraries to join resource-sharing consortia; funding for the innovative Guiding Ohio Online program to provide rural libraries with a dedicated technology trainer for computer instruction and community outreach; and most especially, the annual grant to the Libraries Connect Ohio partnership which funds the statewide Ohio Web Library collection of subscription databases; and 

WHEREAS she directed that State Library staff positions be assigned to Ohio Digital Network project support, ensuring that Ohio’s digital collections are given a path to inclusion in the Digital Public Library of America and an expanded audience of educators, researchers, genealogists, and general users; and 

WHEREAS her commitment to Library Leadership Ohio, ILEAD, and countless other librarian development and education programs have helped nurture the next generation of library leaders; and 

WHEREAS her exceptional perspective across library activities in the state have always been a helpful source of information for the OPLIN Board; 

NOW THEREFORE BE IT RESOLVED that the members of the Board of Trustees of the Ohio Public Library Information Network recognize the significant contributions made to public libraries and library service by BEVERLY CAIN during her outstanding tenure with the State Library of Ohio; and 

BE IT FURTHER RESOLVED that the Board extends its most sincere thanks and appreciation to BEVERLY CAIN for her esteemed service.

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.

February 14, 2020

February 14, 2020 don Wed, 05/06/2020 - 12:56

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.

December 13, 2019

December 13, 2019 don Wed, 05/06/2020 - 12:56

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.

October 11, 2019

October 11, 2019 don Wed, 05/06/2020 - 12:56

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.

August 9, 2019

August 9, 2019 don Wed, 05/06/2020 - 12:54

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.

FY2019

FY2019 don Wed, 10/31/2018 - 12:02

June 14, 2019

June 14, 2019 don Mon, 07/15/2019 - 16:58

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.

Michelle Francis arrived late to the meeting. At 11:52 a.m., the Secretary invited her to update the Board on OLC’s activities.

Francis reported that OLC, along with the organizations supporting school libraries and academic libraries, is holding the “Re-IMAGEing Ohio’s Libraries” joint conference at the OCLC Conference Center today. Doug Evans’ retirement reception will follow, 3:30 p.m. at the Dublin Branch of the Columbus Metropolitan Library. Evans officially retires at the end of June, and Francis has been appointed the new Executive Director of OLC.

In the Senate version of the state budget, the PLF was increased to 1.7%, and OLC urges library directors and boards to thank Senate leaders for their support. There are numerous differences between House and Senate versions of the budget to be worked out in conference committee, including big differences between revenue estimates at the beginning of the budget cycle and actual collections over the ensuing months. The PLF revenues were above $401 million for the first time since the recession, and it’s the first time in six years (three budget cycles) where public libraries have realized PLF distributions more than the taxation department had estimated.

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:

WHEREAS JOSEPH GREENWARD has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since July 2013; and

WHEREAS he has freely and unselfishly given of his time and efforts to ensure the success of OPLIN by serving on the Board for six years; and

WHEREAS his service as director at the Lane Libraries gave him a distinctive outlook on OPLIN and its services to libraries; and

WHEREAS he has provided additional service as the Vice-Chair of the OPLIN Board from 2016 to 2017, and Chair from 2017 to 2018; and

WHEREAS the insight he developed throughout his career have always been a helpful source of information for the Board; and

WHEREAS he has consistently contributed his productive opinions to OPLIN Board and OPLIN Executive Committee deliberations; and

WHEREAS he has been a committed advocate for OPLIN throughout his tenure on the Board;

NOW THEREFORE BE IT RESOLVED that, on the 14th day of June, Two Thousand Nineteen, the members of the Board of Trustees of the Ohio Public Library Information Network recognize the significant contributions made to public libraries and library service by JOSEPH GREENWARD during his outstanding tenure with the Ohio Public Library Information Network, and

BE IT FURTHER RESOLVED that the Board extends its most sincere thanks and appreciation to JOSEPH GREENWARD for his continued volunteer service as a member of this Board.

Jamie Black seconded the resolution. All aye.

Secretary Jeff Garringer offered the following resolution:

WHEREAS MICHAEL PENROD has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since July 2013; and

WHEREAS he has freely and unselfishly given of his time and efforts to ensure the success of OPLIN by serving on the Board for six years; and

WHEREAS his service as director at the Wood County District Public Library gave him an important perspective on OPLIN and its services to libraries; and

WHEREAS he has provided additional service as the Treasurer of the OPLIN Board from 2015 to 2017, as Vice-Chair from 2017 to 2018; and as Chair from 2018 to 2019, and

WHEREAS his financial acumen and political instincts have often proved beneficial; and

WHEREAS he has consistently contributed his valuable opinions to OPLIN Board and OPLIN Executive Committee deliberations; and

WHEREAS he has been a steadfast guardian of OPLIN’s interests throughout his tenure on the Board;

NOW, THEREFORE BE IT RESOLVED that, on the 14th day of June, Two Thousand Nineteen, the members of the Board of Trustees of the Ohio Public Library Information Network recognize the significant contributions made to public libraries and library service by MICHAEL PENROD during his outstanding tenure with the Ohio Public Library Information Network, and

BE IT FURTHER RESOLVED that the Board extends its most sincere thanks and appreciation to MICHAEL PENROD for his continued volunteer service as a member of this Board.

Justin Bumbico seconded the resolution. All aye.

The Secretary recognized Angela Baldree to offer the following resolution:

WHEREAS, DOUG EVANS has served as the Executive Director of the Ohio Library
Council (OLC) since 2002; and

WHEREAS he has dedicated his time and efforts to ensure the success of Ohio public libraries by serving as a leader for Ohio’s public libraries for 17 years; and

WHEREAS he regularly attended Board meetings of the Ohio Public Library Information Network (OPLIN), keeping the Board updated on OLC activities and offering his perspective on OPLIN’s services to libraries; and

WHEREAS his exceptional perspective across library activities in the state have always been a helpful source of information for the Board, and 

WHEREAS he has been a valuable partner for OPLIN throughout his leadership at OLC,

NOW, THEREFORE BE IT RESOLVED that, on the 12th day of June, Two Thousand Nineteen, the members of the Board of Trustees of the Ohio Public Library Information Network recognize the significant contributions made to public libraries and library service by DOUG EVANS during his outstanding tenure with the Ohio Library Council, and

BE IT FURTHER RESOLVED, that the Board extends its most sincere thanks and appreciation to Doug for his esteemed service.

Jamie Black seconded the resolution. All aye.

10. ADJOURNMENT

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

April 12, 2019

April 12, 2019 don Mon, 07/15/2019 - 16:54

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.

The Chair allowed public participation at 10:06 a.m. to accommodate the delayed arrival of Beverly Cain.

Beverly Cain reported that the first in-person session for ILEADUSA took place March 19-22 at Mohican State Park. Alan Hall was appointed by the State Board of Education to the State Library Board; he was sworn in at his first meeting on March 21. Mr. Hall brings many years of public library experience to the State Library Board, as well as expands the Board’s geographic representation. In partnership with the Ohioana Library, the State Library hosted a reception for “Choose to Read Ohio” authors; First Lady Fran DeWine was the keynote speaker and stayed after her remarks to mingle with other attendees.

On March 26, Cain provided budget testimony for the House Finance Subcommittee on Higher Education for itself and the agencies for which it is an umbrella, including OPLIN. Both OPLIN and the Library for the Blind and Physically Disabled are allocated set amounts from the Public Library Fund which have remained flat for many years, so Cain testified that these organizations have managed to maintain critical services for Ohioans and Ohio libraries but there has not been any growth allowed for either. Cain reviewed the recent history of State Library and regional library system funding; she also noted that federal LSTA funds were again not included in the president’s proposed budget, but she anticipates those will be restored by Congress as before.

The State Library is finalizing its contract renewal with OverDrive for the Ohio Digital Library. The Association of College and Research Libraries is currently meeting in Cleveland. The next State Library Board meeting is scheduled for May 16, the agenda to include the second year of funding for the statewide collection of research databases.

 

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.
 

Annual Tactical Plan – FY2019
In support of Strategy:  
Provide and maintain safe and reliable internet connections to Ohio public library systems
     
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OPLIN will provide reliable broadband telecommunications circuits to at least one building in every Ohio public library system that has elected to participate in the network, in accordance with O.R.C. 3375.64(B)(1) and the "Policy on the Provision of Network Services by OPLIN to Public Libraries." For libraries with circuits provided by a consortium, OPLIN may instead provide a circuit to the consortium sufficient to handle the internet traffic generated by all libraries connecting through the consortium. At least one connection will also be provided to each of the chartered regional library systems and for use by the State Library of Ohio. FY2020 will bring lower prices on statewide contracts for circuits, and reorganization of AT&T circuits at the OPLIN core.
 
OPLIN will provide bandwidth from providers of wholesale internet bandwidth to connect Ohio public libraries to the commodity internet. The amount of internet access bandwidth acquired will depend on the demand from Ohio public libraries and other OPLIN participants and on OPLIN's financial resources. Continuing contract with OIT for OARnet services.
OPLIN will provide adequate network routing equipment for Ohio public libraries and other OPLIN participants at their sites, and provide and maintain network routing equipment at the OPLIN network core, and shall take steps to maintain all equipment in good working order. In some cases, OPLIN may work with other library consortia to provide and maintain site equipment. All but 30 new routers have been deployed. Capacity of old equipment still exceeds need of most libraries.

In FY2020, staff plan to reinstate virtual chassis in core routing equipment for redundant internet pathways.

OPLIN will provide a filtering solution which can effectively provide content filtering for all OPLIN participants, while still allowing each participant to have complete control over how, or if, the filter is to be used in their library system. This will fulfill the charge from the Ohio Legislature "…to help local libraries use filters to screen out obscene and illegal internet materials." OPLIN has provided OpenDNS (now called Cisco Umbrella) since 2012. Currently 154 libraries with profiles.
     
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OPLIN will maintain basic Help Desk services in-house (at no cost to libraries) to remedy network problems that occur on circuits terminating at OPLIN routers, and will pay for 24-hour advanced network management to correct problems with those same circuits whenever problems are beyond the capabilities of the OPLIN staff. [Goal: 99.5% of OPLIN participants will have a functioning OPLIN connection to the internet 99.9% of the time.] Goal met.
OPLIN will maintain monitor(s) on the amount of bandwidth being used by each Ohio public library and other OPLIN participants. If average bandwidth demand during peak hours reaches 70% of the circuit capacity currently available to the library system, OPLIN will analyze the circuit utilization and will either take steps to acquire more bandwidth, within OPLIN policy restrictions, or will consult with the library to find another solution. [Goal: 99.5% of OPLIN participants will have a connection to the internet large enough that their average bandwidth demand during peak hours will not exceed 70% of the connection capacity.] Goal exceeded. For E-rate cycle, we upgrade in advance of meeting the need. The OPLIN core currently has 20Gbps of internet connectivity, with peak usage being around 9Gbps. Redundant hardware and circuit paths to allow for reliability.
OPLIN will maintain effective firewalls and intrusion-protection software at the OPLIN core to protect OPLIN services, and will follow all the provisions and guidelines of the OPLIN Information Technology Security Management policies. [Goal: Deflect 99% of malicious attack activity directed at the OPLIN telecommunications network.] Goal met. We contract with OARnet for DDOS shield, and have begun proactively throttling non-white-listed DNS queries.
     
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OPLIN will identify the internet bandwidth needs of Ohio public libraries by monitoring circuit utilization and gathering feedback from library IT staff. On-going.
OPLIN will present information about OPLIN-provided telecommunications services and the costs of such services on the OPLIN website. OPLIN will also use temporary communications, such as email broadcasts and social media, to disseminate information about OPLIN-provided telecommunications services. On-going.
OPLIN will present programs at conferences and other venues to convey information about OPLIN-provided telecommunications services and costs. Programs presented at OLC Convention, Right Click.
In support of the strategy to provide a “safe” connection, staff became active in the Ohio Cyber Collaboration Committee, began working with the IT Division of the Ohio Library Council to bring a cybersecurity focus to their professional development, and accompanied Michelle Francis to a meeting with Senator Gavaronne in support of the bill she sponsored creating Ohio’s civilian cyber reserve force.
     
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OPLIN may use state contracts with telecommunications vendors when possible, or may negotiate its own contracts, to acquire reliable broadband circuits adequately sized for the needs of the public library at the best price. As budgeted.
OPLIN may use the Federal Communication Commission's universal service Schools and Libraries Program, commonly known as the E-rate Program, to obtain discounts on telecommunication and internet access costs if E-rate participation does not conflict with the best interests of OPLIN participants. As budgeted.

 

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

In support of Strategy:  
Offer to assist Ohio public library systems with internal internet needs
     
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OPLIN will offer to assist Ohio public library systems with connecting their branches and with obtaining networking equipment as cost-effectively as possible. Upon request, OPLIN will advise libraries on the quality, dependability, and value of internet connections that libraries are considering purchasing for their branches, or for their main library if they choose not to use the OPLIN-provided connection. When appropriate, OPLIN may also suggest alternative connections for libraries to consider. OPLIN submits requests into OIT ServiceNow system, and offers assistance to libraries seeking E-rate reimbursements. In FY 2019, Karl helped identify providers for branches of Steubenville, Mansfield, Geauga, Elyria.
OPLIN will offer a basic network evaluation service to Ohio public libraries and other OPLIN participants that describes the OPLIN connection bandwidth throughput and the physical connectivity between the active devices on the network which affect the OPLIN connection.  
OPLIN will offer annual E-rate workshops for Ohio public libraries to assist with their E-rate applications. OPLIN contracted with Lorrie Germann to provide targeted webinars – 6 produced for this year. Webinars were recorded and can be streamed from OPLIN’s YouTube channel.
OPLIN will offer space to libraries in a designated area of the State of Ohio Computer Center (SOCC) where they can locate servers and network equipment in close proximity to the OPLIN network core. See related operations goal. Space may need expansion in FY2020.
OPLIN will offer to host or sponsor at least one conference for Ohio public library staff every year, within the constraints of the OPLIN budget, that will present information and facilitate discussion about internet technologies. Platinum Sponsor for OLC Convention and Expo 2018, and will be again for the 2019 event in Cincinnati.
     
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OPLIN will maintain a method for identifying libraries that may have internal networking issues and will offer to evaluate the network and work with library IT staff to resolve any issues. [Goal: Assist at least 10 libraries each year with resolving internal networking issues.] Goal met.
OPLIN will maintain an agreement to lease space in the State of Ohio Computer Center for co-location of library servers and networking equipment. [Goal: A current SOCC lease agreement with the Ohio Department of Administrative Services Office of Information Technology will be in effect at the beginning of each fiscal year.] Met. Current tenants include Columbus Metropolitan Library, Central Library Consortium, Worthington Libraries, Greene County Public Library CLEVNET, and Euclid Public Library.
     
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OPLIN will identify the internet technology needs of Ohio public libraries by monitoring forums and email lists, attending conferences, and finding opportunities to have discussions with librarians. On-going.
OPLIN will present information about available OPLIN internet-related assistance on the OPLIN website. OPLIN will also use temporary communications, such as email broadcasts and social media, to disseminate information about available OPLIN assistance. On-going.
     
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OPLIN may use funds not needed for providing and maintaining OPLIN connections to public libraries to support this additional assistance to OPLIN participants. While it is important that OPLIN provide technology leadership and assistance to public libraries, OPLIN recognizes that its vision and mandate from the Ohio Revised Code place greater importance on providing Ohio citizens with access to digital information; therefore, spending for technology assistance to public libraries will be carefully monitored to make certain it does not have a detrimental effect on the ability of OPLIN to provide services that maintain citizen access to digital information. As budgeted. OPLIN provides Security IQ phishing prevention/education licenses to libraries to help with cyber-threat awareness.
OPLIN may use fees collected from libraries for services which are not likely to be used by most public libraries. OPLIN will limit these fees to no more than the actual amount needed to cover the costs to provide the service. As budgeted.

 

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

In support of Strategy:  
Provide and maintain access to high-quality digital information for Ohioans
     
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OPLIN will provide subscriptions to selected databases of high-quality digital information with guidance from the public library community and the OPLIN Content Advisory Committee. $2.31 million disbursed in subscription costs so far this fiscal year.
OPLIN will provide a website allowing free access to the online information databases. Ohio public libraries and their users will be able to use this website to quickly and efficiently find information from the OPLIN-provided databases. OPLIN will maintain the website in such a way that public libraries can also use it to provide their users with access to databases. On-going.
OPLIN will provide support for access to materials that Ohio public libraries have converted to digital formats. This support may take the form of financial assistance or assistance with publishing the materials on the internet in an accessible manner. OPLIN pays half of the DPLA membership fee for the Ohio Digital Network. Don is on the advisory committee for the Ohio Digital Network; Mandy participated in the Ohio Digital Interest Group and Community Engagement Center meetings. Eighteen ODN members have contributed 102,236 items to DPLA.
OPLIN will provide the necessary technology to authenticate remote users' access to OPLIN-provided information databases and may offer the use of this technology to libraries to authenticate remote users of library-provided databases. OPLIN provides EZProxy and flexible validation to cover a range of library options and subscription scenarios. A new EZProxy server is expected to launch this month.
OPLIN will provide tools for integrating access to online databases directly into a library's website, including authenticated links and other embeddable tools. Libraries use OPLIN’s links from their own websites to provide their patrons access.
     
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OPLIN will maintain and monitor the user interface to the databases to keep it functional. [Goal: Keep the public access website for the databases functioning as intended 99% of the time.] Interface updated for new content; uptime goal met..
OPLIN will maintain a Content Advisory Committee of selected Ohio public library staff and will periodically consult with them and with any other partners in the purchase of the databases in regard to the selection of databases provided through OPLIN. [Goal: Meet with the CAC and any database purchasing partners at least once annually.] Goal met. CAC met March 28; LCO partners met regularly.
OPLIN will maintain basic Help Desk services in-house to remedy problems that occur with either in-library or legitimate out-of-library access to online databases and, when appropriate, open an incident ticket with the database vendor(s) and work collaboratively toward resolving the incident. [Goal: respond within one hour to malfunctions of database access during regular business hours.] Met response-time goals.
OPLIN will maintain database usage statistics, both for OPLIN internal use and for retrieval by individual Ohio public libraries. [Goal: Make at least 80% of previous month database usage statistics available to public libraries by the 10th of each month.] Mandy scheduled these for the 5th of the month. There are significant problems with the genealogy resources usage stats that we press ProQuest to resolve.
     
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OPLIN will identify the information resource needs of Ohioans by regularly gathering feedback from Ohio public libraries and finding opportunities to have discussions with librarians. On-going.
OPLIN will identify possible improvements in the user interface to the databases to make it easier for users to find and retrieve relevant resources. Staff are considering a redesign for ohioweblibrary.org
OPLIN will present database users and public librarians with access to training and training materials for efficient use of the databases and will develop and/or provide database point-of-use promotional materials. Thirty-eight librarians trained as Ohio Web Library Specialists in FY2019. Regular webinars presented in partnership with OhioNET.
OPLIN will present information about OPLIN-provided databases and their costs on the OPLIN website. OPLIN will also use temporary communications, such as email broadcasts and social media, to disseminate information about OPLIN-provided databases. On-going. Particular efforts in the coming months will be devoted publicizing the transition of Lynda.com to LinkedIn Learning.
OPLIN will present programs at conferences and other venues to convey information about OPLIN-provided databases and costs. Programs presented at OLC Convention, Adult and Youth Services conferences.
     
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OPLIN may use opportunities to combine funds with other organizations when purchasing information databases for use by public libraries and the general public. As budgeted.
OPLIN may use funds from E-rate reimbursements that are not needed for purchase of telecommunications, internet access, and database subscriptions to support statewide projects to improve access to materials digitized by public libraries. As budgeted.

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.
 

In support of Strategy:  
Offer to assist Ohio public library systems with digital communications
     
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OPLIN will offer Ohio public libraries a selection of archived email discussion lists and/or forums and chat rooms as a time-based and topic-based means to exchange information digitally, including information about internet technologies, databases. and best security practices . Email discussions will be archived by date and time, but OPLIN will also provide a means to search the archives by topic. On-going.
OPLIN will offer a generic public library website with elements that can be customized for each library and which Ohio public libraries can readily use to maintain a website hosted on OPLIN-provided web servers. The site will link to, but not replace, the library's current Integrated Library System and/or other functions related to the management of the library's bibliographic or user data. Service is 10 years old. Eighty hosted sites live; four in process. To support the service this year, OPLIN contracted with Braindunk for Drupal 8 Date_Recur fix, and separately for Drupal 8 upgrade by June 2020.
Suggest changing “generic” to “standardized.”
OPLIN will offer a professional assessment of a library's website, evaluating the website against current best practices in web design and accessibility. Laura performed audits for 5 current Webkit customers and 1 other, non-Webkit library.
OPLIN will offer a service that allows libraries to send notification messages directly to patrons' cellphones via standard Short Message Service (SMS) "text messages" instead of sending messages to their email accounts. See Operations Goal below.
     
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OPLIN will maintain hosting for email discussion lists for Ohio public librarians to share information with each other. [Goal: Email discussion lists will be functional at least 99.9% of the time.] List up-time goals met.
OPLIN will maintain hosting for generic public library websites provided by OPLIN. [Goal: OPLIN-provided websites will be functional and accessible at least 99.9% of the time.] Uptime goal met. Laura keeps all site software updates current.
OPLIN will maintain a system to monitor the performance of the SMS messaging service and will correct any failures of the messaging service. [Goal: Resolve any performance issues or open an incident ticket with the messaging vendor within 4 hours during regular business hours.] Support goal met. OPLIN negotiated an additional 5 million message credits, which should sustain the service for over two years.
     
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OPLIN will identify possible assistance with digital communications that Ohio public libraries might need. On-going.
OPLIN will present information about available OPLIN communication-related assistance on the OPLIN website. OPLIN will also use temporary communications, such as email broadcasts and social media, to disseminate information about available OPLIN assistance. On-going.
     
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OPLIN may use funds not needed for providing and maintaining OPLIN connections to public libraries to support this additional assistance to OPLIN participants. Spending for technology assistance to public libraries will be carefully monitored to make certain it does not have a detrimental effect on the ability of OPLIN to provide services that maintain citizen access to digital information. As budgeted.
OPLIN may use fees collected from libraries for services which are not likely to be used by most public libraries. OPLIN will limit these fees to no more than the actual amount needed to cover the costs to provide the service. As budgeted.

 

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.

February 8, 2019

February 8, 2019 don Mon, 07/15/2019 - 16:53

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.

December 14, 2018

December 14, 2018 don Mon, 07/15/2019 - 16:51

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.

October 5, 2018

October 5, 2018 don Mon, 07/15/2019 - 16:33

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.

August 10, 2018

August 10, 2018 don Wed, 10/31/2018 - 12:04
OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED SIXTY-NINTH REGULAR MEETING of the BOARD OF TRUSTEES
 
Minutes — August 10, 2018

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 PhishSim & AwareEd 270 sites / 15,000 seats   $35,000
KnowBe4 Awareness Training Gold 15,000 seats   $97,950
PhishingBox
PhishingBox with Ninjio LMS
Unlimited phishing tests
Monthly courses
  $22,500
$210,000

 
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.

FY2018

FY2018 oplin Sun, 01/28/2018 - 09:11

June 8, 2018

June 8, 2018 don Wed, 10/31/2018 - 12:09
OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED SIXTY-EIGHTH REGULAR MEETING of the BOARD OF TRUSTEES
 
Minutes — June 8, 2018

 
1. WELCOME and CALL TO ORDER
 
The one hundred sixty-eighth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:01 a.m. on Friday, June 8, 2018 by Board Chair Joe Greenward at the OPLIN office in Columbus, Ohio.
 
Present were Board members: Jamie Black, Susan Brown, Justin Bumbico, Jeff Garringer, Chris May, Travis McAfee, and Tara Sidwell.
 
Also present were: Mandy Knapp, Karl Jendretzky, Laura Solomon, and Don Yarman (OPLIN); Beverly Cain, Stephanie Herriott, and Jamie Pardee (State Library); Michelle Francis and Doug Evans (Ohio Library Council); and Holly Varley (Dayton Metro Library).
 
ACTION ITEMS
 
2. APPROVAL OF THE AGENDA
 
Travis McAfee motioned to approve the agenda as presented; Susan Brown 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 Missy Lodge is retiring at the end of September, and there has been a lot of interest in the position even with limited distribution outside of the state’s posting site. The State Library is accepting proposals for competitive LSTA grants up to $50,000 with a 25% match; application deadline is in September, to be awarded in December. At their meeting this week, the State Library Board approved some LSTA funding, state subsidy funding for the regional library systems and the Library for the Blind and Physically Disabled, and OPLIN Board members for next fiscal year.
 
Doug Evans reported on OLC’s many recent and upcoming professional development events, including the New Directors’ workshop series; there have been over 60 director changes in Ohio public libraries in the past two years. The focus in 2019 for professional development will be community engagement, facilities, safety and security, and an on-demand, on-line series, possibly addressing HR management. OLC Board and Division elections are coming up starting the end of June.
 
Michelle Francis reported that state revenues have been coming in 3% above estimates; the PLF distribution for the current fiscal year 2018 came in $7 million more than originally estimated. The Ohio House has not had session since OLC’s Legislative Day April 11 until June 6 when they elected Speaker Ryan Smith from Gallipolis, and the next day passed 27 bills and resolutions. The House and Senate have extended their session calendars through the end of June. Francis discussed OLC’s efforts with HB292 to address issues with library bond ratings and limits on borrowing against PLF. Legislative Day 2019 will be at the Statehouse on April 9. Four different libraries will be presenting next Tuesday at the Governor’s Workforce Development Board meeting at Columbus Metropolitan Library: Bossard, Columbus Metro, Greene County, and Avon Lake. They will discuss library services and partnerships related to workforce development. OLC hopes to stream the meeting on Facebook Live.
 
 
4. APPROVAL OF THE MINUTES of April 13 meeting
 
Jeff Garringer motioned to approve the minutes of the April 13, 2018, meeting as presented; Chris May seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.
 
5. ACCEPTANCE OF THE FINANCIAL REPORTS
 
Projecting out cash balance to decrease gradually over next three fiscal years to a more comfortable $1.7 million. One more month remains in this fiscal year, and expenses are pretty much on track; there is an available balance of $1.3 million in this fiscal year for appropriations. Overall expenditures for next fiscal year are expected to be higher.
 
Jamie Pardee reviewed the financial reports, noting that disbursements remain in line with estimates for this time of year. About $94,000 remains in unplanned spending authority, with a projected cash balance of $2.5 million remaining at the end of this fiscal year. Pardee noted that none of the Ohio Web Library Specialists have taken advantage of the offer to reimburse mileage, so those funds will just return to the cash balance at the end of the fiscal year.
 
Jamie Black suggested the Board table accepting the financial reports until after discussion of agenda item 6.1. “Selection of continuous learning resources,” as those expenses are anticipated in the draft financial reports.
 
6. OLD BUSINESS
 
6.1. Selection of continuous learning resources
Don Yarman reviewed the history of this project, beginning with the budget language that recognized public libraries as continuous learning centers and directing that job skills resources be made available to Ohioans through the Ohio Digital Library, and how OPLIN stepped in to position resources on a statewide basis, as ODL does not have statewide participation. OPLIN issued an RFP for continuous learning resources with a focusing on job skills development. Proposals came from Brainfuse, Xello, EBSCO, Gale, and Lynda.com.
 
Yarman introduced Holly Varley, a member of OPLIN’s Content Advisory Committee and a new appointee to the OPLIN Board; Varley will begin her term in July. The Content Advisory Committee reviewed the proposals and gave their priorities for negotiation. Staff were concerned that content and services proposed would replicate those currently provided by Ohio’s Department of Jobs and Family Services through OhioMeansJobs.com, and reached out to OMJ/JFS for assistance, connecting with Mark Birnbrich and Tanya Calbert. They detailed the role of OMJ in tracking activities necessary for unemployment disbursement, and offered to review the products for overlap. After eliminating proposals that replicated existing services or were not recommended by the Content Advisory Committee, only Gale Courses and lyndaLibrary remained.
 
Yarman outlined the different pricing/licensing models of the two products, and compared how the two products align with Ohio’s list of in-demand jobs, an evaluation component specified in the RFP. Jamie Black praised Lynda.com content and the pricing offered, but expressed concern about the ability to continue offering the product beyond the three years proposed. Michelle Francis explained how the legislature was impressed with the resources available through the Ohio Digital Library, and separately were looking for solutions for retirees and veterans looking to acquire new skills, especially in rural areas. Francis shared her opinion that providing these resources presents an advocacy opportunity with the in-coming General Assembly for library services, particularly in regard to technology and career development. Beverly Cain added that, with data showing that the project was successful, there would be a strong opportunity to ask for additional funding for support.
 
Susan Brown asked how the original $500,000 budget was set -- Stephen Hedges selected a round number in line with other subscription costs – and questioned what analytics would be available to demonstrate outcomes. Mandy Knapp discussed past experiences gathering customer satisfaction data, and Karl Jendretzky outlined the many datapoints available via the stats API access that Lynda.com provided him.
 
Chris May contrasted his library’s experience with Gale Courses, seeing the 6-8 week commitment for classes as a deterrent, and the content not meeting workforce development needs. Mandy Knapp affirmed that the Content Advisory Committee preferred Lynda.com.
 
There was some discussion about other uses OPLIN might make of the cash reserves, and what a desirable cash balance to have on hand would be.
 
Jamie Black motioned to increase the budget for job skills/continuous learning resources up to $725,000; Travis McAfee seconded. There was no additional discussion, so the Chair called for a roll call vote on the motion.
 
Recorded vote: Jamie Black, aye; Susan Brown, aye; Justin Bumbico, aye; Jeff Garringer, aye; Joe Greenward, aye; Chris May, aye; Travis McAfee, aye; Tara Sidwell; aye.
 
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.
 
6.2. Phishing awareness services
Some libraries report an increase in targeted e-mail campaigns attempting to steal login credentials or financial information (a practice known as “spear phishing”) against library directors and fiscal officers.  Karl Jendretzky has begun investigating the services of companies which provide benevolent phishing campaigns for the purposes of vulnerability testing and targeted staff training, with the idea that OPLIN could create generic campaigns geared toward public library staff. Libraries would join a queue to participate in a 2-3 week period of education/testing, and when that was over, clear out the accounts and on-board the next library. Because extended or on-going campaigns of phishing awareness are the most successful, he is exploring an alternative option, more like OPLIN’s OpenDNS service, where OPLIN operates a managed service provider interface to hand off accounts it licenses on behalf of libraries, letting libraries customize and manage their own phishing awareness campaigns. Travis McAfee and Justin Bumbico discussed how this service might be beneficial to their libraries, and McAfee asked for a more complete MSP proposal for the next Board meeting.
 
 
7. NEW BUSINESS – Don Yarman
 
7.1. Decide on staff raises
Yarman explained that with the passage of HB292, exempt state employees will be granted salary increases matching those negotiated by the employee unions.
 
Justin Bumbico motioned that, in that State of Ohio E-1 employees are expected to receive a 2.75% salary increase beginning on the first day of the pay period that includes July 1, 2018, and whereas this increase is expected to be allowed for other exempt state employees up to 2.75%, the Ohio Public Library Information Network (OPLIN) Board of Trustees, in accordance with Ohio Revised Code Section 3375.66(A)(1) which allows the board to fix the compensation of OPLIN personnel, approves adjusting the compensation of each OPLIN staff member to one that reflects a 2.75% salary increase beginning with the pay period that includes July 1, 2018; Chris May seconded. There was no additional discussion, so the Chair called for a roll call vote on the motion.
 
Recorded vote: Jamie Black, aye; Susan Brown, aye; Justin Bumbico, aye; Jeff Garringer, aye; Joe Greenward, aye; Chris May, aye; Travis McAfee, aye; Tara Sidwell; aye.
 
REPORTS
 
8. OPLIN DIRECTOR'S REPORT
Yarman reported on his experiences at the International Coalition of Library Consortia meeting in Detroit and the Net Inclusion conference in Cleveland, April 16-19. On April 21, he presented OPLIN’s Awards for Advanced Digital Researcher at Ohio History Day held at Ohio Wesleyan University. The Junior Award went to Devin Corrington and Parker Williams for their project “Nuclear Conflict, Peaceful Compromise,” and the Senior Award when to Molly Paker for her exhibit “Rosie the Riverter Campaign: Putting America’s Women to Work.” Both exhibits were selected to advance to the national showcase.
 
In-coming Board member Holly Varley introduced herself.
 
8.1. Library Services Manager report
Laura Solomon reported that OPLIN currently is running 80 Webkit sites, slightly over 31% of Ohio’s public libraries. She continues to investigate the eventual migration from Drupal 7 to 8. Jendretzky built a separate sandbox server running Drupal 8 for tests. It was recently announced that Drupal 8.6 will be released in the second half of 2018, promising improvements in the migration process and the addition of some critical third-party modules.
 
8.2. Digital Resources Manager report
Mandy Knapp reviewed the latest statistical report, noting that ProQuest and/or Ancestry have changed something in their reporting, so the drop in stats is either an error or a correction of an existing error. (Both companies are blaming the other.) Roll-out of the new resources is on track; the links are ready for distribution and will be announced closer to the July 1 live date. Knapp has ordered promotional bookmarks for Chilton’s, Transparent Language, and the genealogy resources, and will announce the availability of these on OPLINLIST later this month.
 
Forty individuals signed up to be in the Ohio Web Library Specialist program – 1/3 of them continuing from last year, and 2/3 new to the program. Former OWLS were surveyed for suggestions to improve the program, and in response OPLIN will host a meeting for OWLS at OLC Convention in the Training Zone adjacent to OPLIN’s booth. Knapp has set dates for the training sessions, and will contact new OWLS later in June after the ALA Convention.
 
Kent State iSchool student Eric Vescelius will be conducting his practicum with OPLIN starting in September. Vescelius currently works at the Gahanna Branch of Columbus Metropolitan Library; his main activities will be to create training materials for databases.
 
8.3. Technology Projects Manager report
Karl Jendretzky updated the Board on router deployments, which have stalled due to a delay in receiving additional rack mounting brackets. About 100 routers have been deployed. Jendretzky is verifying the new circuit orders due July 1; most are part of the big CLEVNET move to the core. The OPLIN-CLEVNET collector trunk is in production, with four libraries (all Everstream circuits) using it. With the new architecture, the Morley Library, which will be joining CLEVNET in the middle of the service year, can be mapped into CLEVNET without changing the circuit through their vendor.
 
Greene County and Worthington have signed agreements for space in the Co-Location Center. Jendretzky is organizing a tour of the SOCC for metro libraries.
 
Jendretzky has been working with OARnet to bring up redundant links for library customers that use the state’s CBTS phone system.
 
OIT has granted Jendretzky greater access to OPLIN’s routers, and as he completes his Juniper certification training, he is able to implement changes directly rather than wait for them to be pushed through OIT. It gives him the ability to help libraries out with smaller network issue, for example helping a library to configure the network to pass test required for payment card processing.
 
Internet browsers are increasingly preferring https over http, so some library-hosted websites are now showing “insecure” warnings to some users. Jendretzky has been helping those libraries implement SSL certificates for their web servers.
 
9. CHAIR'S REPORT
 
9.1. Executive Session to consider the compensation of a public employee (Director’s evaluation)
 
Susan Brown motioned to enter Executive Session to consider the compensation of a public employee; Jamie Black seconded.
 
Recorded vote: Jamie Black, aye; Susan Brown, aye; Justin Bumbico, aye; Jeff Garringer, aye; Joe Greenward, aye; Chris May, aye; Travis McAfee, aye; Tara Sidwell; aye.
 
The Board entered Executive Session at 11:58 a.m.
 
The Board returned from Executive Session at 12:02 p.m.
 
Joseph Greenward provided Don Yarman with a copy of his evaluation summary report.
 
9.2. Resolutions
 
The Chair recognized Chris May to offer the following resolution:
 

WHEREAS, Susan Brown has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since 2012, and
 
WHEREAS she has freely and unselfishly given of her time and efforts to ensure the success of OPLIN by serving on the Board, including a number of leadership roles, most notably Chair of the Board, and
 
WHEREAS she has given thoughtful feedback to OPLIN’s operations and services, and
 
WHEREAS her wise counsel and considerate expertise will be missed by all members of the OPLIN Board, and
 
WHEREAS her service as trustee of the Washington-Centerville Public Library gave her a unique insight in to OPLIN and its services for public libraries.
 
NOW THEREFORE BE IT RESOLVED and that on June 8, 2018 the members of the Board of Trustees of the Ohio Public Library Information Network recognize the significant contributions made to public libraries and library service by Susan Brown during her tenure with the Ohio Public Library Information Network, and
 
BE IT FURTHER RESOLVED, that the Board extends its most sincere thanks and appreciation to Susan Brown for her continued volunteer service as a member of that Board.

 
 
Jamie Black seconded the resolution. All aye.
 
13. ADJOURNMENT
 
On motion of Tara Sidwell and second of Susan Brown, the Board adjourned at 12:05 p.m.

April 13, 2018

April 13, 2018 oplin Tue, 07/03/2018 - 10:46

OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)

ONE HUNDRED SIXTY-SEVENTH REGULAR MEETING of the BOARD OF TRUSTEES

Minutes - April 13, 2018

1. WELCOME and CALL TO ORDER

The one hundred sixty-seventh meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, April 13, 2018 by Board Chair Joe Greenward at the OPLIN office in Columbus, Ohio.

Present were Board members: Jamie Black, Jill Billman-Royer, Susan Brown, Justin Bumbico, Jeff Garringer, Chris May, Travis McAfee, Michael Penrod, and Tara Sidwell .

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

ACTION ITEMS

2. APPROVAL OF THE AGENDA

Michael Penrod 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.

Doug Evans reported that the Public Library Fund is almost 3% higher than forecasts this year. OLC Legislative Day was on April 11, the day after Speaker Rosenberger announced his resignation. Two hundred twenty-five library administrators, trustees, and staff attended, reporting good feedback with their meetings with legislators. Turnout and feedback was also good for OLC's Opioid Symposium held April 3. Evans mentioned that the upcoming "Opioids in Communities, Libraries in Response" events hosted by the State Library in partnership with OhioNET and the regional library systems will have a different but complementary focus. Chris May praised the timing of the symposium, as it gave libraries good information to discuss with their legislators and aides.

Evans gave updates on the status of HB312 regarding credit card use by political subdivisions, and HB371 which exempts new development properties from property taxes. He reported that representatives from OLC, OELMA, and the State Library will be meeting with Ohio Department of Education staff to discuss concerns that the State Board of Education's strategic plan makes almost no mention of libraries. Upcoming OLC events include trustee dinners and director advocacy training. Finally, ten libraries have issues on the ballot May 8; most are levy renewals, but there are 2 new levies and a few increases.

4. APPROVAL OF THE MINUTES of December 8 meeting

Michael Penrod motioned to approve the minutes of the February 9, 2018, meeting as presented; Chris May 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. About $94,000 remains in unplanned spending authority, with a projected cash balance of $2.5 million remaining at the end of this fiscal year. Pardee noted that none of the Ohio Web Library Specialists have taken advantage of the offer to reimburse mileage, so those funds will just return to the cash balance at the end of the fiscal year.

Susan Brown 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

6.1. MOU between State Library of Ohio and OPLIN

Yarman reviewed proposed changes to the draft memorandum of understanding drafted by the State Library. The MOU lists the fiscal and administrative services that the State Library provides to OPLIN and the broadband services and subscription database licensing that OPLIN provides in return. State Library staff had estimated the cost in staff time for their services, and it is roughly $10,000 more per year than the cost of the broadband circuits to State Library and the SEO Library Center after E-rate refunds.

Jamie Black motioned to approve the terms of the memorandum of understanding; Michael Penrod seconded. There was no discussion, so the Chair called for a roll call vote on the motion.

 

Recorded vote: Jamie Black, aye; Jill Billman-Royer, aye; Susan Brown, aye; Justin Bumbico, aye; Jeff Garringer, aye; Joe Greenward, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; Tara Sidwell; aye.

7. NEW BUSINESS -- none

PLANNING SESSION

8. OUTCOMES OF CONTENT ADVISORY COMMITTEE MEETING - Mandy Knapp

Mandy Knapp outlined the Content Advisory Committee's work reviewing and scoring the responses to OPLIN's RFPs for genealogy resources and for job skills training resources. OPLIN has begun negotiating with vendors based on the priorities that the Content Advisory Committee had set.

For genealogy, the committee selected the products offered by ProQuest, indicating that they felt the company had overpriced their "HeritageQuest" product; acquiring a statewide subscription to that was a lower priority, although the committee did acknowledge that, because so many libraries subscribe to HeritageQuest on their own, purchasing it centrally would directly save money for many libraries. Knapp noted that OPLIN's negotiating power for HeritageQuest pricing is limited: genealogy content is a priority for public libraries, and ProQuest already has a broad subscriber base in place - they are unlikely to agree to take less money. And ProQuest is the sole provider of this content. The Board discussed concerns that ProQuest could ask for exorbitant increases in subsequent years, whether there were other, related products that ProQuest could add to the package, whether prices were out of scale with other statewide deals, and whether OPLIN's current cash balance predictions allowed for the increase.

Yarman noted that should the Board approve an increase in the budget for negotiating for statewide genealogy resources, OPLIN could ask for a pricing schedule for three years that caps increases at 3% and help return some subscription savings to public libraries.

Michael Penrod motioned to increase the genealogy budget up to $580,000 if ProQuest agreed to pricing increases of no more than 3% per year; Jamie Black seconded. There was no discussion, so the Chair called for a roll call vote on the motion.

 

Recorded vote: Jamie Black, aye; Jill Billman-Royer, aye; Susan Brown, aye; Justin Bumbico, aye; Jeff Garringer, aye; Joe Greenward, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; Tara Sidwell; aye.

Yarman discussed responses to the Job Skills RFP, the Content Advisory Committee's rankings, and concerns that the highest ranked products - while excellent - may replicate content and services already delivered through OhioMeansJobs.com. OPLIN staff have communicated with vendors to get clarification of exactly how their content aligns with the needs outlined in Ohio's "In-Demand Jobs" list (this was included in the RFP, but responses were weak), and how their content differs from existing offerings from OhioMeansJobs.com. In addition, OPLIN staff is reaching out to Mark Birnbrich of the Ohio Department of Jobs and Family Services to get his input on which services are too duplicative.

