December 12, 2006
The State Library Board met December 12, 2006 at the Old Worthington Library, 820 High Street, Worthington, Ohio 43085
CALL TO ORDER
The meeting was called to order at 1:00 p.m., Tuesday, December 12, 2006. State Library Board members present were: Mr. David Miller; President, Dr. George W. Paulson; Vice-President, Ms. Ann Baines, Ms. Lucille Hastings, and Ms. Jo Budler; Secretary. Ms. Jackie O'Brien was excused.
Visitors present were: Stephen Hedges, OPLIN; Mackenzie Betts, OLC; and Paul Pormen, NEO-RLS.
State Library staff members present were: Jim Buchman, Catherine Kolbash, Ruth Metcalf, Roger Verny, Diane Fink, Missy Lodge, Marsha McDevitt-Stredney and Bill Morris.
TOUR OF WORTHINGTON PUBLIC LIBRARY
The meeting was preceded with a tour given by Meribah Mansfield, Director of the Worthington Public Library. The tour included the main circulation area, the children’s room and then focused on the services provided to persons with disabilities at the library. These services were enhanced in part due to a $23,301 LSTA grant which was awarded to the library to provide computer application training for persons with disabilities, provide sensitivity and awareness training to staff, and to enhance the library's collections for customers with low–vision. Worthington librarian Bill Meltzer demonstrated the special magnifying software on a computer workstation as well as handheld magnifiers provided to help low-vision patrons.
The Board was then given a presentation by Chuck Gibson, Associate Director of Public Services, on the PINES automation system, a public library automation and lending network for 252 libraries in 123 counties in the State of Georgia. Stefan Langer, webmaster, then gave a presentation about the Worthington Memory project, a digitization project which organizes local history photographs and documents into an online community scrapbook.
Mr. David Miller thanked everyone from Worthington Library for accommodating the State Library Board and staff.
APPROVAL OF MINUTES
The minutes of the October 26, 2006 Board meeting were approved by common consent.
PUBLIC PARTICIPATION
There were no requests for public participation.
LSTA REPORT
LSTA Advisory Council Appointments
Mr. Roger Verny, Deputy State Librarian, presented the names of five people being recommended for appointment to the LSTA Advisory Council. He noted that Arlene Radden and Louis Szudy are recommended for reappointment and Jim Crawford, Glen Horton and Kent Oliver would be new appointments to the council.
Dr. Paulson moved (M-63-06) that the following persons be appointed to the LSTA Advisory Council for a three year term (July 1, 2006-June 30, 2009)
Jim Crawford, Director, Ida Rupp Public Library (Port Clinton)
Glen Horton, Technology Coordinator, Southwest Ohio and Neighboring Libraries (SWON)
Kent Oliver, Director, Stark County District Library (Canton)
Lois Szudy, Director, Courtright Memorial Library, Otterbein College
Ms. Baines seconded the motion. The motion passed with all members voting “yes”.
Continuing Education Grants
Ms. Missy Lodge, Head, Library Programs and Development, presented two continuing education grant proposals recommended for funding. The total request is for $22,398 for grants to be completed from January 1, 2007 through June 30, 2007. An RFP will be released in January for the period July 1, 2007 through December 31, 2007. The first grant proposal was from NEO-RLS to assist with a 2 day youth services symposium to be held in Central and then Northern Ohio. Organizers expect 75 youth services librarians to attend each symposium and the grant funds will help reduce the participant’s fees by $100 each. The second grant request was from The Ohio State University for funds to assist with a two day program on Library 2.0, the next generation of the web, including social networking applications like pod casting and myspace and their effect on library services and programs. They expect to have over 100 people on site and webcast the program to another 400 people across the state, along with archiving the program for future use.
Ms. Baines moved (M-64-06) that Library Services and Technology Act (LSTA) grants from FFY06 funds be awarded to the following libraries in the specified amounts for Continuing Education/Training projects for the period of January 1, 2007 through June 30, 2007.
Northeast Ohio Regional Library System- $12,412
The Ohio State University Libraries- $ 9,986
Dr. Paulson seconded the motion. The motion passed with all members voting “yes’ and Ms. Hastings abstaining.
