March 30, 2006

The State Library Board met March 30, 2006 in the Brahm Boardroom of the State Library, 274 East First Avenue, Columbus, Ohio.

CALL TO ORDER

The meeting was called to order at 1:00 p.m., Thursday, March 30, 2006.  State Library Board members present were: Ms. Ann Baines, President; Ms. Lucille Hastings, Vice-President; Mr. David Miller, Ms. Jackie O'Brien and Ms. Jo Budler, Secretary.  Dr. George W. Paulson was excused.

Visitors present were: Barry McKew, Assistant Attorney General; Carol Verny, OHIONET; Paul Pormen, NOLA Regional Library System; Doug Evans, Ohio Library Council; Louise Jones, Ohio Historical Society; Terri Pasadyn, CAMLS Regional Library System; Michael Penrod, Wood County District Library; Stephanie Born, Green Local Schools; Ryan McDonnell, Marysville Public Library; Cindy Griffith, Ross Local Schools; Connie Snyder, Botkins Local Schools; Linda Higgins, Chillicothe & Ross County Public Library; Sheila Shellabarger, Wright State University; Greg Edwards, Public Library of Cincinnati and Hamilton County; and Jody Stroh, Way Public Library.

State Library staff members present were: Pete Bates, Ashlee Clark, Diane Fink, Sean Hughes, Missy Lodge, Bill Morris, Gretchen Persohn, Roger Verny, Julia Ward, and Larry Walls.

APPROVAL OF MINUTES

The minutes of the February 16-17, 2006 Board Retreat meeting were approved by common consent.

PUBLIC PARTICIPATION

There were no requests for public participation.

LSTA REPORT

LSTA Mini-Grants
Mr. Roger Verny, Deputy State Librarian, reported that a total of 9 Library Services and Technology Act mini-grants were being recommended for funding at a total of $142,598.  A total of 31 proposals were received requesting more than $540,741. He then presented an Innovative Technology mini-grant as follows:

Wood County District Public Library, $20,162 for the Black Swamp Memories Digital Scrapbook project.  The public library in collaboration with several partner organizations will create an online digital scrapbook containing images of northwest Ohio.  LSTA funds will be used to for initial equipment purchases with the intent of scanning 500 images during the grant period. 

Ms. Obrien moved (M-10-06) that a Library Service and Technology Act (LSTA) grant from FFY05 funds be awarded to the following library in the specified amount for an Innovative Technology project for the period of April 1, 2006-August 31, 2006.

    Wood County. District Public Library    $20,162

Ms. Hastings seconded the motion.  The motion passed with Mr. Miller abstaining and the rest of the members voting “yes”.

Mr. Verny then presented the following group of Training mini-grants for consideration:

Green Local Schools, $23,625 to develop a computer lab in the elementary school library.  The lab will be used for information literacy training for students, instructing teachers on use of INFOhio resources, and be available to parents to assist their children in working on research projects. 

Marysville Public Library, $13,602 for the development of an instructional computer class program for the Marysville Public Library.  LSTA funds will be used to purchase laptop computers and classes will be developed for staff and patrons, with a particular emphasis on classes to seniors, new computer users and teens. 

Newton Falls Exempted Village Schools, $22,623 to increase the number of Internet capable computers in the Junior-Senior High School Library.  The library media specialist will provide training on the OPAC, INFOhio electronic resources, KnowItNow and Learning Express to both students and teachers. 

Ross Local Schools, $18,908 to purchase laptops and peripherals to facilitate student learning.  The library media specialist will work with fourth and fifth grade teachers on the development of lessons that engage students in the use of INFOhio resources.  Students will be encouraged to create original work that reflects their knowledge of information literacy resources. 

Southington Schools, $9,333 to increase the number of Internet capable computers in the library media center.  The library media specialist will provide training on the OPAC, INFOhio electronic resources, and Learning Express to both students and teachers.  Special emphasis will be placed on working with special needs students. 

Ms. Hastings moved (M-11-06) that Library Services and Technology Act (LSTA) grants from FFY05 funds be awarded to the following libraries in the specified amounts for Training projects for the period of April 1, 2006- August 31, 2006.

Ms. O’Brien seconded the motion.  The motion passed with all members voting “yes”.

Ms. Missy Lodge, LSTA Program Coordinator, then presented the following Services to Targeted Populations mini-grants for consideration:

Botkins Local Schools, $23,999 for the purchase of equipment and WYNN and Inspiration software to improve the literacy skills and academic achievement of students with disabilities.  The library media specialist and the intervention specialist will work collaboratively on the project.

Chillicothe and Ross County Public Library, $6,056 to purchase a wireless mobile computer lab to provide computer classes to persons who do not or cannot come to the library.  The library will be working with Ross County Senior Citizens Center, Metropolitan Housing, Glade/Traditions and Goodwill Industries to provide classes for their clients and residents.

Wright State University, $4,290 to provide two customized workstations with software designed to assist students with learning disabilities in using library resources to conduct research and to complete assignments.  The library will partner with the Office of Disability Services to promote the new service. 