Board members discussed their libraries' experiences offering some of the products, as well as their varying experiences with the local OMJ centers. As more information is gathered, OPLIN will discuss it with the Content Advisory Committee, and hopefully be closer to a selection by the next Board meeting.

9. REPORTS ON STATUS OF OPLIN SERVICES - OPLIN Staff

Yarman accidentally left this on the draft agenda. Staff will contribute to discussion of the Tactical Plan and give their reports later in the meeting.

10. REVIEW OF ANNUAL TACTICAL PLAN

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, reporting on the relevant activities from this fiscal year with special attention to the Operations Goals within the Tactical Plan.

The table below contains the text of the Annual Service Plan, with notes on the current status of those services in italics.

Priority:

Maintain public connections to digital information sources

   

Strategy:

Strategy:

Provide and maintain safe and reliable internet connections to Ohio public library systems

Offer to assist Ohio public library systems with internal internet needs

   

Provide reliable broadband telecommunications circuits

Offer to assist Ohio public library systems with their branch connections

Operations Goal: 99.5% of OPLIN participants will have a functioning OPLIN connection to the internet 99.9% of the time. Met. The 7 hour Spectrum outage affected about 60% of the libraries, but the duration was well under the 0.1% goal.

OPLIN submits requests into OIT ServiceNow system, and offers assistance to libraries seeking E-rate reimbursements. OPLIN can bundle a library's local orders with larger statewide orders to help bring down cost of construction.

Provide bandwidth from providers of wholesale internet

Offer a network evaluation service

Operations Goal: 99.5% of OPLIN participants will have a connection to the internet large enough that their average bandwidth demand during peak hours will not exceed 70% of the connection capacity. Exceeded. For E-rate cycle, we upgrade in advance of meeting the need. All but one library is at or above 100Mbps. The OPLIN core currently has 20Gbps of internet connectivity, with peak usage being around 8Gbps. Redundant hardware and circuit paths to allow for reliability.

Operations Goal: Assist at least 10 libraries each year with resolving internal networking issues. Exceeded; Karl directly assisted between 20-30 libraries in past year.

Provide adequate network routing equipment

Offer annual E-rate workshops

Karl reported on progress of router replacement, and described the scripts that report the change in inventory. By next Board meeting, very close to complete with hardware replacement project.

OPLIN contracts with Lorrie Germann to provide 2 workshop/webinars per year. Don is considering how the format might change to better target public library patterns and needs.

Provide a filtering solution

Offer space to libraries in a designated area of the State of Ohio Computer Center

OPLIN has provided OpenDNS (now called Cisco Umbrella) since 2012. Currently 151 libraries with profiles. Working on renewal for FY2019.

Operations Goal: A current SOCC lease agreement with the Ohio Department of Administrative Services Office of Information Technology will be in effect at the beginning of each fiscal year. Met.

 

Offer to sponsor at least one conference

 

OPLIN was a Platinum Sponsor for OLC Convention and Expo 2017, and will be again for the 2018 event at Kalahari.

Priority:

Facilitate finding, retrieving and sharing digital information

   

Strategy:

Strategy:

Provide and maintain access to high-quality digital information for Ohioans

Offer to assist Ohio public library systems with digital communications

   

Provide subscriptions to selected databases

Offer a selection of archived email discussion lists

$1.2 million disbursed in subscription costs so far this fiscal year. Operations Goal: Meet with the CAC and any database purchasing partners at least once annually. CAC met March 28; LCO partners met at least monthly.

Operations Goal: Email discussion lists will be functional at least 99.9% of the time. Met; investigating tracking method.

Provide a website allowing free access to the online information

Offer generic public library websites

Operations Goal: Keep the public access website for the databases functioning as intended 99% of the time. Met, but no monitoring available.

Operations Goal: OPLIN-provided websites will be functional and accessible at least 99.9% of the time. Met; investigating tracking method. Laura and Karl moved all sites to https. Laura keeps all site software updates current.

Provide support for access to materials digitized by Ohio public libraries

Offer professional assessment of a library's website

OPLIN pays the DPLA membership fee for the Ohio Digital Network. Don is on the advisory committee for the Ohio Digital Network; Mandy participates in the Ohio Digital Interest Group and Community Engagement Center meetings. Ohio's first "ingest" of 10,000 metadata records is complete; ingests will occur quarterly.

Laura performed 6 audits, 2 current Webkit customers and 4 other library sites.

Provide the necessary technology to authenticate remote users

Offer a service that allows libraries to send notification messages

OPLIN provides EZProxy and flexible validation to cover a range of library options and subscription scenarios. Karl recently changed EZProxy logging for more accurate stats and to gauge load on the server. He also created algorithms that can block suspicious activity.

Operations Goal: Resolve any performance issues or open an incident ticket with the messaging vendor within 4 hours during regular business hours. Met.

Provide tools for integrating access to online databases

 

Libraries use OPLIN's links from their own websites to provide their patrons access. Recently, the Cuyahoga County Public Library has moved from their own local EZProxy installation to OPLIN's. Karl and Laura redesigned the library-card-entry page to be responsive to mobile screen sizes.

 

Operations Goal: Respond within one hour to malfunctions of database access during regular business hours. Met response goals. (Maybe not fixed in an hour, but responded.)

Operations Goal: Make at least 80% of previous month database usage statistics available to public libraries by the 10th of each month. Met; Mandy does these on the 5th.

 

 

While not adding anything to the tactical plan officially at this point, in support of the first strategy, "Provide and maintain safe and reliable internet connections," Yarman said he intends to put marketing efforts into evaluating OPLIN's role in cybersecurity culture, and helping Ohio libraries become local leaders in cybersecurity response and information.

In FY2019, the OPLIN staff foresees these things on the horizon:

  • A significant Drupal version upgrade (from version 7 to 8)
  • Expansion of the Co-Location Center as more tenants join
  • New EZProxy hardware
  • A review of "What Tree Is It?"
  • OIT Succession Planning
  • New carpet and paint

The Board recessed for lunch at 11:30 a.m. and resumed discussions at 12:08 p.m.

REPORTS

11. OPLIN DIRECTOR'S REPORT

Yarman reported that he has been through the state's LeadOhio training program and found it valuable. He discussed OPLIN's new membership in the Ohio Cyber Collaboration Committee (OC3), a coalition of over 200 public, private, military and educational organizations across Ohio working to strengthen the state's cybersecurity culture. Their primary aim is to expand Ohio's educational opportunities to build a trained cyber workforce. Through capital budget appropriations, OC3 has overseen the development of the cyber range, a virtual training and testing environment within OARnet. Future goals involve developing volunteer cyber incident response teams to provide emergency assistance, notably to local governments. This last effort seems a great fit for the involvement of public libraries (local presence in all 88 counties; access through OPLIN to OARnet and the cyber range), and Yarman is eager to explore ways OPLIN can be involved in OC3's mission.

In early March, the Department of Justice notified OPLIN that 23 computers associated with IP addresses in 7 different libraries were compromised with Fruitfly malware, part of the indictment against computer programmer Phillip Durachinsky from North Royalton, Ohio, who is in federal custody. OPLIN notified the directors and technical contacts for each of the affected libraries, and is monitoring communications from the Victim Notification System as the prosecution proceeds.

Yarman will be going to the International Coalition of Library Consortia meeting in Detroit April 15, and from there will travel to Cleveland for the National Digital Inclusion Alliance's conference.

11.1. Library Services Manager report

On April 19, Laura Solomon will be speaking at the Computers in Libraries Conference in Washington D.C. about online tools. She reported that she has been working on new websites for Medina, Hubbard, and Liberty Center, and updating designs for a number of existing Webkit sites that have been around for a while.

Solomon and Jendretzky discussed their work with the old "What Tree Is It?" site, which was composed of a thousand static HTML files of different pages. They transferred the information from those pages into a database so they could create a dynamic front-end for it, and used Twitter's Bootstrap framework to create a responsive grid for mobile browsers.

Solomon reported that OPLIN currently hosts the websites for 31% of Ohio's public libraries - 75 sites are live, and 4 more are in progress. Because of on-going changes in staffing at those libraries, Solomon developed a new Welcome Packet to orient people taking over web management duties locally. She has revised the Website Kit Manual, utilizing bigger print, adding illustrations for most steps, and providing more video tutorials to demonstrate procedures.

Solomon discussed the coming upgrade from Drupal version 7 to 8, which entails a significant change to website backend: Drupal 8 employs new "engines" for both site mechanics and design. As was the case moving from Drupal 6 to 7, migrating existing customers to the new platform will likely involve hiring consultants to assist with the work.

Solomon outlined the webinars that she has been developing and delivering, including the Emerging Technologies webinars which usually fill to capacity, and expects that people will be very interested in more cybersecurity information. Her webinar earlier this year covering online privacy for patrons and staff was very popular. The webinar focus is content that library staff need which they are not finding elsewhere.

11.2. Digital Resources Manager report

Mandy Knapp discussed highlights of the new set of Ohio Web Library resources purchased in cooperation with OhioLINK, INFOhio, and the State Library: Oxford Research Encyclopedias, Very Short Introductions (a print series available in ebook form), Transparent Language Online, Chilton Library (the popular auto repair resource), and Kids Infobits (a resource for children's learning). World Book and the EBSCO core collection are remaining in the new package; some new resources have been added to the EBSCO collection: Hobbies and Crafts Reference Center, Home Improvement, and Small Business. The only current resource dropped from the collection is Science Online, which had very low public library stats. Knapp has received very positive feedback about this collection, especially for the addition of Chilton's. Knapp reported that OPLIN is continuing to work through the process of retaining refunds or credits for libraries that currently carry individual subscriptions for resources that are becoming statewide. Knapp and Jendretzky are working to make sure authentication is in place for all the resources, and Knapp is coordinating vendor-provided webinars to train library staff.

As the state's public library contact for E-rate, Knapp has been responding to many "program integrity audit" requests, mostly verifying the existence of individual library bookmobile services.

11.3. Technology Projects Manager report

Jendretzky discussed the continued success of the SMS Gateway service, which grows by 30% each year.

He called it a "model service": it serves 130 libraries, sips at funds, and doesn't take much staff time.

In response to problems reported by CLEVNET about spearphishing campaigns against library directors and fiscal officers, Jendretzky has been investigating the services of companies which provide benevolent phishing campaigns launched against companies for the purposes of vulnerability testing and targeted training. His vision is that OPLIN could license a set number of seats, create a 2-3 week campaign geared toward public library staff, let libraries join a queue for the testing/educational campaign, and move through the queue sequentially to get as much use of the seats as possible. While extended campaigns are the most successful, this program would introduce libraries to the threats and raise awareness, encouraging them to continue vigilance on their own. Penrod reported that his library has used KnowBe4 for the past three years to great success. Jendretzky will review the options and bring a proposal to the June meeting.

Jendretzky summarized major work at OPLIN's core in the SOCC. As a result of hardware and network port diversity built into the Spectrum handoff to OPLIN, Spectrum was able to move circuits around with no outages. New console servers were installed so Terry Fouts can quickly access all OPLIN's hardware. Fouts and Jendretzky are working to bring the secondary core back into production; it has been in testing mode since the outage in September 2017, when the software-based connection between the primary and secondary cores failed, and half the network was left without a path out to the internet. The planned new architecture will include a secondary OARnet pathway.

The next milestone in CLEVNET's move to the Co-Location Space is to bring up an aggregation port to accept circuits into the OPLIN core; traffic from CLEVNET members will be routed through OPLIN's core into CLEVNET's head end. Instead of installing separate, costly vendor handoffs for CLEVNET libraries, OPLIN is leveraging its existing handoffs to save libraries money. There is the possibility as more libraries move into the Co-Location center that OPLIN could handle library branches similarly. This provides value to the libraries by saving them the cost of headend ports, but it puts additional work on OPLIN network staff by putting OPLIN in the middle of library networks. Bumbico suggested that OPLIN continue to move forward with CLEVNET, and expand on a case-by-case basis to see how each situation adds complexity and whether that is sustainable.

12. CHAIR'S REPORT

12.1. Approve recommendation from Nominations Committee

The Nominations Committee -- Jill Billman-Royer, Susan Brown, and Travis McAfee -

Billman-Royer praised the quality of the candidates. They selected those that best preserved Board diversity, including state geography, size of library, gender, and trustee roles. The committee nominates

Holly Varley, Collection Development Director of Dayton Metro Library, to fill Cindy Lombardo's unexpired term; Angela Baldree, Director of the Franklin County Law Library and former trustee of the Morley Library, and Garalynn Tomas, president of the Lorain Public Library System board, to fill the seats left by Billman-Royer and Brown.

Jamie Black motioned to accept the recommendation from the Nominations Committee; Justin Bumbico seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

Yarman announced that the Nominations Committee suggests Michael Penrod for Chair, Travis McAfee for Vice Chair, Chris May for Treasurer, and Jeff Garringer for Secretary. The Board will officially move on this recommendation in June.

12.2. Begin Director's evaluation process

Yarman distributed the criteria used in the past to evaluate the OPLIN director to see if the Board wanted to make changes. Penrod asked that the spreadsheet be emailed to the Board members for their review; members will send comments to him, and the Board can complete the evaluation at the June meeting.

12.3. Recognition

The Chair recognized Chris May to offer the following resolution:

WHEREAS, JILL BILLMAN-ROYER has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since August 2011, and

WHEREAS she has freely and unselfishly given of her time and efforts to ensure the success of OPLIN by serving on the Board for seven years, and

WHEREAS her previous service as trustee at the Southwest Public Library gave her an exceptional perspective on OPLIN and its services to libraries, and

WHEREAS the insight she developed throughout her career have always been a helpful source of information for the Board, and

WHEREAS her focus and attention to detail have often proved beneficial, and

WHEREAS she has consistently contributed her expert opinions to OPLIN Board deliberations, and

WHEREAS she has been a steadfast and active advocate for OPLIN throughout her tenure on the Board,

NOW, THEREFORE BE IT RESOLVED, that on the 13th day of April, Two Thousand and Eighteen the members of the Board of Trustees of the Ohio Public Library Information Network recognize the significant contributions made to public libraries and library service by JILL BILLMAN-ROYER during her outstanding tenure with the Ohio Public Library Information Network, and

BE IT FURTHER RESOLVED, that the Board extends its most sincere thanks and appreciation to JILL BILLMAN-ROYER for her continued volunteer service as a member of that Board.

Susan Brown seconded the resolution. All aye.

13. ADJOURNMENT

On motion of Susan Brown and second of Michael Penrod, the Board adjourned at 1:10 p.m.

February 9, 2018

February 9, 2018 oplin Wed, 05/23/2018 - 13:29
OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED SIXTY-SIXTH REGULAR MEETING of the BOARD OF TRUSTEES

 

Minutes — February 9, 2018

 
 1. WELCOME and CALL TO ORDER

 

The one hundred sixty-sixth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:06 a.m. on Friday, February 9, 2018 by Board Chair Joe Greenward at the OPLIN office in Columbus, Ohio.

Present were Board members: Justin Bumbico, Susan Brown, Jeff Garringer, Chris May, Travis McAfee, and Tara Sidwell.

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

ACTION ITEMS

2. APPROVAL OF THE AGENDA

Chris May motioned to approve the agenda as presented; Susan Brown 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.

Michelle Francis gave updates on OLC’s efforts with HB312, concerning local government credit card use, and HB371, concerning property tax exemptions on new development properties. She reported that February PLF distribution was above estimates; so far, estimated revenue collections for the fiscal year have been on target. The general assembly is taking up the capital budget bill; no public library activity expected. Upcoming OLC events include the regional trustee dinners, fiscal officer CPIM conference, the first of this year’s New Director’s workshops, and most notably, a symposium on Ohio’s opioid crisis. The symposium will focus not on library services but of on the role of library systems as employers and public facilities. It will take place at the Fawcett Center on April 3rd.

Beverly Cain reported that the public library data survey is now open; instructions have been shared more widely within the public library community than in the past, as often directors pass off sections of the report for other staff to complete. Congress has passed a federal budget that does not eliminate IMLS or Library of Congress. The State Library has fielded some questions about the impact of a federal shutdown; much of State Library does would not be impacted immediately.

The State Library, along with Ohionet and the regional library systems, is also working on an event in response to Ohio’s opioid crisis. This one focuses on impact on communities and explores resources for libraries and how they can position themselves as a resource for their community. This event will take place 4 times, starting in Gallipolis on August 6, and then in a different area of the state over the next 3 days.

4. APPROVAL OF THE MINUTES of December 8 meeting

Jeff Garringer motioned to approve the minutes of the December 8, 2017, meeting as presented; Chris May 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 are in line with estimates for this time of year. About $90,000 remains in unplanned spending authority, with a projected cash balance of $2.5 million remaining at the end of this fiscal year. The $500,000 increase from last fiscal year is due to the timing of E-rate reimbursements.

Justin Bumbico 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. MOU between State Library of Ohio and OPLIN
Sec. 3375.66 (A)(5) says that the OPLIN Board shall “Appoint the state library of Ohio as the board’s fiscal  agent,” and outlines the services that entails. State Library staff estimates that these services account for about 5.5 hours of staff time per week, totaling close to $13,500 a year. The standing handshake agreement has been that the State Library absorbs the cost of administrative services in exchange for Internet connectivity and bandwidth, but as OPLIN’s bandwidth costs shrink relative to speed, and the State Library’s administrative budget tightens, it might be time to consider a more formal agreement. Don Yarman presented a memo drafted by State Library staff that outlines State Library’s responsibilities and proposes a payment of $10,000 to cover payroll costs for staff time. In response to Susan Brown’s question about dates on the draft, Pardee noted that this was a first draft and suggested drafting agreements to cover two years. Justin Bumbico asked whether it would be best to drop OPLIN’s payment of the State Library connection and simply pay the full, estimated cost of staff time. Karl Jendretzky said there was no benefit, as OPLIN is not maintaining equipment at State Library, and the State Library’s connection cost is currently just a clean line item in the consolidated bill; it would be more of a disruption to change the contract to move it off of there.

Yarman will work with State Library to revise the proposed agreement, which will include spelling out OPLIN’s responsibilities, and present the agreement for discussion at the April planning meeting.

REPORTS

8. OPLIN DIRECTOR'S REPORT
Yarman reported that he and Jendretzky met with Terry Fouts, Greg Gicale, and Henry Smith on January 22 to discuss a plan for OIT installers to deploy the new routers at the libraries. Jendretzky has proposed six sets of 3-4 libraries around central Ohio to get them started, expecting that technicians can start their mornings at a larger library, then visit two smaller libraries in the area during the day. Jendretzky and Fouts will take guys out for first sites to show them how to do it, prepare them for different environments. Jendretzky estimates that the process could take about four months to complete.

Don Yarman and Mandy Knapp met with OLC’s Michelle Francis and Emily Modell of the Governor’s Office of Workforce Transformation to review the draft RFP seeking on-line job training resources available from public libraries, verifying that the RFP addressed OWT’s goals. The RFP specifically highlights the list of in-demand jobs from JFS, and asks vendors to elaborate on how they will manage refunds to libraries that already subscribe. The plan goal is to release the RFP within a week; vendors will have about a month to respond, and the Content Advisory Committee can evaluate those responses at their meeting March 28. The target is to launch this close to July 1, with preparations far enough along so that it can be previewed at the June 12 OWT meeting at Columbus Metropolitan Library.

8.2. Digital Resources Manager report
Mandy Knapp is at the ALA Midwinter Meeting in Denver so she submitted a written report.

eRate
All of our Funding Requests (FRNs) for eRate year 2017 (July 2017-June 2018) have been approved by USAC, the administrative entity that oversees the eRate program.  I have sent the information necessary to file the BEAR form for circuit charges incurred between July 2017-June 2018 to Lorrie Germann. We can expect to receive that reimbursement shortly. As you will recall, a BEAR form is the step in the eRate process where we specify our reimbursement amounts. We should receive funds in the amount of $116,891.86. We will file a second BEAR form in July 2018, which includes both circuit charges for January-June 2018 as well as internet access charges.

In addition, we have filed all of the necessary Form 470s for upgrades and moves as needed in the eRate year 2018 (July 2018-June 2019). A Form 470 acts as an RFP, and begins the eRate process. A number of these were needed to move circuits for the CLEVnet change.
On the eRate training front, OPLIN and State Library co-hosted a Form 471 Workshop on January 29th. Lorrie Germann presented the simultaneous webinar and in-person session. There were 19 attendees total.

Ohio Digital Network (DPLA Hub)
The Community Engagement Centers (CEC): Ohiolink, OPLIN and Ohio History Connection, met on December 13 at the State Library. The CECs discussed ideas for working together on future training. Similarly, on January 19, a larger Ohio Digital Network meeting has held. The majority of the meeting were updates on progress. In order for the first ingest of metadata to occur, the Ohio Digital Network must have a minimum of 50,000 records. I am happy to report that that number has nearly been reached and the first ingest should occur sometime this spring. Also discussed at the meeting was the need for a communication kit for the official launch of the Ohio Digital Network. As with other states, the Digital Public Library of America (DPLA) has waited until the first metadata ingest from the Ohio Digital Network to occur before announcing the hub.

Ohio Web Library
As you can see from the attached sheet, there is an uptick in usage in January in EBSCO stats and searches as well as World Book use. In addition, Ancestry Library Edition usage appears to be declining this month; however due to our ongoing issues with statistics from Proquest, I would not take these numbers as final. On my return from ALA Midwinter I will recheck the numbers for accuracy.

Ohio Web Library Specialist (OWLS)
I am pleased to report to the board that OPLIN is working with SERLS (Southeast Regional Library System) to expand the reach of the OWLS program. SERLS has allowed the OWLS the use of their webinar software to present on any database.  To date, two OWLS have signed up to present in this fashion. SERLS is marketing these free webinars to both libraries in their region as well as libraries statewide.

Libraries Connect Ohio
Negotiations for the statewide databases are proceeding as expected. On February 5, the selection committee met for an update conference call. Although I cannot share details at present, suffice to say that progress is following our expected timetable.

RFP for Genealogy Resources & RFP for Career Resources
On January 11, OPLIN released an RFP for a Genealogy database. This RFP is posted to OPLIN’s website and emailed to relevant vendors. Responses to this RFP are due March 2. Selection will be made by the Content Advisory Committee at their March 28th meeting. Vendors will be informed shortly after, giving OPLIN plenty of time to prepare before our projected start date of July 1, 2018 for this database.

We are also making good progress on our RFP for Career Resources and are on-track to release it by the middle of this month.

In addition, Yarman reported that Knapp has drafted a communications plan for the new Ohio Web Library collection, anticipating our need to implement changes in the collection smoothly across the state.

8.1. Library Services Manager report
Laura Solomon was unable to attend the meeting due to road conditions. Yarman reported in her absence that two new Webkits have been launched: Upper Sandusky and Euclid. By far, Euclid is the most customized site OPLIN has ever done. It included a lot of custom features, including the import of several thousand local history records (Recorded City Council meetings and issues of their [former] local newspaper), as well as various displays for custom content. Solomon is currently working on 4 new Webkits and 2 site redesigns for existing Webkit customers.

In January, Solomon finished the security review, ReCAPTCHA installation and backend cleanup of all of the Webkit installations, a project started in early 2017. The ReCAPTCHA installation was necessitated by the coming end of the currently-used Mollom service for spam protection. Mollom will cease operations in April 2018.

Solomon started a Facebook Group, the "OPLIN Water Cooler," as an advance move to head off the loss of engagement anticipated by the forthcoming split of Facebook's newsfeed.

8.3. Technology Projects Manager report
In December, CLEVNET’s Spectrum link between Columbus and Cleveland was converted into a “Q-in-Q trunk,” which allows CLEVNET to extend their VLANs across the state, effectively “stretching” their network. CLEVNET has now begun migrating their equipment down to the Co-Location Center in the SOCC; they are scheduled to move their integrated library system hardware overnight Saturday, February 10. OPLIN is preparing to file the orders to transfer CLEVNET library connections from Cleveland Public Library to the SOCC, timing the moves as best we can to the E-rate cycle. Between OPLIN connection moves and Cleveland’s branches, there will be nearly a hundred separate orders to complete the move.

On January 30, the Columbus Metropolitan Library moved their head-end into the SOCC, giving them, like CLEVNET, 20 Gbps of connectivity direct to the OPLIN core. The large capacity means that small DDOS attacks will not affect service to the libraries, as they can be easily absorbed. Because 20 Gbps is currently well beyond the highest anticipated traffic for those organizations, Jendretzky is weighing limiting those connections, to perhaps 300% of needed bandwidth, to prevent accidental saturation of the link.

All of OPLIN’s physical servers have been migrated out of 322 into NR3. All of this work – migrating OPLIN servers, moving Columbus and library consortia head-ends into the SOCC – has happened very smoothly, with services shutting down and coming back up cleanly.

Even though AT&T hasn’t finished migrating OPLIN’s circuits into the new 10G AT&T head-end, AT&T now proposes to implement full redundancy for large customers. So that each 10 Gbps of connectivity to us will be handed off with two separate pathways (20 Gbps of connectivity), AT&T intends to install four 10 Gbps head-end interfaces. We are billed for any 10G ports until they are filled to capacity, and since AT&T is responsible for the timing of this, they have agreed to stop billing us for our current interfaces. Once completed, this project provides OPLIN with redundant connectivity to every vendor – AT&T, Oarnet, and Spectrum – and frees up hardware we can use to build more redundancy for tenants in the Co-Location Center.

Jendretzky wrote an automated hardware inventory script which scans the network to keep track of equipment serial numbers and devices. As things go forward with the new router deployment, everything will be tracked and our records updated in real time; information will be stored in OPLIN’s internal databases viewable through our office Quick Info Tool, giving us a higher degree of visibility where the devices are in our network.

We had a small issue with Trumpia, the service that supports our SMS Gateway. Messages through our gateway are preceded by a period and a colon; if the first character of the message is a capital-O (as in “Overdue”), the :O is interpreted by most messaging clients as a screaming emoji face. Jendretzky solved the “problem” by adding an extra space after the colon.

In January, OpenDNS accidentally disconnected our reseller portal from the library accounts, which removed enterprise licensing for every library for a day. This didn’t disable filters in libraries, just prevented higher level functions on the accounts, such as library logos, bypass codes, etc. It was repaired quickly, resulting in a major outage but with a low profile. Currently, 150 libraries are configured in OPLIN’s OpenDNS service. On January 25, Yarman and Jendretzky spoke with staff of the Wisconsin South Central Library System about OpenDNS filtering for library consortia, which they are considering adopting.

The new Oarnet DDOS perimeter protection is up and running in manual mode. On Monday and Tuesday of this week, the Worthington Library was hit with small attacks for about 10 minutes. On Thursday, it escalated to a 90 minute, 1 Gb attack. The system is actively mitigating all traffic to Worthington now, and we’re monitoring to make sure it doesn’t cause any issues, such as blocking legitimate traffic to and from the library. Our goal is to have automated notification, so that if Oarnet detects suspicious traffic they notify us, we verify against our tools to check for service degradation, and then we can activate mitigation and notify libraries of our action. As discussed, this service is paid for by not getting the usual reduction in cost in our annual bandwidth bill.

Michelle Francis asked if we knew the origins of the attack against Worthington. Distributed Denial of Service attacks are by nature impossible to pinpoint; botnets can be rented for attacks, and it is clear that’s what someone did for this one. OPLIN will work with OLC to provide them the information they need to answer questions about cybersecurity measures in place that protect public libraries.

EZProxy service; some libraries dropping their own local (Cuyahoga County). They individually have to fight the same things we are doing centrally.

Justin Bumbico praised the Co-Location Center with its level of resiliency and security, thanking Jendretzky and Fouts for their support during Columbus Metropolitan Library’s move into the SOCC.

 
9. CHAIR'S REPORT

9.1. Appoint Nominations Committee

Joe Greenward appointed Jill Billman-Royer, Susan Brown, 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. As no extraordinary items requiring extra discussion are anticipated, the Board decided to meet at the usual 10:00 meeting time rather than earlier.

9.3. Ethics training reminder

Board members are reminded that they must complete ethics training each year. Beverly Cain said the Ohio Ethics Commission has just released the link to updated training, and she will send to Don Yarman for distribution to the Board.

 
10. ADJOURNMENT

On motion of Susan Brown and second of Jeff Garringer, the Board adjourned at 11:18 a.m.

December 18, 2017

December 18, 2017 oplin Sun, 01/28/2018 - 11:29
OHIO PUBLIC LIBRARY INFORMATION NETWORK (OPLIN)
ONE HUNDRED SIXTY-FIFTH REGULAR MEETING of the BOARD OF TRUSTEES

Minutes — December 8, 2017

1. WELCOME and CALL TO ORDER

The one hundred sixty-fifth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, December 8, 2017 by Board Chair Joe Greenward at the OPLIN office in Columbus, Ohio.

Present were Board members: Jill Billman-Royer, Justin Bumbico, Jeff Garringer, Cindy Lombardo, Chris May, Travis McAfee, Michael Penrod, and Tara Sidwell.

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

ACTION ITEMS

2. APPROVAL OF THE AGENDA

Jill Billman-Royer motioned to approve the agenda as presented; Michael Penrod 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 reported that the December PLF distribution was slightly less than the Department of Taxation had projected, but overall, total PLF distribution for 2017 ($378.5 million) was higher than the 2016 total (an increase of 0.4%). Legislative Day has been moved from April 18 to April 11 as the General Assembly will not be in session on the 18th; Legislative Day headquarters will remain at the Capital Club. HB312 which specifies more stringent control policies for credit card use in local governments passed the house 95-0. OLC has been working to make some of the requirements more practical (in small libraries, there simply are not enough people to put into practice all the requirements the new law specifies), and they will continue their work now that the legislation has moved over to the Senate, which will take up the bill after the first of the year. HB371 exempts unsold but developed property from property taxes; this will have a big fiscal impact on some libraries, and OLC has joined with other local government organizations and the school boards association to express their concern.

Stephanie Herriott expressed Beverly Cain’s regrets for missing the meeting; she had a phone call with a legislator. Stephanie reported that the State Library Board would be meeting December 12 to consider a number of LSTA grant proposals. On the same day, the State Board of Education will be meeting to consider candidates for the State Library Board.

4. APPROVAL OF THE MINUTES of October 13 meeting

Michael Penrod motioned to approve the minutes of the October 13, 2017, meeting as presented; Chris May 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, highlighting the growing cash balance: $2.075 million at the end of FY2017, and a projected cash balance of $3.028 million at the end of FY2018. She stressed the importance of not letting the cash balance get too high so the Governor’s office doesn’t take the funds away. So far this fiscal year expenses are on target for what was projected. Our cost for OpenDNS licensing is approaching the state’s limit of $50,000; if it exceeds that, we will have to go to the Controlling Board for approval. Jamie budgeted $10,000 in travel reimbursements for OWL trainers. The report shows $613,287 in spending authority not currently earmarked for a specific projects or expenses.

Karl Jendretzky mentioned that, having upgraded all libraries to at least 100 Mbps, we should be seeing an increase in our monthly telecommunications costs. Jamie did not have on hand what Stephen anticipated would be the expected increase.

Michael Penrod motioned to accept the financial reports; Cindy Lombardo 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. Decide on History Day sponsorship
Don Yarman reported that OPLIN was asked to sponsor the Junior and Senior “Advanced Digital Researcher” awards for Ohio History Day, as we’ve done three times previously. The awards provide $125 each to the two students who make the best use of the Ohio Web Library in researching their projects.

Michael Penrod motioned to sponsor the Ohio History Day awards; Chris May seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

7.2. Decide on OLC 2018 Convention sponsorship
The Ohio Library Council has invited OPLIN to sponsor the 2018 Convention and Expo, offering Platinum level sponsorship benefits for $10,000. Doug Evans thanked OPLIN for its past support of the Convention, and noted that OPLIN’s sponsorship of the event helps offset Internet access fees embedded in the rental costs at Kalahari Resort and Conference Center, and allows OLC to provide computers and charging stations for conference attendees. In addition to recognition of the sponsorship on conference materials, OPLIN will receive exhibit space with electrical service and meeting space for the OPLIN Annual Update meeting.

Cindy Lombardo motioned to approve Platinum level sponsorship of the 2018 OLC Convention and Expo; Michael Penrod seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

REPORTS

8. OPLIN DIRECTOR'S REPORT
Don Yarman highlighted major activities from the written report: the Ohio Web Library Product Selection meeting November 13, the addition of OWL Specialist mileage reimbursement to the budget, and information about the project to replace the fire suppression equipment at the SOCC. Only two of the five reviewers recommended the preliminary proposal to the IMLS National Leadership Grants for Libraries Program for funding, so we were not invited to submit a full proposal. It does not appear that the development partners at Wright State University and the Greene County Public Library intend to resubmit. Don is working his way through the state’s training modules, has completed mandatory sexual harassment awareness training for supervisors, and the large telecommunications bills have begun to make sense.

8.1. Library Services Manager report
Laura Solomon reported that 24 libraries have installed the new emergency message function on their Webkit sites. We picked up 4 new libraries for Webkits since October. Laura rebuilt the Delaware County District Library’s existing Drupal site in the Webkit platform, and that was completed and launched at the beginning of December. Laura’s proposal to present about online tools at the Computers in Libraries conference in Washington D.C. next April was accepted.

8.2. Digital Resources Manager report
Mandy Knapp reported that OhioLINK is currently negotiating with vendors for the desired Ohio Web Library databases selected by the committees at the November 13 meeting. We can’t yet reveal what products were selected, but the public library representatives in the process were pleased with the recommendations. A few of the OWL Specialists have completed the paperwork to become vendors for the state so they can receive reimbursements for their travel to other libraries for training; Mandy doubts that we will spend much of what we have budgeted, but the Specialists were very thankful that reimbursements are available. Five Specialists have already delivered the training they committed to. SERLS, which already offers database webinars every two weeks, has offered us the use of their webinar platform and promotional network for OWL Specialist training in the area. Partnering with OhioNET, we’ve offered a few vendor-delivered webinars for the databases; Ancestry has proven the most popular.

We have received almost all of the expected E-rate reimbursements for service year 2016; our 2017 paperwork is still in review. Right now, we’re working on service year 2018 paperwork. Lorrie Germann’s fall E-rate workshop had 60 attendees: 50 online and 10 in person.

Mandy reported that we are having problems with the Ancestry statistics for October, so the statistical report shows a drop that should not be there. We’re working with Ancestry to address that.

8.3. Technology Projects Manager report
Karl Jendretzky updated the Board on his work rebuilding the servers that handle public-facing services to make them as stable as possible. The SMS Gateway services (which picked up three new libraries -- Portage, Kent, and Reed) were moved from locally-hosted servers to AWS hosting, which involved rewriting much of the code to upgrade the service from PHP5 to PHP7, and in the process improved the error-handling. He also moved OPLIN’s custom code server, which is kept separate from the Drupal and Wordpress sites to limit damage if either the content management systems or Karl’s custom code is compromised. Moving the SMS Gateway and custom code services to AWS freed up hardware, which is now used as backup for the physical servers that have to remain within the network: EZProxy and the listservs. (The code that handles database authentication logic runs on the custom code server in AWS, so if remote access through EZProxy goes down, in-library access to databases won’t be interrupted.)

Next week, CLEVNET is scheduled to move its core from Cleveland to the SOCC. Once this is accomplished, it will simplify CLEVNET’s topology as OPLIN will accept the CLEVNET member library connections and deliver them to CLEVNET on a single connection inside their private network. In addition, it saves OPLIN money because it eliminates the need for head-end ports for library connections up in Cleveland.

On November 9, one of Juniper’s large carrier cards in the core failed, taking out roughly 60 Gbps of connectivity inside the OPLIN network. The only actual impact was to a single collector circuit with a few “oddball” services: the OPLIN office and the dedicated VOIP circuit (which took out Columbus Metropolitan Library’s phone system). The office has since moved to a Spectrum circuit (also eliminating another head-end port cost), and the VOIP pathway is being moved by OARnet onto the collector trunk, so that will have redundancy going forward. The goal: to be so resilient and reliable that our services are transparent.

Karl and Don met with OARnet about DDOS protection. OARnet’s solution is in production: the entire state is protected by two scrubbing centers from two different vendors. OARnet is building out the automation for notifications, ticketing, and methods for Karl to identify and remedy DDOS attacks. We will pay for this service by forgoing the usual reduction in annual bandwidth costs (which is bundled into the annual cost we pay to OIT for management, etc.).

Karl and Mandy are working on a 470 for about 40 libraries; about 10 libraries need bandwidth upgrades, and the rest are due contract intricacies of connecting CLEVNET libraries to CLEVNET services at the SOCC.

Karl has added monitoring the connections to high-profile, cloud-hosted catalogs(similar to the monitoring of library circuits) so we can offer better troubleshooting if a library calls to report problems. For example, we’ll be able to tell if SEO’s remotely hosted library system goes down, affecting 93 libraries across the state.

As reported above, the 30 year old sprinkler system at the SOCC is being replaced. Karl listened to a conference call for SOCC tenants detailing the careful plans for replacing it: all workers are cleared to work near law-enforcement systems; moving section by section, contractors will erect scaffolding around the racks, putting up dust barriers and filters to prevent debris from being sucked into equipment; they will clean ceiling tiles on both top and bottom before removal; all cutting and grinding of pipes will be done off site, not in data areas. The air barriers around the racks will have temperature sensors to check that equipment doesn’t overheat, and they’ll do hourly walk-throughs around the clock with staff to make sure everything is stable. Although the sprinkler system is disabled, the smoke detectors will still function. New pipes will be filled with compressed air for a couple days to make sure they’re solid, then they’ll be filled with water at city pressure to make sure there are no leaks, then finally brought up to 220 psi for final inspection. Data center work will begin in January. Jill Billman-Royer asked if there were any concerns that additional costs would be passed on to us; Karl couldn’t say for sure, but believed it was part of normal building maintenance.

Justin Bumbico asked for more clarification of DDOS protection mechanism. Karl explained that all of OPLIN and OIT are behind OARnet’s services. OARnet can get alerted on DDOS events, and they are programming their ticketing system to pass the alerts along. Preferably, if OARnet sees an attack on an OPLIN IP address, they will send Karl an email with a JSON-encoded string so Karl can develop a daemon that picks out IP, time, duration, source, etc., and sends an automated email to a library with details. We want to make sure that we don’t overreact to false positives; most of the times DDOS events last about 5 minutes, and we have a greater risk of blocking legitimate traffic than we have from attacks. Our goal is to let the system monitor the traffic and learn to recognize “real events,” so that we can begin moving into more proactive blocking of legitimate, longer duration attacks. Karl used the example of the copyright notices and vendor maintenance announcements to illustrate his plans: his scripts pick out important information from the emails we receive, and turns them into emails (or, in the case of maintenance announcements, calendar invites) that are sent out to our technical contacts.

9. CHAIR'S REPORT
Chair Joe Greenward asked Don Yarman to report that Cindy Lombardo has tendered her resignation from the Board because she is retiring from the Cleveland Public Library.

The Chair recognized Chris May to offer the following resolution:

WHEREAS, CINDY LOMBARDO has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since June 2013, and

WHEREAS she has freely and unselfishly given of her time and efforts to ensure the success of OPLIN by serving on the Board for four and a half years, and

WHEREAS her service as the Deputy Director at the Cleveland Public Library gave her an exceptional perspective on OPLIN and its services to libraries, and

WHEREAS the insight she developed as an experienced library administrator have always been a helpful source of information for the Board, and

WHEREAS she has consistently contributed her valuable opinions to OPLIN Board deliberations, and

WHEREAS he has been a steadfast and active advocate for OPLIN throughout her tenure on the Board,

NOW, THEREFORE BE IT RESOLVED, that on the 8th day of December, Two Thousand and Seventeen, the members of the Board of Trustees of the Ohio Public Library Information Network recognize the significant contributions made to public libraries and library service by CINDY LOMBARDO during her outstanding tenure with the Ohio Public Library Information Network, and

BE IT FURTHER RESOLVED, that the Board extends its most sincere thanks and appreciation to CINDY LOMBARDO for her continued volunteer service as a member of that Board.

Michael Penrod seconded the resolution. All aye.

Don explained that this is similar to the situation last December when Marty Beets left the Board. The consensus then was to fill the unexpected vacancy as part of the normal Board search and nominations process that will begin when the Chair appoints a nominations committee in February. Our records show that Jill Billman-Royer and Susan Brown will be completing their second terms on the Board in July, and that Chris May and Travis McAfee are completing their first terms. Don also reported that he received email from Jamie Black who is leaving the Loudonville Public Library Board but will remain on the OPLIN Board.

10. ADJOURNMENT

On motion of Cindy Lombardo and second of Michael Penrod the Board adjourned at 10:53 a.m.
 

October 13, 2017

October 13, 2017 oplin Wed, 01/17/2018 - 13:08

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

Minutes – October 13, 2017

1. WELCOME and CALL TO ORDER

The one hundred sixty-fourth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, October 13, 2017 by Board Treasurer Travis McAfee at the OPLIN office in Columbus, Ohio.

Present were Board members: Jamie Black, Susan Brown, Justin Bumbico, Jeff Garringer, Cindy Lombardo, Chris May, and Tara Sidwell.

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

ACTION ITEMS

2. APPROVAL OF THE AGENDA

Jamie Black motioned to approve the agenda as presented; Chris May seconded.

3. PUBLIC PARTICIPATION

The Chair called for public participation.

Doug Evans thanked the OPLIN Board for their generous support of the OLC Convention and Expo; OPLIN's contribution made it possible for the 700+ attendees to have free Wifi. Doug reported that the October PLF distribution was $29.5 million, a little under the estimate but as the Department of Taxation is getting more conservative with their estimates this is closer than it was in the previous fiscal year. On Wednesday, October 10, Debbie Saunders was recognized by Ohio Senator Bob Peterson on the Senate floor for her award as Librarian of the Year, and she also received a commendation from the Ohio House. Kim Fender (OLC's 2017 Hall of Fame Librarian) will be getting similar recognition by the general assembly. Michelle Francis is working with local governments on a proposal to address concerns about legislation proposed by the Auditor of State's office regarding school and local government use of credit cards. The proposed legislation requires distinct separations between the compliance officer that manages the cards, the fiscal officer that pays the bills, and those individuals who use the credit cards. In small libraries, there may not be enough people to separate all those duties between them. And finally, the OLC Board will be making an appointment in November to fill the term Don Yarman vacated when he resigned from the board to become OPLIN's Executive Director. The Board has also appointed Meg Delaney as Ohio's ALA councilor to replace Jamie Mason who recently resigned for personal reasons. In January, newly elected Board members Tom Dillie (Minerva), Carol Herrick (trustee, Washington-Centerville), and Rick Rubin (trustee, Cuyahoga Falls) will be joining the OLC Board.

