September 26, 2006

The State Library Board met September 26, 2006 in the Lucas Conference Room of the State Library, 274 East First Avenue, Columbus, Ohio.

CALL TO ORDER

The meeting was called to order at 1:00 p.m., Tuesday, September 26, 2006. State Library Board members present were: Mr. David Miller; President, Dr. George W. Paulson; Vice-President, Ms. Ann Baines, Ms. Jackie O'Brien and Ms. Jo Budler; Secretary. Ms. Lucille Hastings was excused.

Visitors present were: Steve Marine, NetWellness; Barry McKew, Assistant Attorney General; Stephen Hedges, OPLIN; Belinda Boon, Kent State University - SLIS; Carol Verny, OHIONET; Cindy Griffith, Ross Local Schools; Merce Robinson and Linda Sperry, Cleveland Public Library; Bonnie Banks and Suzanne Cline, Amos Memorial Public Library.

State Library staff members present were: Diane Fink, Missy Lodge, Bill Morris, Roger Verny and Joseph Weitz.

APPROVAL OF MINUTES

The minutes of the July 20, 2006 Board meeting were approved by common consent.

PUBLIC PARTICIPATION

There were no requests for public participation.

LSTA REPORT

Full Grants

Ms. Missy Lodge, Head, Library Programs and Development, began by stating that three federal Library Services and Technology Act (LSTA) full grants, totaling $186,872, would be presented for approval. For this full grant round, the State Library received 10 eligible proposals with a combined federal request of $640,791. Representatives from all three proposals were in attendance to make presentations to the Board.

Ms. Lodge then introduced Suzanne Cline and Bonnie Banks from Amos Memorial Public Library to summarize their proposal for “Creating” Connections with our Community?. Ms. Cline described the need to decrease the digital divide for the library's underserved segments of the community: diverse populations, seniors, teens, and library staff. The grant would purchase a smart cart with 24 laptops that would serve the training needs of the library and its branches. Discussion ensued about the types of programs and training the library has planned and the marketing of the service.

Dr. Paulson moved (M–51–06) that a Library Services and Technology Act (LSTA) grant in the amount of $47,478 from FFY06 funds be awarded to Amos Memorial Public Library for a Training project for the period of October 1, 2006- September 30, 2007.

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

Ms. Lodge introduced Merce Robinson, Literacy Coordinator for the Ohio Center for the Book at Cleveland Public Library, and Linda Sperry, Mobile Services Manager at the Cleveland Public Library, to present the next proposal. Ms. Robinson explained that Cleveland is 8th among the 243 largest cities with the largest percentage of the population age 5 below poverty level. The Cleveland Public Library would like to purchase a van to deliver mobile library services and age-appropriate literacy training to area early childhood facilities, pediatric settings, and community events. Highlighting the six early literacy skills from the Every Child Ready to Read program, the goal is to increase the staff knowledge of these skills and the appropriate methods for developing the skills in young children. Discussion ensued regarding the role of Cleveland Public Library and the additional local funding that will go towards the purchase of materials. Ms. Baines asked for more information on the coupons that will be distributed at the early childhood facilities. Ms. Robinson explained that the library will offer a small incentive for those turning in the coupon at each of the 60 locations in an effort to increase parents? visits to their local public library.

Ms. O'Brien moved (M–52–06) that a Library Services and Technology Act (LSTA) grant in the amount of $80,000 from FFY06 funds be awarded to Cleveland Public Library for a Services to Youth in Poverty project for the period of October 1, 2006- September 30, 2007.

Dr. Paulson seconded the motion. The motion passed with all members voting “yes”.

Mr. Miller thanked the Cleveland Public Library Board for their support of the program as well.

Ms. Lodge then introduced Cindy Griffith, Library Media Specialist of Ross Middle School, to present the next proposal. Ms. Griffith described the 4R's project: Research, Record, Revise, and Reflect. These skills, along with the appropriate academic standards, will be taught to the 7th and 8th grade students to prepare them for the high school level of the program, which was funded by a LSTA grant. Each project will be catalogued and available through the library. Mr. Miller recommended after this year focusing on the 7th grade students to ensure they have a good core set of skills to build upon in the subsequent years.

Ms. O'Brien moved (M–53–06) that a Library Services and Technology Act (LSTA) grant in the amount of $59,394 from FFY06 funds be awarded to Ross Local School District for an Innovative Technology project for the period of October 1, 2006- September 30, 2007.