OAKS Update
Ms. Diane Fink, Head, Fiscal Services, updated the Board on the progress of the Ohio Administrative Knowledge System (OAKS). She noted that developing an enterprise resource planning system has been discussed since the beginning of the Taft administration and was recommended by a management study committee. The system has been in development over several years and 200-300 people are currently working on it in office space located behind the State Library. Over 100 state agencies have been involved in rolling out the system which will serve approximately 63,000 state employees. The Human Capital Management module of the system, including time and labor, payroll, benefits and hiring/firing systems will go live on Monday, December 18, 2007. The first paycheck from the system will be issued on January 5, 2007. Ms. Fink noted that the current system in use is 40 to 50 years old. Plans call for the financials system to roll out in July 2007 followed by the first self service module in January of 2008 and the Budget/Inventory system in July 2008.
Board Nominations
Ms. Budler updated the Board regarding the Board nomination/appointment process noting that the recommendations of the Board were sent to the Department of Education and the State Board of Education was meeting today also and would be considering the appointment.
STATE LIBRARIAN'S REPORT
State Librarian’s Visits
Ms. Budler then reported on her visits to libraries across the state noting that the libraries she has visited have been very welcoming and the visits have been successful. Logs of her visits are being updated on the website and the Flickr photo sharing website is being explored as a way to provide librarians with easy and quick access to the pictures taken during the visits. The visits will be starting up again in January in libraries closer to Central Ohio to avoid potential winter weather travel problems.
Staff Vacancies
Ms. Budler introduced Marsha McDevitt-Stredney, the new Marketing and Communications Manager who started on Monday, noting that the Ready to Read project and Ohio Libraries Share: MORE project would be the top marketing priorities. The MORE project will soon be implementing enhancements which should save considerable staff time for libraries participating in MORE.
Ms. Budler also reported that a candidate from the state of Washington would be interviewed the following day for the State Library’s vacant CIO position. The candidate has already been interviewed via phone and has been invited for an in-person interview.
Books to Grow On: Ohio’s Early Literacy Initiative
Ms. Budler then introduced Ruth Metcalf, State Library Consultant, to provide background on the Ready to Read initiative: Books to Grow On. Ms. Metcalf stated that a group of librarians are working on a statewide program with the main thrust to increase advocacy, increase awareness among library directors and increase communications about the importance of Ready to Read programs and also encourage libraries to collaborate with local entities on ready to read projects in their communities. The importance of ready to read programs became more apparent in 2003-4 when the PLA and ALA released information on the latest research showing the importance of learning to read early in brain development. Unfortunately libraries are not always seen as places for early literacy. However there is established research to show that libraries can support parents in their early literacy efforts with their children. Ms. Metcalf worked with Kent State Professor Carolyn Brodie and Sue Nespeca to draft a Ready To Read Proposal for the state. The proposal would encourage partnerships between public libraries and early childhood care providers to work closely to reach at-risk children and work on six key pre-reading skills. The proposal would train a total of 400 people and would include a manual, kits, videotapes, brochures, etc. for use around the state. Ms. Metcalf will be the project coordinator at the State library and plans to begin meeting again in early January.
Ms. Baines commented that the project would tie in perfectly with the program being run in Dayton which the Board learned about first hand at the last Board Meeting and asked how they would be involved. Ms Metcalf indicated that she would be in contact with them. Ms. Baines then commented that it would be less difficult to reach out in an urban environment but how do you reach parents in rural areas? Ms. Metcalf replied that the training would address that by having the participants come up with goals for their communities on how best to reach their populations.
Mr. Miller suggested that it may be worthwhile to approach the newly elected US Senator for possible funding for year 3 or 4 of the project. Ms. Hasting suggested that possible partnerships to pursue would be with the department of Human Services and the Cooperative Extension services.
UNFINISHED BUSINESS
Consumer Advisory Committee Appointments
Mr. Jim Buchman, Head of Patron and Catalog Services, reported that Annette Anderson, one of the members appointed to the Consumer Advisory Committee at the October Board Meeting, had a transportation issue which could not be resolved and therefore would not be able to fulfill the responsibilities of the appointment. Shelbi Johnson is being recommended as a replacement.