4. APPROVAL OF THE MINUTES of August 11 meeting

Susan Brown motioned to approve the minutes of the August 11, 2017, meeting as presented; Jeff Garringer seconded. There was no discussion, so the Treasurer called for a vote on the motion; all aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee presented the financial reports. She reported that about $1.5 million in disbursements have been paid for the current fiscal year 2018. The cash balance at the beginning of the fiscal year was about $2 million, with projections indicating that with this year's Erate reimbursements we'll have a cash balance of about $3 million. Last year's balance went down a million because of the timing of Erate payments, so they'll double up this fiscal year. She cautions us to watch that significant cash balance or the office of the Governor will appropriate it.

Jamie Black motioned to accept the financial reports; Susan Brown seconded. There was no further discussion, so the Treasurer called for a vote on the motion; all aye.

6. OLD BUSINESS

6.1. Approve State Library access to genealogy and continuous learning resources **

Don Yarman reviewed the current plans for licensing statewide content, including the $400,000 devoted to support genealogy resources and the $500,000 budgeted toward the purchase of resources in support of the Governor's Office of Workforce Transformation project. Before leaving, Stephen Hedges recommended asking the OPLIN Board to specifically approve including the State Library in access to these resources.

Susan Brown motioned to accept the financial reports; Chris May seconded.

Doug Evans asked if by extending access to the State Library they would be available only to state employees and not to the general public within the State Library. The understanding would be that it would include the public within State Library as well as remote access (if licensed) via a State Library card. Karl Jendretzky pointed out that this concerns only those databases that are restricted to in-library use, such as Ancestry, as others are authenticated for use anywhere in the state. Mandy Knapp agreed, adding that this mostly concerned statistics gathering and access to databases such as Ancestry (which we have not committed to acquiring) that are restricted to in-library use. Don Yarman noted that, 11 years ago, the State Library was routinely included as part of the contracts for products OPLIN acquired for public libraries.

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

7. NEW BUSINESS - none

REPORTS

8. OPLIN DIRECTOR'S REPORT

Don Yarman thanked the Board for selecting him as Executive Director, noting that he's delighted to be back with the organization working with such talented and helpful staff. Stephen Hedges was an admirable leader and a valuable asset to the state, and it's an honor and a challenge to succeed him. He noted that today is the deadline responses to the Ohio Web Library RFP. Also, the Co-Location Service has been announced to the library community, and we already have our first live tenant, the Central Library Consortium.

8.1. Library Services Manager report

Laura Solomon listed a number of libraries whose new Website Kits are nearing launch to the public: Euclid, Piqua, Upper Sandusky, and Delaware County. Staff from those libraries have been trained and are entering their data, or will be trained shortly. Our presence at the OLC Convention generated new interest in Website Kits and audits. We launched a new feature for the Kits – Flipping Book – which allows libraries to display PDF newsletters in a lightbox, with the interface replicating the look of turning pages. Laura will soon announce a new feature for the websites which allows libraries to easily place emergency announcements (such as emergency closures, maintenance issues, etc.) prominently on their site.

8.2. Digital Resources Manager report

Mandy Knapp reviewed the database usage statistics. She noted that the RFP for the Ohio Web Library closes today; we cannot see who submitted a bid, but we can see who looked at the RFP. The committees will meet in November to discuss the proposals, and we will have more information at the next Board meeting concerning the committees' early decisions and negotiating intent.

About 40 Ohio Web Library Specialists have all been trained. This program is similar to the iCoaches program developed by INFOhio. The OWL Specialists will be the point-person for database information and training in their library and they are available to travel to other libraries to conduct training as well (Mandy will help coordinate). OPLIN did not originally budget to reimburse the mileage for OWL Specialist travel, but we could allocate dollars from the “Unplanned Spending” line item.

8.3. Technology Projects Manager report

Karl Jendretzky reported that as more Internet sites move to https, browser appliances are starting to register certificate errors. The OpenDNS filtering solution we provide to libraries has a problem with "HTTP Strict Transport Security," the next generation of http redirection to https for secure web transmission, which removes the ability of a browser to make security certificate exemptions. Karl is working with Cincinnati for a fix – installing the Cisco root certificate in the browsers – while OpenDNS seeks a solution on their end. (Generally, this will only be a problem if the HSTS-enabled site is caught in the content filter and the user requests to by-pass the filter for access.)

The SMS Gateway service has been steady, sending about 100,000 messages per month for the last 6 months. We still have enough credits to sustain the service for next 18 months. Karl has built in safeguards that will stop sending messages if too many go out, preventing a rogue process at a library from accidentally depleting our entire credit balance.

On September 19, the OPLIN Core developed issues stemming from the solution Juniper provided to bind two cores together. Juniper is reviewing the problem because, as this is the solution they proposed, it's something they need to fix. The outage changed our method for migrating to the new location within the SOCC, but hasn't slowed the migration.

In addition, we are bringing up new AT&T connectivity at the SOCC. Currently, all AT&T circuits use Oarnet as a transport middle-man to connect to OPLIN; the new AT&T 10 Gb/s headend connection lets us remove all OPLIN circuits from Oarnet and plug them directly into our network. Rather than having CLEVNET install their own AT&T headend, the member library AT&T circuits will go directly into the OPLIN headend. Once we exceed 5.5 Gb/s of subscribed bandwidth, the headend cost drops to $0; the added bandwidth of the CLEVNET circuits will prompt AT&T to give us a second 10 GB port for free, giving us a redundant set of 20 Gb/s of connectivity into the AT&T network, which will cost us $0 monthly.

In early September, all Spectrum (formerly TWC) circuits were migrated from the 10 Gb/s headend in NR1 (Network Room #1) to the new 20 Gb/s redundant link in NR2, freeing up the 10 Gb/s port in NR1 for CLEVNET. So with the new 10 Gb/s port from AT&T, we can complete the upgrades to the 53 AT&T sites we started as part of the eRate cycle, bringing all but 4 OPLIN circuits to at least 100 Mb/s. We have a plan for the remaining four libraries – Cadiz and Bowerston have upgrade orders placed with Horizon, Grand Valley is waiting on OIT to turn up their circuit, and Huron will get their upgrade once CLEVNET moves to the SOCC.

Travis McAfee asked if were getting feedback from libraries on the upgraded capacity. Mandy replied that she is hearing that libraries' internal networks are not being upgraded to match the new capacity, so they're aren't experiencing an increase in speed.

We've been using Amazon Web Services to host the Web Kits; we upgraded to a nice, beefy server and the service runs very stable and provides us with great analytics and flexible alarms. Fifty-three of the sites have been moved to https, and the remaining sites will be migrated shortly. Karl would like to move some of the other public-facing servers onto AWS to minimize any public service impact stemming from hardware issues.

Overnight September 27, the Central Library Consortium moved their servers into NR3, becoming the first tenant in the OPLIN Co-Location Space. Once both cores are completely installed in NR1 and NR2, we'll be able to take full advantage of the fiber infrastructure we've put into the SOCC: 24 strands of fiber from each vendor space to each of the 3 network rooms, and 24 strands of fiber to connect the rooms together in a pyramid. In addition, Karl has ordered new handles for the rack doors, equipped with combination locks to keep tenants out of each other's spaces. hardware issues.

With the expansion of our available bandwidth, we've exceeded the capacity of our old DDOS appliance, which protected us against small attacks but not against the attacks which are getting exponentially larger. Oarnet is implementing a new solution which, in the event of an attack, will adjust routes to shunt the extra traffic through them, preventing attacks from saturating us. Oarnet has the new solution implemented with one provider, but there has been a delay finalizing it with the other (AT&T); Karl expects the solution to be in place by the first of next year.

9. CHAIR'S REPORT

Joe Greenward did not send a report.

10. ADJOURNMENT

Susan Brown motioned to adjourn the meeting; Justin Bumbico seconded. The Treasurer adjourned the meeting at 10:53 a.m.

August 11, 2017

August 11, 2017 oplin Wed, 01/17/2018 - 12:59

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

Minutes — August 11, 2017

1. WELCOME and CALL TO ORDER

The one hundred sixty-third meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, August 11, 2017 by Board Chair Susan Brown at the OPLIN office in Columbus, Ohio.

Present were Board members: Jill Billman-Royer, Jamie Black, Susan Brown, Justin Bumbico, Jeff Garringer, Cindy Lombardo, Chris May, Michael Penrod and Tara Sidwell. Former Board member Becky Schultz was also present, representing the Executive Director Search Committee.

Also present were: Stephen Hedges, Karl Jendretzky, Mandy Knapp and Laura Solomon (OPLIN); Beverly Cain (State Library); Michelle Francis (Ohio Library Council); and Don Yarman.

ACTION ITEMS

2. NOMINATION and ELECTION OF BOARD OFFICERS

Current Board Chair Susan Brown presented the slate of officer candidates recommended by the Nominations Committee: Joe Greenward, Chair; Michael Penrod, Vice-Chair; Chris May, Secretary; and Travis McAfee, Treasurer. Susan asked if there were any additional nominations or questions, and there were none.

The Chair called for a vote on the slate of officers submitted by the Nominations Committee; all aye.

3. APPROVAL OF THE AGENDA

Jill Billman-Royer motioned to approve the agenda as presented; Susan Brown seconded. There was no discussion, so newly elected Vice-Chair Michael Penrod called for a vote on the motion; all aye.

4. EXECUTIVE SESSION

Susan Brown motioned to enter an Executive Session to consider the employment of a public employee; Chris May seconded.

Recorded vote: Jill Billman-Royer, aye; Jamie Black, aye; Susan Brown, aye; Justin Bumbico, aye; Jeff Garringer, aye; Cindy Lombardo, aye; Chris May, aye; Tara Sidwell, aye; and Michael Penrod, aye.

The Vice-Chair invited Becky Schultz to join the Executive Session.

The Board entered Executive Session at 10:04 a.m.

The Board returned from Executive Session at 10:09 a.m.

Michael Penrod motioned to appoint Don Yarman as Executive Director of OPLIN starting October 2, 2017 at an annual salary of $90,000; Jeff Garringer seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

5. ESTABLISH BOARD MEETING SCHEDULE for FY 2018

The Vice-Chair presented 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 11, 2017; October 13, 2017; December 8, 2017; February 9, 2018; April 13, 2018 (9:00 am start); and June 8, 2018. The Vice-Chair also asked for approval of two further meetings for planning purposes: August 10, 2018; and October 12, 2018.

Jamie Black motioned to approve the Board meeting schedule as presented; Chris May seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

6. PUBLIC PARTICIPATION

The Vice-Chair called for public participation.

Michelle Francis shared information about the status of the Public Library Fund (PLF) since the beginning of the new state fiscal year on July 1; the current pending overrides of the Governor's vetoes should not affect the PLF. To date, revenues have exceeded official estimates, but the Ohio Library Council (OLC) continues to advise libraries to plan on flat funding this year. Michelle also provided an update on the work OLC has been doing with the Governor's Office of Workforce Transformation to satisfy some of the budget directives about public libraries working with state job agencies.

Beverly Cain announced that 319 people had attended the State Library's Bicentennial ceremonies on August 4. She also reported that the participation agreements have gone out to the first wave of libraries and institutions (31 total) that will be submitting materials to the Digital Public Library of America through the Ohio Digital Network. The State Library is now accepting applications from libraries who wish to join a consortium for sharing library materials for a special round of LSTA grants. There are about 60 public libraries that do not belong to such a consortium, depending instead on the MORE service, which has now ended; the last time such grants were offered, over 20 libraries joined a consortium.

7. APPROVAL OF THE MINUTES of June 9 meeting

Jill Billman-Royer motioned to approve the minutes of the June 9, 2017, meeting as presented; Justin Bumbico seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

8. ACCEPTANCE OF THE FINANCIAL REPORTS

Stephen Hedges presented the financial reports prepared by Jamie Pardee. He reported that Fiscal Year 2017 is now closed, and he reviewed a few accounts that had no activity during the year, explaining why they had been inactive. He also provided brief descriptions of most accounts for the benefit of new Board members. Stephen made note of the large expenditure during FY2017 to purchase replacement routers for the library sites and duplicate the core router. On the FY2018 report, Stephen pointed out several accounts that would see changes from FY2017 activity, particularly noting that the expenditure for the Ohio Web Library databases is much lower than had been anticipated four years ago when the current vendor contracts were negotiated. Stephen also called attention to the large amount of E-rate reimbursements expected in FY2018, caused by the delay in federal distribution of FY2017 E-rate funds.

Michael Penrod asked if E-rate reimbursements would be received in a timely manner this year, and both Stephen and Mandy Knapp reported that all indications are that the federal processes are moving much more smoothly this year.

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

9. OLD BUSINESS — none

10. NEW BUSINESS

10.1. Approve continuous learning resources budget

Stephen Hedges called attention to language in the current biennial budget bill that promotes public libraries as "continuous learning centers" providing job and career information resources and training. Michelle Francis from OLC has been meeting with Ryan Burgess from the Office of Workforce Transformation (OWT) to develop ways to fulfill the budget directives, and Stephen described his attendance at one of those meetings to discuss job training resources and how they might be provided to the public through libraries. The budget does not allocate funds for purchasing such resources. Stephen pointed out that one of the basic principles of OPLIN has always been that every public library in the state needs to have access to important information resources to reduce local differences in the amount and quality of information available to the public, and he asked if the Board would allocate OPLIN funds to provide some continuous learning resources to all public libraries, as well as providing technical expertise.

Michelle Francis provided additional information, noting that public libraries now have a representative on the Executive Workforce Board, and that Ryan Burgess has been an advocate in the administration for public libraries. She also pointed out that all Ohio public libraries contribute to OPLIN funds through the PLF.

Jill Billman-Royer motioned to budget $500,000 per year for purchasing continuous learning resources; Chris May seconded.

Susan Brown asked for clarification on the learning resources: would they be provided by educational institutions? Michelle said not necessarily; many libraries already purchase these types of resources from vendors, and libraries would have input as to which resources to purchase. Stephen noted that the purchase process would be very similar to the process used to select and acquire Ohio Web Library resources.

Michael Penrod asked if the intention was to include the resources in the Ohio Web Library interface or to develop a separate, individually marketed portal for them. Stephen said that has not been decided, and anticipated that vendor licensing restrictions may affect the eventual decision. Michelle noted that there is general agreement that the interface should be integrated with the Ohio Means Jobs website, but not be part of that website.

Chris May asked Michelle if there had been any discussion about OWT's role in promoting the resources. Michelle answered that OLC and OWT have divided the budget directives into several initiatives, and branding and promoting libraries as continuous learning centers is one of those initiatives; she described some of the promotional activites currently under discussion.

Stephen noted that the budget specifically called for more resources in the "Ohio Digital Library" ebook collection, and wondered if the OPLIN purchase of continuous learning resources would satisfy that directive. Beverly Cain pointed out that the budget language in this regard is fairly broad, and that there are not a lot of ebooks available that are pertinent to job skills training.

Susan asked if the branding initiative would also include smaller colleges. Michelle provided some background to the budget language and explained that it only refers to public libraries, so even though public libraries often partner with other institutions, the initiative from OLC and OWT will focus only on libraries.

Justin Bumbico asked about the amount of staff time that might be required. Stephen replied that had not been determined, and depended to some extent on whether the current Ohio Web Library interface was used or a new portal.

Jamie Black asked if the project could be completed by next spring, as planned, and Stephen said he was confident it could be. Beverly noted that this purchase process needs to be separate from the upcoming Ohio Web Library purchase process, since that will not be completed until next July.

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

Recorded vote: Jill Billman-Royer, aye; Jamie Black, aye; Susan Brown, aye; Justin Bumbico, aye; Jeff Garringer, aye; Cindy Lombardo, aye; Chris May, aye; Tara Sidwell, aye; and Michael Penrod, aye.

10.2. Approve paying half of DPLA membership fee

Stephen Hedges explained that the Digital Public Library of America (DPLA) has announced that they will now be charging state hubs a $10,000 annual membership fee. The State Library has committed to paying this fee for the first three years as part of their support for the Ohio Digital Network (ODN), Ohio's DPLA hub. Stephen asked if the OPLIN Board would consider paying half of the annual membership fee this year, as a way to support digitization in public libraries. ODN leadership has discussed the possibility of sending waived invoices for DPLA membership to current institutions contributing content, as a way to remind them that Ohio's DPLA membership fees are being paid at the state level.

Susan Brown motioned to pay half of the annual DPLA membership fee while the State Library pays the other half; Cindy Lombardo seconded. There was no further discussion, so the Vice-Chair called for a vote on the motion; all aye.

10.3. Approve active aggressor policy

Stephen Hedges provided copies of an active aggressor response policy that had been developed for OPLIN by Stephanie Herriott. State agencies are now required to have such a policy, and Stephen noted that Stephanie had done a very thorough and complete job of drafting the policy.

Michael Penrod asked about staff training, and Stephen replied that all staff have viewed the required video, but he has not inquired about police training.

Susan Brown motioned to adopt the active aggressor policy as presented; Chris May seconded.

Susan asked if there was any coordinated building-wide plan for dealing with active aggressors, and Stephen replied there was not. Beverly Cain noted that the State Library building also has other tenants, and the Department of Public Safety simply advised them to let the other tenants know about the State Library policy. Jill Billman-Royer suggested that OPLIN provide a copy of this policy to building management.

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

10.4. Approve closing OPLIN office at 2:00pm Sept.29

Stephen Hedges asked the Board for permission to close the OPLIN office at 2:00 p.m. on Friday, September 29 for the Director's retirement reception.

Jamie Black motioned to close the OPLIN office at 2:00 p.m. on Friday, September 29; Susan Brown seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

REPORTS

11. OPLIN DIRECTOR'S REPORT

Stephen Hedges provided an update on the process of purchasing EZproxy, which has now been completed following Controlling Board approval. The software is now in operation. He also provided an update on the Ohio Web Library Invitation to Negotiate project, which is well underway under the guidance of a coordinating committee composed of Mandy Knapp, Amy Pawlowski (OhioLINK) and Erica Clay (INFOhio). The directors of the Libraries Connect Ohio partner organizations have met and established a budget for the acquisition.

Regarding the OPLIN office activities calendar, Stephen highlighted the Kent State iSchool advisory committee meeting, presentations by Mandy Knapp and Laura Solomon, Karl Jendretzky's overnight work on the OPLIN network core at the State of Ohio Computer Center (SOCC), and staff visits to Mansfield-Richland County Public Library, Ritter Public Library, and the Columbus Metropolitan Library Northside Branch.

Finally, Stephen thanked the Board for their guidance and support throughout his tenure as OPLIN Director.

11.1. Library Services Manager report

Laura Solomon reported that all of the website kits have now been moved to Amazon Web Services (AWS), a project she and Karl Jendretzky undertook to make sure all the kits were running on stable hardware in one place. She has also been recording instructional videos for some website kit features and has been working with kit customers to make sure they have a website privacy policy if they use Google Analytics. The anti-spam software module she had been using for the kits is no longer supported, so she is replacing it with Google's reCAPTCHA service. She is also investigating a module that will display library newsletters to look like flipping pages.

11.2. Digital Resources Manager report

Mandy Knapp reported on the progress of the Invitation to Negotiate for the next five-year contract for the Ohio Web Library resources and explained the details of the process. The timeline is very aggressive, to make sure there is enough time for school and academic libraries to purchase additional resources. Mandy presented database usage statistics, which continue to reflect past trends. Finally, she reported that the data for our E-rate reimbursements has been submitted.

11.3. Technology Projects Manager report

Karl Jendretzky explained that any OPLIN public-facing service is being migrated to Amazon Web Services, alleviating the need for the complex fail-over systems he had devised. Only the servers supporting the listservs and EZproxy will remain at the SOCC, for technical reasons. The EZproxy system was completely reconfigured and the authentication was updated to make it easier for libraries to use OPLIN's EZproxy for authenticating their own resources.

Karl reported that 145 libraries still have active OpenDNS filtering systems. The SMS messaging gateway is sending about 100,000 messages each month to library patrons. A second path from the network core to the internet is in place now, providing redundancy and 20 Gbps of bandwidth. Karl reported on issues encountered in the overnight attempts to bind the two Juniper core routers together and the temporary solutions implemented by Juniper. This will enable many of the new 100 Mbps circuits to connect to the core.

Finally, Karl reported that the co-location space in the SOCC is set up and connectivity work is progressing to the point that we can soon announce the availablity of the co-location data center.

12. CHAIR'S REPORT

In the absence of Joe Greenward, Stephen Hedges reported that he, Joe and Susan Brown had been corresponding about appointing Susan as at-large representative to the OPLIN Board Executive Committee, and that Joe will make that appointment by email to Stephen sometime after today's meeting.

On behalf of the Board, Vice-Chair Michael Penrod thanked Stephen for his service as OPLIN Director. Michelle Francis reminded Board members that Stephen will be awarded the OLC Citizen of the Year Award at the OLC Convention on October 4.

13. ADJOURNMENT

The Vice-Chair adjourned the meeting at 11:42 a.m.

FY2017

FY2017 oplin Wed, 01/17/2018 - 11:49

June 9, 2017

June 9, 2017 hedgesst Fri, 08/11/2017 - 16:08

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

Minutes — June 9, 2017

1. WELCOME and CALL TO ORDER

The one hundred sixty-second meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, June 9, 2017 by Board Chair Susan Brown at the OPLIN office in Columbus, Ohio.

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

Also present were: Stephen Hedges, Karl Jendretzky, Mandy Knapp and Laura Solomon (OPLIN); Beverly Cain and Stephanie Herriott (State Library); Doug Evans (Ohio Library Council); and Justin Bumbico, who starts a new term on the Board on July 1 and was introduced to the other attendees.

ACTION ITEMS

2. APPROVAL OF THE AGENDA

Cindy Lombardo motioned to approve the agenda as presented; Jill Billman-Royer 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 shared news about the biennial budget process and efforts to restore the reduced State Library funding proposed in the House version of the budget. She also reported that the "Ohio Libraries Share: MORE" resource sharing service will end on June 30. The cost has continued to increase while the software that runs the system has not been updated for a long time and usage has dropped 71% over the last five years as more libraries join consortia for resource sharing. Beverly provided a brief history of the MORE service. She announced that new Library Services and Technology Act (LSTA) grants will be available for libraries that want to join consortia and described some of the consortia options.

Doug Evans reported that state revenues and contributions to the Public Library Fund (PLF) have now fallen short of budget projections for eleven consecutive months. The current version of the proposed budget could result in an additional reduction of almost $18 million less for the PLF each year. Doug described some of the budget options OLC is pursuing. The Ohio Library Council (OLC) presented testimony to the Senate Finance Committee regarding the PLF funding in the biennial budget on June 7, and the testimony about the return on investment in public library funding seemed to be effective.

Doug reported that the OLC Board is working on updates to the OLC strategic plan. They also decided at their most recent meeting to no longer charge for downloads of OLC publications. Doug also listed the candidates in the upcoming OLC Board elections.

Stephen Hedges noted that the OLC Government Relations Committee is also meeting this morning and Michael Penrod is splitting his time between that meeting and the OPLIN Board meeting.

4. APPROVAL OF THE MINUTES of April 14 meeting

Karen Davis motioned to approve the minutes of the April 14, 2017, meeting as presented; Chris May seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Stephen Hedges presented the financial reports prepared by Jamie Pardee. He noted that available balances in the FY2017 Administration accounts are what they should be this late in the fiscal year with the exception of a couple of accounts that are not used as much as in previous years. Stephen pointed out some available balances in the Other Library Support Services accounts that are also not likely to be used. He predicted that total unused account balances at the end of the year will be just under $300,000. He noted that he plans to work with Jamie to develop the FY2018-2019 budget once there is more information about the legislature's biennial budget intentions. Finally, Stephen reported that it is now almost certain that almost $900,000 in E-rate revenue will not be received until next fiscal year due to delays at the federal level.

Jill Billman-Royer 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.

Stephen Hedges reported that he plans to work with the State Library to review the amount of resources used to provide fiscal and related services to OPLIN and may include some payment to the State Library in the new budget. For many years, it has been assumed that the internet services provided to the State Library by OPLIN offset the cost of provided fiscal services, but this may no longer be accurate.

6. OLD BUSINESS

6.1. Approve Strategic Plan

Stephen Hedges presented two documents: one was a copy of the current strategic plan marked to show how content was transferred to the second document, a reformatted plan that was discussed at the April Board meeting. Stephen reminded the Board that the reformatted plan is divided into sections covering items that do not change from year to year, and items that may change annually. Some fundamental aspects of OPLIN are unlikely to change in the next four years (two budget cycles): the Mission; the Priorities; and the Strategies. The Services, Operations, Marketing and Finances plans that support these fundamental aspects may change from year to year, and are included in a Tactical Plan section that would be reviewed annually.

Stephen noted that in April the Board had expressed a desire to retain most of the content from the current plan, condensing the three Priorities in the current plan to two Priorities in the new plan, and he described in detail how that content was re-organized and how wording was changed in some cases to be consistent throughout the new plan.

The Board was generally pleased with the new formatting of the plan. Cindy Lombardo asked that page numbers be added to the Tactical Plan and Jill Billman-Royer asked that "State of Ohio Computer Center" be spelled out in the Services summary.

Joe Greenward motioned to approve the new Strategic Plan with these two editorial changes; Cindy Lombardo seconded.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Jill Billman-Royer, aye; Karen Davis, aye; Jeff Garringer, aye; Joe Greenward, aye; Cindy Lombardo, aye; Chris May, aye; Travis McAfee, aye; Becky Schultz, aye; and Susan Brown, aye

7. NEW BUSINESS

7.1. Approve future database budget

Stephen Hedges reminded the Board of discussion during the April meeting regarding the discrepancy between the amount of funding OPLIN contributes to the purchase of the Ohio Web Library collection and the amount of usage the collection gets from public libraries. Stephen provided some additional data about this discrepancy. He noted that OPLIN has repeatedly received feedback clearly indicating that genealogy resources are very important to public libraries. Stephen reported that OPLIN's current average contribution to purchasing Ohio Web Library resources is about $1,427,000 per year, and proposed that the Board set a limit of about $1 million per year for Ohio Web Library resources, starting in FY2019, and use the balance for purchasing genealogy resources for public libraries or other resources identified by the Content Advisory Committee. It is important to let the other Libraries Connect Ohio partners know how much OPLIN will contribute before the process of identifying resources for the next five years begins.

Beverly Cain reported that the State Library had set a hard limit on the amount of LSTA funds that they would contribute to the Ohio Web Library several years ago. Stephen added that OhioLINK had set a limit of about $1 million annually on their contribution a couple of years ago.

Chris May motioned to set a limit of about $1 million per year for purchasing Ohio Web Library resources, starting in FY2019, and to inform our Libraries Connect Ohio partners that the next statewide purchases should be planned accordingly; Jeff Garringer seconded.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Jill Billman-Royer, aye; Karen Davis, aye; Jeff Garringer, aye; Joe Greenward, aye; Cindy Lombardo, aye; Chris May, aye; Travis McAfee, aye; Becky Schultz, aye; and Susan Brown, aye

REPORTS

8. DIRECTOR SEARCH COMMITTEE REPORT

Becky Schultz, Search Committee Chair, reported that the Executive Director position had been posted for six weeks and a number of good applications were received. The committee will meet after this Board meeting adjourns to discuss the candidates and the interview process.

9. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported on the status of two purchases approved at the April meeting: the EZproxy authentication software, which should be approved by the Controlling Board on Monday, and the contract with Lorrie Germann for E-rate consultant services. He also provided an update on the "HOLMES" project, reporting that the preliminary proposal for a National Leadership Grant to fund development of the HOLMES semantic web search tool for librarians had not been selected for an invitation to submit a full proposal; after consulting with the Institute of Museum and Library Services, the project partners plan to resubmit the proposal in the next grant round. Stephen shared information about OPLIN staff participation in the American Library Association's National Library Legislative Day in Washington DC, and he reported that the State Library Board awarded a $1.6 million LSTA grant to Libraries Connect Ohio to help purchase Ohio Web Library resources for the fifth and final year of the current contracts. Finally, Stephen reported on a meeting of a newly formed collaborative working on extending the use of Open Educational Resources (OER) in Ohio.

Regarding the OPLIN office activities calendar, Stephen highlighted Mandy Knapp's visits to three of the digitization hubs and his attendance at a number of legislative budget hearings, as well as presentations about OPLIN given by Mandy at the SEO Users Group meeting and by Stephen at the OLC New Directors' Workshop.

9.1. Library Services Manager report

Laura Solomon reported that two new libraries have requested website kits, one after receiving a website audit from OPLIN. She also reported on her efforts to get information about purchasing Sitecues, a website accessibility product that was discussed at the April Board meeting, but there no longer seems to be a way to make contact with anyone since Sitecues was purchased by another company. Finally, she described the new way of presenting information databases that she has developed for website kit libraries; about a fourth of the website kit libraries have requested this change to their sites.

9.2. Digital Resources Manager report

Mandy Knapp presented usage statistics for the Ohio Web Library and noted that Ancestry Library Edition continues to be the most used resource. Mandy also reported on the recruitment of Ohio Web Library Specialists. She received 41 applications and has scheduled a meeting with the regional libraries to get their involvement if they wish. She plans to schedule training for these trainers near the end of the summer. Mandy announced an upcoming webinar/seminar at the Columbus Metropolitan Library digitization hub to provide some basic information to libraries interested in digitizing materials. The programs about the Ohio Web Library that she proposed for the OLC Convention this fall were not accepted, so she is working with OhioNET to present them as webinars. Finally, she reported that she has been collecting color scans of Sanborn Fire Insurance Maps from the digitization hubs and is replacing some of the black and white scans currently in the Ohio Web Library.

9.3. Technology Projects Manager report

Karl Jendretzky reported on the large number of circuit work orders currently pending as circuits are upgraded to 100 Mbps and the vendor connections at the State of Ohio Computer Center (SOCC) are upgraded and moved; in the next four months, there will be some change to every circuit in the network. Karl reported on the rerouting of OPLIN internet traffic so that it bypasses the circuit used by other state agencies and connects directly to OARnet, allowing eventual upgrade to 40 Gbps internet access. As for the duplication of the OPLIN core, Karl expects that project to be finished in about three weeks. The co-location space where libraries can install their equipment at the SOCC now has enough interested subtenants to require six racks, with Columbus Metropolitan Library planning to sublease an entire rack for their network equipment. Regarding the SMS messaging service, Karl reported that he still has about 3 million message credits that he was able to purchase at a sale price. Finally, Karl mentioned arrangements in progress for OPLIN to share OpenDNS filtering with OARnet, and for OARnet to share DDoS attack mitigation with OPLIN.

10. CHAIR'S REPORT

10.1. Resolutions

Chair Susan Brown recognized Jill Billman-Royer, who proposed the following resolution:

WHEREAS, BECKY SCHULTZ has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since July 2011, and

WHEREAS she has freely and unselfishly given of her time and efforts to ensure the success of OPLIN by serving on the Board for SIX years, and

WHEREAS her service as the IT Manager at Portsmouth Public Library and her knowledge of technical issues gave her a valuable perspective on OPLIN and its services to libraries, and

WHEREAS she has provided additional service as the Chair of the OPLIN Board from July 2015 through June 2016, and

WHEREAS she has been a steadfast and active advocate for OPLIN throughout her tenure on the Board, and

WHEREAS she has volunteered to lead the search for a new OPLIN Executive Director beyond her tenure on the Board,

NOW, THEREFORE BE IT RESOLVED, that on the 9th day of June, Two Thousand and Seventeen, the members of the Board of Trustees of the Ohio Public Library Information Network recognize the significant contributions made to public libraries and library service by BECKY SCHULTZ during her outstanding tenure with the Ohio Public Library Information Network, and

BE IT FURTHER RESOLVED, that the Board extends its most sincere thanks and appreciation to BECKY SCHULTZ for her continued volunteer service as a member of that Board.

Joe Greenward seconded the resolution. All aye.

Chair Susan Brown recognized Cindy Lombardo, who proposed the following resolution:

WHEREAS, KAREN DAVIS has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since October 2010, and

WHEREAS she has freely and unselfishly given of her time and efforts to ensure the success of OPLIN by serving on the Board for almost SEVEN years, and

WHEREAS her experience as System Administrator and Director of the Sylvester Memorial Wellston Public Library provided an important perspective on OPLIN and its services to libraries, and

WHEREAS she has provided additional service as the Chair of the OPLIN Board from July 2013 through June 2014, and

WHEREAS she has unfailingly contributed her valuable opinions to OPLIN Board and OPLIN Executive Committee deliberations, and

WHEREAS she has been a steadfast and active advocate for OPLIN throughout her tenure on the Board,

NOW, THEREFORE BE IT RESOLVED, that on the 9th day of June, Two Thousand and Seventeen, the members of the Board of Trustees of the Ohio Public Library Information Network recognize the significant contributions made to public libraries and library service by KAREN DAVIS during her outstanding tenure with the Ohio Public Library Information Network, and

BE IT FURTHER RESOLVED, that the Board extends its most sincere thanks and appreciation to KAREN DAVIS for her continued volunteer service as a member of that Board.

Jeff Garringer seconded the resolution. All aye.

10.2. EXECUTIVE SESSION

Cindy Lombardo motioned to enter Executive Session to consider the compensation of a public employee; Karen Davis seconded.

Recorded vote: Jill Billman-Royer, aye; Karen Davis, aye; Jeff Garringer, aye; Joe Greenward, aye; Cindy Lombardo, aye; Chris May, aye; Travis McAfee, aye; Becky Schultz, aye; and Susan Brown, aye

The Board entered Executive Session at 11:29 a.m.

The Board returned from Executive Session at 11:33 a.m.

Susan Brown expressed the Board's appreciation to Stephen Hedges for his good work over the past year and provided him with a copy of his evaluation summary report.

11. ADJOURNMENT

On motion of Cindy Lombardo and second of Jeff Garringer the meeting adjourned at 11:35 a.m.

April 14, 2017

April 14, 2017 hedgesst Fri, 06/09/2017 - 15:19

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

Minutes — April 14, 2017

1. WELCOME and CALL TO ORDER

The one hundred sixty-first meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 9:02 a.m. on Friday, April 14, 2017 by Board Vice-Chair Joe Greenward at the OPLIN office in Columbus, Ohio.

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

Also present were: Stephen Hedges, Karl Jendretzky, Mandy Knapp and Laura Solomon (OPLIN); and Beverly Cain and Ashleigh Conkey (State Library).

ACTION ITEMS

2. APPROVAL OF THE AGENDA

Karen Davis motioned to approve the agenda as presented; Jill Billman-Royer seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

3. PUBLIC PARTICIPATION

The Vice-Chair called for public participation.

Beverly Cain talked about her concerns over the proposed cuts to federal funding for the Institute of Museum and Library Services (IMLS). So far, Ohio has only received about half of the IMLS funds expected this fiscal year. These funds are very important to Ohio libraries, so this funding will be a focus of the upcoming National Library Legislative Day. She is also concerned about the announced overall reduction in the state budget due to declines in revenue.

4. APPROVAL OF THE MINUTES of February 10 meeting

Chris May motioned to approve the minutes of the February 10, 2017, meeting as presented; Cindy Lombardo seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Stephen Hedges presented budget information as of the end of March 2017, including expenditures for the FY2016-2017 biennium and cash flow for the FY2014-2015 and FY2016-2017 bienniums. He reviewed expenditures for administration accounts, calling attention to the budget for advertising the Executive Director position and for new office computers, and also reviewed expenditures for new routers for the network. He pointed out the annual decreases in telecommunications expenses, but expects that cost to stabilize as most of the connections become covered by long-term contracts. Looking at expected revenues, he noted that the approval of the OPLIN E-rate application has been very delayed this year, which also affects the timing of the receipt of E-rate reimbursements. It is possible that a large portion of anticipated E-rate reimbursements may not arrive before the end of this fiscal year; however, delayed receipt will simply result in larger E-rate revenue in the next fiscal year.

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

6. OLD BUSINESS

6.1. Decide on database authentication

Stephen Hedges reminded the Board of discussion at the February meeting about OPLIN purchase of EZproxy from OCLC and a number of possible configurations that could provide easy access authentication for users of the databases when they are not in a library. Soon after that meeting, it became clear that there was only one configuration that would work for OPLIN needs, so a quote for that type of service was received from OCLC for $37,422 annually. The configuration will authenticate users through proxy-by-port, so only one SSL certificate is needed which OPLIN already owns. OPLIN staff discussed the configuration with OCLC technical staff to make sure it would work as intended. Stephen also reminded the Board that this purchase would be combined with other State Library purchases from OCLC and would require Controlling Board approval.

Karl Jendretzky reported that some specialized database vendors are changing their products so that our current EZproxy software cannot handle authentication; the statewide databases are unaffected so far. For some libraries, he has been able to work around this by switching to proxy-by-port, but this does not solve the problem for all of the them.

Jill Billman-Royer motioned to approve the purchase of EZproxy stand-alone software licensing; Travis McAfee seconded.

Karen Davis asked if the libraries with database authentication problems would have to wait two months until the EZproxy purchase was complete before their remote users could use the databases. Karl confirmed that is correct, and reported that he has spoken with the affected libraries and they understand the problem.

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

7. NEW BUSINESS

7.1. Decide on staff raises

Stephen Hedges explained that this is a repeat of Board action taken the previous two years. The state has allowed 2.5% annual pay increases for state employees, but the Board must approve the increases each fiscal year.

Cindy Lombardo motioned that, in that the E-1 salary tables in Ohio Revised Code 124.152 awards State of Ohio E-1 employees a 2.5% salary increase beginning on the first day of the pay period that includes July 1, 2017 and allows increases up to 2.5% 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 staff member to one that reflects a 2.5% salary increase for each employee beginning with the pay period that includes July 1, 2017.; Chris May seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

PLANNING SESSION

8. Background reports from OPLIN staff

8.1. Budget background

Stephen Hedges presented information on the Public Library Fund (PLF) in the proposed state budget and how OPLIN funds are drawn from the PLF. He also reported on INFOhio lobbying to have their funding increased by $1.1 million in FY2018-2019, to correct cuts to their funding in the current budget biennium. INFOhio funding directly affects the Ohio Web Library databases, since INFOhio normally contributes about $500,000 each year to the cost of these databases, but has only been able to contribute a total of about $500,000 over the last two years under the current reduced budget. IMLS funding is also a huge component of the funding for Ohio Web Library purchases.

8.2. OPLIN/OIT/OARnet

Stephen Hedges and Karl Jendretzky discussed the current relationship between OPLIN, the Office of Information Technology (OIT) and OARnet. Stephen presented information about the history of the relationship between the three entities and noted that there currently seems to be more cooperation and less competition among them. Karl described some examples of this cooperation: sharing denial of service protection and possibly content filtering with OARnet; direct 10 Gbps connections to OARnet for internet access; and working with OIT to reconfigure and duplicate the OPLIN network core.

8.3. SOCC Co-location

Karl Jendretzky provided an update on the project to create space in the State of Ohio Computer Center (SOCC) for library-owned servers and networking equipment, noting that the routers needed to link the equipment racks are expected to arrive any day. The OPLIN core will be first to move, which will require some brief downtimes for the network, as telecommunications vendors' connections to the network core are being re-designed.

Karl also reported that he is gradually deploying the new routers to libraries and will increase the pace somewhat this summer, but OIT staff will not be available to do the bulk of the work until the third quarter of the year.

8.4. Ohio Digital Network

Mandy Knapp explained that the Ohio Digital Network (ODN) is the Ohio Service Hub of the Digital Public Library of America (DPLA) and OPLIN coordinates the digitization hub libraries to serve as the ODN Community Engagement Center for public libraries. Current work revolves around identifying and gathering metadata for the first submissions to DPLA. The State Library has hired a contractor to set up Repox, the software that will be used to aggregate the metadata from libraries. Mandy is thinking about the training and assistance that will be needed for libraries with limited digitization experience. Mandy and Laura Solomon are exploring ways that a library's digitized materials could be integrated into their Drupal website kit.

8.5. Website accessibility

Laura Solomon reported that she had seen web-based software last year called "sitecues" that adds zoom and speech features to websites. This can greatly increase the accessibility of the site for people with special needs. The product was relatively expensive and to integrate it into the website kits would either require doubling the annual website maintenance fee or a commitment by OPLIN to pay the cost, which would be a change from the current policy of recovering the costs of hosting website kits. The sitecues company has since been purchased and new pricing has not been published.

The Board expressed tentative interest in such a product to boost website accessibility, but it was agreed that no decision can be made about purchasing until current pricing information is available.

8.6. E-rate services

Stephen Hedges pointed out that OPLIN has been contracting with Lorrie Germann, the state E-rate coordinator for schools, to present workshops and provide E-rate assistance for public libraries, as well as preparing OPLIN's E-rate applications. Now Mandy Knapp, the state E-rate coordinator for public libraries, has joined OPLIN. Mandy should be able to do what Lorrie has been doing, but Stephen recommended continuing with Lorrie's contract for one more year because the E-rate system is still going through big changes, and Lorrie is still working on issues caused for OPLIN by those changes. E-rate reimbursements are such a big portion of OPLIN revenues, it is important to avoid mistakes. Mandy and Lorrie together would provide backup to each other until things stabilize. Stephen also pointed out that the E-rate changes have meant that fewer libraries qualify for E-rate discounts; this is something that should be kept in mind as the Board discusses the place of E-rate assistance in the OPLIN strategic plan.

8.7. Ohio Web Library Specialists

Mandy Knapp described a new initiative, Ohio Web Library Specialists, that she plans to announce next week. Based on the successful iCoaches program developed by INFOhio, OWL Specialists will provide in-person training to library staff in effective use of Ohio Web Library resources and will be acknowledged for their expertise. The Content Advisory Committee recommended that existing database experts among public library staff be identified, and Mandy intends to provide initial training to all Specialists in the fall. The eventual goal is to have at least one in every county.