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

NetWellness

Mr. Steve Marine, Program Director of NetWellness, provided the Board with background information about NetWellness. NetWellness began eleven and a half years ago and is a consumer health web site providing the public with in-depth health information provided by medical and health professional faculty at University of Cincinnati, The Ohio State University, and Case Western Reserve University. These experts volunteer their time to create content and have answered over 33,000 questions online through the Ask an Expert feature. The site, having over 43,000 pages, is an authoritative source due to the contribution of the experts who are renowned in their fields. It is projected that the site will have over 75 millions hits in 2006.

Mr. Marine outlined how NetWellness has historically been funded. First it was funded by federal grants. Next it was funded as a line item in the State Library of Ohio?s budget from 1997-2001. Then it was funded by a variety grants: federal, state, local, and foundation. Now NetWellness is moving into a different funding model, which includes sponsorships. They have one sponsor, Delta Dental Insurance, and expect to achieve full sustainability in the next fiscal year.

In the meantime, Mr. Marine noted that NetWellness is seeking funding for a one year renewal subscription to ADAM Illustrated Health Encyclopedia. This encyclopedia allows the customers to answer basic medical questions such as, ?What is diabetes?? while allowing the experts to focus on more in-depth questions.

Dr. Paulson moved (M-54-06) that a Library Services and Technology Act (LSTA) grant in the amount of $25,000 from FFY06 funds be awarded to NetWellness for a Resource Sharing project for the period of October 1, 2006 through June 30, 2007.

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

Mr. Roger Verny, Deputy State Librarian, led the Board in a discussion regarding the current automation grant process. The State Library has put approximately $12 million into automating school libraries. Less than 10% of Ohio?s public school libraries are not automated in any way. At the last LSTA Advisory Council meeting, there was a discussion regarding the automation grant program. The suggestions of the council could result in significant changes and Mr. Verny asked the Board for input and guidance on the following:

1. Discontinue current library automation program.
2. Ask INFOhio to come up with an annual proposal on how to automate the remaining libraries.
3. The proposal is submitted and reviewed under the current guidelines. The program would not be open for competition through individual schools or networks.
4. The local funding match would remain the same.
5. Set a budget each year with a maximum amount of $200,000/year.
6. Non-school libraries seeking automation could still do so through the full grant process.

Discussion ensued regarding reasons that schools have not been able to automate. Mr. Verny pointed out that ultimately, public school library automation will be an entry point for the digital world giving equity of access. Ms. Baines pointed out that in business you reach for 80% and then move on to the next project. Mr. Miller pointed out that students should not be penalized. He suggested adding regional involvement to work with and go the extra mile with the schools. Mr. Verny stated that there are regional Information Technology Centers that could help with that. Next there was discussion about scholarships to library media specialists.

The State Library Board agreed that State Library staff will work with INFOhio staff on an annual basis to bring proposals to automate public school libraries to the Board for approval for up to $200,000/year.

Children's Service Research Project

Mr. Verny explained that under the current five year LSTA plan, the State Library funded the Ross-Todd study that gained national recognition. The State Library would like to conduct a second research study on children and youth services, one of the most-used services of public libraries. Mr. Verny introduced Belinda Boon, Assistant Professor Kent State University School of Library and Information Science and Ruth Metcalf, State Library Consultant, to present the children?s service research project.

Ms. Metcalf explained that the Youth Services Advisory Council (YSAC) was created to advise the State Library on issues concerning youth services. A subcommittee of the Council, the Recruitment and Retention Subcommittee, discussed the need to assess the status of children?s librarianship in Ohio. Ms. Metcalf reiterated that this is an exciting study that would have broad implications for policies and would be a landmark study offering valuable information that would enhance all aspects of youth services work in Ohio.

Ms. Boon indicated that not just MLS staff work with youth in Ohio libraries. The research study would identify the staff that do work with youth, determine what training needs there are, and narrow down the types of training for different levels of staffing. The research project is expected to take a full year from start to finish. The survey will take four months to prepare and will be implemented in February 2007. Focus groups will be conducted in December. The data will be analyzed during the spring and recommendations will be given to State Library staff in June-July.

Dr. Paulson moved (M-55-06) that a Library Services and Technology Act (LSTA) grant in the amount of $15,103 from FFY06 funds be awarded to Kent State University ? School of Library and Information Science for a Research project for the period of October 1, 2006-September 30, 2007.

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

STATE LIBRARIAN'S REPORT

Business Plan Update

Ms. Jo Budler, State Librarian, explained that State Library staff revised the targets and goals of the business plan, using target four to focus on support functions. She noted that the targets are not prioritized, as all customer groups are important.