Ms. Baines moved (M-65-06) that the following person be appointed to the State Library’s Talking Book Consumer Advisory Committee for the terms outlined below:
Organization Representative:
Shelbi Johnson - January 1, 2007 – October 30, 2009 (initial term)
Ms. Hastings seconded the motion. The motion passed with all members voting “yes”.
NEW BUSINESS
Before proceeding to the recognition of service portion of the agenda Mr. Miller noted that he would like to have the Board visit another library in 2007 much like the current and previous meetings of the Board. Details of when and where will be worked out later.
Recognition of Service
Mr. Miller then recognized the service of Darla Cottrill and Jean Underwood, two long time employees of the State Library who are retiring at the end of the year.
Ms. Baines moved (M-66-06) that the following resolutions be adopted by the State Library Board:
RESOLUTION
WHEREAS, Darla Cottrill has given three decades of loyal and dependable service to the State Library; and
WHEREAS, Darla Cottrill has been responsible for the collection, analysis, and display of data relating to the performance of Ohio’s libraries that is used by libraries and governmental agencies to provide improved services to library customers; and
WHEREAS, Darla Cottrill has provided many statistical reports used by the libraries and agencies as the basis for making important decisions; and
WHEREAS, Darla Cottrill was instrumental in leading the State Library of Ohio to be the first state to automate the collection of library statistics; and
WHEREAS, the State Library has received numerous national awards due to Darla Cottrill’s timely submission of library data: and
WHEREAS, Darla Cottrill served on and chaired numerous national committees that identified and refined new data on the performance of libraries to be collected by each state; and
WHEREAS, Darla Cottrill consulted with other states in designing library data collection systems:
THEREFORE, BE IT RESOLVED, that upon her retirement, the State Library Board, on behalf of the State Library of Ohio and the Ohio library community, expresses its deep gratitude to Darla Cottrill for the significant work that she has performed and furthermore appreciates her many contributions and wishes her happiness and prosperity in her future endeavors.
And;
RESOLUTION
Whereas, Jean Underwood has generously provided the State Library of Ohio with over nineteen years of exemplary service; and
Whereas, Jean Underwood worked in several departments at the State Library including Technical Services and Research Services; and
Whereas, Jean Underwood has graciously provided assistance and excellent service to library staff, co-workers and customers through positions she has held at the State Library; and
Whereas, Jean Underwood has shown incredible dedication to the State Library of Ohio and libraries across Ohio during her time here;
Therefore, BE IT RESOLVED, that upon her retirement, the State Library Board, on behalf of the State Library of Ohio and Ohio's library community, hereby thanks Jean Underwood for her tireless and exemplary efforts, gratefully appreciates her many significant contributions to the services and programs of the State Library of Ohio and wishes her the best in the future.
Dr. Paulson seconded the motion. The motion passed with all members voting “yes”.
The board then recognized Board Member Ann Baines for her ten years of service on the State Library Board with a gift and the reading of the following Resolution:
RESOLUTION
WHEREAS, Ann Baines has served with distinction as a member of the State
Library Board from 1997 to 2006; and
WHEREAS, Ms. Baines' tenure included service as President of the board from
2001 to 2003 and 2005 to 2006 and Vice-President from 1999 to 2001; and
WHEREAS, Ms. Baines brought to the board superlative experience and expertise including wise counsel and clear decision making abilities from her previous library board experience of 18 years at Middletown Public Library as well as her tenure in the information industry at Lexis-Nexis; and
WHEREAS, Ms. Baines' two full terms as a board member reflected her professionalism and dedication to excellence and her abiding concern for the welfare of the entire Ohio library community; and
WHEREAS, Ms. Baines provided leadership through difficult budgetary times as well as a change in library administration; and
WHEREAS, Ms. Baines has made many contributions to the development and progress of Ohio's libraries and library programs, as well as her advocacy on behalf of libraries in Southwestern Ohio;
THEREFORE, BE IT RESOLVED, that the State Library Board, on behalf of
Ohio's libraries, expresses sincere gratitude to Ms. Baines for her exemplary efforts, and wishes her continued success in all of her endeavors.
ADJOURNMENT
There being no further items for discussion, the Board adjourned by common consent at 2:30 p.m., Tuesday, December 12th, 2006.