Chris May asked if the initiative will be coordinated with the regional library systems. Joe Greenward asked if there will be a directory of Specialists on the OPLIN website. Mandy said she would make sure both things happen.

8.8. OWL Invitation to Negotiate

Mandy Knapp and Stephen Hedges presented information about the upcoming Invitation to Negotiate (ITN) for new five-year Ohio Web Library database contracts. Mandy provided a general timeline and explanation of the process, with planning beginning as soon as the state biennial budget is set. Stephen pointed out that the end of the current five-year contracts could be a turning point for the Libraries Connect Ohio partnership, and gave a brief history of that partnership. He also distributed a chart showing the irregular history of INFOhio contributions toward the cost of the databases.

Stephen noted that he had attended an INFOhio Board meeting to discuss this, and they are well aware of the problem and already looking for more stable sources of funding than the state budget. Aside from budget pressures, both OhioLINK and INFOhio are being pressured by their parent organizations to provide more resources that directly support curricula, while public library users want resources that are of personal interest to them. Those two pressures — money and different user mandates — could alter or even split the partnership.

9. Outcomes of Content Advisory Committee meeting

Mandy Knapp reported on the annual meeting of the Content Advisory Committee held in late February. The committee discussed the difficulties in comparing usage statistics from different vendors. They also chose five people to serve on the OWL ITN selection committee and discussed ways to get feedback from the public library community on desirable databases. Mandy also discussed using vendors to provide database training to librarians, but the committee felt that training from a librarian was often better, so Mandy has proposed several programs for the Ohio Library Council Convention this fall that will combine both vendor and librarian trainers.

The Board recessed for lunch at 11:05 a.m. and resumed discussions at 11:45 a.m.

10. Review of current Strategic Plan

Stephen Hedges presented the current plan with areas highlighted that might need changes and also a simplified one-page plan. He began discussion by asking for reactions to the one-page plan.

Several Board members expressed an appreciation for the ability to get a quick overview from the one-page plan, but also wanted the ability to see the more detailed content in the current plan that has been so carefully crafted. Stephen noted that organization of the one-page plan differed somewhat from the current plan.

Stephen then described proposed changes to the current plan which he feels are needed, noting that further changes could make it the detailed plan to accompany the one-page plan. Several services are new since the current plan was written, and there are also some questions about continuing a few current services, based on the morning's background presentations.

Travis McAfee noted that many libraries are not aware of all the services OPLIN offers. Jill Billman-Royer suggested that social media could be used to call attention to specific services.

Discussion turned to the E-rate training and support currently provided by OPLIN. In response to a question from Cindy Lombardo, Mandy Knapp reported that smaller libraries tend to be the ones that attend the training, while many of the larger libraries hire consultants to handle their E-rate applications. Travis suggested continuing the trainings until there was a noticeable drop in demand. Jill and Joe Greenward suggested changing the wording to "offer E-rate guidance" and Stephen remarked that he thought this activity should be moved from the Marketing category to Operations. The consensus of the Board was to accept Stephen's suggestion to continue Lorrie Germann's contract for another year.

Turning to the Ohio Web Library partnership, Joe noted that it is hard to make plans when the funding is so uncertain. Cindy wondered if the share of funding from OPLIN could be re-negotiated with the other partners, and Stephen replied that the partners had already had conversations about the mismatch of funding to usage and should be willing to re-negotiate. Stephen then clarified the various portals to the collection, noting that ohioweblibrary.org is available for use by anyone in Ohio. Beverly Cain speculated that the school representatives on the committee that selects the databases for the collection might have undue influence on the decision, and Stephen reported that the partners have also talked about possibly making some modification to the committee membership based on the amount of funding contributed.

Stephen also noted that both INFOhio and OhioLINK are under some pressures to provide "open educational resources" for schools and other resources specifically targeted to the classroom, while we know that public library users have very different interests. Chris May pointed out that as libraries buy their own resources to satisfy patron demand, usage of Ohio Web Library may continue to slip. Mandy noted that about 40% of public libraries buy their own databases. Stephen suggested that OPLIN could decrease the funds contributed to Ohio Web Library and use the savings to buy databases of interest to the public. Karl Jendretzky thought vendors may not be eager to sell OPLIN databases that they were successfully selling to individual libraries, and Travis confirmed that was his experience at NORWELD. Joe wondered if the ITN could be used to get quotes for databases for OPLIN only, and Stephen replied that could be done, but the other partners just buy their own resources outside of the ITN process. Stephen will make sure the wording of the strategic plan supports OPLIN paying a fairer share for the Ohio Web Library collection.

A few more items in the proposed plan were now discussed. It was decided to provide a circuit "for use by" the State Library, since the main circuit is now outside the OPLIN network. It was felt that mentioning the Ohio Digital Network by name was too specific. Some discussion took place about the pricing of extra user accessibility for website kits. Stephen and Laura suggested that the cost recovery model for website kits be dropped in favor of a fee set by the Board. Karen Davis suggested retaining the cost recovery model and making accessibility beyond the standards an option for libraries that want to pay. Since the strategic plan does not directly address website kit pricing, Stephen suggested that this debate be postponed until there is more information about the cost of accessibility options.

Stephen will prepare a revised version of the proposed plan for further review at the next Board meeting.

REPORTS

11. DIRECTOR SEARCH COMMITTEE REPORT

Becky Schultz reported that the request for applications for the Executive Director's position would be posted on the state's website from April 17 to May 31. The Committee will review applications when they meet on June 9 and start making plans for interviews.

12. OPLIN DIRECTOR'S REPORT

Stephen Hedges informed the Board that changes to the format and location of the RightClick conference this fall make it impossible to host an ice breaker the evening before. He also shared language that will be added to the OPLIN website to clarify that website kits have limited storage space on the servers, enough to host a large website but not enough to use for extensive storage of other files.

Regarding the OPLIN office activities calendar, Stephen highlighted his attendance at several budget hearings and at the ETM libraries meeting in Westerville, visits to Rockford and Coldwater libraries by Karl and Cleveland Public Library by Mandy, and presentations done for librarians by Laura and Mandy.

12.1. Library Services Manager report

Laura Solomon reported that there are now 74 libraries using website kits, with three of those still in development. She has developed this year's Summer Reading Program templates, with sixteen orders so far, and has also been busy with a number of website redesigns lately. Laura has done four full audits of websites and 12 more audits of website kits. She also reported that she has taken down an old legacy OPLIN website, "Famous Ohioans," because the technology used to build the games on the site — the majority of the content — is no longer supported. Finally, she described a new way she has been perfecting of displaying information about the Ohio Web Library databases on a website kit.

12.2. Digital Resources Manager report

Mandy Knapp shared database usage statistics and reported that she discovered an error in the aggregated data we were getting from Ancestry Library Edition, so those usage statistics are much higher now. She also noted that she has been answering a lot of questions from libraries about the new item in the state data report regarding "Successful Retrieval of Electronic Information."

12.3. Technology Projects Manager report

Karl Jendretzky informed the Board of a good promotional price he got on SMS messaging credits by buying about two year's worth of credits now.

13. CHAIR'S REPORT

13.1. Approve recommendation from Nominations Committee

Karen Davis shared a list of the nominations received to fill three open seats on the Board after July 1, and she also provided some demographic information about the current Board and the nominees. She noted that all candidates were very well qualified and the committee's decision was difficult.

The Nominations Committee recommended that the Board ask the State Library Board to appoint Jamie Black, Justin Bumbico, and Tara Sidwell to three-year terms on the OPLIN Board beginning July 1, 2017.

Karen briefly described the experience and qualifications of each recommended candidate.

Jill Billman-Royer seconded the Committee's recommendation. There was no further discussion, so the Vice-Chair called for a vote on the recommendation; all aye.

13.2. Begin Director's evaluation process

Stephen Hedges distributed the spreadsheet used in past years to evaluate the Director's performance and asked if anyone would like to suggest changes. In response to a question, he clarified that the Customer Focus section was added last year because the state now requires that evaluation for all employees.

Joe Greenward asked all Board members to send their evaluations to him no later than May 26.

11. ADJOURNMENT

On motion of Jeff Garringer and second of Jill Billman-Royer the meeting adjourned at 12:55 p.m.

February 10, 2017

February 10, 2017 hedgesst Fri, 04/21/2017 - 11:53

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

Minutes — February 10, 2017

1. WELCOME and CALL TO ORDER

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

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

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

ACTION ITEMS

2. APPROVAL OF THE AGENDA

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

3. PUBLIC PARTICIPATION

The Vice-Chair called for public participation.

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

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

4. APPROVAL OF THE MINUTES of December 9 meeting

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

5. ACCEPTANCE OF THE FINANCIAL REPORTS

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

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

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

6. OLD BUSINESS

6.1. Decide on Copyright Reform Statement

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

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

7. NEW BUSINESS

7.1. Decide on OLC 2017 Convention sponsorship.

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

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

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

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

7.2. Decide on Ohio History Day sponsorship

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

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

7.3. Decide on database authentication

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

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

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

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

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

REPORTS

8. DIRECTOR SEARCH COMMITTEE REPORT

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

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

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

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

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

9. OPLIN DIRECTOR'S REPORT

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

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

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

Doug Evans excused himself from the meeting.

9.1. Library Services Manager report

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

9.2. Digital Resources Manager report

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

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

9.3. Technology Projects Manager report

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

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

10. CHAIR'S REPORT

10.1. Appoint Nominations Committee

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

10.2. Review April planning meeting arrangements

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

10.3. Ethics training reminder

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

11. ADJOURNMENT

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

December 9, 2016

December 9, 2016 hedgesst Fri, 02/10/2017 - 14:57

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

Minutes — December 9, 2016

1. WELCOME and CALL TO ORDER

The one hundred fifty-ninth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:04 a.m. on Friday, December 9, 2016 by Board Chair Susan Brown at the OPLIN office in Columbus, Ohio.

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

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

ACTION ITEMS

2. APPROVAL OF THE AGENDA

Jill Billman-Royer motioned to approve the agenda as presented; Chris May seconded. There was no discussion, so Chair Susan Brown called for a vote on the motion; all aye.

3. PUBLIC PARTICIPATION

The Chair called for public participation.

Beverly Cain reported on the status of hiring staff at the State Library to work on the Ohio Digital Network, the Digital Public Library of America (DPLA) Service Hub for Ohio; Jen Johnson has been selected as the ODN Project Coordinator, and the first meeting of committees will be in January. The State Library has also had a number of staff retirements. Beverly also reported that the State Library Board will award a number of LSTA grants to libraries at their December meeting.

4. APPROVAL OF THE MINUTES of October 14 meeting

Karen Davis motioned to approve the minutes of the October 14 meeting as presented; Travis McAfee 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 budget information as of the end of November 2016. She called attention to the disbursement of about $6,000 to support the DPLA planning grant to Columbus Metropolitan Library. She also noted that almost $808,000 had been added to the budget for purchase of new routers, which has been approved by the Department of Administrative Services (DAS), leaving about $120,000 in E-rate funds that have not been allocated for any purpose.

Chris May motioned to accept the Financial Reports; Cindy Lombardo seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

6. OLD BUSINESS

6.1. Decide on SOCC co-location service

Stephen Hedges reminded the Board of discussion at their October meeting about renting rack space at the State of Ohio Computer Center (SOCC) to allow Ohio public libraries to take advantage of the SOCC's hardened infrastructure. As noted at the last Board meeting, the CLEVNET library consortium plans to move the servers that provide services to the CLEVNET libraries to the SOCC because it is such a stable data center. OPLIN could expand this idea and reserve a cage of server racks at the SOCC for public library usage. Stephen provided details of rack capacity and costs.

Stephen suggested that OPLIN could provide free space for servers that provide services to more than one library, to encourage library consortia to use the SOCC for critical servers. For other libraries that want to put their equipment at the SOCC, OPLIN could pass the SOCC costs on to them. Stephen suggested that $360 per year per rack unit used should cover that cost, and he provided the calculations used to arrive at that figure. Stephen also noted that there had been a question at the last meeting about library IT staff access to the racks, and he has confirmed that key cards can be issued to library staff managing their equipment.

In response to a question from Jill Billman-Royer, Karl Jendretzky explained how power usage is monitored by the SOCC. Karl further noted that libraries could also locate their own network headends in this space, installing firewalls and bringing branch connections to the SOCC rather than locating the headend in the library. He has already had a discussion with one metropolitan library about this possibility. Servers located at the SOCC could also be protected against network attacks.

Cindy Lombardo motioned to lease a cage and necessary server racks at the SOCC for public library equipment, charging $360 per year per rack unit to the library for cost recovery, except for equipment in use by more than one library system, in which case there would be no charge; Jill Billman-Royer seconded.

Susan Brown confirmed that OPLIN would only be billed by the SOCC for power used, and also noted that there was no expectation that this service would ever "break even." Stephen and Karl both noted that they feel the SOCC has overestimated the typical amount of power used by a rack of equipment, but billing would indeed be based on actual usage, not the estimate. Karl also noted that OPLIN equipment would be located in the same cage.

Cindy Lombardo expressed her hope that there would be good publicity to the libraries about this service, which she feels would be beneficial for many of them. Michael Penrod asked what the benefit would be for a library like his, and Karl pointed out that any server which was important to the library could be located in an environment that was much more secure and stable than any environment the library could provide. Jill pointed out that OPLIN staff would also be located closer to a library's networked equipment in the event that assistance was needed.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Jill Billman-Royer, aye; Karen Davis, aye; Jeff Garringer, aye; Joe Greenward, aye; Cindy Lombardo, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; Becky Schultz, aye; and Susan Brown, aye

6.2. Decide on managed security services

Stephen Hedges noted that some aspects of this business item had already been explained in the previous discussion. The appliance OPLIN now uses to protect the network from attacks would not be able to mitigate a distributed denial of service attack (DDoS) of the magnitude that is becoming increasingly common on the internet. Larger devices are now available, but the licensing is very expensive and they are still not large enough to mitigate a large attack. Stephen also pointed out that these appliances are actually intended for protecting servers, not an entire network.

Stephen explained that there are Managed Security Services Providers (MSSPs) that offer a variety of managed security services including round-the-clock monitoring and management of intrusion detection systems and responding to emergencies. While most of them can detect and identify DDoS attacks, few of them actually offer to mitigate the attacks; more commonly, they just alert their client that an attack is underway. Stephen and Karl Jendretzky have found four services that look like they might be able to mitigate attacks. DAS has issued an RFP for managed security services, but they are not asking for DDoS mitigation service; however, Stephen suspects there are internal discussions happening about DDoS mitigation, since the rest of the state network is currently protected by the same type of appliance OPLIN is using.

If OPLIN were to pursue a contract with an MSSP for DDoS mitigation, Stephen pointed out that no Controlling Board approval would be needed if the annual cost is less than $50,000. Stephen's recommendation would be that the Board approve initiating the process of purchasing managed DDoS mitigation with the stipulation that no more than $50,000 per year can be spent. He noted, however,that this process should start with discussions with DAS before approaching vendors.

Cindy Lombardo motioned to initiate the process of purchasing managed DDoS mitigation with the stipulation that no more than $50,000 per year be spent; Joe Greenward seconded.

Karl Jendretzky pointed out that there is no need to replace the current appliance immediately and agreed that DAS is likely to purchase something for the state network, which might also protect the OPLIN network. Stephen estimated that the current appliance would need to be replaced within a year. Joe Greenward asked if $50,000 per year would be enough, and Karl and Stephen replied that they thought it would be, based on the information they had seen.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Jill Billman-Royer, aye; Karen Davis, aye; Jeff Garringer, aye; Joe Greenward, aye; Cindy Lombardo, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; Becky Schultz, aye; and Susan Brown, aye

7. NEW BUSINESS

7.1. Decide on copyright reform statement

Stephen Hedges shared a copyright reform statement circulated by the Califa Group, a nonprofit consortium of libraries in California, in the hope that other library organizations will sign on to the statement. The statement addresses proposed changes to current copyright law and their effect on e-publications in libraries. Stephen briefly reviewed the problems libraries have with licensing of e-publications and reminded the Board of past support for the Ohio Library Council (OLC) project that raised awareness of these problems. He also shared information about the opposition of the Library Copyright Alliance to proposed copyright changes.

Stephen noted that he has not been able to find any list of library organizations that have signed the Califa statement, nor any website for this effort. In response to a question from Cindy Lombardo, Stephen said he did not know of any approaching deadlines for copyright reform.

Jill Billman-Royer asked if the State Library or OLC had signed the statement. Beverly Cain reported that the State Library had agreed to sign after receiving a request from Califa, but had not received any further information after they responded to the request. Chris May also reported that he had searched for more information about this initiative and was concerned that there was not more transparency. Beverly Cain provided some background information about Califa and noted that they are going through a transition right now; Mandy Knapp pointed out that the Copyright Office may also be going through a transition.

The Board asked Stephen to contact Califa and request more information about this initiative.

Beverly Cain excused herself from the meeting.

7.2. Decide on semantic search grant

Stephen Hedges asked for permission to open a conference call with Karl Cólon, Director of Greene County Public Library, and Pascal Hitzler, Director for Data Science at Wright State University, to provide background information.

Karl Cólon and Pascal Hitzler joined the meeting by telephone.

Stephen introduced Pascal and Karl and provided a brief overview of his conversations with them since last spring about the possibility of building a software tool that would use the semantic web to assist librarians with answering vaguely-phrased questions from patrons about library materials. The tool would tentatively be called HOLMES, and conversations have been started with the Institute of Museum and Library Services (IMLS) about applying for a National Leadership Grant to fund research and early development of HOLMES.

Pascal explained that there has been remarkable growth in the last few years of structured data that is available on the web to semantic search tools, data that can be used by a software reference tool for librarians. Stephen said that it looks like the best organization to apply for a National Leadership Grant to build a prototype of such a tool would be OPLIN, rather than Wright State University or Greene County Public Library. There would be no cash match required from OPLIN, just some administrative work.

Karl Cólon provided some examples of how this tool might be used by rural and small libraries. He also clarified that Greene County would provide its MARC records for use in the project and would act as a beta tester. Cindy Lombardo asked Karl to compare the proposed tool to Ask Jeeves, and Karl replied that, while similar, Ask Jeeves relied heavily on keyword searching while the proposed tool would search structured data. Susan Brown asked if there would be any problem with OPLIN being the applicant while Wright State was the primary investigator, and Karl replied that Pascal and Wright State University had prior experience with such arrangements.

Michael Penrod motioned to apply for a National Leadership Grant from IMLS to fund research and early development of a semantic search reference tool for librarians; Jill Billman-Royer seconded.

Travis McAfee asked how the proposed tool would interact with other library software tools. Karl Cólon clarified that the proposed project was intended to test the feasibility of building a tool, and interaction with other tools was a much larger issue that would be addressed in follow-up grants if the project proved feasible. Pascal added, however, that he feels certain something can be made to work, he wants to find out how hard it will be to make it useful.

Karl Jendretzky asked if the project would basically be converting flat MARC files to data that could be searched semantically. Pascal answered that the project should go beyond that by combining the MARC data with structured data from the web that describes the same resource in different ways. Karl explained that his question was whether the MARC data would be added to the tool as flat files or would there be a live connection to the Greene County catalog, and Pascal replied that within the scope of the research project, this would not matter, and would be a question for later development if the tool is feasible.

Stephen reported that Jason Kucsma from Toledo-Lucas County Public Library had also expressed interest in having their digital strategist involved with the project.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Jill Billman-Royer, aye; Karen Davis, aye; Jeff Garringer, aye; Joe Greenward, aye; Cindy Lombardo, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; Becky Schultz, aye; and Susan Brown, aye

REPORTS

8. DIRECTOR SEARCH COMMITTEE REPORT

Becky Schultz, Search Committee Chair, reported that the committee has almost completed the process of finalizing the job description and plans to post the Director's position on or about April 17, 2017.

9. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported on his attendance at the Internet Librarian conference in Monterey, California and shared some information from a presentation he attended about the Culture in Transit digitization project in New York City. He also reported on this year's RightClick conference, which was well attended; he received positive feedback from several library directors who sent IT staff to the conference. Stephen provided an update on two projects the Board had approved at the last meeting: the 100 Mbps circuits for all libraries, and the purchase of new routers. Both projects are well underway.

Regarding the OPLIN office activities calendar, Stephen highlighted training sessions Laura Solomon had done in Indiana and on the internet, two being webinars about best website practices that the Board had discussed, as well as visits Karl Jendretzky made to Zanesfield and Delaware libraries, and a meeting he and Mandy Knapp had with INFOhio about their iCoaches program to see if something like it could be used for training public librarians to use the databases.

9.1. Library Services Manager report

Laura Solomon noted that the webinars she gave about best practices for websites has renewed interest in the website kits. She reported on the development of the website audit service that the Board discussed at the last meeting and explained that there will be free simplified audits available to website kit customers. The complete, paid audit service is currently in testing. Laura has completed an update of the website kits manual. She has also been investigating Drupal version 8, which will be a nice upgrade but does not yet support all the functions needed by the website kits.

9.2. Digital Resources Manager report

Mandy Knapp noted that this is the end of her second week at OPLIN. She presented database statistics using a graph in a new, more detailed format. Other graphs focused on the less-used databases and showed that while some are continuously increasing in usage, others are continuously declining. She has been working with the Digitization Hubs to publish some information about their experiences, modeled loosely after the Culture in Transit toolkits that Stephen learned about at the Internet Librarian conference. Mandy also noted that she had gathered a lot of useful information from the meeting with INFOhio about iCoaches. Finally, she reported that she is preparing for the Content Advisory Committee meeting in February.

9.3. Technology Projects Manager report

Karl Jendretzky began by providing a little more information about how semantic searches differ from keyword searches. He then reported that the SMS service is still growing at about 30% per year, and also reported on the status of the OpenDNS service and overall bandwidth usage. Since the last meeting, a new component card in the OPLIN core router failed, which disabled the entire network on a holiday weekend; he noted that this is a good example of why it will be nice to have a second core router. The web hosting service that OPLIN has been using for the website kits, thinking it would be more dependable than OPLIN servers, also failed, so he is building a new, more robust OPLIN hosting solution that will use redundant load balancers across redundant servers. Finally, as a result of the 100 Mbps circuit upgrades, the AT&T circuits to the SOCC may soon be moved to a headend direct to OPLIN, rather than passing through OARnet first.

10. CHAIR'S REPORT

Chair Susan Brown reported that Marty Beets has tendered his resignation from the Board because he is leaving the Public Library of Cincinnati and Hamilton County to take a job in private industry.

The Chair recognized Joe Greenward to offer the following resolution:

WHEREAS, MARTY BEETS has been a member of the Ohio Public Library Information Network (OPLIN) Board of Trustees since June 2014, and

WHEREAS he has freely and unselfishly given of his time and efforts to ensure the success of OPLIN by serving on the Board for two and a half years, and

WHEREAS his service as the Director of Technology Operations at the Public Library of Cincinnati and Hamilton County gave him an exceptional perspective on OPLIN and its services to libraries, and

WHEREAS his extensive knowledge of technical issues has always been a helpful source of information for the Board, and

WHEREAS he has consistently contributed his valuable opinions to OPLIN Board deliberations, and

WHEREAS he has been a steadfast and active advocate for OPLIN throughout his tenure on the Board,

NOW, THEREFORE BE IT RESOLVED, that on the 9th day of December, Two Thousand and Sixteen, the members of the Board of Trustees of the Ohio Public Library Information Network recognize the significant contributions made to public libraries and library service by MARTY BEETS during his outstanding tenure with the Ohio Public Library Information Network, and

BE IT FURTHER RESOLVED, that the Board extends its most sincere thanks and appreciation to MARTY BEETS for his continued volunteer service as a member of that Board.

Jill Billman-Royer seconded the resolution. All aye.

The Chair noted that this opening on the Board was not expected, and asked Stephen Hedges to talk about the timeline for filling the opening. Stephen explained that the Board usually appoints a committee in February to start the process of soliciting nominations for Board openings created when Board terms end in June, so the State Library Board can complete the appointments in a timely manner. The OPLIN Board could adhere to this timeline and ask the State Library Board to appoint someone to Marty's position along with the other positions that will be opening, or the State Library Board could be asked to appoint one person to start their term on June 1, while the other terms would start July 1. The Board could also start a nominations process now for one position and another nominations process in February for the other positions. Jill Billman-Royer noted that the Board is otherwise at full strength now and there would not be a significant difference between filling Marty's position in June or in July. The consensus of the Board was to wait and fill Marty's position at the same time as the other positions that will be coming open.

11. ADJOURNMENT

The Chair adjourned the meeting at 11:40 a.m.

October 14, 2016

October 14, 2016 hedgesst Fri, 12/09/2016 - 15:37

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

Minutes — October 14, 2016

1. WELCOME and CALL TO ORDER

The one hundred fifty-eighth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:05 a.m. on Friday, October 14, 2016 by Board Chair Susan Brown at the OPLIN office in Columbus, Ohio.

Present were Board members: Marty Beets, Jill Billman-Royer, Susan Brown, Karen Davis, Joe Greenward, Chris May, Travis McAfee, Michael Penrod, and Becky Schultz.

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

ACTION ITEMS

2. APPROVAL OF THE AGENDA

Jill Billman-Royer motioned to approve the agenda as presented; Chris May seconded. There was no discussion, so Chair Susan Brown called for a vote on the motion; all aye.

3. PUBLIC PARTICIPATION

The Chair called for public participation.

Beverly Cain introduced Brad Schmidt, an undergraduate intern at the State Library this semester. Beverly also reported that the Ohio application to become a Digital Public Library of America (DPLA) Service Hub had been approved; the State Library will now hire three people to work on establishing and managing the Hub. Nathan Tallman from the University of Cincinnati provided technical information to DPLA on a pre-approval phone call that Stephen Hedges was unable to attend.

Doug Evans thanked the Board again for their support of the Ohio Library Council (OLC) Convention and Expo; there were 681 attendees, and OPLIN's support was prominently acknowledged. Doug reported that Public Library Fund revenue is a little lower than expected, but is still projected to be about $380 million in 2016. Michelle Francis is traveling around the state presenting information at twenty libraries about the upcoming state budget; the legislature will have to renew the current formula to maintain current funding. There are fifteen local library levies on the November 8 ballot. Doug also reported that this is the last day for OLC members to vote in a special election regarding changes to the OLC organization, including dissolving the five OLC Chapters. Doug explained the history of the Chapters and the reasons for the proposal to dissolve them.

4. APPROVAL OF THE MINUTES of August 12 meeting

Karen Davis motioned to approve the minutes of the August 12 meeting as presented; Becky Schultz seconded. There was no discussion, so the Chair called for a vote on the motion; all aye, with Jill Billman-Royer abstaining.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee presented budget information as of the end of September 2016, the first quarter of the current fiscal year. Expenditures for Information Resources and for the Office of Information Technology (OIT) have already been paid under annual contracts. Anticipating a discussion coming up later in the agenda, Jamie pointed out that the amount currently in the Unplanned Spending Authority line could be moved by the Board to any other budget line to pay for special projects. Jamie reported that the current cash balance is much lower than it was at the end of June because of the expenditures already paid under annual contracts and delays in receiving E-rate reimbursements. The E-rate delays relate to setting up the new system for receiving reimbursements, as now required, but everything is ready and OPLIN should start to receive E-rate monies again.

Michael Penrod motioned to accept the Financial Reports; Chris May seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

6. OLD BUSINESS

6.1. Approve plans for network enhancements

Stephen Hedges reviewed Board discussion at the August meeting concerning some possible network enhancements, after which the Board had asked for more detailed plans. Stephen provided a document with information about five possible projects, including advantages and disadvantages, cost estimates, and other options. Stephen talked through this information first and asked that the Board make motions to open discussion on any projects that interested them.

The first project would be replacing routers at the library sites. Manufacturer's support for most of the current routers will end in July 2018, and Karl Jendretzky pointed out this means there would be no more software patches to correct bugs and security vulnerabilities after that date. The last time OPLIN replaced routers the project took two years. Stephen described the recommended new routers and discussed the pricing. Most routers would be smaller and quieter than the current routers.

The second project would upgrade all OPLIN public library circuits to at least 100 Mbps, a total of about 100 upgrades except for a few sites where 100 Mbps is not yet feasible. Usage data indicates that many small libraries would not use that much bandwidth, but that is the minimum bandwidth recommended for public libraries by the Federal Communications Commission. Because that is also the bandwidth recommended for many schools, pricing from telecommunications vendors for 100 Mbps circuits is usually very competitive, and with OPLIN's E-rate discount the increase in annual cost would not be substantial.

The third project would replace the current security appliance at the OPLIN core with a hosted security service. OPLIN bandwidth will soon exceed the capacity of the current appliance, and buying a second appliance may not be a possibility due to company acquisitions. A hosted service would be more expensive over time than a second appliance, but has the advantage of being maintained and monitored 24x7x365. Purchase of such a service would most likely require Ohio Controlling Board approval. Karl Jendretzky noted that the proposed plan for this project would require more work before the project could be started.

The fourth project would add a second OPLIN core router at the State of Ohio Computer Center (SOCC) and upgrade the current router to create two identical routers that would be operated in tandem but located in separate areas of the SOCC, providing seamless redundancy in the event one of the routers fails. Almost all OPLIN data passes through the core router, so this would eliminate a single point of failure in the whole network. Stephen discussed pricing from one vendor; if the purchase were to proceed, quotes from three vendors under State Term Schedule contracts would be collected. Karl Jendretzky explained that the new core hardware would be able to do MACsec encryption, if this were ever required by the government. In response to a question from Travis McAfee, Karl noted that our current support agreement for the core router is next day replacement, meaning if some components of the current core router failed, the network would be down for a day.

The fifth project would provide equipment rack space in the SOCC free of charge for servers that provide services to more than one library. This would allow consortia to place their servers in an extremely stable, protected and secure building at the heart of the OPLIN network in an area dedicated to public libraries. SOCC charges are calculated by the rack, with a set monthly lease cost plus the cost of power used. It may also be possible to sub-rent rack space to libraries that want to house their own servers at the SOCC, and OPLIN could bill them for the monthly costs, but there are some questions that would need to be clarified with the Office of Information Technology (OIT) to know if this is possible.

Michael Penrod motioned to approve all the projects; Jill Billman-Royer seconded. The Chair called for discussion.

At the request of the Board, Karl provided more detailed information about the two models of new site routers that OPLIN and OIT have chosen. Jill noted that replacement of the routers would be a proactive step to maintain the network in good condition. Marty Beets noted that he had been in a situation in the past where routers with no available vendor support were used, and it was not a good experience.

Michael noted that duplicating the core router would not be as visible an improvement as new site routers, but was no less important to maintaining the network. He also noted, however, that the project to upgrade network security needed more planning and information. As background, Karl provided more information about network attacks and the current and proposed ways of stopping them. Karl and Stephen both agreed that the security proposal needs more work, but Stephen noted that something will need to be done within the next year due to the capacity limitations of the current security. Travis asked if duplicating the network core now would affect decisions about a future security method; after some consideration, Karl diagrammed the various network options to provide security under both methods currently under discussion.

Michael Penrod moved to revise his original motion to approval for just the purchase of upgraded site routers and the hardware necessary to duplicate the OPLIN core router, as well as related maintenance support, instead of approval of all five projects; Jill Billman-Royer seconded the revision.

There was no further discussion, so the Chair called for a vote on the revised motion.

Recorded vote: Marty Beets, aye; Jill Billman-Royer, aye; Karen Davis, aye; Joe Greenward, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; Becky Schultz, aye; and Susan Brown, aye

The Board now reviewed the other possible projects.

Karen Davis motioned to approve providing at least 100 Mbps circuits to all libraries wherever feasible; Travis McAfee seconded. The Chair called for discussion.

Susan Brown pointed out that OPLIN already provides adequate bandwidth based on each library's actual needs, regardless of what the FCC may recommend; Michael Penrod agreed. Travis McAfee noted, however, that meeting the FCC recommendation could be a point of pride for many smaller communities, and the additional cost would not be substantial. Marty Beets shared that Cincinnati had upgraded all of their branches, regardless of size, to the same very large circuits and it was very well received, even though actual circuit usage did not change. Karl Jendretzky noted that such a large batch of upgrades would eliminate the need for the many small batches OPLIN currently does, and would also provide some spare bandwidth if a smaller library has a temporary internal network problem. Marty asked Stephen Hedges for his opinion; Stephen replied that he personally did not favor spending money on unnecessary things, but in this case the amount of money involved compared to the good will created makes these upgrades the politic thing to do.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Marty Beets, aye; Jill Billman-Royer, aye; Karen Davis, aye; Joe Greenward, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; Becky Schultz, aye; and Susan Brown, aye

Karl informed the Board that some of the upgrades would involve some contract negotiations and may take longer than others; they would not all be completed immediately.

The Board set aside the other two possible projects pending gathering of more information.

7. NEW BUSINESS

7.1. Discuss website audits

Stephen Hedges reported that Laura Solomon's webinar on September 13 about common library website problems was very well attended and received. One of the participants asked if OPLIN offered any consultation or budget advice for library websites, which prompted an OPLIN staff discussion about the possibility of doing library website "audits" for a fee. Stephen suggested that a standardized checklist of things to look for on a website could be developed and used for such audits. OPLIN would not work with any website designers the library may have hired, nor would OPLIN offer discounts to libraries that subsequently decide to purchase a Dynamic Website Kit. OPLIN would simply use a standardized checklist to do the audit, would then create a report and delivery it to the library, and then invoice the library. Initially the fee could be based on the time spent, calculated using the same hourly rate as custom work on website kits.

Laura Solomon made some additional suggestions. Free audits might be requested quarterly or twice a year by current website kit customers. Laura has been doing performance tuning on many websites and has noticed that images are often used improperly; she has in fact planned a webinar on this topic on November 16. Laura also suggested that she might offer to do banner images for website kit customers for a reasonable price, since these images are sometimes particularly bad.

Jill Billman-Royer motioned to approve offering website audits to Ohio public libraries for a fee; Becky Schultz seconded. The Chair called for discussion.

Jill remarked that website audits would be beneficial to the library community and asked if there was a general estimate of how much time an audit might require; Laura replied that a basic audit would probably take about an hour, and assumed most libraries would only be interested in a basic audit.

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

REPORTS

8. DIRECTOR SEARCH COMMITTEE REPORT

Becky Schultz, the Search Committee Chair, confirmed that Stephen Hedges' new retirement date is September 30, 2017. Based on that date, the committee has developed a new timeline, expecting to have the new Executive Director start on October 2, 2017 after appointment by the Board at the regular August 11, 2017 meeting. The committee does not feel that the special meeting planned for May 12, 2017 will be needed and recommends that it be removed from the Board meeting schedule. The committee will be meeting immediately after this Board meeting to finalize the job description, and plans to post the position in mid-April 2017. Becky also noted that her second term on the Board will end before the Search Committee work ends, but she would like to continue on the committee until the work is finished; there were no objections from the Board.

There was no discussion regarding the Search Committee's recommendation to revise the Board meeting schedule, so the Chair called for a vote on the recommendation; all aye.

9. OPLIN DIRECTOR'S REPORT

Stephen Hedges added some information to Beverly Cain's news about the approval of the application to DPLA to create an Ohio Service Hub, and reminded the Board that he will be serving on the Executive Committee of the Ohio Digital Network, as the Service Hub will be called. Stephen described his experience at the International Federation of Library Associations and Institutions (IFLA) annual conference August 14—19 in Columbus, where OPLIN displayed a floor banner on the Library Boulevard; more than 3,200 librarians from 145 countries attended. Stephen also reported on the OPLIN booth at the OLC Convention and Expo in Sandusky (September 28—30) and the OPLIN Annual Update at the convention, which was better attended now that it is no longer called the "Stakeholders Meeting." Finally, Stephen reported on a meeting Beverly Cain scheduled for October 11 with Paolo DeMaria, the new Superintendent of Public Instruction at the Ohio Department of Education, and the Libraries Connect Ohio partners, where there was a good discussion about INFOhio's funding.

Regarding the OPLIN office activities calendar, Stephen highlighted visits Karl Jendretzky made to Wauseon Public Library, Southwest Public Libraries and the Northeast Ohio Regional Library System, and also several training sessions Laura Solomon had done for librarians. Stephen also reported that he had attended Sandi Plymire's retirement reception at Muskingum County Library System and met with the CLEVNET Directors Committee at the SOCC.

9.1. Library Services Manager report

Laura Solomon noted that everything that would have been in her report had already been discussed as new business.

9.2. Technology Projects Manager report

Karl Jendretzky reported on several recent circuit changes, some of which should enable OPLIN to have a free headend from AT&T at the SOCC. Karl has also examined the Who's On My Wifi software that the State Library will be providing to libraries and can answer any questions libraries have. Turning to OpenDNS, Karl noted that 21 CLEVNET libraries are now using it since the advanced licensing became available, so there are 136 libraries statewide now using OpenDNS. Karl is also working on new secure proxy access for some libraries to their databases, and has also been working on moving the website kit servers to a hosted server company that will provide weekend support.

9.3. Database usage

Stephen Hedges reported that usage of documents retrieved from the databases was about 6% more than it was last year, even though the number of searches was about the same.

10. CHAIR'S REPORT

Chair Susan Brown had nothing to report.

11. ADJOURNMENT

On motion of Jill Billman-Royer and second of Michael Penrod the Board adjourned at 12:00 p.m.

August 12, 2016

August 12, 2016 hedgesst Fri, 10/14/2016 - 15:21

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

Minutes — August 12, 2016

1. WELCOME and CALL TO ORDER

The one hundred fifty-seventh meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 9:55 a.m. on Friday, August 12, 2016 by Board Chair Becky Schultz at the OPLIN office in Columbus, Ohio.

Present were Board members: Marty Beets, Susan Brown, Karen Davis, Jeff Garringer, Cindy Lombardo, Chris May, Travis McAfee, Michael Penrod, and Becky Schultz.

Also present were: Stephen Hedges and Karl Jendretzky (OPLIN); Stephanie Herriott and Jamie Pardee (State Library); and Michelle Francis (Ohio Library Council).

ACTION ITEMS

2. NOMINATION and ELECTION OF BOARD OFFICERS

Becky Schultz presented the slate of officer candidates recommended by the Nominations Committee: Susan Brown, Chair; Joe Greenward, Vice-Chair; Cindy Lombardo, Secretary; and Michael Penrod, Treasurer. Becky asked if there were any additional nominations or questions, and there were none.

The Chair called for a vote on the slate of officers submitted by the Nominations Committee; all aye.

3. APPROVAL OF THE AGENDA

Karen Davis motioned to approve the agenda as presented; Michael Penrod seconded. There was no discussion, so Chair Susan Brown called for a vote on the motion; all aye.

4. ESTABLISH BOARD MEETING SCHEDULE for FY 2017

The Chair presented the proposed Board meeting schedule for Fiscal Year 2017. Becky Schultz commented that the Director Search Committee felt that a special meeting on May 12, 2017 would also be needed. The Chair then asked for approval of the following schedule of meetings, all at the OPLIN office starting at 10:00 a.m. unless otherwise noted: August 12, 2016; October 14, 2016; December 8, 2016; February 10, 2017; April 14, 2017 (9:00 am start); May 12, 2017; and June 9, 2017. The Chair also asked for approval of two further meetings for planning purposes: August 11, 2017; and October 13, 2017.

Cindy Lombardo motioned to approve the Board meeting schedule as revised; Chris May seconded. There was no further discussion, so the Chair called for a vote on the motion; all aye.

5. PUBLIC PARTICIPATION

The Chair called for public participation.

Michelle Francis reminded the Board of events coming up at the Ohio Library Council (OLC) Convention in late September, particularly the OhioMeansJobs session and comments by Sen. Randy Gardner, as well as a legal update from OLC's legal counsel. Regarding the current Public Library Fund (PLF) distributions to counties, Michelle noted that actual distributions have been below estimates, but an increase is anticipated next year. Preparations have begun to try to get an increase in the PLF funding formula in the next biennium budget; Legislative Day is March 29 next year.

6. APPROVAL OF THE MINUTES of June 10 meeting

Karen Davis motioned to approve the minutes of the June 10 meeting as presented; Becky Schultz seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

7. ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee presented budget information as of the end of Fiscal Year 2016 (June 30) and as of the end of July in the new fiscal year (2017). Expenditure amounts in FY 2016 were close to budgeted amounts except for the Telecommunications category, where expenditures were significantly less than budgeted; the FY 2017 budget has been adjusted accordingly. Jamie noted that the cash balance at the end of FY 2016 was large and anticipated to be larger at the end of FY 2017.

Michael Penrod motioned to accept the Financial Reports; Chris May seconded.

Stephen Hedges called attention to the cash balance and presented some general information about plans to use these funds. He noted that the preferred use of the funds would be specific project support, rather than increasing ongoing annual costs. He also reminded the Board that support of digitization initiatives in public libraries is part of the OPLIN Strategic Plan, but at this point any costs involved with such support are unknown. Stephen demonstrated that much of the cash balance results from large E-rate reimbursements and lower telecommunications costs.

Cindy Lombardo asked how much the year-end cash balance should be. Stephen and Jamie agreed that it would be best to have $1—$2 million in reserve.

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

8. OLD BUSINESS — none

9. NEW BUSINESS

9.1. Discuss plan for replacing network equipment

Karl Jendretzky reported that the current OPLIN routers at library sites have passed their end-of-sale dates. He would like the Board to consider replacing them with new Ethernet switches that have dual power supplies and support the current IEEE MAC Security standard (MACsec) to encrypt data.

Karl also reported that new hardware will soon be installed at the OPLIN network core to replace the current single 10 Gbps internet connection through the Office of Information Technology (OIT) with dual 20 Gbps connections through OARnet. The current network intrusion detection device can only protect one connection, so it would be ideal to purchase a second.

Karl suggested that a second network core router could then provide complete redundancy protection to the OPLIN network.

In response to questions, Karl answered that the current site routers are about seven years old, and that network core equipment that can handle more than 10 Gbps is more complex and significantly more expensive.

Stephen asked if the Board was interested in seeing detailed plans from Karl for expanding network capability and improving security at the next meeting, and they were.