Mr. Miller moved (M-12-06) that that Library Services and Technology Act (LSTA) grants from FFY05 funds be awarded to the following libraries in the specified amounts for Services to Targeted Populations projects for the period of April 1, 2006- August 31, 2006.

Ms. O'Brien seconded the motion.  The motion passed with all members voting "yes".

LSTA Services to People with Disabilities Grants
Ms. Lodge then presented two Services to People with Disabilities grants for consideration.  She noted that this was the second round of the program which was implemented last year. Three proposals were received for a total request of $31,477.  Two grants are being recommended for a total request of $14,552.  The following grant proposals were presented:

Public Library of Cincinnati and Hamilton County, $10,637, to purchase multiple copies of over 250 audio-described video titles in VHS format to be circulated and marketed through the Cincinnati Regional Library for the Blind.  To fulfill the goals of the project, the Regional Library for the Blind will partner with the machine lending agencies in the 33 county service area to promote the videos. 

Way Public Library, $3,915, to ensure that the Library’s website is fully accessible to persons with disabilities.  Following implementation the Library’s website will:  be accessible through a variety of adaptive hardware and software, adhere to the standards of the World Wide Web consortium, and be compliant with Section 508 of the Rehabilitation Act.  

Ms. Hastings moved (M-13-06) that Library Services and Technology Act (LSTA) grants from FFY05 funds be awarded to the following libraries in the specified amounts for Services to Targeted Populations/Services to Persons with Disabilities projects for the period of April 1, 2006- August 31, 2006.

Ms. O’Brien seconded the motion.  The motion passed with Ms. Baines, Ms. Hastings and Ms. O’Brien voting "yes".  Mr. Miller abstained.

Library Leadership Ohio Proposal
Terri Pasadyn, Interim Executive Director/Continuing Education Director at the CAMLS Regional Library System, presented a proposal to fund the Library Leadership Ohio program.  She noted that CAMLS has been facilitating the program since 1993.  This year the week-long program will be held at the Inn at Honey Run.  A total of approximately 80 applications have been received for the 30 available spots.  She provided a brief outline of what activities take place during the week and noted that they exceeded their fundraising goal through contributions from library vendors like Baker and Taylor, Thompson Gale, Sirsi and Encyclopedia Britannica and also from library community sponsors like OVAL, NOLA, the Ohio Library Council, OHIONET, OLSSI, ALAO and Kent State University.

Ms. O’Brien moved (M-14-06) that a Library Services and Technology Act (LSTA) grant in the amount of $10,000 from FFY05 funds be awarded to Cleveland Heights-University Heights Public Library for the Library Leadership Ohio Institute 2006 Training project for the period of  April 1, 2006 through August 30, 2006

Mr. Miller seconded the motion.  The motion passed with all members voting "yes".

LSTA Advisory Council Appointments
Mr. Verny then presented Cherie Pandora and Stephen Foster for appointment to the LSTA Advisory Council.

Ms. O’Brien moved (M-15-06) that the following members be appointed to the LSTA Advisory Council:

Cherie Pandora, Coordinator of Media Education K-12 at Rocky River High school
Stephen Foster, University Librarian of Wright State University

Mr. Miller seconded the motion.  The motion passed with all members voting “yes”.

STATE LIBRARIAN'S REPORT

Business Plan Update
Ms. Joanne Budler, State Librarian, discussed the current status of the State Library business plan.  The spreadsheet tracking the progress of the plan has been updated with color coding to indicate progress.  Green means that a task is completed or on target, yellow means that a task is in progress with the deadline approaching and red means that the task deadline has passed and it is overdue.  Ms. Budler emphasized that the system is not meant as a grading tool but more as a communications tool.  For example, if a task is red it will be evaluated to see if the deadline should be extended or if extra assistance is need to complete it.  She then highlighted various items in the plan and provided a brief update on them.

Rules of Conduct for State Library Customers
Gretchen Persohn, Head of Research Services, presented the following draft policy on rules of conduct for state library customers noting that we have not had a formal patron policy in the past.  She explained that there have been some instances which have led to the need to have a policy in place.

Rules of Conduct for State Library Customers
The State Library of Ohio strives to make available a facility that is clean and comfortable to support the varied research needs of our customers.  To ensure a pleasant environment that is conducive to the needs of all library users, the State Library Board has adopted the following Rules of Conduct.  These rules apply to all library customers while on library property.

Customers in violation of these rules will be asked to discontinue the prohibited activity.   If the customer continues engaging in inappropriate behavior after being warned, they will be asked to leave the facility.  The Columbus Police will be contacted to deal with customers who refuse to leave the facility, or are suspected of engaging in criminal behavior.   

Customers who intentionally and/or repeatedly violate the Rules of Conduct may be suspended from returning to the library.  Such suspensions shall be progressive in nature—with the first suspension for one week; second suspension for one month; third suspension for one year.  Suspensions may be appealed to the State Library Board through the State Librarian.   