9.2. Approve new position description

Stephen Hedges explained that Amie McReynolds has resigned her position at OPLIN, but her duties had changed quite a bit during the six years of her employment, so it would be better to fill her open position with someone doing other work that would be more valuable for supporting current OPLIN goals. OPLIN staff have discussed a variety of ideas. One idea was to hire a systems administrator to allow Karl Jendretzky to spend more time assisting libraries on site, but there is another way to do that which will be discussed later. Staff eventually agreed on a Digital Resources Manager who would work with the libraries and partner organizations on issues related to information databases, digitization and training; this person would also have to backup network support calls as needed. Stephen presented a rough draft of such a position description and suggested an annual salary around $50,000.

Susan Brown asked if most of the work would be done in the office or remotely, and Stephen replied that the person would need to be present in the office to backup network support, but would occasionally need to travel to conventions and meetings. Susan asked if an MLS/MLIS degree would be required and Stephanie Herriott replied that the similar positions she has identified require such a library degree. Stephanie also noted that postings for such positions often get a lot of response from librarians currently working at higher education institutions.

Michael Penrod motioned to approve the draft of the Digital Resources Manager position description with the understanding that Stephanie Herriott would edit it to final form; Cindy Lombardo seconded. There was no further discussion, so the Chair called for a vote on the motion; all aye.

REPORTS

10. DIRECTOR SEARCH COMMITTEE REPORT

Becky Schultz reported that the Director Search Committee has met a couple of times and developed a timeline for the process of finding a new director following Stephen Hedges' retirement next June. They plan to finish writing the job description in October.

11. OPLIN DIRECTOR'S REPORT

Stephen Hedges reminded the Board of a brief discussion during the last meeting about alignment between the goals in the Strategic Plan and the job goals of OPLIN staff, and he provided information about OPLIN staff goals. As part of the criteria for evaluating staff performance, each person has two "job goals" related to daily operations, one "project goal" related to a current OPLIN project, and one "stretch goal" for developing new skills and knowledge, and all are explicitly related to an OPLIN Priority from the Strategic Plan.

Stephen also reminded the Board of a question at the last meeting about the possibility of a follow-up to the database survey with questions about library staff database training and how usage statistics are collected and used. Stephen emailed the Content Advisory Committee to get their thoughts about a possible follow-up survey, and while committee members thought training and statistics information could be interesting, it was pointed out that the purpose of the survey was to help the committee with future database decisions, and training and statistics information would not be useful for that purpose. Stephen suggested that a new survey may be helpful after the new Digital Resources Manager has become established. The Chair asked Stephanie Herriott about the time required to hire a Digital Resources Manager, and Stephanie thought the process would move quickly, perhaps as quickly as six weeks.

Stephen reported that the LSTA-funded Digital Public Library of America (DPLA) in Ohio planning process has come to an end, so there was a meeting at the State Library to discuss the transition to governance of the Ohio Digital Network, as the Ohio DPLA service hub will be called. The Digitization Hubs, OhioLINK and the Ohio History Connection, the organizations identified as Community Engagement Centers for the Ohio Digital Network, decided that OPLIN should continue to play a role in this initiative as the communication point for public libraries and the public library representative to the Ohio Digital Network Executive Committee.

Regarding the OPLIN office activities calendar, Stephen highlighted a CLEVNET meeting he and Karl Jendretzky attended, where Stephen explained the OPLIN Strategic Plan. He also reported that Laura Solomon had been a speaker at the Ohio Library Support Staff Institute at Ohio Northern University.

11.1. Library Services Manager report

In the absence of Laura Solomon, Stephen Hedges reported that there has not been a lot of demand for new websites since the last Board meeting, but several other things have been happening. Laura will be teaching a webinar for TechSoup on August 24 on the basics of social media analytics. She will be teaching the first OPLIN webinar about common problems with library websites in September, using webinar software from the State Library, and the webinar will be recorded. Promotion of this webinar will begin next week; Michelle Francis reminded Stephen that OLC would also like to promote this webinar.

The Website Kit "Module Market" continues to be an effective way for libraries to order additions to their websites and to remind them of what is available. Finally, Laura and Karl have started testing outsourced hosting of the website kits.

11.2. Technology Projects Manager report

Karl Jendretzky explained that after discussions among OPLIN staff about Amie McReynolds' open position, it was decided to start exploring the option of using a hosting company for the website kits and other any high-profile OPLIN websites, rather than hiring a systems administrator to allow Karl to undertake different tasks. He has the OPLIN main website running with one such company and has been monitoring the performance and comparing it to the current servers he manages.

Karl reported that the State of Ohio had a subtle problem with their intrusion protection system that was restricting State of Ohio and OPLIN traffic to the internet at peak load times; that problem has been corrected. New "fabric" cards will soon be installed in the OPLIN network core router that will allow us to use a path to the internet that does not pass through the state's intrusion protection, which duplicates OPLIN's own intrusion system.

Karl also reported that the new OpenDNS licenses have allowed a number of CLEVNET libraries to begin using the system; 134 libraries now have OpenDNS accounts. Use of the SMS messaging system continues to see strong growth.

Karl explained that as library websites continue to move to the HTTPS (HTTP Secure) protocol, the EZ-Proxy software that is used to authenticate access to databases through the websites will cause problems. The solution is to buy wild-card digital certificates for each library, which cost about $80 a year. For now, OPLIN will buy those as needed, but it may be worth talking to OCLC about hosted EZ-Proxy, since the software we have will not be upgraded with any easier way to handle HTTPS.

Finally, Karl reported that CLEVNET has moved backup hardware to the State of Ohio Computer Center next to the OPLIN core.

11.3. Database usage

Stephen Hedges reported that database usage continues to be slightly stronger than it was last year.

12. CHAIR'S REPORT

12.1. At-large appointment to Executive Committee

Chair Susan Brown appointed Becky Schultz to the at-large position on the OPLIN Executive Committee.

13. ADJOURNMENT

On motion of Cindy Lombardo and second of Karen Davis the Board adjourned at 11:15 a.m.

FY2016

FY2016 hedgesst Fri, 10/14/2016 - 15:25

June 10, 2016

June 10, 2016 hedgesst Fri, 08/12/2016 - 14:23

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

Minutes — June 10, 2016

1. WELCOME and CALL TO ORDER

The one hundred fifty-sixth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:04 a.m. on Friday, June 10, 2016 by Board Chair Becky Schultz at the OPLIN office in Columbus, Ohio.

Present were Board members: Jill Billman-Royer, Susan Brown, Karen Davis, Joe Greenward, Cindy Lombardo, Jamie Mason (at 10:25), Chris May, Travis McAfee, and Becky Schultz.

Also present were: Stephen Hedges, Laura Solomon, and Karl Jendretzky (OPLIN); Beverly Cain, Stephanie Herriott and Jamie Pardee (State Library); Doug Evans (Ohio Library Council); Tim Diamond and Larry Finnegan (CLEVNET); and Jeff Garringer.

2. APPROVAL OF THE AGENDA

The Chair requested that the first item under the Chair's Report ("Appoint Director search committee") be moved to the second item under New Business.

Susan Brown motioned to approve the agenda as revised; Jill Billman-Royer seconded. There was no further discussion, so the Chair called for a vote on the motion; all aye.

3. PUBLIC PARTICIPATION

The Chair called for public participation.

Tim Diamond, Chief Knowledge Officer of Cleveland Public Library, introduced himself and Larry Finnegan, Information Technology Director of Cleveland Public Library, representing the CLEVNET consortium. Tim summarized the history of CLEVNET and its relationship with OPLIN, and expressed gratitude for this extraordinary partnership based on mutual respect and understanding. Tim also noted that CLEVNET is a little nervous about the upcoming retirement of OPLIN Director Stephen Hedges, and urged the Board to do their best to find an adequate successor. Stephen Hedges noted that CLEVNET predates OPLIN, and that much of OPLIN was modeled on CLEVNET. Stephen thanked Tim for his remarks.

Beverly Cain announced that the State Library was beginning the process of doing a new evaluation and five-year plan for the Library Services and Technology Act (LSTA) grant program, and has released an RFP for a consultant to help with the process. She also reported that the federal LSTA budget is currently scheduled for a slight increase, though Congress has not finalized the budget. Beverly notified the Board that the Chief Officers of State Library Agencies (COSLA) organization is working toward revising the data collected nationally from libraries to gather more relevant data and make it available more quickly. This initiative is called "Measures That Matter," and some public libraries may be contacted to serve on the advisory committee.

Doug Evans reported that state revenues during the last few months have been less than they were projected to be, which means the Public Library Fund (PLF) is also distributing less funds to libraries. Doug noted that new federal overtime rules and the Ohio legalization of medical marijuana will both affect public library operations. Several other pieces of recent state legislation also affect libraries: an amendment to HB 390 now allows libraries to include local tax revenues in the calculation of their bond ratings; online voter registration is now possible; and the one-weekend sales tax holiday tested last summer is now permanent. Doug also reported that the Ohio Library Council (OLC) will be trying some workshops in Southeast Ohio next spring to replace the annual chapter conference. Library safety and security will be a focus of OLC education for all public libraries in the near future.

4. APPROVAL OF THE MINUTES of April 8 meeting

Karen Davis motioned to approve the minutes of the April 8 meeting as presented; Chris May 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 noted that Fiscal Services has been busy bringing the current fiscal year to a close, but there are no problems within the OPLIN budget. The budget for next fiscal year will probably be adjusted slightly in July to reflect projections based on this year's expenditures. The latest E-rate refunds are starting to arrive, but some may not get posted to accounts until next fiscal year. Jamie also pointed out that rent payments were doubled this year, due to an undetermined clerical error, so there will be no rent payments in the next fiscal year.

Doug Evans asked if the sponsorship funds for the OLC Convention would be reflected in next year's budget, and Jamie replied that was correct; the purchase order will be issued after July 1.

Karen Davis motioned to accept the Financial Reports; Susan Brown seconded. There was no further discussion, so the Chair called for a vote on the motion; all aye.

6. OLD BUSINESS

6.1. Ratify DAS MOU

Stephen Hedges reminded the Board of the discussion at the April 8 Board meeting of possible network configurations, during which he had mentioned the possibility of receiving a Memorandum of Understanding (MOU) proposal from the Department of Administrative Services (DAS) Office of Information Technology (OIT) for internet access services. Stephen had promised to pass any such proposal from DAS through the Executive Committee. He did receive a proposed MOU, but he did not remember his promise until after he had signed the MOU and sent it to DAS, so he immediately emailed the Executive Committee and offered to ask DAS not to countersign the MOU if any of them had objections. No objections were voiced, but Stephen would still like to discuss the MOU in an open meeting and get a vote to ratify it.

The Board discussion in April concluded with the understanding that the Board wanted to maintain: the OPLIN network core; OPLIN's ability to secure the network; the ability of OPLIN to respond quickly to network issues; and OPLIN's independence within OIT. Controlling costs was a secondary concern. Stephen feels the MOU does all of that. In essence, the MOU keeps the status quo in place for another year — including cost — with the option to extend the MOU for two more years in the next budget biennium, which will eliminate the need to put OPLIN internet access out to bid every year for E-rate purposes.

Jamie Mason asked about the effect on the budget of the single annual payment rather than monthly payments. Stephen replied that the annual payment should not be a problem, and he did not anticipate receiving an invoice until August at the earliest.

Jamie Mason motioned to ratify the Memorandum of Understanding with the Ohio Department of Administrative Services, Office of Information Technology, for internet access services; Jill Billman-Royer seconded. There was no further discussion, so the Chair called for a vote on the motion; all aye.

6.2. Discuss results of database purchase survey

Stephen Hedges reported on the survey conducted by OPLIN at the suggestion of the Content Advisory Committee (CAC) asking public library directors a few questions about their database purchases and usage. 108 libraries responded, which is an outstanding response rate, especially since some libraries that do not purchase databases decided not to answer any of the usage questions and skipped the survey entirely. Of the respondents, about 20% do not purchase any databases to add to the Ohio Web Library collection; Stephen noted, however, that some of these may actually be buying Novelist as part of their membership in the SEO or CLEVNET consortia, but may not think of that as a database purchase. About 40% of respondents purchase more than three databases, which would seem to indicate that libraries buying more than one database tend to buy more than a few, yet about two-thirds of respondents are spending less than $20,000 a year.

Of the libraries that are buying databases, about 40% buy Heritage Quest and some sort of auto repair database, about a third buy legal forms and directory databases, and about 30% have continued the Mango subscription which was dropped from the Ohio Web Library collection. When libraries were asked what patron questions they cannot answer, their answers reinforced these buying decisions; libraries that did not buy auto repair databases, for example, reported that patrons would ask for auto repair information and the library would be unable to respond.

When asked about the most and least useful databases (including those in the Ohio Web Library collection), about 25% mentioned Ancestry Library Edition first in their most useful list, but the EBSCOhost databases were also ranked highly, as were directory databases. The least useful databases mentioned — and there were not many — tended to be resources that have been owned outright by the Libraries Connect Ohio partners for many years and have old web interfaces.

Stephen offered a few observations after reviewing all the data, in no particular order. We should think very carefully before we stop providing high-quality genealogy resources to Ohio public libraries. People seem to turn to libraries only after they have tried to find what they want on Google, then they bring the impossible questions to the library. EBSCO still seems to be a useful foundation upon which to build a wider reference collection. And consortia and libraries in Ohio are not reluctant to purchase resources that are not in the base Ohio Web Library package, though that does create some disparity in the ability of libraries to fulfill requests for information, which should be a concern for OPLIN.

Stephen had no recommendations for action at this time, though he has started to review the RFP language for the next database selection process in late 2017. He believes there could be a way to change the list of subject requests to make sure there are bids in the subject areas important to public libraries.

Jill Billman-Royer asked how often requests to complete the survey were issued and if there had been any follow-up communication. Stephen replied that there was only one request sent out, since libraries were only given two weeks to respond, and he did send a brief summary of the most important findings out to all the library directors.

Travis McAfee asked if any of the questions dealt with the process of buying databases, since he had heard from some libraries that dealing with database vendors was sometimes unpleasant, with inconsistent pricing between libraries. Stephen replied that he was aware of that problem, but there were no questions in the survey in that area. Jill asked if the questions were structured with an opportunity to provide open-ended answers, and Stephen replied that they were, and there were many comments, especially to the question about the least useful databases.

Chris May asked if there were plans to send another survey with questions about staff database training and how usage statistics are collected and used. Stephen said there were no such plans, but he will ask the CAC for their opinions regarding a follow-up survey.

6.3. Discuss results of websites survey

Stephen Hedges started the presentation of the results of the library website survey by reminding the Board of discussion during the April planning meeting about the marketing of the website kits, during which it was decided to assess the current status of Ohio library websites. Laura Solomon led the OPLIN support team through a process of surveying the websites of 173 Ohio public libraries; metro library websites were not surveyed, and current website kit customers were skipped. Laura's survey looked for eight things: is the library's address on the home page?; is the library's phone number on the home page?; are the library's open hours on the home page?; is there a box for search terms on the home page?; is the Board of Trustees listed anywhere on the website?; is there a calendar (not a list) of events on the website?; is the website design responsive?; and does the website pass a Section 508 compliance test?

Laura Solomon explained that responsive web design is preferred to separate websites designed for mobile devices, and Section 508 compliance assures that a website is accessible to the visually impaired at a basic level. Only three websites passed a Section 508 compliance test. Laura also noted that two libraries still had no website at all. Stephen remarked that about a fifth of the population prefers to use a mobile device for internet now, so the high number (96) of websites that do not have a responsive web design is also concerning.

Stephen observed that in some cases, the library may have made a conscious decision to reject some of the practices checked by Laura's survey. Travis McAfee said that his library hosts so many events, for example, that the format of a calendar of events is awkward compared to a list, though his library's website provides both. In response to a question from Susan Brown, Laura clarified that she and the Support staff did not take the time to locate basic information about a library if it was not on their home page.

Stephen suggested that there is definitely a need for some education about good website design. As for the possibility of designing and selling "light" website kits, discussed at the April meeting, Stephen personally felt that the cost could not be lowered enough to be a compelling reason for a library to replace their current website. He noted, however, that OPLIN staff hold various opinions about offering such a kit or template. Finally, he pointed out that some of the libraries with the biggest problems do not participate in listservs or other normal channels of library communication.

Travis asked if OPLIN could provide libraries with a flat HTML webpage, but Karl pointed out that this would mean libraries could not make changes when staff or board members changed, unless OPLIN made the change for them. At some point it becomes easier to use a Drupal site, then the site would need the same basic upgrades and maintenance as the other Drupal sites.

Jamie Mason questioned if it was really OPLIN's responsibility to clean up library websites, considering the amount of technology leadership already coming from OPLIN. OPLIN has already made it widely known that the website kits are available.

Doug Evans and others noted that Laura's list of survey questions is a very clear, concise list of library website best practices, and there would be great value in distributing it to all libraries. Doug offered to use OLC communication channels to distribute a message including these best practices.

Cindy Lombardo pointed out the the cost of the standard website kits is so low, there's little point in trying to design a light version. Stephen will pursue providing increased education about website best practices, and if there is a resulting demand for some sort of light website kit, that can be reconsidered by the Board later.

6.4. Approve Strategic Plan

Stephen Hedges presented the current Strategic Plan with proposed additions and deletions in red type. Some of these changes were reviewed in April, others are new following discussion in April. Stephen explained each of the proposed changes and reviewed earlier discussions.

There was brief discussion of alignment between the goals in the Strategic Plan and the job goals of OPLIN staff. There was also some discussion as to whether some goals might be accomplished by hiring contractors.

Jill Billman-Royer motioned to approve the Strategic Plan as presented, with the substitution of the word "offer" for the word "provide" in the general description of the Technology Support Priority; Chris May seconded.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Jill Billman-Royer, aye; Susan Brown, aye; Karen Davis, aye; Joe Greenward, aye; Cindy Lombardo, aye; Jamie Mason, aye; Chris May, aye; Travis McAfee, aye; and Becky Schultz, aye.

7. NEW BUSINESS

7.1. Discuss Director position description

Stephen Hedges provided copies of his position description (PD), with a couple of minor suggested changes. He remarked that the PD had not been revised since he started as Director ten years ago, but he felt it was still a pretty accurate job description.

Cindy Lombardo asked if the percentages of time expected to be spent on each category of job duties was realistic, and after some reflection Stephen replied that they were probably not accurate. Stephanie Herriott remarked that it was important that the percentages be accurate, to give candidates a good idea of the extent of some duties. More detailed information can be included in the job posting.

Susan Brown noted that there is no mention of the time spent assisting the Board with recruitment of new members. Cindy and Stephanie noted that it is important to provide the candidate with a good idea of the challenges of the job, though Stephanie noted the PD was not the best vehicle for that; interview questions might be better.

Stephen will calculate more accurate percentages of his time spent in various duties and will add assisting Board members with recruitment.

Susan pointed out that the PD does not explicitly say that travel is required. Cindy suggested that five years' experience would be a more appropriate requirement than three years, and there was general agreement. Susan and Jamie Mason suggested that the candidate should have an advanced degree and the experience, rather than "and/or," also to general agreement. Susan also cautioned that the degree should be from a "regionally accredited" institution.

Stephanie asked the Board if they planned to require a drug test or background check; if so, that should be stated in the job posting. Jamie speculated that the Board might want to require a credit check also, but Jamie Pardee pointed out that all monies are handled by the State Library. In response to a question, Stephanie advised the Board to eventually adopt a drug-free workplace policy, using a forthcoming state policy as a guide; Doug Evans noted that OLC will also be providing a guide to public libraries.

Stephanie also mentioned that the Board should decide if the new Director would be covered by the Teleworking Policy.

7.2. Appoint Director search committee

Stephen Hedges reminded the Board of some things regarding the Executive Director search committee that had been discussed at the April meeting. It had tentatively been decided that the search committee be limited to five people. There was some questions as to whether people other than current Board members could serve on the committee, and best practice seems to be that is OK so long as they are qualified and do not have an agenda. There was some concern about representation of library types on the committee, but Stephen pointed out that the committee will not be working on policies that affect the libraries, only acting on behalf of the Board to find a new executive. Stephen listed the people he knew of who had already expressed interest in being on the committee. Jill Billman-Royer pointed out that the duties of the search committee also need to be clearly defined.

Cindy Lombardo asked how committee members from outside the Board would be recruited and what the minimum qualifications would be. Travis McAfee asked if there was a compelling reason to include people from outside the Board. Jill noted that, while the search committee would do the interviews, the hiring decision would be made by the entire Board, so there is little reason not to include them. Joe Greenward suggested that the committee be limited to current and former Board members, so that everyone on the committee was familiar with OPLIN governance and administration. Jill wondered if the search committee could include some extra, non-voting people in the interview process.

If former Board members are invited to the committee, Jill suggested that the Board Executive Committee select the search committee members from the people who express an interest. Cindy suggested that people be asked to briefly state why they are interested in being on the committee, and Becky Schultz added that they should be made aware that they would be expected to attend all Board meetings until the committee's work is finished.

Jamie Mason asked if one of the four Board members who had expressed an interest should be appointed now as the chair of the committee, but that decision was deferred until the committee was established. Beverly Cain and Doug Evans pointed out that they believed the State Librarian was a member of the search committee the last time an OPLIN Executive Director was hired; Beverly confirmed that she would be interested in serving on the committee. Jamie suggested that with four interested Board members plus the State Librarian, there may be no need to recruit more people.

The Chair appointed Beverly Cain, Joe Greenward, Cindy Lombardo, Michael Penrod, and Becky Schultz to the ad-hoc Executive Director Search Committee.

7.3. Approve salary increases

Stephen Hedges explained that this is a repeat of Board action last year, when the state allowed 2.5% pay increases for state employees in fiscal years 2016 and 2017. The Board action last year only covered fiscal year 2016.

Jamie Mason motioned that, in that the biennium budget (HB 64) awards State of Ohio E-1 employees a 2.5% salary increase beginning on the first day of the pay period that includes July 1, 2016 and allows increases up to 2.5% 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 staff member to one that reflects a 2.5% salary increase for each employee beginning with the pay period that includes July 1, 2016; Cindy Lombardo seconded.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Jill Billman-Royer, aye; Susan Brown, aye; Karen Davis, aye; Joe Greenward, aye; Cindy Lombardo, aye; Jamie Mason, aye; Chris May, aye; Travis McAfee, aye; and Becky Schultz, aye.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges provided an update on the DPLA Ohio LSTA-funded project that is coming to a close and beginning the transition to the "Ohio Digital Network" governance under the leadership of the State Library. Stephen now thinks OPLIN may have an active role in coordinating communications with public libraries. Stephen reported that Chuck Gibson's speech at the Community Breakfast for Worthington Libraries mentioned OPLIN several times, since the Northwest Branch that opened twenty years ago had the first OPLIN internet connection. He also reported on the Ohio History Day awards ceremony, at which he presented the Advanced Digital Researcher Awards. Finally, Stephen announced that the State Library Board had approved the LSTA grant to Libraries Connect Ohio to support the Ohio Web Library databases.

Regarding the OPLIN office activities calendar, Stephen highlighted his visit to Dayton for their Northwest Branch opening, Laura Solomon's presentation at the Massachusetts Library Association conference, and Karl Jendretzky's network support visits to the Preble County and Dayton libraries.

8.1. Library Services Manager report

Laura Solomon reported that the OPLIN website now includes a marketplace for additional modules for website kits, and that she recently added a module for creating website forms in response to demand from website customers. Because some modules are complex to manage, she has begun creating short instructional videos for them.

8.2. Technology Projects Manager report

Karl Jendretzky informed the Board that OPLIN is about to release another E-rate Form 470 to get bids on upgrading connections to fifteen libraries, seven of them to be upgraded to circuits faster than 100 Mbps. Karl reported there are 131 libraries using OpenDNS, with a number of CLEVNET libraries joining, and about 100 libraries using the SMS messaging system, with CLEVNET accounting for about 16% of that traffic. Karl has been working with Columbus Metropolitan Library to set up a second circuit at the main library using City of Columbus fiber. Karl described an upgrade to software and hardware at the network core, during which it was discovered that additional hardware will need to be upgraded, contrary to what the vendor had said; consequently the vendor is offering the needed hardware at a deep discount. Finally, Karl reported on the progress of upgrading servers and installing HTTPS on website kit servers.

8.3. Database usage

Stephen Hedges reported that database searches in May were about 10% above May 2015, and items viewed was about 10% below last May. He also noted that with one exception, items viewed over the past twelve months had not varied by more than 10% when compared with the same month in the previous year.

9. CHAIR'S REPORT

9.1. Ethics training

Board members were reminded that they should send their certificates of completion of required ethics training to Stephen Hedges for recording.

9.2. Resolution

Chair Becky Schultz recognized Joe Greenward to offer the following resolution:

WHEREAS, JAMIE MASON has been a member of the Board of the Ohio Public Library Information Network since November 2009, and

WHEREAS, he has helped ensure the success of OPLIN by freely giving his time and energy for almost SEVEN years of service, and

WHEREAS, he has provided additional service as the Chair of the OPLIN Board from July 2012 through June 2013, and

WHEREAS, he has unfailingly contributed his valuable opinions to OPLIN Board and OPLIN Executive Committee deliberations, and

WHEREAS, he has been a dedicated and active advocate for OPLIN throughout his tenure on the Board, and

WHEREAS, his experience as the Technology Manager at the Avon Lake Public Library, and as Deputy Director and Director of the Rocky River Public Library gave him an important perspective on OPLIN and its services to libraries,

NOW THEREFORE BE IT RESOLVED, that on the 10th day of June, Two Thousand and Sixteen, the members of the Board of Trustees of the Ohio Public Library Information Network recognize and acknowledge the considerable contributions made to public libraries and library service by JAMIE MASON during his exemplary tenure with this Board, and

BE IT FURTHER RESOLVED, that the Board extends its most sincere thanks and appreciation to JAMIE MASON for his outstanding service as a member of this Board.

Jill Billman-Royer seconded the resolution. All aye.

The Board recessed at 12:26 p.m. and resumed discussions at 12:31 p.m.

10. EXECUTIVE SESSION

Susan Brown motioned to enter Executive Session to consider the compensation of a public employee; Jill Billman-Royer seconded.

Recorded vote: Jill Billman-Royer, aye; Susan Brown, aye; Karen Davis, aye; Joe Greenward, aye; Cindy Lombardo, aye; Jamie Mason, aye; Chris May, aye; Travis McAfee, aye; and Becky Schultz, aye.

The Board entered Executive Session at 12:32 p.m.

The Board returned from Executive Session at 12:37 p.m.

Susan Brown motioned to adjust the salary of Stephen Hedges to reflect the same 2.5% increase resolved earlier in the meeting for OPLIN staff; Jamie Mason seconded.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Jill Billman-Royer, aye; Susan Brown, aye; Karen Davis, aye; Joe Greenward, aye; Cindy Lombardo, aye; Jamie Mason, aye; Chris May, aye; Travis McAfee, aye; and Becky Schultz, aye.

The Board expressed their appreciation to Stephen for his good work over the past year.

12. ADJOURNMENT

On motion of Karen Davis and second of Cindy Lombardo the Board adjourned at 12:40 p.m.

April 8, 2016

April 8, 2016 hedgesst Wed, 06/15/2016 - 13:50

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

Minutes — April 8, 2016

1. WELCOME and CALL TO ORDER

The one hundred fifty-fifth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 9:05 a.m. on Friday, April 8, 2016 by Board Chair Becky Schultz at the OPLIN office in Columbus, Ohio.

Present were Board members: Jill Billman-Royer, Susan Brown, Karen Davis, Joe Greenward, Jamie Mason, Chris May, Travis McAfee, Michael Penrod, and Becky Schultz.

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

2. APPROVAL OF THE AGENDA

Karen Davis motioned to approve the agenda as presented; Jill Billman-Royer seconded.

Stephen Hedges noted that the Executive Session at the end of the meeting for the purpose of discussing the procedure for searching for a new OPLIN Director could be moved to the open meeting if the Board so desired. After brief discussion the consensus of the Board was to move this agenda item to the open meeting; Karen and Jill agreed to change their motion to approve the agenda as amended.

The Chair called for a vote on the motion; all aye.

3. PUBLIC PARTICIPATION

The Chair called for public participation.

Doug Evans provided an update on Public Library Fund (PLF) revenue, which is meeting projections. The Ohio Library Council (OLC) is busy hosting Chapter Conferences around the state and also preparing for OLC Legislative Day on April 13. This year the Legislative Day will feature a press conference announcing the results of a return-on-investment study of Ohio public libraries. The new OLC Communications Director is using social media to keep people informed about these OLC events.

In response to a question, Doug reported that the new OLC website has been favorably received by the libraries.

4. APPROVAL OF THE MINUTES of February 12 meeting

Susan Brown motioned to approve the minutes of the February 12 meeting as presented; Chris May 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 as of March 31. Expenditures look normal after three quarters of the fiscal year. Ohio Office of Information Technology (OIT) charges for the entire year are less than budgeted and have already been paid. About 37% of the budget remains for the last quarter of the year.

Michael Penrod motioned to accept the Financial Reports; Travis McAfee seconded.

Stephen Hedges asked if the fees payment to the Ethics Commission indicated that all the Board members had already submitted their annual financial statements; Jamie replied that those fees are invoiced regardless of the submission of financial statements and any late penalties would be invoiced later. Stephen also reported that the $6,000 "Consultant" budget item refers to the grant match for the DPLA Ohio project, and that it might be carried over into next fiscal year.

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

6. REPORTS ON STATUS OF OPLIN SERVICES

6.1. Network

Stephen Hedges introduced a document provided by Karl Jendretzky by clarifying that it had been prompted by the need to make decisions about the OPLIN network topology for E-rate purposes. The document explored several ways to configure the network since the current Internet access arrangement through OIT did not seem to be possible in the future. After Karl had prepared the document, however, Stephen had a meeting with OIT and it now appears that OIT may offer a multi-year contract for the current Internet access arrangement after all. Since it is not certain that a contract will be offered, that possibility has not been included in the document, but should be included in Board discussion.

Karl explained the five options in the "Network Possibilities" document: 1) Internet access outside OIT, with our bandwidth going directly to an Internet provider instead of passing through an OIT router first; 2) full state of Ohio OneNet migration, with all circuits routed through OARnet and the current OPLIN core hardware gone; 3) keeping the OPLIN network core, but phasing out OIT, so OPLIN would take over or contract for all network management services currently purchased from OIT; 4) purchasing Internet service at each library site directly from the vendor servicing that site, thus breaking up the OPLIN core; and 5) dissolving the OPLIN network entirely, letting libraries make their own arrangements for Internet connections. An online document provided to the Board before the meeting listed the "pros" and "cons" of each possibility, and Karl also summarized these verbally.

Stephen provided some financial background on the possibilities. Splitting the current Internet access arrangement so that network supervision stayed with OIT but bandwidth moved to another vendor would eliminate most of the E-rate discount OPLIN currently receives for Internet access. There were a few questions about this, so Stephen explained the details of the current OPLIN E-rate discounts.

Susan Brown recalled that the Board had decided to try OneNet at two libraries several months ago; Karl reported that OARnet never acted on that request.

Michael Penrod pointed out that the Internet traffic from public libraries is very different from other state government traffic, and he saw value in keeping the public library Internet traffic separate and independent.

Karl noted that problems with the network management seem to be aggravated when there are too many people and layers of bureaucracy involved; some of the network possibilities he had described could be worse than the current situation.

Travis McAfee expressed a concern that some of the network possibilities would remove the current security protections on the OPLIN network. Travis felt it was important to keep the network configured in such a way that the network core and the network security precautions could be retained. Cost considerations would come after that.

Susan noted that major changes to the network may not be a good idea right now, with Stephen planning to retire in a little more than a year, and Karl confirmed that most of the possible changes would take years to complete. Stephen suggested, however, that it should not matter who the OPLIN Director is; that person is charged with doing whatever the Board decides should be done.

Several Board members noted that the current network topology may not be ideal, but it also is not broken. Stephen summarized that his understanding is that the Board wants to keep the network core, keep the network secure, make sure OPLIN can respond quickly to network problems, and keep the network independent. Michael Penrod noted that the collaborative nature of OPLIN is also important. Other Board members expressed concerns with any plan that would break up the OPLIN network core.

Since discussion of network topology was abating, Stephen now asked Karl to describe the current situation with libraries wishing to implement Voice-over-IP (VoIP) telephone service over the OPLIN network using the state contract with Cincinnati Bell Technology Solutions (CBTS).

Karl reported that OIT has ordered 10 Gbps and 100 Gbps hardware to add to the OPLIN core to be able to support CBTS VoIP on the OPLIN network. Columbus Metropolitan Library has been waiting for this VoIP service for some time, so their traffic has been diverted to a separate port until the new core hardware can be installed. Stephen noted that this new hardware cost OIT several hundred thousand dollars, and the hardware will upgrade the OPLIN core to be able to handle much more traffic in the future. Susan Brown remarked that it was good to see this kind of effort from OIT.

Karen Davis asked if network neutrality was an issue in any of the network possibilities the Board had been discussing, particularly those that depended heavily on commercial Internet service providers. Karl replied that net neutrality is generally only an issue with consumer-grade connections, not the enterprise-grade connections libraries use. So long as OPLIN keeps its network core, it should be easy enough to switch service if net neutrality becomes an issue.

Stephen reiterated that it is the Board's desire to keep the network responsive and independent, and that it is very important to keep the OPLIN core. If the core is maintained, it becomes easier to address security and any other issues that arise.

6.2. Databases

Stephen Hedges reported on the February meeting of the Content Advisory Committee (CAC). The primary point of discussion was the method for selecting the databases, since some of the Ohio Web Library databases are of little interest to public libraries. From the CAC's discussions, it became clear that there is a need for better communication about the collaborative nature of the selections.

The CAC wondered if the RFP for the databases could be altered to place emphasis on databases of interest to public libraries, perhaps even asking for quotes for public libraries only. To find out what public libraries want, the CAC proposed a survey of libraries asking a few questions about their database purchases: What online resources are you currently purchasing?; What is your budget for such purchases?; What types of requests for information are you unable to satisfy?; What online resources (up to 10) do you consider indispensable?; and What online resources do you have now, including those in the Ohio Web Library, that you feel are not useful?

Stephen asked the Board if anyone had any objections to issuing this survey. There was none.

Michael Penrod noted that some consortia, such as SEO, also buy databases for their members. Stephen will therefore contact the consortia directly for information about their purchases.

Stephen had shared database usage statistics with the CAC, and now shared them with the Board. Over the last ten months, usage has stabilized, with article views in particular being almost identical with the same month in the previous year. In fact, averaged over the last ten months, searches are up 2% and article views up 1½%. Stephen also shared a report he found yesterday from Ithaka S+R indicating that college faculty nationwide are also starting to use library online resources a little more often when starting their research.

6.3. Website kits

Laura Solomon reported that there are currently 72 website kits in use, a number which has remained fairly steady over the past year, after the Board's decision to stop promoting them. That has allowed Laura do some some work on the websites that she had not had time to do before. All of the upgrades to Drupal version 7 have been completed, and Laura has also been implementing several new features, which she described for the Board. One of the most important has been drop-down menus that work with screen readers for the visually impaired. At the request of some website kit customers, she is now working on style guidelines for library staff maintaining site content, and has also been providing some refresher training for long-time website kit customers.

Stephen Hedges noted that Laura and Karl Jendretzky have also been implementing the HTTPS protocol for secure website communications in all the kits. A couple of customers had requested this encryption and Stephen decided it was important to use this protocol on all the website kits.

Stephen asked the Board if the website kits should be promoted to libraries again. He reminded the Board that the original intent of offering the website kits was to improve the quality of Ohio public library websites. The Board felt that there was still a need for the website kits; Travis McAfee suggested that the decision of whether or not to promote the service depended on staff time resources, and thus would be a management decision.

Doug Evans asked if promotion of the kits could be targeted to libraries that have either no website or a poor website lacking essential information. He noted that OLC encounters several such libraries in the course of their work. Several Board members remarked on the growing movement toward requiring that information about public institutions be available online. Managing a full website kit, however, may be beyond the staff resources of some libraries; Jill Billman-Royer suggested that a simpler webpage may be what they need.

Laura will do another survey of public library websites and report on her findings at the next Board meeting.

6.4. ExploreOhio

Stephen Hedges explained that the ExploreOhio website is the last of the link directories that comprised the original OPLIN website, this directory containing links about things in Ohio. Despite technology upgrades, it is still a link directory, and someone has to maintain the links manually. Usage statistics show that it is seldom used, mostly from library websites that include a link to it. Stephen questioned the wisdom of putting effort into maintaining the site, and suggested it be taken down. The Board agreed and had no objections to discontinuing the ExploreOhio website.

The Board recessed at 10:38 a.m. and resumed discussions at 10:54 a.m.

7. APPROVE CHANGES TO STRATEGIC PLAN

Stephen Hedges presented the current Strategic Plan with a few suggested changes. He noted that the Ohio Administrative Code, in the section governing the State Library, states that OPLIN will provide the State Library with a strategic plan following guidelines provided by the Department of Administrative Services (DAS). Stephen has seen no such guidelines and could find none online, but he did find a copy of the DAS strategic plan, and noted that the primary difference between it and the OPLIN strategic plan is the use of the term "Priorities" where the OPLIN plan uses the term "Goals." Accordingly, the biggest change in the presented plan is that change in terminology, with some measurable goals added to the end of each Strategies section. Stephen described these added goals.

Susan Brown noted that the goal to "support at least one digitization project in each budget biennium" depended on the existence of digitization projects to support. After brief discussion, it was decided to support digitization projects "regularly" instead.

Stephen noted that OPLIN staff had discussed the database marketing strategies that called for OPLIN to provide database training and database promotional materials. There is a feeling that this should be the responsibility of the database vendors. Michael Penrod noted that the promotional materials OPLIN currently provides are more useful than the materials available from vendors, and they promote the entire Ohio Web Library collection rather than specific databases.

In regards to training, Stephen stated that OPLIN seldom does training on database usage. Susan responded that OPLIN does provide opportunities for librarians to learn about the databases, even if it is only by linking to training done by others. Joe Greenward suggested removing some language and Becky Schultz suggested combining the training and promotion Strategies.

Michael asked if OPLIN had ever had to apportion Internet access, one of the Strategies for the Internet Access Priority; Stephen replied that this had never been necessary. Since a limitation on bandwidth based on financial ability is mentioned elsewhere in the plan, the Board felt this could be removed.

Stephen noted that OPLIN has not been presenting programs about Internet connections at conferences, as specified in another Strategy. Karen Davis suggested adding "as needed" to the language of that Strategy.

Susan remarked that current wording of the E-rate Strategy seemed to commit OPLIN to always file E-rate applications, though in some cases it may be best for the libraries if OPLIN did not E-rate some services. She suggested that the language of this Strategy be revised to make it clear that E-rate would be used when it was to the advantage of the OPLIN network.

Stephen will bring a revised version of the Strategic Plan incorporating these suggestions to the June Board meeting.

8. OLD BUSINESS

8.1. Approve policy manual

Stephen Hedges stated that during the February Board meeting, the Board had suggested that he prepare a complete policy "manual" for Board review at the April meeting or as soon as possible thereafter, paying special attention to removing procedures from policies. To that end, Stephen provided a packet of all current OPLIN policies divided into four groups: policies that he recommends for rescindment; policies that he recommends be combined into new policies; policies that he feels need revision (further subdivided by the extent of the revisions); and policies that he feels need no changes.

Stephen explained that the Bylaws require a special procedure to change, and probably need no change anyway, so he suggested that document be excluded from the current discussion. He also pointed out that the "Legal Perspective" on Internet materials harmful to juveniles was a document prepared by OLC's legal counsel in 1997, not an OPLIN policy, and suggested it be linked from the OPLIN website for information purposes, not as an OPLIN policy. All of the remaining "policies" were open for discussion.

The Board began by considering four policies recommended for rescindment.

Stephen noted that the "Policy on Acceptable Public Library Staff & Trustee Use of OPLIN" actually seems to be an old strategic plan, with a final section about email accounts that is no longer relevant. The "OPLIN E-List Guidelines" is listserv user information that should be posted on the listserv website instead of being contained in a policy. Both the "OPLIN Guidelines for Libraries Offering Patron Access to the Internet" and the "OPLIN Sample Policy: Patron Access to the Internet" are outdated; any requirements in them have been superseded by the Ohio Revised Code, and the recommendations, intended for libraries offering public Internet access for the first time, are no longer needed.

Michael Penrod motioned to rescind the "Policy on Acceptable Public Library Staff & Trustee Use of OPLIN," the "OPLIN E-List Guidelines," the "OPLIN Guidelines for Libraries Offering Patron Access to the Internet" and the "OPLIN Sample Policy: Patron Access to the Internet"; Jill Billman-Royer seconded.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Jill Billman-Royer, aye; Susan Brown, aye; Karen Davis, aye; Joe Greenward, aye; Jamie Mason, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; and Becky Schultz, aye.

Next the Board considered two policies recommended for limited revisions.

Stephen thought that the "Policy in Regard to Library E-list Hosting Service" should have the last paragraph removed, since it referred to outdated technology and services that libraries could acquire elsewhere for negligible cost, but otherwise he felt that the policy should be unchanged, since several library groups still use the OPLIN listserv hardware and software.

Susan Brown questioned the wisdom of the language that specified that OPLIN "will train" list moderators. Michael Penrod asked if the current list moderators ever contact OPLIN, and Stephen replied they do not.

Joe Greenward pointed out that having such a policy could require OPLIN to provide listserv services for any library groups that requested them in the future, and such services are now available elsewhere for negligible cost.

Jamie Mason motioned to rescind the "Policy in Regard to Library E-list Hosting Service"; Susan Brown seconded.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Jill Billman-Royer, aye; Susan Brown, aye; Karen Davis, aye; Joe Greenward, aye; Jamie Mason, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; and Becky Schultz, aye.

Stephen presented the "Policy on Public Library Use of OPLIN" with the numbered item about public email accounts struck out, since it is no longer relevant.

Michael wondered if the Ohio Revised Code language duplicated this policy, but Stephen explained that the Code is not as specific as this policy.

The Board discussed some of the wording of the policy and suggested changing "worldwide Internet" to "Internet" and "obscene and illegal materials" to "obscene and/or illegal materials," as well as deleting the item about public email accounts.

Michael Penrod motioned to accept all of the suggested changes to the "Policy on Public Library Use of OPLIN"; Travis McAfee seconded.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Jill Billman-Royer, aye; Susan Brown, aye; Karen Davis, aye; Joe Greenward, aye; Jamie Mason, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; and Becky Schultz, aye.

The Board recessed for lunch at 11:48 a.m. and resumed discussions at 12:37 p.m.

Next the Board considered several policies recommended for consolidation into new policies.

Stephen felt that some parts of the "Statements Regarding OPLIN Participation & the Requirements of CIPA" are fairly important policy statements about local control of Internet access policies, but the rest of the policy is really procedure, and too specific. He proposed moving the local control policy statement into a new "Network Administration" policy along with another general statement about requesting information from libraries each year for E-rate purposes only.

Stephen also felt that the "OPLIN Community Good Neighbor Policy" is actually a list of procedures, not a policy. He proposed using some language from the end of the document to make a policy statement saying OPLIN proactively take steps to neutralize malicious activity on the network, and move that statement into the proposed "Network Administration" policy.

Stephen then argued that the "OPLIN Security Procedures" is also a list of procedures, not a policy, and he proposed that it be condensed into a policy statement within the proposed "Network Administration" policy.

Finally, Stephen presented the proposed new "Network Administration" policy built from components of these three old policies. He recommended that the old policies by rescinded and that the new "Network Administration" policy be adopted.

Michael Penrod motioned to rescind the "Statements Regarding OPLIN Participation & the Requirements of CIPA," the "OPLIN Community Good Neighbor Policy" and the "OPLIN Security Procedures," and that the new "Network Administration" policy be adopted; Jill Billman-Royer seconded.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Jill Billman-Royer, aye; Susan Brown, aye; Karen Davis, aye; Joe Greenward, aye; Jamie Mason, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; and Becky Schultz, aye.

Stephen turned next to two policies about the OPLIN website. The "OPLIN Web Site Privacy Policy" was written when the OPLIN website hosted links to information databases and was regularly visited by the general public. Most of the "OPLIN Disclaimer" was also useful when the OPLIN website was the public gateway to the information databases, but is no longer really relevant, with the exception of the last paragraph. Stephen proposed incorporating some of this material into the Privacy Policy and renaming it as "Website Policy," which he presented for Board approval.

Stephen clarified that this policy would be linked from the bottom of the OPLIN website home page, as well as from the Policies webpage, in conformance with current best practices for websites.

Susan Brown motioned to rescind the "OPLIN Web Site Privacy Policy" and the "OPLIN Disclaimer," and that the new "Website Policy" be adopted; Chris May seconded.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Jill Billman-Royer, aye; Susan Brown, aye; Karen Davis, aye; Joe Greenward, aye; Jamie Mason, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; and Becky Schultz, aye.

Next the Board considered the "Policy on OPLIN Sponsorship of Events Planned by Others," which Stephen had recommended for major revision. Stephen noted that this is a useful policy, but too detailed and with specific information that is outdated. He provided a proposed shorter version.

Michael Penrod motioned to approved the proposed revision of the policy on "OPLIN Sponsorship of Events Planned by Others"; Susan Brown seconded.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Jill Billman-Royer, aye; Susan Brown, aye; Karen Davis, aye; Joe Greenward, aye; Jamie Mason, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; and Becky Schultz, aye.

Next the Board reviewed two policies governing OPLIN office operations that were recently approved by the Board. Stephen explained that the policy on "Office Use of Internet, Email and Other IT Resources" was adopted in June 2015 to comply with a DAS directive, and the "Teleworking Policy" was extensively revised in February 2015. No changes were suggested for either policy.

Next the Board considered the current "Records Policy," which Stephen considered inadequate. It is simply a statement placed on the OPLIN website by Stephen when he became involved in working with the State Library on a records retention schedule, and now he feels this statement is inadequate. He proposed that it be replaced with a Board-approved policy stating how OPLIN will comply with state open records laws, and he provided a draft of such a statement.

Karen Davis motioned to approved the proposed "Records Policy"; Michael Penrod seconded.

Jill Billman-Royer suggested that the policy also name the OPLIN Director as the OPLIN records management officer. Karen and Michael revised their motion to include this statement.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Jill Billman-Royer, aye; Susan Brown, aye; Karen Davis, aye; Joe Greenward, aye; Jamie Mason, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; and Becky Schultz, aye.

Next the Board considered four policies not recommended for any changes.

Stephen argued that no changes were needed to the "Policy on the Provision of Network Services by OPLIN to Public Libraries," the "Policy on Internet Connections to Library Systems That Have Merged," the "Policy on Extending OPLIN Connections Beyond the Library" and the policy on "Public Libraries that Withdraw from OPLIN Network Services." He felt that all four were up to date and relevant. The Board agreed with this assessment.

Next the Board considered the "Procedures for local library compliance with OPLIN policy to control access to obscene or illegal materials as defined in the Ohio Revised Code." Stephen felt that this is a list of outdated procedures without any real policy statement. OPLIN does need a policy about this, however, since the Ohio Revised Code says the OPLIN Board "shall adopt a policy that requires each participant to establish and enforce procedures designed to keep juveniles who use the participant's services from having access to materials or performances that may be obscene or harmful to juveniles and to keep persons who are not juveniles and who use the participant's services from having access to materials or performances that may be obscene." Stephen proposed that the procedural details be summarized and added to a policy statement using the Revised Code wording. He provided a proposed revision

Michael Penrod motioned to approved the proposed revision of the policy on "Controlling access to obscene or harmful materials"; Chris May seconded.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Jill Billman-Royer, aye; Susan Brown, aye; Karen Davis, aye; Joe Greenward, aye; Jamie Mason, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; and Becky Schultz, aye.

Finally, the Board reviewed the policy on "Information Technology Security Management," which was written to conform to State of Ohio security policies, and is very thorough. It directs internal OPLIN IT security and does not specifically address the security of the network connections to public libraries, which would be covered by the new "Network Administration" policy. The Board did not recommend any changes.

9. NEW BUSINESS

There was no new business to come before the Board.

10. OPLIN DIRECTOR'S REPORT

Stephen Hedges remarked that most of the OPLIN activities since the last Board meeting had been or will be discussed in other agenda items, but he did provide an update on the DPLA (Digital Public Library of America) Ohio project, which is nearing the end of the one-year grant period. The DPLA Service Hub that results from the project probably will be called the "Buckeye State Network." The current timeline calls for submitting the Ohio application to DPLA on June 30. Several members of the Steering Committee will be attending DPLAfest in late April to talk with representatives from other Service Hubs. Stephen also described the current discussion regarding public library representation on the governing committees.

Regarding the OPLIN office activities calendar, Stephen highlighted website kit refresher training done by Laura Solomon and Karl Jendretzky's visits to a number of libraries to investigate network issues. Stephen also reported that he had done a presentation on DPLA at the OLC Northeast Chapter Conference, and had attended a conference on the Future of Libraries in the Digital Age hosted at Ohio State University. Finally, he reported that the E-rate Form 471 workshop had been successfully hosted at the OPLIN office, since space was not available at the State Library.

10.1. Library Services Manager report

Laura Solomon reported on her attendance at the Computers in Libraries conference in Washington DC. She is currently reviewing Drupal security for all of the website kits, and is also making some revisions based on usability recommendations from the Nielsen Norman Group.

10.2. Technology Projects Manager report

Karl Jendretzky noted that he has recently been getting more involved in trouble-shooting networks in smaller libraries and changing their router configurations to be able to remotely control some aspects of their networks. He also reported that the SMS messaging service has been growing by about 3% every month. Karl has been spending time moving servers to new virtual servers and simplifying the processes for recovering from failures. He reported that five CLEVNET libraries have been added to the OpenDNS service, and he expects more now that we have the new licensing. Finally, Karl reported that a failing 10 Gbps card has been removed from the OPLIN core router. In response to a comment from Stephen Hedges, Karl described the office VoIP system and reported that it has been performing well.

11. CHAIR'S REPORT

11.1. Report from Nominations Committee

Becky Schultz asked Jamie Mason to present the report from the ad hoc Nominations Committee.

Jamie reported that the Nominations Committee had met by phone and considered eight strong candidates for the one OPLIN Board seat opening at the end of June. In considering the Board demographics, the committee looked ahead to next year when the Board would be losing both of the current representatives from small libraries. It is the recommendation of the committee that the OPLIN Board request that the State Library Board appoint Jeff Garringer from the Pickaway County District Public Library to the OPLIN Board, and that the request also include re-appointment of Cindy Lombardo, Joe Greenward and Michael Penrod to the Board.

Jill Billman-Royer asked if Jeff Garringer had been a candidate for the Board before, and Stephen Hedges replied that he had.

Jamie pointed out that in two years the Board will lose both public library trustees. Stephen pointed out that next year, the Board would lose not only the small library representatives, but also the only representatives from southeast Ohio.

The Chair called for a vote on adoption of the Nominations Committee recommendation; all aye.

Stephen will present the Board's request at the May 19 meeting of the State Library Board.

11.2. Director's evaluation process

Becky Schultz called attention to the Director's evaluation spreadsheet that had been distributed to the Board. Stephen Hedges remarked that he had reviewed the spreadsheet and felt that it is still a good evaluation tool, covering the job duties of the OPLIN Director.

Becky asked Susan Brown to collect the completed spreadsheets from the Board and collate them for the next Board meeting.

11.3. Ethics training reminder

Becky Schultz reminded the Board that everyone is required to complete the online training available from the Ohio Ethics Commission. Stephen Hedges asked that Board members send him a copy of their training completion certificates so he can record that training has been completed.

11.4. Director search process

Becky Schultz initiated a discussion of the process for searching for a new OPLIN Director to replace Stephen Hedges when he retires next year. Stephen distributed information about the search process that was used when he was hired in April 2006. He noted that the search committee was formed in May 2005, but the search process did not really start until September, following some meetings about the future direction of OPLIN. Stephen reported that Stephanie Herriott had already begun to lay the foundation for hiring a new Director.

Stephen suggested that October may be a good date for advertising the position and asked for Stephanie's opinion. Stephanie pointed out that there was no limitation on how long the position could stay posted, and reminded the Board that the Governor's office would also need time to formally approve the appointment of a new Director, so she felt the sooner the process is started the better. Stephen also asked Stephanie about the candidate interviews, which were done by the entire Board last time, and Stephanie replied that the better practice is to have the search committee handle all aspects of the search, including the interviews, with regular feedback from the entire Board. Stephanie also noted there did not appear to be any EEO component in the last search process.

Stephen remarked that the search committee included five Board members last time, and Stephanie felt this number was "more than enough." Jill Billman-Royer noted that the OPLIN Board represents the demographics of the Ohio public library community pretty well, and would have oversight over the process, so a large committee should not be needed.

Jill wondered if the search committee had to be limited to Board members, and ensuing discussion brought consensus that there was value to having non-Board members on the committee. Jill suggested that a first step would be to determine who was interested in serving on the committee and if anyone from outside the Board would be asked to serve.

Joe Greenward and Michael Penrod volunteered to serve on the search committee. In response to a question from Jill, Stephanie replied that the search committee did not need to be filled today, that there was time for people to think about it and appoint the committee at the next Board meeting. Stephen asked that Board members share their thoughts with him about committee membership.

Susan Brown and Stephanie had some questions about the timing and content of the Director's evaluation. Stephanie noted that all state employees now must be evaluated on their "Customer Focus" competency. Stephen will revise the spreadsheet and send it to Board members.

Michael Penrod asked Stephen if his job description had been revised since he was hired; Stephen replied that it had not. Michael asked that Stephen review it and bring suggested changes to the next meeting.

12. ADJOURNMENT

On motion of Karen Davis and second of Susan Brown the Board adjourned at 1:50 p.m.

February 12, 2016

February 12, 2016 hedgesst Mon, 04/11/2016 - 08:02

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

Minutes — February 12, 2016

1. WELCOME and CALL TO ORDER

The one hundred fifty-fourth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, February 12, 2016 by Board Chair Becky Schultz at the OPLIN office in Columbus, Ohio.

Present were Board members: Marty Beets, Jill Billman-Royer, Susan Brown, Karen Davis, Joe Greenward, Jamie Mason, Chris May, Travis McAfee, Michael Penrod, and Becky Schultz.

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

2. APPROVAL OF THE AGENDA

Jill Billman-Royer motioned to approve the agenda as presented; Michael Penrod 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 provided an update on Public Library Fund (PLF) revenue and libraries with levies on the March ballot. He noted that Ohio Library Council (OLC) Chapter Conferences begin in March, and that OLC Legislative Day will be held on April 13 and will include a press conference this year. Finally, he announced that the new OLC website is now expected to launch next week.

4. APPROVAL OF THE MINUTES of December 11 meeting

Jamie Mason motioned to approve the minutes of the December 11, 2015 meeting as presented; Michael Penrod 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 as of January 31 and noted that both revenue and expenditures are very close to what they should be seven months into the fiscal year. She did call attention to the low expenditure for telecommunications services from the Office of Information Technology (OIT), noting that OIT is switching to annual billing and the bill was received after January 31. Stephen pointed out that the amount of the bill, which was based on last year's total expenditure, was less than budgeted.

Michael Penrod motioned to accept the Financial Reports; Chris May seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

6. OLD BUSINESS

6.1. Approve Extending OPLIN policy

Stephen Hedges distributed a copy of the current "Policy on Extending OPLIN to Other Institutions," a copy of the current policy with extensive changes marked to convert it to a "Policy on Extending OPLIN Connections Beyond the Library," and a clean copy of the proposed revised policy. He reminded the Board of discussions related to this policy at the October and December meetings, and of the Board request that he bring a recommended policy to them at this meeting.

Stephen explained that his review of the previous discussions clarified that there were two issues that needed to be addressed by this policy: the sharing of OPLIN connections with other institutions; and the sharing of OPLIN connections with the general public outside the library premises. The Board had not seemed to support any change in the current policy regarding sharing OPLIN connections with other institutions. On the other hand, the Board discussions seemed to favor sharing OPLIN connections with the general public outside the library. Stephen also noted that the wording of the Ohio Revised Code language regarding OPLIN seemed to support these positions, so he tried to incorporate them into the proposed policy revision.

The policy proposal was reviewed by other OPLIN staff, with particular discussion about the best ways to enforce the prohibition against sharing an OPLIN connection with other institutions. The results of the staff discussions are included in the proposal.

Jamie Mason motioned to accept the revised policy as presented; Michael Penrod seconded.

After discussion, Jill Billman-Royer motioned to amend the policy by replacing "should remember two things" with "shall accept two conditions"; Susan Brown seconded.

The Chair called for a vote on the amendment; all aye.

There was no further discussion of the amended policy, so the Chair called for a vote on the original motion.

Recorded vote: Marty Beets, aye; Jill Billman-Royer, aye; Susan Brown, aye; Karen Davis, aye; Joe Greenward, aye; Jamie Mason, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; and Becky Schultz, aye.

6.2. Report on OpenDNS licensing

Stephen Hedges noted that at the last meeting there had been discussion of acquiring licenses for public libraries to use a more sophisticated product from OpenDNS for Internet filtering, but no quote had been received from OpenDNS at that time, so this item was held over for action at this meeting. After the December meeting, however, OpenDNS agreed to provide the better product to Ohio public libraries at no additional cost. Therefore no action by the Board is needed.

6.3. Report on OIT Network Services MOU

Stephen Hedges communicated to OIT the Board's December decision to decline the Memorandum of Understanding with OIT for billing Internet access costs, explaining to OIT the Board's concern that accepting the MOU at this time would leave OPLIN ineligible for E-rate reimbursements of OIT costs. It was Stephen's previous understanding that OIT would make a different proposal to the Board, but instead they have simply issued an invoice for all costs for fiscal year 2016. Since this does not involve any contractual agreement, the E-rate reimbursement is not endangered and no action by the Board is needed.

7. NEW BUSINESS

7.1. Approve sponsorship of OLC Convention and Expo

Stephen Hedges distributed a letter from Lori Hensley, Director of Education and Events for the Ohio Library Council, offering the opportunity for OPLIN to again be a Platinum Sponsor ($10,000) of the OLC Convention and Expo in September. The contribution would offset Internet access fees at the venue and allow OLC to provide several Internet computers and a device charging station for conference attendees. OPLIN would be acknowledged on conference materials and signage and would receive free space and electricity service in the exhibit hall, as well as meeting space for the annual OPLIN update.

Susan Brown motioned to provide $10,000 to OLC for Platinum level sponsorship of the OLC Convention and Expo; Michael Penrod seconded.

In discussion of the motion, there was a request for clarification concerning the name of the annual update session, formerly called the "Stakeholders Meeting," and the expected attendees. There was also a concern voiced that this expenditure might be viewed as a violation of state agency spending rules, since the motion does not specify how the funds would be used, but Stephen noted that the expenditure is really for one item — sponsorship of a convention — and is not a commitment to pay for other itemized costs.

There was no further discussion, so the Chair called for a vote on the motion.

Recorded vote: Marty Beets, aye; Jill Billman-Royer, aye; Susan Brown, aye; Karen Davis, aye; Joe Greenward, aye; Jamie Mason, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; and Becky Schultz, aye.

7.2. Discuss simplification of OPLIN policies

Stephen Hedges presented a document listing all of the current OPLIN policies, which are currently located in different areas of the OPLIN website and are difficult to find. With this one page listing, however, it becomes clear that some policies have not been reviewed for a long time and may either need to be changed or rescinded. For example, the "OPLIN Disclaimer" deals with the OPLIN website when it was the public gateway to the information databases, so it is now obsolete. Stephen discussed a few other similar examples.

Stephen asked the Board if: they agreed that a review of the entire body of OPLIN policies is needed, and if so; does the Board want to undertake this project in stages throughout the coming year, or; does the Board want to dedicate some time at the April planning meeting to reviewing all the policies.

Jamie Mason noted that some of these documents are not really policies and wondered if Board action was needed to remove them, but while Stephen agreed, he noted that they had been adopted by Board action, so he felt Board action was necessary to rescind them.

Michael Penrod suggested that Stephen prepare a complete policy "manual" for Board review at the April meeting or as soon as possible thereafter, paying special attention to removing procedures from policies. The Board was in general consensus with this suggestion.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported on a number of activities related to the DPLA-Ohio (Digital Public Library of America in Ohio) project, which has been occupying much of his time recently. He has also been busy working with Lorrie Germann on E-rate materials, since the new online system this year is requiring much more time and effort to get things set up properly. Stephen informed the Board that he has completed the staff evaluations for 2015 and will now move on to creating evaluation materials for 2016, which will need careful attention, since there is a possibility that at some point in the future the state may start awarding pay increases based on employee performance. Finally, Stephen announced that the Content Advisory Committee would be meeting on February 17 to prepare recommendations and suggestions for the Board regarding online databases. In particular, he plans to discuss the current process of selecting the Ohio Web Library databases with the committee. In response to a question asking if it still makes sense to buy the databases in partnership, Stephen replied that the basic concepts of the original partnership are still valid, but the database selection has evolved over the years to the point where the Libraries Connect Ohio partners are concerned that the needs of the largest contributors are not being met.

8.1. Library Services Manager report

Laura Solomon reported that she has been upgrading the website kits to add new features that libraries have inquired about, and has been testing some other new features. One of these is a module that allows her to include drop-down menus on the websites and still keep them accessible to those who have vision impairments and use special software to convert websites to speech. Finally, she reported that she will be a presenter at the Massachusetts Library Association 2016 Conference in May.

8.2. Technology Projects Manager report

Karl Jendretzky provided more details on the improved OpenDNS licenses now available to libraries through OPLIN. He also reported that the last of the old T1 lines has now been replaced, which makes some old hardware available for other uses, and he described new servers going into production at the network core.

Karl reported that he had investigated TV whitespace hardware, to be able to advise libraries, and found that one company dominates that market and that the bandwidth capacity of the hardware is rather limited. Karl also reported that Cleveland Public Library has begun using the OPLIN SMS notification system, boosting usage to about 77,000 patron notifications a month.

Karl updated the Board on progress toward installing network cards that can handle up to 100 Gbps in the OPLIN core router to accommodate VoIP traffic from libraries. The Board expressed concern that Karl could be spending a lot of time on a project that only served a few libraries and advised caution in that regard.

Karl also reported that networked printers in libraries have been hacked recently if they are using a public IP address, so he has been advising libraries on re-addressing their printers. Finally, Karl reported that the OPLIN office has started using Slack for intraoffice communication.

8.3. Database usage

Stephen Hedges reported that World Book statistics are still not available online, but World Book staff have been providing statistics spreadsheets to OPLIN, INFOhio, and OhioLINK. The database usage statistics in general have settled into a pattern that is almost identical to last year.

9. CHAIR'S REPORT

9.1. Board nominations committee

Becky Schultz noted that Jamie Mason will be leaving the Board after June, having served two full terms, and that Cindy Lombardo, Joe Greenward, and Michael Penrod are coming to the end of their first terms. She therefore appointed Jamie, Karen Davis, and Susan Brown to a committee to collect and review nominations for Board membership. Jamie asked that Stephen review last year's nominations as well.

9.2. Plans for April Planning Meeting

Becky Schultz asked Stephen Hedges to describe plans for the April 8 planning meeting. Stephen provided an overview of the meeting time, the agenda, and the lunch arrangements for the day.

9.3. Ethics form reminder

Becky Schultz reminded the Board that their annual Financial Disclosure Statements are due at the Ohio Ethics Commission by April 15.

10. ADJOURNMENT

On motion of Karen Davis and second of Travis McAfee the Board adjourned at 11:20 a.m.

December 11, 2015

December 11, 2015 hedgesst Fri, 02/12/2016 - 15:54

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

Minutes — December 11, 2015

1. WELCOME and CALL TO ORDER

The one hundred fifty-third meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:05 a.m. on Friday, December 11, 2015 by Board Chair Becky Schultz at the OPLIN office in Columbus, Ohio.

Present were Board members: Jill Billman-Royer, Susan Brown, Karen Davis, Joe Greenward, Cindy Lombardo, Jamie Mason, Chris May, Travis McAfee, Michael Penrod, and Becky Schultz.

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

2. APPROVAL OF THE AGENDA

Jill Billman-Royer motioned to approve the agenda as presented; Susan Brown 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 described several LSTA grants awarded at the State Library Board meeting on Tuesday. The State Library Board also has a member whose term is expiring, so they submitted names to the State Board of Education for possible appointment. Beverly shared information about the DPLA (Digital Public Library of America) in Ohio project symposium that was held at the State Library last week. Following discussions at the symposium, the State Library may take a leadership role in this project.

Doug Evans again thanked the Board for sponsorship of the Ohio Library Council (OLC) Convention and Expo in Cincinnati in October. He expects that the OLC will request support in February for the upcoming convention in September 2016. Doug also expressed his appreciation for OPLIN co-sponsorship of the successful RightClick 2015 convention in November. Doug noted that the OLC was involved in one of the LSTA grants awarded by the State Library Board, which will train librarians in data analysis. Doug then provided an update on several initiatives pending in the state legislature that OLC is monitoring. The Public Library Fund (PLF) distributions to libraries have increased as a result of the successful effort to increase library funding in the new state budget, but some pending legislation could reduce the PLF. Finally, Doug announced that the new OLC website, part of their re-branding, should debut in January.

4. APPROVAL OF THE MINUTES of October 9 meeting

Karen Davis motioned to approve the minutes of the October 9 meeting as presented; Jamie Mason seconded. There was no discussion, so the Chair called for a vote on the motion; all aye, with Jill Billman-Royer abstaining.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee discussed the financial reports provided to the Board. She noted that the Fiscal Year 2016 budgeted amount for the OPLIN payment toward the cost of the Ohio Web Library information resources had been adjusted. She noted that no bills had yet been received from the Office of Information Technology (OIT) for telecommunications costs. In the Revenue/Cash Balance Report, she noted that E-rate reimbursements were being received a bit sooner than expected. Stephen Hedges explained that the adjustment in the payment for the Ohio Web Library resulted from circumstances surrounding the reduction in INFOhio's budget and the subsequent cancellation of the LearningExpress Library statewide subscription.

Jill Billman-Royer motioned to accept the Financial Reports; Cindy Lombardo seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

6. OLD BUSINESS

6.1. Discuss Extending OPLIN Internet to Other Institutions policy

Stephen Hedges reminded the Board of the discussion of TV white space at the October Board meeting, where it had been decided to begin asking libraries to report such off-premises use of OPLIN circuits as part of the OPLIN E-rate process, and also to begin work on revising this policy. Stephen briefly explained the history of this policy, which was originally intended to keep libraries from sharing their OPLIN connection with schools and other local institutions. The current version has not been substantially revised in 15 years. The basic assumption is that OPLIN receives funds to provide services to public libraries, and thus OPLIN services should be limited to public libraries. If that assumption is still valid, there needs to be some way to control non-library use of OPLIN circuits.

Stephen presented three options for controlling non-library use of OPLIN circuits. One would be to simply forbid such use. Another would be the current policy, which ceases upgrades to a library's circuit if it is shared, though Stephen noted that the many overly-large circuits currently purchased to take advantage of financial incentives could make this a meaningless deterrent. The third option would be to charge the library for non-library use of circuits, which was discussed in 2012 and rejected due to the heavy burden of administering such a policy. Stephen noted that there is also a very basic question of how appropriate it is for OPLIN to dictate how a library may use their OPLIN circuit.

Ensuing discussion raised many questions. Does OPLIN need to change the policy? Would the legislature feel that public library funds were being misspent? Would some public libraries feel that non-library use of OPLIN circuits, funded by public library funds, was inappropriate? As long as the circuit is not shared with institutions, do some public libraries have the right to prevent other libraries from using the OPLIN circuit to serve their community as they see fit? There was consensus that OPLIN circuits should not be shared with local institutions, but general public use of OPLIN circuits should be handled differently. It was also understood that use of a library wi-fi connection that extends beyond the building walls to the parking lot or nearby buildings is ancillary use of the OPLIN circuit and not subject to this policy.

Should OPLIN ask libraries to provide a plan for how the library intends to use the OPLIN circuit outside of library property? Should OPLIN require that a library purchase a separate circuit for such non-library use? Since TV white space is the current technology that makes it feasible for a library to connect off-premises locations to the OPLIN circuit, should the policy specifically address TV white space, with the understanding that it will be revised as new technologies develop?

If TV white space is specifically addressed, should it be permitted or not? How much of a library's circuit is it likely to use? What if the library decided to provide TV white space Internet to an entire town? Is OPLIN responsible for providing technical support for such usage? Would the legislature feel that the library was competing with private businesses if it functioned as the Internet service provider for a community?

The Board asked Stephen to bring his recommended version of the policy to the February meeting for further discussion.

6.2. Discuss dissemination of CIPA requirements document

Stephen Hedges presented a document he had written about requirements for CIPA (Childrens Internet Protection Act) compliance. This resulted from an October Board meeting discussion about the need to better inform libraries about CIPA, since many of the recent E-rate Modernization changes put more emphasis on supporting services that require CIPA compliance for E-rate funding. He asked the Board for advice on how to disseminate this document, to get information to libraries without giving the impression that OPLIN advocates CIPA compliance.

The Board speculated that some libraries are not compliant with CIPA because they are uncomfortable with managing a filter, and Stephen noted that the document contains some information about using the free filter (OpenDNS) available from OPLIN. In response to a question, Stephen confirmed that OPLIN would receive more E-rate funds if more libraries were CIPA-compliant.

Stephen suggested that the document be posted on the OPLIN website and on the website the libraries use to report their CIPA status to OPLIN, but not disseminated through the email lists. Beverly Cain and Doug Evans also offered to link to the document from the State Library and the OLC websites. The Board felt that the availability of OpenDNS, however, should be well-publicized, and that many libraries would be interested in being CIPA-compliant if they had this information.

Stephen will place the document on the OPLIN website, provide a link to the document to the State Library and OLC for their websites, and will then start the process of informing libraries about the availability of free OpenDNS through OPLIN.

7. NEW BUSINESS

7.1. Discuss OpenDNS licensing

Karl Jendretzky noted that the OPLIN OpenDNS filtering cannot be used by CLEVNET libraries, because of the configuration of the CLEVNET Domain Name System (DNS). OpenDNS, however, does have a more advanced product that would work for CLEVNET, and would also allow all libraries to have more control over how filtering is implemented on individual workstations. Licensing fees for this product would not be assessed at the site level, but at the workstation level. Karl does not know what those fees would be; OpenDNS has not provided that information yet.

Stephen Hedges explained that this item was included on the agenda in the hope that the costs would be known before this meeting, but since the cost is still unknown, he asked the Board for general thoughts about spending more for filtering and getting this better product. Travis McAfee and Michael Penrod reported that the cooperating libraries of Wood County do not use the current OpenDNS filtering because it does not have the advanced capabilities that would be available in the better OpenDNS product. The Board looked forward to having cost information at the February meeting and making a formal decision then.

7.2. Approve OIT Network Services MOU

Stephen Hedges provided copies of a Memorandum of Understanding that OIT has requested for setting the annual cost of their Internet services provided to OPLIN. This would change billing from monthly to a single annual bill for Fiscal Year 2016. Stephen had concerns about the effect of signing such an MOU on OPLIN's E-rate funding, since any contracts for Internet services should have been in place before OPLIN submitted the application last spring for E-rate discounts in Fiscal Year 2016. Lorrie Germann, state E-rate coordinator, confirmed that signing an MOU now that set pricing for Internet services would preclude OPLIN from receiving any E-rate discounts for OIT services this year; however, a document that simply changed the billing cycle would probably not cause a problem. OIT subsequently has edited the document to attempt to address this problem.

The Board discussed some other concerns with the MOU language and possible ways to make changes, but in general questioned the need for any MOU at all. In particular, the Board was uncomfortable with signing any document which could endanger E-rate discounts. It was also noted that OPLIN revenue is received monthly, so a large annual payment could be a problem.

Jamie Mason motioned to reject the proposed Memorandum of Understanding; Michael Penrod seconded. There was no further discussion, so the Chair called for a vote.

Recorded vote: Jill Billman-Royer, aye, Susan Brown, aye, Karen Davis, aye, Joe Greenward, aye; Cindy Lombardo, aye; Jamie Mason, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; and Becky Schultz, aye.

Further new business (Ohio History Day)

The Chair asked if there was any further new business to come before the Board. Stephen Hedges reported that he had been contacted about sponsoring awards for Ohio History Day, as OPLIN did last year, and asked if anyone had any objections to repeating last year's awards. There were no objections.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges seconded Doug Evans' remarks earlier in the meeting as to the success of the RightClick 2015 workshop. Feedback from participants was very positive. Jill Billman-Royer thanked Laura Solomon and Karl Jendretzky for the initial idea of hosting an ice breaker event before the formal workshop. The first of the annual E-rate workshops has been completed, and the online system for collecting E-rate forms required from libraries for OPLIN has been improved, with a new area for reporting the amount of bandwidth traversing the OPLIN network that originates off library premises.

Stephen reported on his appearance before the Sunset Review Committee, which is required every five years. The Committee asked questions about the activities of the Board.

Stephen also followed up on Beverly Cain's earlier comments about the DPLA symposium with further information about the progress of that project. Stephen distributed one of the possible organization models discussed at the symposium and noted that the public library area of the model needs further planning. OPLIN could assist with leadership and resources in this area, and Stephen asked how much the Board might be willing to do. Since many organization decisions will need to happen before the February Board meeting, he requested an idea of how much latitude he had for offering OPLIN resources to the project.

Since Beverly had indicated the State Library might take leadership of the currently planned three-year pilot project for a DPLA Ohio hub, Board members asked her some questions about what the State Library might need in the way of support. Stephen also refreshed the Board on the support OPLIN has provided so far. The Board expressed interest in generally assisting the State Library with its needs. Stephen suggested that as those needs are determined, he could consult with the Executive Committee about how much support could come from OPLIN, pending the next full Board meeting.

8.1. Technology Projects Manager report

Karl Jendretzky explained some of the changes to the system for collecting E-rate forms from libraries, and also reported he had rebuilt the server handling SMS texting for libraries. Karl also reported developments with OIT and AT&T that could result in positive changes to the configuration of the OPLIN core. Karl reported that he has had good results dealing with Time Warner Cable directly for troubleshooting circuits, instead of working through the OIT Call center. Karl provided information about network attacks that the OPLIN DDoS hardware had successfully blocked. Finally, Karl reported on some changes to the OPLIN office infrastructure following a recent power outage.

8.2. Library Services Manager report

Laura Solomon noted that the website kit work has slowed down as the holidays approach, so she has been working on preparing some new features for the kits. Laura also reported on a successful, standing-room-only presentation about online tools at the Indiana Library Federation convention.

8.3. Database usage

Stephen Hedges reported that database usage statistics have been holding steady compared to last year, but he did note that World Book usage statistics are not included, since those statistics have not been available to OPLIN since September. World Book reports that the failure has been caused by work they are doing to upgrade their systems.

9. CHAIR'S REPORT

The Chair had no report.

10. ADJOURNMENT

On motion of Michael Penrod and second of Karen Davis the Board adjourned at 12:05 p.m.

October 9, 2015

October 9, 2015 hedgesst Tue, 12/15/2015 - 13:40

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

Minutes — October 9, 2015

1. WELCOME and CALL TO ORDER

The one hundred fifty-second meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, October 9, 2015 by Board Vice-Chair Susan Brown at the Duke Energy Convention Center in Cincinnati, Ohio.

Present were Board members: Marty Beets, Susan Brown, Karen Davis, Joe Greenward, Jamie Mason, Chris May, and Travis McAfee.

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

2. APPROVAL OF THE AGENDA

Karen Davis motioned to approve the agenda as presented; Joe Greenward seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

3. PUBLIC PARTICIPATION

The Vice-Chair called for public participation.

Doug Evans reported on the Ohio Library Council (OLC) Convention & Expo and thanked the Board for their financial support of the convention. Doug noted that OPLIN sponsorship of the convention Internet was appreciated by attendees; the available bandwidth had to be doubled twice during the course of the convention. Doug also reported that the upcoming RightClick 2015 event co-sponsored by OLC and OPLIN on November 5-6 is coming together nicely.

Doug Evans left the meeting at 10:05.

4. APPROVAL OF THE MINUTES of August 14 meeting

Travis McAfee motioned to approve the minutes of the August 14 meeting as presented; Chris May seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

In the absence of Jamie Pardee, Stephen Hedges presented information about the Budget/Expenditures as of September 30, the first quarter of Fiscal Year 2016. For most accounts, about a fourth of the alloted budget has either been disbursed or encumbered, although the quarterly invoices for the database subscriptions and for Internet access through the Office of Information Technology (OIT) have not yet been received. In the Revenue/Cash Balance report, Stephen pointed out the revenue received from website kits maintenance renewals in July.

Jamie Mason motioned to accept the Financial Reports; Karen Davis seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

6. OLD BUSINESS

There was no old business to come before the Board.

7. NEW BUSINESS

7.1. Discuss hot spot lending, TV white space and E-rate

Stephen Hedges shared some email correspondence about two current trends in libraries that could involve OPLIN: using TV white space, and lending of wireless hot spots.

Stephen explained TV white space, the wireless frequencies that are now available following the abandonment of analog TV broadcasts and can be used by libraries to establish short-range wireless connections to the library building. Library usage of TV white space is currently being promoted by the Gigabit Libraries Network. There are E-rate implications, however, since any Internet traffic that does not originate from library property must be cost allocated out of E-rate reimbursements. Thus far, when libraries have asked if OPLIN would allow TV white space traffic to traverse the OPLIN network, the OPLIN response has been to remind the library of the OPLIN "Policy on Extending OPLIN to Other Institutions," which pre-dates OPLIN involvement with E-rate.

Historically, OPLIN has tried not to restrict how libraries use their OPLIN connections. In order to comply with E-rate rules, however, Stephen noted that OPLIN must now at least ask if a library is providing access to the OPLIN network from locations that cannot be considered library property. If the library is providing such access, then OPLIN must ask them to report each year the amount of off-premises bandwidth that is entering the OPLIN network, so OPLIN can make the corresponding reductions in E-rate applications.

Another email Stephen shared inquired if OPLIN was considering a consortium purchase of wifi hot spots for lending to the public, so people could use a cellular network connection to establish Internet access for their personal devices. Several libraries have received a good amount of publicity for providing this service, and many larger Ohio libraries are actively considering it. Currently such devices do not use the OPLIN network, so E-rate is not currently an issue, and OPLIN policies on use of the network also do not apply.

Related to the discussion of how libraries might use the OPLIN network, Stephen also mentioned that the network equipment currently cannot provide Quality of Service (QoS), which is needed if a library wants to use the OPLIN connection for Voice over IP (VoIP) phone service. OPLIN has never tailored the network for specific services, opting to just provide adequate amounts of plain Internet bandwidth.

Stephen summarized by saying that libraries are exploring uses of the network that could require some changes in OPLIN policies and past practices.

Karen Davis asked if the current E-rate Modernization program might result in a change of E-rate rules regarding off-premises Internet access, but Stephen felt this was unlikely, since most of the E-rate Modernization changes relating to wireless services deal with internal wireless connections. Jamie Mason felt it was still appropriate to refrain as much as possible from restricting use of the network. Marty Beets noted that TV white space, if used to establish many E-rate ineligible community Internet access points, could have a noticeable effect on the OPLIN budget.

Discussion moved to E-rate Modernization and compliance with the Children's Internet Protection Act (CIPA), since many of the E-rate changes shift funding from services that do not require CIPA compliance (telecommunications services without Internet access) to those that do (e.g. maintenance of internal wireless networks). Stephen noted a conversation he had with the director of a large library who felt that libraries could use more guidance on the minimum requirements for CIPA compliance. Travis McAfee noted that some small libraries may not be familiar with improvements in modern filtering, like the OpenDNS available for free from OPLIN. For some libraries, it could make sense for Karl Jendretzky to set up OpenDNS for them at their request, since it could increase OPLIN E-rate reimbursements for Internet access.

It was agreed that Stephen would notify libraries that OPLIN will be requesting information about off-premises use of the OPLIN network this year. For the next Board meeting, Stephen will bring proposed edits to the current OPLIN policy on sharing the network.

Regarding consortium purchase of wifi hot spots, Marty Beets noted that there is also a national consortium deal available to libraries from the non-profit Mobile Beacon through TechSoup for $10 a month per hot spot. The Board felt it would be very unlikely that OPLIN could negotiate a better deal than that.

OPLIN will also investigate how CIPA-compliance education can be improved and expanded.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported on the test of the Ohio One Network authorized by the Board at the August meeting. OPLIN requested that Ohio One equipment be installed at two libraries which have networking issues and would be good test sites. To date, nothing has happened. He also reported on the annual Stakeholders Meeting, held on Wednesday, which was sparsely attended. Stephen speculated that many people think the Stakeholders Meeting is only for "stakeholders" and assume that does not include them. The Board agreed that a different name might be needed.

Regarding office activities, Stephen highlighted an ETM meeting at Geauga County Public Library, the Ohio Digitization Interest Group (OhioDIG) meeting at the Westerville Public Library, and preparations for the upcoming DPLA in Ohio Project symposium.

8.1. Technology Projects Manager report

Karl Jendretzky reported that the connection to Cleveland Public Library has been upgraded to 4 Gbps, and that OPLIN will be working with CLEVNET staff to try to find a way to make OpenDNS work for CLEVNET member libraries, which could boost OpenDNS usage to about 120 libraries. While investigating a possible network issue with the Cincinnati library, Karl implemented new monitoring tools and is now finding some hidden problems on other connections. The new circuit for Toledo has also been completed after a long delay.

Karl also reported that the SMS notification system for library patrons is now being used by Cleveland Public Library, which has boosted the number of notifications sent to about 75,000 each month. He has also set up some new virtualization servers for hosting the library website kits. Finally, Karl noted that a planned upgrade to the core router using capital budget funds would allow QoS configuration for libraries using their OPLIN circuit for VoIP.

8.2. Library Services Manager report

Laura Solomon reported that two libraries have contracted for new website kits. She has also built a new OPLIN website, using usage data from the old website to make the most frequently viewed content easier to find. She rebuilt the OPLIN 4cast blog site, too, to match the style of the new OPLIN website.

8.3. Database usage

Stephen Hedges reported that over the past few months database usage compared to the same period last year has changed very little. World Book statistical reports have not included individual library usage numbers, but he was able to get overall OPLIN usage numbers from them.

11. CHAIR'S REPORT

The Vice-Chair had no report.

12. ADJOURNMENT

On motion of Joe Greenward and second of Travis McAfee the Board adjourned at 11:15 a.m.

August 14, 2015

August 14, 2015 hedgesst Tue, 10/27/2015 - 10:26

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

Minutes — August 14, 2015

1. WELCOME and CALL TO ORDER

The one hundred fifty-first meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, August 14, 2015 by Board Chair Jill Billman-Royer at the OPLIN office in Columbus, Ohio.

Present were Board members: Marty Beets, Jill Billman-Royer, Susan Brown, Karen Davis, Joe Greenward, Jamie Mason, Chris May, Travis McAfee, Michael Penrod, and Becky Schultz.

Also present were: Stephen Hedges, Laura Solomon, and Karl Jendretzky (OPLIN); Stephanie Herriott (State Library); and Michelle Francis (Ohio Library Council). Ann Watson (State Library) arrived at 10:15.

2. NOMINATION and ELECTION OF BOARD OFFICERS

Jill Billman-Royer presented the slate of officer candidates recommended by the Nominations Committee: Becky Schultz, Chair; Susan Brown, Vice-Chair; Cindy Lombardo, Secretary; and Michael Penrod, Treasurer. Jill asked if there were any additional nominations, and there were none.

The Chair called for a vote on the slate of officers submitted by the Nominations Committee; all aye.

Stephen Hedges thanked Jill Billman-Royer for her exceptional work as Board Chair.

3. APPROVAL OF THE AGENDA

Jill Billman-Royer motioned to approve the agenda as presented; Susan Brown seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

4. ESTABLISH BOARD MEETING SCHEDULE for FY 2016

Chair Becky Schultz asked for approval of the following schedule of meetings, all at the OPLIN office starting at 10:00 a.m. unless otherwise noted: October 9, 2015 (at Duke Energy Convention Center, Cincinnati); December 11, 2015; February 12, 2016; April 8, 2016 (9:00 a.m. start); and June 10, 2016. She also asked for approval of two further meetings for planning purposes: August 12, 2016; and October 14, 2016. All meetings are on the second Friday of even-numbered months.