Rules of Conduct

1. Use of obscene, abusive, threatening or insulting language or intimidating or harassing customers or staff in the library is prohibited. 
2. Conduct which disrupts, disturbs or in any way interferes with normal operations of the library or with the use and enjoyment of the library by other customers is prohibited.
3. Bathing, washing clothes and shaving in the restrooms or bodily hygiene that could be considered offensive is prohibited.
4. Begging, selling or soliciting on library property is prohibited.
5. The State Library of Ohio is a smoke free, alcohol free, drug free and weapons free facility.
6. Eating and drinking are permitted only in designated areas.
7. Animals, with the exception of certified service animals, are prohibited.
8. Removing without checking out, damaging or destroying library materials or property is prohibited.
9. Children must be supervised by an adult (See State Library of Ohio’s Policy on Unattended Children, adopted Sep 26, 2002). 

After review by Assistant Attorney General, Barry McKew, the policy will be brought back to the Board for approval at a future Board Meeting.

State Library of Ohio Gift Policy/Distribution of Free Material and Community Information Policy
Ms. Persohn then presented the proposed State Library of Ohio Gift Policy and Distribution of Free Material and Community Information Policy for adoption.  The policies had been presented at a previous Board meeting and reviewed by the Attorney General’s office and revised accordingly.

Ms. O’Brien moved (M-16-06) adoption of the following State Library of Ohio Gift Policy and Distribution of Free Material and Community Information Policy:

State Library of Ohio Gift Policy
The State Library of Ohio is grateful for gifts and its collections have been enriched by contributions from individuals and other libraries.

All gifts received are to be sent to the Head of Research Services.  The Library reserves the right to decide which gifts should be added to its collections.  The Library also reserves the right to give to other libraries or otherwise dispose of gift materials that are not added to the Collection.

Gifts and donations will be evaluated according to the Collection Development Policy, the mission of the State Library of Ohio, the value of the gift, and the condition of the material.  The State Library of Ohio will not provide a valuation for tax purposes of gifts received.

The State Library of Ohio does not accept original handwritten manuscripts, disorganized or unorganized items (e.g., notebooks), or any other archival items with the exception of items that are federal government documents or state publications of the state of Ohio.

Gifts of material sponsored by commercial and special interest groups will be evaluated to see that they conform to general selection policies.

Distribution of Free Material and Community Information Policy

As a service to our patrons, the State Library of Ohio provides space for the distribution of free materials/community information.  These materials are limited to those of an educational, cultural, civic, and recreational nature. 

All material to be distributed must be approved.  These materials may be left with the receptionist.  Approval for materials will be decided by the Head of Research Services or the Head of Patron & Catalog Services. 

Display of materials at the library DOES NOT imply endorsement by the State Library of Ohio.  In keeping with the American Library Association Library Bill of Rights, materials will not be excluded because of origin, background or views of those contributing to their creation; materials will not be removed because of partisan or doctrinal disapproval. 

Requests for reconsideration of any materials will be directed to the State Librarian.  If a resolution is not reached, the request for reconsideration will be directed to the Board of Trustees.

Ms. Hastings seconded the motion.  The motion passed with all members voting “yes”.

Tagline/Boilerplate Update
Sean Hughes, Public Relations Manager, updated the Board on the development of a new branding campaign for the State Library.  Two components of that campaign are the development of a boilerplate and tagline.  He explained that the boilerplate is a short description of who we are and what we do that will be used on all print and electronic communications.  A new email policy for staff has been developed requiring the inclusion of the boilerplate language "The State Library of Ohio provides services and resources to assist state government and libraries in providing the best service to all” in the signature line of all email.  He explained that there are required and optional signature components to ensure that email from the State Library has a consistent look.  Every communication will be easily recognizable as an official communication from the State Library.

He then explained that the next step was to choose a State Library tagline.  A tagline is a much more succinct and powerful message that becomes a part of the Logo.  The branding committee came up with four suggestions which were reviewed by the Steering Team and then sent to customers in a survey to get their feedback.  Based on the customer feedback the tagline “Knowledge, Power, Opportunities” was chosen.  Mr. Hughes went over the results of the customer survey noting that 43% of state employee respondents picked the tagline as their favorite of the four choices and 45% of the public library respondents picked the tagline as their favorite.  Ms. Baines asked about next steps in the process and Mr. Hughes responded that he planned on meeting with a graphic designer within the next week to begin development of a new State Library Logo.

UNFINISHED BUSINESS

Executive Session
Ms. O’Brien moved (M-17-06) at 2:20 p.m. that the Board go into executive session with Assistant Attorney General Barry McKew to discuss a matter of Attorney/Client privilege.

Mr. Miller seconded the motion.  The motion passed with all members voting “yes”.

Ms. O’Brien moved (M-18-06) at 2:45 p.m. that the State Library Board come out of Executive Session.

Ms. Hastings seconded the motion.  The motion passed with all members voting “yes.”

ADJOURNMENT

There being no further items for discussion, Ms O'Brien moved (M-19-06) to adjourn. Ms. Hastings seconded the motion.  The motion passed with all members voting "yes".  The Board adjourned at 2:46 p.m., Thursday, March 30, 2006.

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