Karen Davis motioned to approve the Board meeting schedule as presented; Michael Penrod 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.

Michelle Francis reported briefly on Ohio Library Council (OLC) discussions with directors of small libraries, the new OLC website under development, and the upcoming OLC Convention. She also distributed a summary of provisions in the new state budget that potentially affect libraries and described the more important ones. She noted that a webinar on the state budget has been posted on the OLC website.

Michelle described a meeting she and Stephen Hedges had with Rep. Terry Boose, who would like to do something special for libraries before he leaves the legislature and had heard good things about CLEVNET. Stephen suggested to him that extending OPLIN connections to branch libraries would be one thing that could be done to bring OPLIN closer to the CLEVNET model. Michelle and Stephen made it clear, however, that a prerequisite for such an extension of OPLIN would be moving OPLIN funding out of the Public Library Fund (PLF) and back into the General Revenue Fund (GRF).

Michelle has since had discussions with a few other legislators and a few library directors. Legislative leaders are indicating that moving OPLIN out of the PLF, so soon after a significant increase in the PLF, would be a very big request. In response to a question from the Board, Michelle noted that using more PLF money to fund an OPLIN expansion would create issues for libraries without branches who would not benefit, but would just see their PLF funding reduced. Stephen also explained that the financial benefit to many libraries that do have branches would not be significant, since they are often getting very high E-rate discounts on branch connection costs.

For these reasons, Michelle and Stephen do not plan to work on extending OPLIN connections to branches. Stephen did note, however, that he and Michelle had assumed that the OPLIN Board would support moving OPLIN funding out of the PLF, should an appropriate opportunity arise, and he asked if this was still the will of the Board.

The Board had some concern that removing OPLIN from the PLF would simply reduce the PLF by the amount of the OPLIN funding. Michelle noted that OPLIN funding is a fixed amount, while the PLF is calculated by a formula, so reducing the PLF by the exact amount of OPLIN funding was not likely, though some adjustment to the formula would be probable. Ann Watson asked if there were disadvantages to OPLIN funding coming from the GRF, and Stephen replied that OPLIN would be asked to prepare the same reduced-level budget requests that other state agencies funded from the GRF are asked to submit. Michelle noted, however, that as long as OPLIN is funded from the PLF there is no likelihood of requesting increased OPLIN funding either. The consensus of the Board was to continue to look for opportunities to remove OPLIN funding from the PLF.

6. APPROVAL OF THE MINUTES of June 12 meeting

Michael Penrod motioned to approve the minutes of the June 12 meeting as presented; Susan Brown seconded. There was no discussion, so the Chair called for a vote on the motion; all aye, with Jill Billman-Royer abstaining.

7. ACCEPTANCE OF THE FINANCIAL REPORTS

In the absence of Jamie Pardee, Stephen Hedges presented information about the Budget/Expenditures as of July 31, which now includes final budget numbers for Fiscal Year 2015. Stephen noted that Administration expenditures were 10.2% of total expenditures in FY2015, as opposed to 9.2% in FY2014, but this change was due to a decrease in total expenditures, rather than an increase in Administration expenditures. In FY2014 there were expenditures related to the Digitization Hubs grant and the extension to the subscriptions for NewsBank and Mango Languages; these expenditures were not needed in FY2015. While there was an exceptional expenditure in FY2015 for the network protection measures, this was offset by savings in telecommunications costs.

For FY2016, the approved expenditure for the DPLA in Ohio Project has not yet been added to the budget. Also, the amount due for the Libraries Connect Ohio (LCO) purchase of databases will be lower than currently reflected, since LearningExpress Library was cancelled after INFOhio's funding was cut in the new state budget.

Stephen also discussed the Revenue/Cash Balance numbers for FY2015, noting that the cash position at the end of the year was a little over $250,000 more than at the beginning of the year. Much of this is due to higher than anticipated E-rate reimbursements received within the fiscal year. Revenue from the PLF has not changed since FY2012.

Michael Penrod motioned to accept the Financial Reports; Jamie Mason seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

8. OLD BUSINESS

8.1. Approve Strategic Plan

Stephen Hedges provided a draft of the strategic plan that included changes discussed at the June meeting. Stephen summarized changes that had been presented and discussed at the June meeting and noted that the major change then requested was that a summary of the plan be added. The version now presented to the Board included such a summary; the time period covered by the plan was also changed to coincide with the state budget biennium.

Jill Billman-Royer motioned to approve the Strategic Plan as presented; Michael Penrod seconded.

During discussion, Board members expressed approval of the added summary.

There was no further discussion of the motion, so the Chair called for a vote.

Recorded vote: Marty Beets, aye; Jill Billman-Royer, aye; Susan Brown, aye; Karen Davis, aye; Joe Greenward, aye; Jamie Mason, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; and Becky Schultz, aye.

9. NEW BUSINESS

9.1. Approve salary increases

Stephen Hedges explained that the state is offering "exempt parity" to state employees, such as OPLIN staff, that are not part of a bargaining unit ("exempt"). Since bargaining unit employees will be receiving 2.5% raises in the new state budget biennium, exempt employees are also being offered 2.5% raises for parity. In cases where boards have the authority to set salaries, which is the case with OPLIN, the agency board must pass a resolution authorizing the increase.

Stephanie Herriott explained that while one bargaining unit has agreed to 2.5% raises each year for three years, not all bargaining units have reached agreements with the state as yet, so agencies are asked to limit exempt staff salary increases to one year for now.

Chair Becky Schultz recognized Jamie Mason to offer the following resolution:

In that the new biennium budget (HB 64) awards State of Ohio E-1 employees a 2.5% salary increase beginning on the first day of the pay period that includes July 1, 2015 and allows increases up to 2.5% for other exempt state employees, the OPLIN board approves adjusting the compensation of each OPLIN staff member to one that reflects a 2.5% salary increase for each employee beginning with the pay period that includes July 1, 2015.

Jill Billman-Royer seconded the resolution.

Recorded vote: Marty Beets, aye; Jill Billman-Royer, aye; Susan Brown, aye; Karen Davis, aye; Joe Greenward, aye; Jamie Mason, aye; Chris May, aye; Travis McAfee, aye; Michael Penrod, aye; and Becky Schultz, aye.

9.2. Discuss joining Ohio One network

Stephen Hedges distributed several documents related to the Ohio One network, reminding Board members that this statewide networking initiative had been discussed a bit at the April Board meeting. Stephen provided a brief refresher on the concepts underlying the proposed network. Stephen and Karl Jendretzky reported on a meeting with representatives of the Office of Information Technology (OIT) and OARnet to discuss including the OPLIN network in Ohio One. This would entail installing additional equipment at the libraries.

Karl pointed out that the Ohio One concept increases the complexity of the network and the number of organizations which have responsibility for portions of the network. Stephen pointed out, however, that Ohio One proponents believe that Ohio One will ultimately streamline troubleshooting of network problems. Within the current budget, there would be no charge for any additional network maintenance or the equipment needed in the libraries.

After extensive discussion, Stephen recommended that OPLIN agree to the installation of the necessary equipment at one or two test locations and see if Ohio One provides any value. Board members questioned how the results of the test would be evaluated, and whether or not agreeing to a test would commit OPLIN to Ohio One if the test is successful.

After further extensive discussion, the consensus of the Board was to proceed with limited testing of Ohio One and report back to the Board, after which the Board would again discuss moving the OPLIN network into Ohio One. The estimated timeframe for the testing would be six months.

10. OPLIN DIRECTOR'S REPORT

Stephen Hedges provided an update on the DPLA in Ohio project, and also provided the website address where news and information about the project is published. A wide variety of organizations are actively involved in the project.

Regarding office activities, Stephen highlighted his attendance at a House Agriculture and Rural Development Committee hearing and an Ohio Digitization Interest Group meeting in Cincinnati; Karl Jendretzky's visits to eight libraries to troubleshoot network issues; and Laura Solomon's presentation at the Ohio Library Support Staff Institute at Baldwin-Wallace University.

10.1. Technology Projects Manager report

Karl Jendretzky reported that Cleveland Public Library will soon start using the SMS messaging service; currently the service sends about 70,000 text notifications to library patrons each month. Karl has installed a VoIP telephone system for the office and has established Google mail accounts for the OPLIN office, since we were unable to obtain government licensing for Microsoft mail accounts after repeated attempts.

10.2. Library Services Manager report

Laura Solomon reported that Braindunk upgrades to the website kits have now been applied. Laura has been working on a new OPLIN website with better responsive design and clearer organization. Laura was also been working on a widget that libraries can use to embed links to the Ohio Web Library databases into the libraries' websites.

10.3. Database usage

Stephen Hedges reported that database usage compared to the same period last year has changed very little. He noted that LearningExpress Library usage has been gradually declining as libraries increasingly promote usage of Ohio Means Jobs, though this decline has only a small effect on total usage.

11. CHAIR'S REPORT

Chair Becky Schultz appointed Jill Billman-Royer to the Board Executive Committee. She also reminded the Board that the October 9 meeting will be held at the Duke Energy Convention Center in Cincinnati in conjunction with the Ohio Library Council Convention and Expo. Stephen Hedges noted that the annual OPLIN Stakeholders Meeting will also take place at the OLC Convention.

12. ADJOURNMENT

On motion of Jill Billman-Royer and second of Susan Brown the Board adjourned at 11:49 a.m.

FY2015

FY2015 hedgesst Tue, 10/27/2015 - 10:24

June 12, 2015

June 12, 2015 hedgesst Mon, 09/14/2015 - 09:14

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

Minutes — June 12, 2015

1. WELCOME and CALL TO ORDER

The one hundred fiftieth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, April 10, 2015 by Board Vice-Chair Becky Schultz at the OPLIN office in Columbus, Ohio.

Present were Board members: Don Barlow, Marty Beets, Susan Brown, Ben Chinni, Karen Davis, Cindy Lombardo, Michael Penrod, and Becky Schultz. Jamie Mason arrived at 10:15.

Also present were: Stephen Hedges, Laura Solomon, and Karl Jendretzky (OPLIN); and Chris May and Travis McAfee.

The Vice-Chair asked that everyone introduce themselves to Chris May and Travis McAfee, who have been appointed to the Board effective July 1.

2. APPROVAL OF THE AGENDA

Don Barlow motioned to approve the agenda as presented; Michael Penrod 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, and there was none.

4. APPROVAL OF THE MINUTES of April 10 meeting

Susan Brown motioned to approve the minutes of the April 10 meeting as presented; Cindy Lombardo seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Stephen Hedges presented information about the current fiscal year budget as of May 31. With the exception of salaries and Board travel expenses, the Administration accounts should not change much before the end of the fiscal year on June 30. Stephen noted that it also appears there will be no late fees this year for Board Financial Disclosure Statements. The Information Resources accounts and the Library Support Services accounts should also not change before June 30, but Telecommunications account balances will change until June 22, the last day to post payments in FY 2015.

Reporting on revenues and cash balance, Stephen discussed some of the remaining expected income. E-rate income will be much lower this year than originally anticipated, since delays in installations of new AT&T circuits will cost OPLIN $90,000 or more in lost E-rate reimbursements. Likewise, income from website kits has slowed while work shifted to upgrading sites. Some of the expected expenses, however, will also not be needed, so the final cash balance for June 30 that was projected at the beginning of the fiscal year will probably be fairly accurate.

Don Barlow asked if we expect similar income next year. Stephen noted that OPLIN funding in the new biennium budget is the same as it has been for several years now, so overall income should be very similar in the next two years. Michael Penrod asked if that would be enough income, considering that the cash balance left at the end of each fiscal year has been dwindling. Stephen replied that he expected disbursements for telecommunications costs to stabilize at a slightly lower amount once all of the current circuit upgrades are completed, which should also stabilize the cash balance.

Don Barlow asked what process would be followed to increase OPLIN state funding. Stephen replied that any increase would have to be included in the initial budget request made at the beginning of each biennial budget process, but he also cautioned that, since OPLIN funding at this point still comes from the Public Library Fund, it would be very wise to get the approval of the public libraries before such a request was initiated.

Michael Penrod motioned to accept the Financial Reports; Susan Brown seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

6. OLD BUSINESS

6.1. Review draft of Strategic Plan

Stephen Hedges provided a draft of a strategic plan that he created following Board discussions at the April meeting. Because the format of the plan is significantly different from the current plan, he proposed that he talk through the plan at this meeting, and that any Board action on the plan be postponed until the next Board meeting.

The most significant changes are: Discussion of the Ohio Revised Code has been incorporated into the introductory materials; marketing has become a strategy for achieving each goal, rather than a goal in itself; information about financing has been added; the "Databases" goal has been revised as "Online Information" to include more than just information databases; and "Activities" from the current plan are now listed within Strategy sections.

After a discussion of the amount of detail in the plan, Cindy Lombardo suggested that some sort of "executive summary" of the plan should also be created. The Board also thought that the plan could cover two years, to coincide with the biennium budget, but still wanted to review it annually.

Stephen will work on these changes and present the revised version to the Board in August for possible approval.

6.2. Discuss outsourcing of website kits hosting

Stephen Hedges briefly reminded the Board of discussion at the April meeting regarding hosting the website kits on external servers with technical support available after business hours.

Laura Solomon reported that she and Karl Jendretzky identified three reputable Drupal hosting companies, but quickly rejected two for various reasons. The third company was unresponsive, but Laura suspects that their annual pricing would have been in the six-figure range. She and Karl therefore started considering hosting companies that do not specialize in Drupal hosting, and would cost in the range of $5,000-$7,000 per year.

Karl pointed out that he is about to re-purpose the unused Zimbra server for website kit hosting, and questioned how much benefit there would be in outsourcing the hosting. Several Board members wondered how much after hours support website kit customers expect. Karl noted that he is not an on-call systems administrator, which is what you would get with a hosting company. He also noted that the intrusion protection measures recently implemented in the network remove the cause of many server problems.

Susan Brown pointed out that the website kits are not a universal service provided to all libraries, so OPLIN charges website customers to cover OPLIN costs, and would have to increase those charges if OPLIN decided to pay for outside hosting.

Don Barlow asked if the libraries' catalogs were dependent on the website kits; Laura replied that the catalogs run on separate servers, but access to the user interface is generally linked from the library's website.

Jamie Mason felt that the level of support we currently provide for website kits was commensurate with the annual price we charge website kit customers for maintenance. Karl noted that during business hours, he could completely restore a website server within an hour.

The consensus of the Board was to move the website kit servers to the more robust OPLIN hardware that is now available and possibly revisit this issue in the future as needed.

6.3. Discuss Service Objectives

Stephen Hedges noted that the Board had a similar discussion about service expectations at the April meeting, and Marty Beets had suggested it might be good to publish something like service level agreements (SLAs) for OPLIN services. Stephen then reviewed the services catalog published by the Office of Information Technology (OIT) for state agencies. Based on OIT's practice, Stephen added two "service objectives" to the descriptions of OPLIN services on the OPLIN website: Incident Response, and Incident Resolution objectives. Stephen distributed a copy of the service objectives for each service and noted that these descriptions reflect current practice, so publishing these service objectives did not require any Board action.

Cindy Lombardo asked if OPLIN would be measuring how often these objectives were met. After some discussion, it was decided that the ticketing system already in use would provide sufficient performance measurement.

Discussion turned to Board uneasiness that so many services are dependent on Karl Jendretzky to fix them in the event of problems. The Board could not see any good remedy for this situation, other than communicating the problem to libraries if necessary.

7. NEW BUSINESS

7.1. Approve email policy

Stephen Hedges informed the Board of a new OIT policy on "Use of Internet, E-mail and Other IT Resources" that includes direction that state agencies shall also implement similar policies. Stephen provided the Board with a policy he had drafted accordingly and explained it briefly.

Susan Brown motioned to approve the Policy on Use of Internet, Email and Other IT Resources; Jamie Mason seconded.

There was no further discussion of the motion, so the Vice-Chair called for a vote.

Recorded vote: Don Barlow, aye; Marty Beets, aye; Susan Brown, aye; Ben Chinni, aye; Karen Davis, aye; Cindy Lombardo, aye; Jamie Mason, aye; Michael Penrod, aye; and Becky Schultz, aye.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported on recent actions by the State Library Board that affect OPLIN. At their April 17 meeting, the State Library Board approved an LSTA grant in the amount of $39,916 to support the "DPLA (Digital Public Library of America) in Ohio" planning project. OPLIN is also supporting this project with $5,443. At their May 28 meeting, the State Library Board approved an LSTA grant in the amount of $1,600,000 to support the Ohio Web Library collection, and also appointed Chris May and Travis McAfee to the OPLIN Board and re-appointed Jill Billman-Royer and Susan Brown.

Stephen received an invitation to meet at OIT and discuss OPLIN and the Ohio One network on April 21. At that meeting, he cautioned that integrating OPLIN libraries into Ohio One must be a good move for the libraries and for Ohio One. A follow-up meeting that would include network engineers to discuss a plan to propose to the OPLIN Board that would benefit both parties was discussed. Before that meeting could be scheduled, however, OPLIN staff looked back at the history of service requests to OIT over the past six months and found that there were 29 unfilled requests dating back as far as last December. This is not the time to discuss integration into Ohio One until other issues are resolved, so Stephen canceled the follow-up meeting. Don Barlow cautioned that the Board should not lose control of the library network. Stephen and Karl Jendretzky answered numerous Board questions about the political and technical aspects of Ohio One.

Stephen shared his experiences at the April 25 Ohio History Day awards, where he presented the two special awards for "Advanced Digital Researcher" that the Board had approved. In choosing the award winners, Stephen reviewed 22 "process papers" describing the students' research work. He noted how often the student went to the library just to get books, and did not consider digital resources unless a librarian pointed them out.

Stephen reported that he was a panelist at the School, Hospitals, and Libraries Broadband (SHLB) Annual Conference in Washington DC on May 21, speaking about library broadband planning and procurement.

Finally, Stephen informed the Board that the Ohio House's budget proposal reduces INFOhio's funding by about 42% from the current budget and the Governor's budget proposal. Most significantly for OPLIN, the House budget proposal removes the $500,000 that INFOhio currently contributes to the Ohio Web Library cost.

In regard to other office activities, Stephen highlighted presentations at Ohio Library Council Chapter Conferences and the SEO Directors Forum, and participation in the annual meeting of the LSTA Advisory Council.

8.1. Technology Projects Manager report

Karl Jendretzky reported on recent improvements to the support.oplin.org and ohioweblibrary.org websites. Karl also reported that he had assisted with the turn-up of Internet service as the Dayton Metro Library's new data center, and that many changes were taking place to circuits in the CLEVNET area.

Karl also provided information about recent changes regarding the company that provides the intrusion protection for the OPLIN network, which he considers to be a positive development. In response to Board questions, he supplied technical information about the operation of the intrusion protection measures.

Karl reported on continuing growth of the SMS messaging service, the progress of the VoIP installation at the OPLIN office, re-purposing of OPLIN servers, and a thorough review of the network which resulted in some housekeeping changes.

8.2. Library Services Manager report

Laura Solomon reported that Braindunk has completed work on the website kits upgrades ahead of the schedule specified in their contract.

Laura also reminded the Board of discussion at the April meeting about "ads" for the databases which libraries could use in newsletters, etc., to promote the databases to patrons. Interestingly, she is finding that libraries are using the ads she has created as links to the databases on their library websites. Laura had not intended to build ads for all the databases, but if libraries start using them as website links, there should either be ads for all the databases, or ads should intentionally be built to "expire" after a period of time to discourage their use as website links.

While it is flattering that libraries prefer Laura's graphics to those supplied by vendors, the Board questioned how much work would be involved in creating ads for all the databases. Karl suggested placing the ads in the same location where OPLIN places links to databases for libraries to use, with a note that more ads can be created if there is demand.

8.3. Database usage and LCO statistics

Stephen Hedges reported that searches for the last two months are below normal, while document retrieval is up. Stephen noted that both searches and uses of LearningExpress Library are down significantly from last year, but the most likely cause of the change in overall statistics is a lower number of searches and a higher number of documents viewed in the EBSCO databases.

Stephen also distributed copies of the statistics handout he had provided at the State Library Board meeting when requesting LSTA funding. The effects of the EBSCO Discovery Service used by INFOhio and OhioLINK are quite obvious. The handout also included costs for each database and the contributions of each Libraries Connect Ohio partner toward those costs.

8.3.1 New Ohio Web Library page

In the interest of time, Stephen Hedges elected not to demonstrate the new Ohio Web Library access page that will debut in early July, but instead asked Board members to review the page at http://dev.ohioweblibrary.org and email him any comments or suggestions.

9. CHAIR'S REPORT

 

9.1. Resolutions

Vice-Chair Becky Schultz recognized Cindy Lombardo to offer the following resolution:

WHEREAS, DON BARLOW has been a member of the Board of the Ohio Public Library Information Network since June 2009, and

WHEREAS, he has helped secure the success of OPLIN by freely giving his time and energy during SIX years of service, and

WHEREAS, he has provided additional service as the Secretary of the OPLIN Board from July 2013 through June 2015, and

WHEREAS, he has unfailingly contributed his valuable opinions to OPLIN Board and OPLIN Executive Committee deliberations, and

WHEREAS, he has been a dedicated and active advocate for OPLIN throughout his tenure on the Board, and

WHEREAS, his service as the Director of the Westerville Public Library gave him an important perspective on OPLIN and its services to libraries,

NOW THEREFORE BE IT RESOLVED, that on the 12th day of June, Two Thousand and Fifteen, the members of the Board of Trustees of the Ohio Public Library Information Network recognize and acknowledge the considerable contributions made to public libraries and library service by DON BARLOW during his exemplary tenure with this Board, and

BE IT FURTHER RESOLVED, that the Board extends its most sincere thanks and appreciation to DON BARLOW for his critical volunteer service as a member of this Board.

Jamie Mason seconded the resolution. All aye.

Vice-Chair Becky Schultz recognized Michael Penrod to offer the following resolution:

WHEREAS, BEN CHINNI has been a member of the Board of the Ohio Public Library Information Network since June 2009, and

WHEREAS, he has unselfishly given his time and efforts to ensure the advance of OPLIN by serving on the Board for SIX years, and

WHEREAS, he has provided additional service as the Treasurer of the OPLIN Board from July 2013 through June 2015, and

WHEREAS, he has reliably contributed his productive opinions to OPLIN Board and OPLIN Executive Committee discussions, and

WHEREAS, his experience as a Trustee of the Euclid Public Library allowed him to share a distinctive outlook on OPLIN operations and services, and

WHEREAS, he has been a steadfast guardian of OPLIN interests throughout his tenure on the Board,

NOW THEREFORE BE IT RESOLVED, that on the 12th day of June, Two Thousand and Fifteen, the members of the Board of Trustees of the Ohio Public Library Information Network recognize and acknowledge the noteworthy contributions made to public libraries and library service by BEN CHINNI during his distinguished tenure with this Board, and

BE IT FURTHER RESOLVED, that the Board extends its most sincere thanks and appreciation to BEN CHINNI for his vital volunteer service as a member of this Board.

Susan Brown seconded the resolution. All aye.

9.2. Director's evaluation

Susan Brown motioned to enter Executive Session to consider the compensation of a public employee; Michael Penrod seconded.

Recorded vote: Don Barlow, aye; Marty Beets, aye; Susan Brown, aye; Ben Chinni, aye; Karen Davis, aye; Cindy Lombardo, aye; Jamie Mason, aye; Michael Penrod, aye; and Becky Schultz, aye.

The Vice-Chair invited Travis McAfee and Chris May to attend the Executive Session.

The Board entered Executive Session at 11:58 a.m.

The Board returned from Executive Session at 12:12 p.m.

10. ADJOURNMENT

On motion of Don Barlow and second of Ben Chinni the Board adjourned at 12:13 p.m.

April 10, 2015

April 10, 2015 hedgesst Mon, 06/15/2015 - 11:01

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

Minutes — April 10, 2015

1. WELCOME and CALL TO ORDER

The one hundred forty-ninth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 9:00 a.m. on Friday, April 10, 2015 by Board Chair Jill Billman-Royer at the OPLIN office in Columbus, Ohio.

Present were Board members: Don Barlow, Marty Beets, Jill Billman-Royer, Susan Brown, Ben Chinni, Karen Davis, Joe Greenward, Cindy Lombardo, Michael Penrod, and Becky Schultz.

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

2. APPROVAL OF THE AGENDA

Susan Brown motioned to approve the agenda as presented; Don Barlow 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 on the most recent ILEAD (Innovative Librarians Explore, Apply and Discover) immersion program, with three teams of librarians working on technology-related projects, which Beverly described. This is the second ILEAD session that the State Library has supported.

Beverly also announced the upcoming State Library Board retreat in Akron, with Library Services and Technology Act (LSTA) support of the "Digital Public Library of America (DPLA) in Ohio Planning Project" being a major agenda item. Beverly noted that federal funding for the Institute of Museum and Library Services, which includes LSTA funding, is currently in jeopardy in Congress, though it still seems to have support in the Senate. Currently, $2.1 million of LSTA funds impact OPLIN, through the Libraries Connect Ohio requests for LSTA funds to purchase information databases and the LSTA funds for the Digitization Hubs. Beverly has prepared talking points regarding the importance of LSTA funds to Ohio; Stephen Hedges will email this document to the Board members.

After receiving congratulations on her new baby, Michelle Francis reminded the Board of upcoming Ohio Library Council (OLC) Chapter Conferences around the state, then provided an extensive report on the status of the Ohio biennial budget legislation. She reported that the House Finance Committee heard testimony on OLC's behalf from Tom Adkins of Garnet A Wilson Public Library of Pike County, who highlighted the need for an increase in the Public Library Fund (PLF) and described public library activities supporting workforce development. Three Representatives are now sponsoring an amendment to raise the PLF to 1.75% of the General Revenue Fund. The House substitute budget, including any accepted amendments, should be released in a few days. Michelle also shared information about the upcoming OLC Legislative Day.

Beverly Cain asked Michelle if she had heard anything recently about the status of Ohio Means Jobs, since many public libraries provide a link from their websites to the Ohio Means Jobs website. Michelle had no new information, but noted that legislators seem to be most interested in hearing about specific outcomes of public library support for workforce development.

4. APPROVAL OF THE MINUTES of February 13 meeting

Karen Davis motioned to approve the minutes of the February 13 meeting as presented; Michael Penrod 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 information about the current fiscal year budget as of March 31. Expenditures in all Administration accounts are on target for this time during the fiscal year. One large expenditure in the Support Services accounts is for part of the purchase cost of the system to combat denial of service attacks on the network; three invoices were submitted for different portions of the service, and the remaining balance of that encumbrance was paid after March 31. Jamie noted that the Office of Information Technology (OIT) now bills OPLIN for services quarterly, rather than monthly. Jamie also presented the actual and projected cash balance reports.

Jamie also informed the Board that the Department of Administrative Services (DAS) has completed lease negotiations and come to an agreement with the landlord for a small increase in rent for the OPLIN office during the next biennium.

Michael Penrod noted that the actual and projected cash balances get smaller every year. Stephen Hedges explained that OPLIN received some additional E-rate funds one year resulting from an appeal to the Federal Communications Commission, and that has provided some fiscal leeway; otherwise, the continuing drain on the cash balances would be a concern.

Cindy Lombardo motioned to accept the Financial Reports; Don Barlow seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

6. REPORTS ON STATUS OF OPLIN SERVICES

Stephen Hedges proposed that the planning meeting begin with a review of the status of current OPLIN services.

6.1. Email

Stephen Hedges provided a brief description of the events which brought about the collapse of the OPLIN email service for library staff on Friday March 6, since detailed accounts of these events had already been published on the OPLIN website and distributed on the listservs, Facebook and Twitter. Essentially, the system suffered an unrecoverable breakdown, leaving only the possibility of starting a new OPLIN email service from scratch or notifying libraries that they would need to making arrangements for their own new email services, and Stephen judged that the most expeditious solution was to avoid the bureaucratic delays of establishing a new state-provided service and instead provide advice to libraries about quick replacement email services. As it happens, OPLIN staff are still waiting for state-provided email through OIT, and have been using personal email accounts for OPLIN business while waiting.

Jill Billman-Royer noted the difficulties faced in communicating with the libraries when the OPLIN email system was down, and Stephen shared feedback from one library that pointed out that they were also unable to communicate with OPLIN by telephone, since the office was closed over the weekend. Stephen cautioned that OPLIN should be wary of offering critical services, such as email, without any after-hours support. Don Barlow remarked that is had also been unwise to have a single point of failure for so many library email accounts.

Stephen reported that after he had decided not to pursue establishing a new email service, staff activities shifted to communications and remediation of the effects of the email demise. On Monday March 9, a forwarding server was set up and librarians who provided OPLIN with their old email address and a new address started receiving emails at their new address that had been sent to their old address. As of the Board meeting, about 1,400 librarians were using this forwarding service. OPLIN will probably use oplin.ohio.gov as the new email domain for staff email, so this forwarding server can operate without any conflict with the oplin.org email domain. On March 12, the Board Executive Committee agreed that this forwarding service could be provided indefinitely, so libraries would not immediately need to replace stationery and business cards with old email addresses printed on them.

Karl Jendretzky described the software he built to find and identify emails from the old system files and assign them to old email accounts. Once this software was built, it ran for three days to comb through all the files, after which librarians were able to login to a temporary server and download their old, unsorted emails that had been stored on the email server prior to March 6. This had been a major concern for many librarians, including OPLIN staff.

Cindy Lombardo asked about the response from libraries, and Stephen reported that a large majority of librarians had been very supportive, particularly those responsible for information technology in their libraries. Michael Penrod speculated that there may be more feedback at the Stakeholders Meeting this year. Jill Billman-Royer noted that all of the Board had received an email from one library trustee, to whom she had responded, and Stephen and Karl shared what they had already done to directly assist that library with setting up a new email service. Jill explained that trustees may not always know everything about a situation at their library, and she applauded this trustee for seeking information directly from OPLIN.

Michael Penrod asked other Board members if they had been contacted by anyone else about OPLIN email; several Board members reported receiving a telephone call from one librarian, and Michael reported receiving a call from a second librarian, but that seems to have been the extent of librarian communications with OPLIN Board members.

Marty Beets asked if libraries were using the free Outlook email service provided by Microsoft to educational entities, and Stephen answered that it was his impression that many of them had pursued that option. Regardless of the email replacement service libraries chose, Stephen noted that almost all of them would now have 24/7/365 support for their email. Jill thought it was important that libraries understand that the email forwarding service would not have after-hours support, and while it would be maintained indefinitely, it would not be maintained permanently. At some point in the future, the OPLIN Board will need to decide on an end date for the service and publish that information to the libraries.

The Board expressed their appreciation to the OPLIN staff for the work they did to ameliorate the effects of the email system collapse.

Michael Penrod asked how to respond if libraries asked how the SEO library consortium was able to offer their members email service so quickly. Stephen answered that SEO was using member fees to purchase outsourced email service, and thus were not obligated to follow procedures required of agencies spending state funds.

6.2. Server inventory

Stephen Hedges provided the Board with an inventory of OPLIN servers compiled by Karl Jendretzky. Many are too old to support modern operating systems, and a few are just being used for replacement parts. Replacing servers is difficult at the moment, because OIT prefers agencies to pay to use OIT servers rather than buying new equipment. Access to the current servers at the State of Ohio Computer Center, where OPLIN computers running services for the libraries are located, is increasingly restricted.

Stephen and Karl Jendretzky now reviewed the OPLIN services currently running on each server. They discussed the servers running Dynamic Website Kits and the possibility of hosting the kits through a company specializing in Drupal hosting, a hosting service not available through OIT.

Susan Brown noted that most of the meeting discussion so far highlighted the fact that many OPLIN services were dependent on Karl to keep them running and asked if there was a plan in the event that Karl was not available; Karl replied that OPLIN staff had diverse skills that allowed OPLIN to offer diverse services. Jill Billman-Royer remarked that this was a bigger problem than old equipment, and Cindy Lombardo noted that OPLIN did not have enough staff for succession planning. Michael Penrod expressed frustration with state policies that thwarted the ability of the OPLIN Board to acquire needed equipment and staff.

Stephen returned discussion to possibly moving the website kit hosting to a company specializing in hosting Drupal sites, to solve the current problems of aging servers and lack of after-hours support. Laura Solomon noted that there is one company that is clearly the best, but she has not yet received any pricing from them. Don Barlow asked about expected costs, and Stephen replied that it was possible the current annual maintenance fees charged to libraries would cover the cost of outsourced hosting. Jill Billman-Royer noted, however, that there would be no cost-recovery for the time Laura and Karl would still spend on the website kits, and OPLIN must recover all costs associated with the website kits service.

In response to a question about after-hours support, Stephen described the status of support for OPLIN services. All services are supported by the OPLIN Support Center from 8:00 to 5:00, Monday through Friday. OPLIN pays OIT to provide after-hours support for the Internet connections, but no other OPLIN services are supported after hours.

Jill Billman-Royer expressed caution about describing OPLIN services as "unsupported." Marty Beets suggested that a better approach might be to publish Service Level Agreements (SLAs) for the OPLIN services that would specify response times.

Marty was concerned about the age of the OPLIN servers and asked for more details about outsourcing Drupal hosting. Stephen promised to bring more information to the June Board meeting about outsourcing some OPLIN services, and drafts of SLAs for other services.

The Board recessed at 10:56 a.m. and Michelle Francis left the meeting. The Board resumed meeting at 11:03 a.m.

6.3. Website kits

Laura Solomon provided an update on the progress of the website kit upgrades being done by Braindunk LLC, which ran into a few problems but seems likely to still finish on schedule. There are currently 72 libraries actively using website kits and four more are in development. Cindy Lombardo asked which library using a website kit is the largest; Laura replied that there are several county systems, with Clark County perhaps being the largest.

6.4. SMS notifications

Stephen Hedges shared a chart showing the steady growth rate of the SMS notification system since May 2012, as well as a case study about the OPLIN SMS service which was published by Trumpia, the company that actually handles sending the messages to cellphones.

6.5. Databases — outcomes of Content Advisory Committee meeting

Stephen Hedges reviewed the minutes of the Content Advisory Committee meeting on February 26. Much of the discussion at that meeting was about marketing the databases, and in particular they felt it was important that libraries present the databases as if they were provided by the local library, rather than by a statewide organization unfamiliar to the patron. Don Barlow speculated that this could possibly make OPLIN less visible to legislators, but generally the Board agreed that the databases were more likely to be used if they were presented on the local library's website.

The Committee also recommended that a network of people available to assist libraries in their area with use of the databases, similar to INFOhio's iCoaches, might be a good way to increase usage. Beverly Cain noted that the development of the iCoaches program was supported by federal LSTA funds.

In regard to additional resources the Committee would recommend purchasing if the opportunity arises, they suggested Lynda.com, auto repair guides, and language instruction resources.

The Committee also reviewed some proposed changes to the Ohio Web Library search page, and Stephen showed the Board some screenshots of the proposed new page incorporating some suggestions from the Committee and some suggestions from attendees at the OLC Northeast Chapter Conference. He also showed screenshots of the database pages on the websites of some libraries where Content Advisory Committee members work.

OPLIN staff will continue to work on preparing a new Ohio Web Library search page that will probably replace the current page sometime in June. Stephen invited Board members to send him comments and suggestions at any time.

6.6. Network connections

Stephen Hedges reported that once the current round of upgrades is complete, OPLIN will have only 13 circuits at less than 20 Mbps speed, 113 at 20 Mbps, six between 20 and 100 Mbps, 116 at 100 Mbps, two at 500 Mbps, five at 1 Gbps, and one at 2 Gbps. With this many large circuits in place, future semi-annual upgrade cycles should only involve a few libraries. The consolidated Internet access used by the libraries hovers around 4 Gbps at peak times.

Stephen noted that working with OIT has become more complex whenever OARnet is also involved in provisioning a circuit, and response to service requests can be very slow. He reported that OPLIN staff may choose a willing library from the next upgrade cycle and try connecting that library directly to the Internet through the telecommunications vendor, bypassing the state network. Total cost for a 20 Mbps circuit acquired this way would be about the same as a state network circuit, once OIT management fees are added to the state circuit cost.

Karl Jendretzky explained some arrangements that telecommunications vendors would have to make to allow OPLIN to monitor such a circuit. Karl also noted that OIT Security has recently been blocking websites they do not want state agencies accessing, but this also blocks access from public libraries, a problem that would not occur if the library was outside the state network.

Stephen and Karl also reported that they have heard indirectly that OARnet may want to place additional switching equipment in libraries. There was discussion of the increasing complexity of working with OIT and OARnet. At this point, not enough trustworthy information is available to make any policy decisions.

Cindy Lombardo asked how OPLIN staff project future bandwidth needs. Stephen replied that the annual Cisco Visual Networking Index has been a pretty accurate indicator of future library bandwidth needs. Karl noted, however, that bandwidth usage has not increased since late last fall, and he suspects it has been capped by OIT at 4 Gbps.

6.7. Network testing

Stephen Hedges reported that this service is still offered to libraries, and Karl Jendretzky said he probably works with two or three libraries each month on identifying internal network problems. In most cases, Karl is able to diagnose the network without any need to travel to the library.

6.8. OpenDNS (filtering)

Stephen Hedges reported that this service is working well, and there have been no significant increases in license costs.

6.9. Intrusion protection

Stephen Hedges reported that the final invoices for this new service have been paid and it appears to be working very well. There have been rumors that the vendor of the solution may change in the near future, but that should not affect operations.

6.10. Communications with librarians

Stephen Hedges related the importance of social media in communicating with librarians after the OPLIN email service failed. Jill Billman-Royer noted that libraries are getting very good at using social media. Stephen then noted that much of OPLIN's communication strategy is still dependent on old techniques, such as the annual Stakeholders Meeting and the quarterly online newsletter. Stephen feels that smaller and more frequent communication, using both email and social media, would be more effective.

Don Barlow suggested that an emailed e-newsletter would be more effective than an online newsletter in pdf format, and several other Board members agreed. There was also discussion of the difficulties for an organization like OPLIN in using Facebook effectively. Discussion returned to effective ways to distribute e-newsletters and what should be included in the content. Jill Billman-Royer suggested that a summary of Board meeting activities would be appropriate content; other Board members offered additional content suggestions. Board members also suggested that information could be sent to OLC for inclusion in their e-newsletters. Michael Penrod also cautioned that communications should inform libraries of OPLIN challenges, too, not just OPLIN successes.

Stephen asked if we should continue to do Stakeholders Meetings, and the Board felt it was particularly important to do a Stakeholders Meeting this year.

The Board recessed for lunch at 12:12 p.m. and resumed discussions at 1:00 p.m.

7. DISCUSS CHANGES TO STRATEGIC PLAN

Stephen Hedges noted that the Strategic Plan will need some significant revisions this year, so he proposed talking about general issues today and bringing a detailed revision to the June meeting for further discussion. He suggested re-thinking the ways OPLIN fulfills the mandate of the Ohio Revised Code. He also suggested that the Marketing goal in the current plan should be folded into each of the other goals, rather than standing as a separate goal.

Susan Brown asked about the frequent references to "OPLIN participants," and Stephen explained that this wording comes from the Ohio Revised Code. Board members felt that it was important to specifically name public libraries as the recipients of OPLIN services, even if this added more words to the plan.

Michael Penrod asked about OPLIN's support of digitization activities in public libraries, and Stephen agreed that this should be added to the plan. Michael suggested that this could be done simply by changing references to "databases" to "electronic information."

Cindy Lombardo suggested that "Technology Leadership" was actually "Technology Support." She also suggested that actual leadership in the broad field of library technology is probably beyond the capabilities of OPLIN, and several Board members agreed.

(Agenda Item 8 was "LUNCH")

9. OLD BUSINESS

9.1. Approve support for DPLA planning grant

Stephen Hedges briefly reminded the Board of previous discussion about supporting the "DPLA in Ohio" planning grant that would develop the application for Ohio to join the Digital Public Library of America. Stephen reported that Columbus Metropolitan Library has now written an LSTA grant proposal that will request $39,916 in federal Library Services and Technology Act (LSTA) funds from the State Library Board at their April 17 meeting in Akron; these funds would cover most of the cost of the planning process.

Stephen shared some images of the DPLA website and explained that Ohio would join DPLA as a single service hub, requiring extensive collaboration between all interested parties in Ohio, including the four public library Digitization Hubs. The DPLA application program interface (API) would facilitate building various online collections of digitized materials. The organizations leading the effort to join DPLA have decided to apply for an LSTA grant, with Columbus Metropolitan Library acting as fiscal agent, to hire consultants to coordinate a planning process for creating the Ohio application for DPLA membership.

When the Board discussed this planning process at the February meeting, there was reluctance to taking responsibility for additional costs beyond what would be covered by LSTA funds, since those costs had not been defined. Stephen now presented a grant budget which would require $5,443 in local funds to cover additional costs associated with the final phase of the planning process, which would be development of the final application to DPLA. Stephen now asked the Board to approve providing $5,443 to cover the additional costs of the planning process.

Cindy Lombardo motioned to provide $5,443 in support of the DPLA in Ohio planning process; Susan Brown seconded.

There was no further discussion of the motion, so the Chair called for a vote.

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

9.2. Joint IT conference with OLC IT Division

Stephen Hedges reminded the Board of their previous discussion of a "TechFeis" social/sharing event for library Information Technology staff, and the Board's feeling that it would be better to combine such an event with some other IT workshop. Stephen reported that the Information Technology Division of OLC is planning to offer a one-day IT conference this fall for the first time in several years. Laura Solomon and Stephen met with most of the members of the IT Division and with OLC staff on March 12 to discuss the possibility of adding a social/sharing event the evening before the more formal IT conference.

The result of the discussion was a tentative plan for an event at the Holiday Inn Worthington that would start on the evening of Thursday, November 5, with an "icebreaker" social event, followed by a day of presentations in a more formal conference setting on November 6. Stephen shared a possible basic agenda for the icebreaker. The two days would be jointly sponsored by OPLIN and OLC, with OPLIN paying for room and equipment rental, which Lori Hensley from OLC estimates would cost about $750. Attendees would need to register through the OLC website; there would be no charge for the social event, but probably a $75 charge for OLC members for the formal event. People could register for one or both events.

Board members asked Laura Solomon if she thought this plan would meet her original goals for a social/sharing event, and she said it would.

Susan Brown motioned to accept the proposal for jointly sponsoring an IT event with OLC and to commit up to $750 toward allowable costs for such an event; Don Barlow seconded. There was no further discussion, so the Chair called for a vote on the motion; all aye.

10. NEW BUSINESS

There was no new business to come before the Board.

11. OPLIN DIRECTOR'S REPORT (with database usage)

Stephen Hedges reported on State Library budget testimony on February 19, which was held at the Ohio History Connection instead of the Statehouse. Beverly Cain did an excellent job, both in her testimony and in her responses to the committee's numerous questions, which generally had less to do with the State Library and more to do with libraries in general, especially public libraries. Only one question dealt directly with OPLIN: Shouldn't at least some OPLIN funding come from the GRF, since the libraries are providing so much e-government access?

In regard to other office activities, Stephen highlighted the INFOhio Board Retreat, where he, Beverly Cain, and Gwen Evens (OhioLINK) presented information on Libraries Connect Ohio.

Stephen also reported on database usage. He has worked with EBSCO to determine the cause of the large increase in searches in January, and they think it probably came from a special link they provided to a library promoting Consumer Reports. He also noted that the documents totals in the report now include views of abstracts, a change that resulted from discussion with INFOhio and OhioLINK staff in the process of preparing the LCO request for LSTA funds.

Karen Davis asked if OPLIN should provide libraries with special links to particular databases for promotion, since that seems to have been so effective. Jill Billman-Royer also suggested that such "ads" for databases could be published via social media. Stephen thanked the Board for the suggestions.

12. CHAIR'S REPORT

 

12.1. Report from Nominations Committee

Chair Jill Billman-Royer requested a report from the ad-hoc Nominations Committee. Don Barlow briefly reviewed the nominations received, then explained the reasons the committee had decided to recommend Chris May, Deputy Director of Mansfield-Richland County Public Library, and Travis McAfee, Systems Administrator for the Way Public Library, to fill Board vacancies. Board members familiar with these individuals agreed that they would be good additions to the OPLIN Board.

The Chair called for a vote on the committee's recommendation; all aye.

Stephen Hedges will now take the recommendation to the State Library Board and ask that these two individuals be appointed to the OPLIN Board.

The Chair thanked the committee for their work.

12.2. Director's evaluation process

At the request of the Chair, Stephen Hedges provided an overview of the evaluation process used in the past and offered to make changes to the process if the Board so desires. The Chair asked Vice-Chair Becky Schultz to collect and collate the evaluations prior to the next meeting of the Board.

12.3. Executive Session to discuss discipline of a public employee

Michael Penrod motioned to enter Executive Session to discuss discipline of a public employee; Ben Chinni seconded.

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

The Board entered Executive Session at 1:43 p.m.

The Board returned from Executive Session at 1:56 p.m.

13. ETHICS TRAINING

Stephen Hedges proposed that the Board complete the annual Ethics training by watching training videos provided by the Ohio Ethics Commission. The Board can either watch a series of short videos together at the end of meetings, or individually watch a longer video and notify Stephen when they have received the certificate of completion. The Board collectively decided to watch the longer video individually.

14. ADJOURNMENT

On motion of Don Barlow and second of Michael Penrod the Board adjourned at 2:00 p.m.

February 13, 2015

February 13, 2015 hedgesst Tue, 04/14/2015 - 10:42

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

Minutes — February 13, 2015

1. WELCOME and CALL TO ORDER

The one hundred forty-eighth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, February 13, 2015 by Board Chair Jill Billman-Royer at the OPLIN office in Columbus, Ohio.

Present were Board members: Jill Billman-Royer, Susan Brown, Ben Chinni, Karen Davis, Joe Greenward, Jamie Mason, Michael Penrod, and Becky Schultz.

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

Chair Jill Billman-Royer welcomed Ann Watson, the new Associate State Librarian for Library Services, and asked everyone to introduce themselves.

2. APPROVAL OF THE AGENDA

Jamie Mason motioned to approve the agenda as presented; Michael Penrod 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 provided an update on the Governor's proposed biennial budget and its possible impact on public library funding, but he cautioned that this will not be the final budget. Hearings on the budget are already underway in the House, with associated lobbying from interest groups.

Doug also reported that work on the federal Ebook Project has been paused pending an analysis of the new Congress' interest in the project. Doug also mentioned a number of upcoming Ohio Library Council (OLC) workshops and events, and thanked the OPLIN Board again for their support of the OLC Convention & Expo. He also announced that OLC Director of Government and Legal Services Michelle Francis recently gave birth to a new daughter.

In response to a question from Jamie Mason, Doug provided more details about the progress of the budget. Jamie Pardee noted that State Library staff and Stephen Hedges had a meeting with the Legislative Service Commission regarding the State Library's budget, and that testimony on that part of the budget has been scheduled before the House Finance Subcommittee on Higher Education. Michael Penrod asked if there were any changes in the proposed budget for the State Library and OPLIN, and Jamie reported that the proposed budget is essentially the same as the current budget.

Doug noted that the OLC Legislative Day is scheduled for April 28 and efforts will continue toward increasing the Public Library Fund (PLF) percentage to 2.2% of state tax revenue. The Office of Budget and Management is currently predicting an increase in tax revenue and the PLF under the Governor's proposed budget, but legislative changes to the budget could negate that increase.

4. APPROVAL OF THE MINUTES of December 12 meeting

Karen Davis motioned to approve the minutes of the December 12 meeting as presented; Ben Chinni 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 information about the current fiscal year budget as of January 31. A little more than half of the administrative budget has been disbursed, which is as expected. One large open encumbrance is being held for purchase of the system to combat denial of service attacks on the network. Jamie also presented the actual and projected cash balance reports.

Stephen Hedges noted that the amount budgeted for fees for Board financial disclosure statements may not all be needed if Board members file their statements before the deadline, since about half of the amount budgeted is held for late filing penalties.

Susan Brown motioned to accept the Financial Reports; Michael Penrod seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

6. OLD BUSINESS

6.1. Approve revised teleworking policy

Stephen Hedges reported that following Board action on revising the office teleworking policy at the last meeting, the resulting document was sent to the Department of Administrative Services (DAS) for review. DAS made a number of very good suggestions for improving the policy, which were reflected in documents Stephen provided to the Board. The intent of many of the changes was to clarify that teleworking is covered by the same employee policies as work performed at the OPLIN office, and to emphasize that OPLIN has the authority to offer or revoke teleworking arrangements at any time. DAS has already issued a letter of approval for the version of the policy incorporating their changes, and Stephen now asked the Board to grant their approval of the revised policy.

Stephen also noted that since the wording changes did not affect the original intentions of the Board, a roll call vote was probably not necessary.

Jamie Mason motioned that the revised teleworking policy with the recommended wording changes from the Department of Administrative Services be approved as presented; Karen Davis seconded. There was no further discussion, so the Chair called for a vote on the motion; all aye.

7. NEW BUSINESS

7.1. Discuss possible OPLIN TechFeis

Stephen Hedges reported that OPLIN staff have discussed the idea of an annual social event for library IT staff in late spring or early summer that would provide some of the informal information sharing opportunities once provided by the TechConnections conferences. He has talked to Lori Hensley at the Ohio Library Council, who confirmed that the OLC IT Division does plan to do a formal event for library IT staff later this year — their first event in several years — but a spring social event would not affect their plans, and in fact they would probably be interested in knowing what topics were discussed at any such event. So far, the idea has been developed to the point that Stephen proposes an afternoon social event taking place for two hours at an Irish pub, calling the event TechFeis. ("Feis" is Gaelic for "festival".) The venue for such an event would need good parking and would also need to be within walking distance of good hotel space.

Jamie Mason questioned the two-hour timeframe as possibly too short, particularly if library directors are going to be asked to allow their IT staff to travel to the event. The Board in general agreed that informal meetings in a social setting were valuable sources of information, but suggested that an agenda would make it easier to initiate the sharing of information.

Karl Jendretzky admitted that he was not convinced that an afternoon event would work, and suggested the event could be held in the evening after a more formal conference. Doug Evans noted that there had been similar discussion in the OLC office, particularly in regard to the possibility of holding the social event in conjunction with the IT Division's fall workshop.

General discussion ensued about the timing of the event and ways to reduce the likelihood of attendees driving afterwards. Several Board members suggested that the event could be held the evening before the IT Division workshop, so attendees would have a good reason to stay overnight. Stephen will work with Lori Hensley to see if that can be arranged and will report back to the Board.

7.2. Approve support for DPLA planning grant

Stephen Hedges provided information about the new application process that the Digital Public Library of America (DPLA) has started. One desired outcome of the Digitization Hubs project is placing materials in the DPLA. DPLA can only handle one content "feed" per state, however, so many of the interested organizations in Ohio have started working on submitting a coordinated application for Ohio DPLA membership. After several meetings, these organizations have decided to apply for a grant, with Columbus Metropolitan Library acting as fiscal agent, to hire consultants to coordinate a planning process for creating the application. The State Library has indicated that about $40,000 of federal LSTA funds could be available for such a grant, which would probably cover the cost of the consultants themselves, but no additional costs, such as travel costs for a DPLA representative to travel to Ohio and assist with the process. Stephen asked if the Board would be interested in covering such costs, probably less than $10,000.

In response to questions, Stephen reported that these particular federal LSTA funds would not require matching local funds. There were also questions about the exact nature of some of the additional costs; Stephen replied that the planning process would probably be similar to the process that created OPLIN, with at least one large meeting to bring all interested parties together, and some of the additional costs would arise from that.

The Board was not comfortable with taking responsibility for just the additional costs, due to the nature of those costs, and discussed some other possible ways to provide financial support for the planning process. Stephen will work with the interested parties to find some other way to structure the grant funding, and may return to the Board with a more specific request for funding.

7.3. Approve support for Ohio History Day

Stephen Hedges provided a copy of correspondence with the Ohio History Connection regarding sponsoring a Special Award for student participants in Ohio History Day. Organizations usually set their own parameters for awards and those parameters usually support the organization's mission, so they suggested a monetary award of $100-$250 for the student who made the best use of the Ohio Web Library databases in their project. Stephen noted that almost 7,000 students across Ohio participate in this program each year, and the OPLIN Policy on Sponsorship of Events Planned by Others lists "awareness and usage of any kind related to OPLIN-provided databases" as an area eligible for OPLIN sponsorship.

Ben Chinni motioned that OPLIN sponsor an Ohio History Day award in an amount not to exceed $250; Jamie Mason seconded.

Susan Brown asked if OPLIN would develop the criteria for the award, and Stephen answered that he would do that. Jill Billman-Royer suggested that Stephen inquire if it would be possible to split the funds into two or more awards. The Board also asked Stephen to make sure no OPLIN Board family members received an award.

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

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges noted that there were not many other significant events to report during the holiday season, but he did report on reaction at the ETM meeting in Lancaster to his question about interest in OPLIN building or providing Summer Reading Program software for libraries, a discussion item at the Board's December meeting. Cleveland Heights-University Heights Public Library, one of the ETM members, reported that they have been working on building their own Summer Reading Program software that they intend to share with other libraries. Stephen offered OPLIN's help to Heights Library should they ever want it.

In regard to other office activities, Stephen highlighted the data security hearing he attended before the House Policy and Legislative Oversight Committee, an OPLIN-sponsored webinar on Managed Wireless, and presentations about OPLIN given to the State Library Board and the CLEVNET library directors. Stephen, Jamie Pardee, and Ann Watson also commented on the Legislative Service Commission meeting about the State Library Budget.

8.1. Technology Projects Manager report

Karl Jendretzky provided a chart showing the increase in usage of the SMS notification system since 2012; the system is currently sending about 50,000 messages a month to library patrons. Karl reported that CLEVNET is considering using the system, which would add about 500 messages a day.

Karl also reported on a new hardware component for the OPLIN core router that would allow transmission of 10 gigabits per second. Over 110 circuits were upgraded and moved to new connections at the core in January.

Karl has also been revising OPLIN logos into vector art and rebuilding some OPLIN websites on a Bootstrap framework, for better response on mobile devices. Stephen noted that this work, as well as some other marketing that Laura has been working on, is being undertaken in preparation for the twentieth anniversary on June 30 of the original OPLIN enabling legislation.

8.2. Library Services Manager report

Laura Solomon shared a summary of the scoring of the bids received in response to the Request for Proposals for re-theming of the website kits as they are upgraded to Drupal 7. OPLIN has contracted with Braindunk LLC to do this work and Laura has been working with them for about three weeks; she described the re-theming process.

Laura has now been able to work on OPLIN marketing, starting with some re-branding of OPLIN services, so they could be marketed as individual products. The target date for the re-branding is the June anniversary of OPLIN.

8.3. Database usage

Stephen Hedges reported that the January EBSCO statistics have a drastic increase in searches, which is clearly an error, but to date he has not been able to trace the problem. He also reported that LearningExpress is now including Workforce Skills usage statistics within the regular LearningExpress statistics.

9. CHAIR'S REPORT

 

9.1. Board nominations committee

Chair Jill Billman-Royer appointed Don Barlow, Ben Chinni, and Jamie Mason to the ad-hoc Nominations Committee. She charged the committee with working with the OPLIN Director to solicit nominations for the OPLIN Board, after which the committee will review the nominations and recommend two candidates to the full Board at the April Planning Meeting. The committee will also prepare a slate of officer candidates for consideration by the Board at the August election of Board officers.

9.2. Discuss April Planning Meeting

At the request of Jill Billman-Royer, Stephen Hedges provided an overview of the agenda and procedures for the Board's April 10 Planning Meeting,

10. ADJOURNMENT

On motion of Jamie Mason and second of Susan Brown the Board adjourned at 11:37 a.m.

December 12, 2014

December 12, 2014 hedgesst Fri, 02/13/2015 - 14:19

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

Minutes — December 12, 2014

1. WELCOME and CALL TO ORDER

The one hundred forty-seventh meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, December 12, 2014 by Board Vice-Chair Becky Schultz at the OPLIN office in Columbus, Ohio.

Present were Board members: Don Barlow, Marty Beets, Susan Brown, Ben Chinni, Karen Davis, Joe Greenward, Cindy Lombardo, and Becky Schultz.

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

2. APPROVAL OF THE AGENDA

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

3. PUBLIC PARTICIPATION

The Vice-Chair called for public participation.

Doug Evans shared information about a Congressional Roundtable regarding e-books that the Ohio Library Council (OLC) hosted at the OCLC offices in Dublin on October 22. Local Congressmen Pat Tiberi and Steve Stivers attended and learned about library lending of e-books. The Ohio Legislature has also passed SCR22, asking Congress to ensure public access to e-books through public libraries.

The Ohio legislature is also discussing a sales tax holiday which could reduce the Public Library Fund by about $1 million per year. The legislature also came to agreement on re-districting reform. Doug explained that funds which the legislature allocated to townships was actually a re-purposing of funds that had been intended for grants to townships and not any indication that the legislature was increasing any local government funding.

Doug also distributed a graphic of the new OLC Strategic Plan draft and invited comments.

4. APPROVAL OF THE MINUTES of October 10 meeting

Don Barlow motioned to approve the minutes of the October 10 meeting as presented; Ben Chinni seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

5. ACCEPTANCE OF THE FINANCIAL REPORTS

Jamie Pardee presented information about the current fiscal year budget, which looks as expected about half way through the year. The listed Office of Information Technology (OIT) charges are much lower than usual, because a change from monthly to quarterly billing introduced errors that have not yet been corrected by OIT. Stephen Hedges noted that OIT also changed some of the OPLIN global charges to charges assigned to specific libraries, which caused some initial confusion. He also reported that it appears as if total OIT charges will be reduced by about $3,000 per month, due to a decrease in bandwidth cost beginning July 1. Jamie then presented the actual and projected cash balance reports.

Stephen reported that OPLIN has just received word that their office building is under new management, which may affect the negotiations that the Department of Administrative Services (DAS) is about to begin for the next biennium lease.

Karen Davis motioned to accept the Financial Reports; Susan Brown seconded. There was no discussion, so the Vice-Chair called for a vote on the motion; all aye.

6. OLD BUSINESS

There was no old business to come before the Board.

7. NEW BUSINESS

7.1. Approve maintenance credit for nineteen website kits

Stephen Hedges presented a list of nineteen (19) website kits customers who had been more severely affected by a Drupal security problem than the other website kit customers. Drupal released a critical security patch for Drupal version 7 late on October 15, then two weeks later announced that any website that had not been patched overnight had likely been compromised and would need to be completely rebuilt from backups done prior to their announcement. Laura Solomon did indeed detect evidence of intrusion in the Drupal 7 sites she had patched, so she and Karl Jendretzky worked with the libraries to make copies of all content they had added to their websites in the previous two weeks, and then rebuilt the sites from backups done early on October 15.

For the nineteen libraries under discussion, however, the October 15 backups were unusable, so those libraries had to recreate everything they had done on their websites since August 15, the date of the last usable backups. The backup system has now been repaired, but Stephen suggested that OPLIN also provide a year of free website maintenance and hosting to these libraries as compensation for the extra work they were required to do.

Don Barlow motioned to approve a year of free website maintenance and hosting to nineteen libraries as suggested; Cindy Lombardo seconded.

There was no further discussion of the motion, so the Vice-Chair called for a vote.

Recorded vote: Don Barlow, aye; Marty Beets, aye; Susan Brown, aye; Ben Chinni, aye; Karen Davis, aye; Joe Greenward, aye; Cindy Lombardo, aye; and Becky Schultz, aye.

Stephen Hedges noted that none of the Board members present were employed by any of the nineteen libraries.

7.2. Approve RFP for outsourced Drupal theming

Stephen Hedges reported that Laura Solomon has been working on upgrading Drupal version 6 website kits to Drupal version 7 kits, which takes about a week for each library's kit. There are still thirty library website kits that need this upgrade, but Stephen proposed that it would be better to use Laura's talents on other projects and outsource the re-theming portion of the upgrade work, which is the part that requires the extended time commitment.

Stephen presented a draft Request for Proposals to perform the re-theming work and asked for Board approval, also noting that acceptance of any proposal would be much easier and faster under state procedures if the amount was under $25,000. Laura Solomon provided a more complete description of the work involved with the upgrades and the portion that would be outsourced. Jamie Pardee noted that such work, which would require specialized skills, was not available through any existing state contracts or IT Staff Augmentation through DAS.

Don Barlow motioned to approve release of the proposed RFP and give the OPLIN Director the authority to review proposals and enter into a contract for re-theming of thirty library website kits, as long as the cost did not exceed $25,000; Ben Chinni seconded.

During discussion, it was noted that outsourcing this one project allowed for more efficient use of OPLIN staff resources. In response to a question, Stephen clarified that the proposals would be reviewed by OPLIN staff. Stephen also noted that he hoped the work would already be underway by the Board's next meeting in February, since the contract end date had to be June 30, 2015, the end of the budget biennium.

There was no further discussion of the motion, so the Vice-Chair called for a vote.

Recorded vote: Don Barlow, aye; Marty Beets, aye; Susan Brown, aye; Ben Chinni, aye; Karen Davis, aye; Joe Greenward, aye; Cindy Lombardo, aye; and Becky Schultz, aye.

7.3. Approve State Library personnel policies, work rules, and payroll forms

Stephen Hedges called attention to the wording of Ohio Revised Code Section 3375.66(A)(5)(a), which states that the State Library shall prepare and process payroll and other personnel documents "that the board approves." While OPLIN has followed State Library personnel policies and procedures since it was created, the Board has not approved any of those policies since this language was added to the Revised Code in 2008. Stephen suggested that it might be wise to approve all existing payroll and personnel documents, which were distributed to the Board prior to the meeting.

Susan Brown noted that the Code language could be interpreted in more than one way, and Stephen agreed. Stephen also noted that the payroll document for recording work hours was restrictive when used by OPLIN, since it does not provide a place to log evening work hours. Several Board members noted that OPLIN staff are salaried, and questioned the practice of requiring a "time sheet" from salaried staff; this led to extensive discussion of how pay, leave and overtime is calculated for OPLIN staff.

Cindy Lombardo motioned that the Board direct the State Library and the OPLIN Director to make changes to the time log sheet to accommodate evening hours, and that the Board ratify the revised time log sheet and all existing State Library payroll and personnel documents for use by OPLIN staff; Susan Brown seconded.

During discussion, Jamie Pardee clarified that OPLIN staff are categorized as "overtime exempt" and are therefore expected to log 80 hours of work and/or leave in each two-week pay period.

There was no further discussion of the motion, so the Vice-Chair called for a vote.

Recorded vote: Don Barlow, aye; Marty Beets, aye; Susan Brown, aye; Ben Chinni, abstain; Karen Davis, aye; Joe Greenward, aye; Cindy Lombardo, aye; and Becky Schultz, aye.

The motion passed with one abstention.

7.4. Approve revised 2008 teleworking policy for re-submission

Stephen Hedges explained that the State Library is writing a new teleworking policy; however, the OPLIN Board already approved a teleworking policy for OPLIN staff early in 2008 and sent it to DAS for approval, but never got a response from DAS. After discussing the situation with the State Library, agreement was reached that in this case, rather than following any State Library teleworking policy, it would be best to bring the 2008 OPLIN policy up to date and re-submit it, alongside the State Library policy, for DAS approval. He presented a new version of the policy with minor revisions for Board approval. Cindy Lombardo suggested a grammatical correction to clarify the meaning of one sentence.

Don Barlow motioned to approve the revised teleworking policy with the correction; Karen Davis seconded.

There was no further discussion of the motion, so the Vice-Chair called for a vote.

Recorded vote: Don Barlow, aye; Marty Beets, aye; Susan Brown, aye; Ben Chinni, aye; Karen Davis, aye; Joe Greenward, aye; Cindy Lombardo, aye; and Becky Schultz, aye.

7.5. Discuss Summer Reading Program software

Stephen Hedges shared an email he had received asking if OPLIN would be interested in hosting ReadingRecord software for libraries; ReadingRecord is an open source web-based application for libraries to track Summer Reading Program participants. Stephen pointed out that the Summer Reading Program is coordinated by the State Library, but OPLIN could work with the State Library on hosting this software if the State Library had any interest.

Board members were skeptical as to how much interest there would be among public libraries, since ReadingRecord would not replace all of the functionality of the popular Evanced products. Doug Evans suggested that feedback on this idea could be collected at the upcoming mid-sized library directors meeting, and Stephen agreed.

7.6. Approve expenditure for network protection solution

Stephen Hedges pointed out that acquisition of a network protection solution had already been approved at the last meeting, but he only recently received three quotes from vendors and decided to take the opportunity to again get Board approval, now that the costs were known. Since the quotes are from State Term Schedule vendors, no bid process is necessary.

Karl Jendretzky reported that he has been able to test the solution for several weeks and is very pleased with the performance. Both Stephen and Karl again cautioned that the solution would not completely stop a very large and sustained attack, but seems to handle "normal" attacks with no problem.

Karen Davis motioned to approve the expenditure for a network protection solution; Marty Beets seconded.

Karl Jendretzky explained the procedure for completing the implementation of the solution.

There was no further discussion of the motion, so the Vice-Chair called for a vote.

Recorded vote: Don Barlow, aye; Marty Beets, aye; Susan Brown, aye; Ben Chinni, aye; Karen Davis, aye; Joe Greenward, aye; Cindy Lombardo, aye; and Becky Schultz, aye.

7.7. Approve 2015 OLC Convention sponsorship

Stephen Hedges noted that this request arrived after the draft meeting agenda had been distributed to the Board. The Ohio Library Council requests OPLIN Platinum Sponsorship of the Wi-Fi at the 2015 OLC Convention in Cincinnati. Stephen reviewed the history of OPLIN sponsorship of OLC conventions; OPLIN was most recently a $10,000 Platinum sponsor of the 2014 Convention, covering the cost of the Wi-Fi.

Susan Brown motioned to sponsor the 2015 OLC Convention in Cincinnati at the $10,000 Platinum level; Cindy Lombardo seconded.

Doug Evans informed the Board that the 2016 convention would once again be at the Kalahari Resort in Sandusky, where Wi-Fi is provided at no additional charge.

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

Doug Evans thanked the Board for their support. Stephen Hedges noted that OPLIN receives not only widespread recognition for its support, but also free exposition booth space, space for the Stakeholders Meeting, and space for the OPLIN Board meeting.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges reported on contact between several Ohio organizations involved in digitization, including the Digitization Hubs, and the Digital Public Library of America (DPLA). DPLA wants all Ohio to work together and coordinate one connection to the DPLA. DPLA has just inaugurated an application process, so efforts are underway to organize a meeting of interested Ohio groups. He also shared his experiences as a panelist on a webinar sponsored by the Chief Officers of State Library Agencies (COSLA) on broadband in American libraries. Finally, he reported on the progress of the E-rate workshops for libraries conducted by Lorrie Germann.

Stephen noted that he is interested in also providing a webinar for libraries on managed Wi-Fi, a point of emphasis in the new E-rate funding rules and a good way to gather valuable data, but he is reluctant to ask a commercial vendor to do such an informational webinar. He has, however, been in touch with a non-profit that supports managed Wi-Fi in schools, and asked how the Board would feel about sponsoring a webinar done by such a group. The Board felt this would be appropriate only so long as the content of the webinar focused on information rather than a promotion of the group's services.

Regarding OPLIN office activities, Stephen highlighted Laura's online speaking engagements with a University of Illinois class and the Napa County (California) Library, his presentation to the Library Administrators Discussion Group, and his attendance at the final Connect Ohio Technology Association meeting.

8.1. Technology Projects Manager report

Karl Jendretzky reported that he and the OPLIN Support Center entered 140 orders in late November for upgrades to library circuits, meaning there are now about 180 active orders in process. Some of those orders are delayed by communication problems between the vendors, OIT, and OARnet. Karl also reported that some libraries have expressed interest in acquiring VoIP telephone service through the State, but OIT and OARnet have not agreed on how to implement the service within the OPLIN network.

Karl provided a status report on some other OPLIN services. A few new customers have recently requested OpenDNS service, bringing the total to about 100. He has been doing some work to optimize the SMS gateway, in anticipation of a large new customer; year-to-date, about half a million text messages have been sent to patrons through the gateway.

Karl has also been improving some in-house systems. The backup procedures have been revised following the problem encountered with the Drupal backups. The ticketing system used by OPLIN Support to track issues has been rebuilt.

Finally, Karl noted that peak core bandwidth use to the Internet is now just over 4 Gbps, with 10 Gbps available. He already has plans for upgrading the 10 Gbps connection, though that probably will not be needed for at least a year.

8.2. Library Services Manager report

Laura Solomon had nothing further to report beyond what had already been discussed earlier in the meeting.

8.3. Database usage

Stephen Hedges reported that database usage continues to total about 20% less than last year. He paticipated in a discussion at the State Library about encouraging libraries to use database discovery services in their online catalogs; to the best of his knowledge only 26 libraries currently subscribe to such a service. Stephen also noted that he will be doing programs about the Ohio Web Library at all but one of the OLC Chapter Conferences next spring.

9. VICE-CHAIR'S REPORT

The Vice-Chair reminded the Board that the next meeting will be held on Friday, February 13 at the OPLIN office.

Doug Evans shared breaking news from the legislature, which had just passed the sales tax holiday bill, now estimated to reduce the Public Library Fund by about $500,000 next fall. OLC will be doing a webinar on legislative advocacy on January 20.

10. ADJOURNMENT

On motion of Cindy Lombardo and second of Ben Chinni the Board adjourned at 11:48 a.m.

October 10, 2014

October 10, 2014 hedgesst Fri, 02/13/2015 - 14:18

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

Minutes — October 10, 2014

1. WELCOME and CALL TO ORDER

The one hundred forty-sixth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:00 a.m. on Friday, October 10, 2014 by Board Chair Jill Billman-Royer at the Greater Columbus Convention Center.

Present were Board members: Don Barlow, Marty Beets, Jill Billman-Royer, Susan Brown, Karen Davis, Joe Greenward, Jamie Mason, Michael Penrod, and Becky Schultz.

Also present were: Stephen Hedges and Laura Solomon (OPLIN); and Jamie Pardee (State Library).

2. APPROVAL OF THE AGENDA

Susan Brown motioned to approve the agenda as presented; Don Barlow 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, and there was none. Stephen Hedges noted that Doug Evans (Ohio Library Council) intended to visit the meeting briefly before it ended to offer remarks. The Chair will also allow public participation at that time.

4. APPROVAL OF THE MINUTES of August 8 meeting

Don Barlow motioned to approve the minutes of the August 8 meeting as presented; Jamie Mason 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 reported on the completed Fiscal Year 2014 finances and the beginning of FY 2015 finances, which are on track to be generally the same. Regarding the Revenue/Cash Balance report, Jamie noted that the timing of E-rate reimbursements affects the balance on hand on June 30, but she currently anticipates a balance of slightly more that $1.1 million on June 30, 2015. Jamie also reported that the formal budget proposal for FY 2016-17 was submitted to the Office of Budget and Management the previous Wednesday.

Karen Davis motioned to accept the Financial Reports; Susan Brown seconded. There was no discussion, so the Chair called for a vote on the motion; all aye.

6. OLD BUSINESS

6.1. Reconsideration of attack protection device

Stephen Hedges reminded the Board of discussion during the April planning meeting about the possibility of purchasing a device to keep library servers from being compromised by Internet intruders and used as part of a network launching Distributed Denial of Service (DDoS) attacks on other targets. At that time, it was decided that good firewalls should be able to handle the problem.

Since then, there have been several instances of DDoS attacks in which a library was the target, overwhelming the library's Internet connection and knocking them offline. Stephen provided details to the Board, and reported that OPLIN and Office of Information Technology (OIT) staff believe that a Juniper DDoS protection device would work well with OPLIN's Juniper core router. Stephen also shared a vendor quote for such a device in an appropriate size.

Although the device can protect routers, it is primarily intended to protect web servers, and OPLIN website servers are also beginning to be targeted by aggressive probes for vulnerabilities. The device monitors Internet traffic to learn what is typical, and then takes action to limit traffic that is atypical when an attack occurs. As a byproduct of this monitoring, it provides detailed network statistics. Stephen noted, however, that an attack of sufficient size and duration can exceed the capacity of a protection device, and that it is possible that one of the recent attacks may not have been stopped by this particular device.

Marty Beets commented that he has some experience dealing with DDoS attacks in a previous private-sector job, and it is difficult. Jamie Mason asked if the device could stop probes and malware, but Stephen replied that the device is triggered by the amount of traffic on a circuit, not the type of traffic.

Doug Evans joined the meeting at 10:20.

There was also general agreement that action should be taken quickly, and that we cannot wait for the capital budget process to provide funds for a protection device. In response to questions, Jamie Pardee noted that OPLIN currently happens to have a fairly large reserve of funds that could be used for this purchase. Stephen suggested that OPLIN could also purchase a one-year license for now and work on a capital budget request for a long-term license later, but the Board felt this would end up being more expensive in the long run.

Jamie Mason motioned to authorize the director to spend up to $216,606 to acquire a denial of service attack protection device with perpetual license for the OPLIN network; Don Barlow seconded.

Susan Brown asked if OPLIN had broadcast any information about the attacks to the library community; it was generally agreed that it would not be wise to publish too many details of the attacks and our responses, but OPLIN should let the library community known that protection measures are being taken.

Don Barlow asked what the upgrade path to a larger device in the future might be. Susan Brown asked what would happen with the licensing in the event of an upgrade. Stephen will put these questions to the vendor.

The Chair called for a vote on the motion.

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

The Chair recognized Doug Evans, Ohio Library Council, for Public Participation.

Doug Evans thanked the Board for supporting the OLC Convention as the Platinum Sponsor, noting that he had received good comments about the wi-fi access OPLIN sponsored. The e-book video OPLIN supported, part of the eBook Access For All campaign, is previewing throughout the convention and will be sent out to libraries for their own use next week. OLC is hosting a meeting on October 22 with US Representatives Tiberi, Stivers and Beatty, and digital content will be one of the topics discussed.

Doug Evans left the meeting at 10:32.

6.2. Discuss Ohio Web Library marketing: survey results and comments, and OLC Chapters program proposal

Stephen Hedges presented the results of a just-completed survey of librarians regarding their use of the ohioweblibrary.org search and general Internet search engines. There were 362 responses to the fifteen questions, and 58 additional comments. Stephen noted that 50% of respondents do not use ohioweblibrary.org, and 21% were not familiar with the Ohio Web Library.

Frequent responses indicated that many librarians use their library's portal to the statewide databases and prefer searching within individual databases rather than using a federated search. Several Board members noted that reflects their experiences in their libraries, too. Respondents who use ohioweblibrary.org rated it better than general search engines for accuracy and trustworthiness, but almost half felt that general search engines have improved in the past few years.

Stephen noted that it makes little difference how librarians get to the statewide databases, so long as they know about them and know they are purchased by Libraries Connect Ohio. He has submitted a program proposal, "An exploration of ohioweblibrary.org," to all the OLC chapters for possible inclusion in their spring conferences.

7. NEW BUSINESS

7.1. Discuss support for Hayes Ohio Obituary Index

Stephen Hedges described email correspondence from Becky Hill, Head Librarian at the Rutherford B. Hayes Presidential Center in Fremont. The Hayes Center is in the midst of redeveloping their entire website, including the Ohio Obituary Index, and wants to know if OPLIN would make a monetary contribution toward that cost in return for acknowledgement on the new website. The Index has already been incorporated into Ancestry Library Edition; when Ancestry users search for a name, they might get results from the Index, and clicking on those results takes them to the Index search results page, where they can either order a copy of the obituary from Hayes (if Hayes has it) or be directed to a Hayes partner library that holds the obituary. A similar arrangement is being offered with Ohio Web Library, or perhaps even better; Ancestry just gets periodic updates, so they never have the complete current index file.

There was no apparent interest from the Board in such an arrangement. Don Barlow pointed out that any such arrangement would involve sending public library funds to a non-public library. Stephen noted that the Index is now included in the genealogy sources on the ohioweblibrary.org resources page, which could result in increased traffic to the Index and possible increased revenue from the sale of obituaries.

7.2. Approve building and hosting an Ohio public library digital collections database

Stephen Hedges reported on a meeting with Lisa Long from the Ohio History Connection (OHC) regarding OPLIN's building and hosting a website for finding digital collections in Ohio public libraries. Lisa is working on a Library Leadership project that would include such a searchable directory, and liked the way the OPLIN Find-A-Library site functions. After further consideration, Lisa and OPLIN staff agree that a combination of the Find-A-Library interface and the ExploreOhio interface could be adapted for use in this project, assuming Lisa and her team are responsible for developing the specifications of the database that would support the search interface.

While Stephen noted that OPLIN's portion of the project could be completed in a few days, he also has cautioned Lisa that once the directory expands beyond Ohio public libraries, a different arrangement would need to be made for hosting the database.

The consensus of the Board was that this would be a valuable project, and OPLIN could build and host the database website so long as the data is limited to Ohio public libraries.

8. OPLIN DIRECTOR'S REPORT

Stephen Hedges provided an update on the activities of the Digitization Hubs, listing meetings since the last OPLIN Board meeting. The Hubs project communicates closely with the Ohio Digitization Interest Group, and has had conversations with the Digital Public Library of America, so a wide variety of digitizing organizations are aware of the project and interested.

Stephen announced that the presentation slides from the OPLIN Stakeholders Meeting at the OLC Convention have been posted to slideshare.net/OPLIN. He also highlighted Laura Solomon's service as a member of the OLC Convention Program Committee.

8.1. Library Services Manager report

Laura Solomon reported that there are now 74 library website kit customers, and she has had inquiries from one additional library. The upgrades from Drupal version 6 to version 7 are progressing at a rate of about one per week, with 34 upgrades remaining. Drupal version 8 has been released in beta, but she does not expect it to be stable for a couple of years.

8.2. Database usage

Stephen Hedges reported that after working with EBSCO staff to develop a multi-step process to remove federated search statistics from the database usage statistics, he is including search statistics again in his report to the Board, and has used the new procedures to revise statistics over the last two years. He feels the usage charts now look more "normal." Nevertheless, they still reflect a gradual but constant decline in the usage of the Ohio Web Library databases. Considered together with the survey results he presented earlier in the meeting, Stephen thinks the databases may be a major point of discussion at next April's Board planning meeting.

9. CHAIR'S REPORT

The Chair had nothing to bring to the Board's attention at this time.

10. ADJOURNMENT

On motion of Jamie Mason and second of Susan Brown the Board adjourned at 11:10 a.m.

August 8, 2014

August 8, 2014 oplin Fri, 10/31/2014 - 09:00

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

Minutes — August 8, 2014

1. WELCOME and CALL TO ORDER

The one hundred forty-fifth meeting of the Ohio Public Library Information Network (OPLIN) Board of Trustees was called to order at 10:01 a.m. on Friday, August 8, 2014 by outgoing Board Chair Karen Davis at the OPLIN office in Columbus, Ohio.

Present were Board members: Don Barlow, Marty Beets, Jill Billman-Royer, Susan Brown, Ben Chinni, Karen Davis, Michael Penrod, and Becky Schultz. Jamie Mason arrived at 10:15.

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

Karen Davis congratulated Don Barlow on his selection as the Ohio Library Council 2014 Hall of Fame Librarian, and Jamie Mason on his appointment as Interim Director of Rocky River Public Library.

2. NOMINATION and ELECTION OF BOARD OFFICERS

Karen Davis informed the Board that the Executive Committee had met by phone on June 23 and now submitted a slate of Board officer candidates consisting of Jill Billman-Royer for Chair, Becky Schultz for Vice-Chair, Don Barlow for Secretary, and Ben Chinni for Treasurer. Karen asked if there were any additional nominations from the floor; there were none.

Karen Davis requested approval of the slate of Board officers submitted by the Executive Committee. All aye.

3. APPROVAL OF THE AGENDA

Don Barlow motioned to approve the agenda as presented; Susan Brown seconded. There was no discussion, so Jill Billman-Royer called for a vote on the motion; all aye.

3. ESTABLISH BOARD MEETING SCHEDULE for FY2015

Jill Billman-Royer asked for a motion to approve the following schedule of Board meetings. All meetings except the April all-day planning meeting will begin at 10:00 AM and end about 12:00 PM. Meetings will be held at the OPLIN office, 2323 W. Fifth Ave., Suite 130, Columbus unless otherwise noted.

  • August 8, 2014
  • October 10, 2014 (at Columbus Convention Center)
  • December 12, 2014
  • February 13, 2015
  • April 10, 2015, 9:00 AM (planning meeting)
  • June 12, 2015
  • August 14, 2015 (pending approval by the FY2016 Board)
  • October 9, 2015 (pending approval by the FY2016 Board)

Karen Davis motioned to approve the proposed Board meeting schedule; Becky Schultz seconded. There was no discussion, so Jill Billman-Royer called for a vote on the motion; all aye.

5. PUBLIC PARTICIPATION

Jill Billman-Royer called for public participation.

Doug Evans provided an update on the Ohio Library Council's (OLC) federal ebook project, "eBook Access for All," and the public awareness campaign supported by OPLIN. Doug shared the news that Macmillan has agreed to license their frontlist ebooks to libraries, the last of the major publishers to do so. The public awareness campaign already had a video and a website almost ready to inform the public of the ebook availability problem for libraries; now a new ending for the video will be created to shift the message to informing people that they can get ebooks at libraries. While pricing and licensing terms are still problems, and advocacy efforts will continue in Washington, these are not issues to motivate the general public.

Doug also reported on preparations to lobby the state government to return Public Library Fund (PLF) contributions to 2.22% of general state tax revenues. Information documents for legislators are almost ready, and Doug shared some of the library usage statistics from those documents. Michelle Francis has had good meetings with the legislators likely to be in House and Senate leadership positions next year. Doug also shared results of the recent elections for the OLC Board of Trustees.

6. APPROVAL OF THE MINUTES of June 13 meeting

Susan Brown motioned to approve the minutes as presented; Becky Schultz seconded. There was no discussion, so Jill Billman-Royer called for a vote on the motion; all aye.

7. ACCEPTANCE OF THE FINANCIAL REPORTS

Don Barlow motioned to accept the Financial Reports; Karen Davis seconded.

Jamie Pardee reported on the completed Fiscal Year 2014 finances, and on the FY2015 budget, which should differ little from FY2014. Regarding the Revenue/Cash Balance report, Jamie noted that some significant E-rate reimbursements arrived after the close of FY2014, so E-rate revenue will look unusually small in FY2014, but unusually large in FY2015.

Jill Billman-Royer called for a vote on the motion to accept the Financial Reports; all aye.

8. OLD BUSINESS

Stephen Hedges first took a moment to thank Karen Davis for her service as Board Chair over the past year, and noted that he had enjoyed working with her.

8.1. Report on the website kit workloads

Stephen Hedges reminded the Board of discussion at the previous meeting about the possibility of limiting the number of website kit customers, because it seemed that upgrades to existing kits' software were beginning to take all of Laura Solomon's time. There had also been discussion of the possibility of using some outside help with kit maintenance tasks.

Laura Solomon reported that on the newer website servers, she can now use an automated tool to handle Drupal security upgrades, which will save a lot of time. Some of the current website servers will need to be upgraded, however, before this tool can be implemented. As for migrating websites to newer versions of Drupal, she is no longer asking libraries if they want to make changes to their sites while she is doing the migrations. While doing changes concurrently with a migration seems like a good way to encourage improving websites, the extra work involved slows the migration process too much. These two process changes have improved Laura's work flow considerably.

Stephen also noted that OPLIN is no longer posting announcements when new websites go into production, which seems to have reduced demand. Jill Billman-Royer felt that OPLIN should be making such announcements to let libraries know what we are doing; the announcements could omit any type of recruitment of additional website kit customers. The rest of the Board was in agreement, so Laura will resume making these announcements.

Laura reported that there are now 73 website kits in use, and 42 of those still need to be upgraded to a newer version of Drupal.

8.2. Discuss marketing and focus groups

Stephen Hedges provided a document for discussion regarding marketing the Ohio Web Library, following discussion of this same topic at the last Board meeting, and discussion among OPLIN staff since that meeting. He proposed that the marketing goal was to make sure librarians know about these resources that are partially purchased with PLF money. OPLIN collects a