Dr. Paulson moved (M-56-06) to approve the following revised targets and goals of the State Library business plan: Business Plan FY 2007-2009

• Target 1: The State Library will provide high quality library and information services and products to all organizational units of state government.
  • GOAL 1: The State Library will provide reference and research products and services to all members of state government.
  • GOAL 2: The State Library will develop a collection to support the mission of the various units of state government.
  • GOAL 3: The State Library will provide access to physical and electronic materials located locally or remotely for all members of state government.
  • GOAL 4: The State Library will provide training that teaches state government employees to effectively utilize information resources.
  • GOAL 5: The State Library will provide quality meeting facilities to all members of state government and the library community at no cost.
  • GOAL 6: The State Library will promote its services and programs to state government including the Ohio General Assembly and Ohio?s Congressional delegation.
• Target 2: The State Library will serve as a resource to the library community by providing training, consultation and statewide projects which will enhance library service to Ohio residents.
  
  • GOAL 1: The State Library will maintain a strong LSTA program.
  • GOAL 2: The State Library will provide quality library development and consultant services to individual libraries and staff.
  • GOAL 3: On a state and national basis, the State Library will collaborate with other library organizations on projects that result in improved access to information for Ohio?s residents.
  • GOAL 4: The State Library will provide quality resource sharing services through SEO and MORE and continue to seek improvements and alternative solutions for including new and existing libraries.
  • GOAL 5: Through its SEO Automation Consortium, the State Library will provide high quality automation services to interested public libraries.
  • GOAL: 6: The State Library will coordinate its training activities with other training providers to insure that a robust selection of meaningful training programs is offered to the Ohio library community.
  • GOAL 7: The State Library will market and promote its services and products to the Ohio library community.
  • GOAL 8: The State Library will monitor State and Federal legislation that may affect the library community.
  • GOAL 9: The State Library will work with Kent State University to develop and implement a plan to install a state-of-the-art SLIS facility at the State Library of Ohio.
• Target 3: The State Library will be a statewide resource in partnership with local libraries to provide library service to Ohio residents. Our emphasis will be on "virtual" information to meet the anytime, anywhere needs of Ohio residents.
  • GOAL 1: The State Library will shift its collection development orientation from physical acquisition to providing virtual access to resources.
  • GOAL 2: The State Library will support and promote resource sharing initiatives by serving on committees and providing project leadership.
  • GOAL 3: The State Library will pursue digitization projects that will make State Documents accessible to a wider audience.
  • GOAL 4: The State Library will promote the Digital Archive to state agencies as a means to preserve born-digital state documents making them available for generations to come
  • GOAL 5: The State Library will partner with the Cleveland Library for the Blind and Physically Handicapped and the Cincinnati Library for the Blind and Physically Handicapped in providing talking book services to Ohio residents.
  • GOAL 6: The State Library will actively collaborate with the library community in planning, implementing, and promoting virtual resource sharing efforts in their broadest sense.
  • GOAL 7: The State Library will provide leadership to the Ohio library community by hosting/providing information and access to innovative technologies.
• Target 4: The State Library will provide support to its internal customers in the areas of fiscal administration, employee relations, information technology, marketing, building services and delivery.
  • GOAL 1: The Fiscal Services Department will provide fiscal administration to the State Library and its employees in order to meet state, federal, and departmental requirements.
  • GOAL 2: The Transport & Facilities Services Department will provide a safe, secure, accessible and ADA compliant environment within the facility for State Library staff, state government employees and patrons of the library Transport services will provide management, planning, labor and facility to support Statewide Resource-Sharing.
  • GOAL 3: The Transport & Facilities Services Department will provide shipping, receiving, courier services to support and enable the State Library?s operations.
  • GOAL 4: The Information Systems and Technology Department will support the State Library of Ohio?s initiatives through the creation of an integrated marketing and communication program,
  • GOAL 5: The Information Systems and Technology Department will provide a high-speed computer and network infrastructure for the State Library staff and partners housed in the Columbus facility to support all technologies used in fulfilling their mission, departmental goals and objectives.
  • GOAL 6: The Fiscal Services Department will provide fiscal support services to primary (OPLIN) and secondary (Regional Library Systems, Regional Libraries for the Blind, and the Ohioana Library), partners within the State Library budget and any new programs enacted through the budgetary process.
  • GOAL 7: The Employee Relations Department will provide human resources and labor relations administration to the State Library and its employees in order to meet state, federal, and Labor requirements.

Visitor Sign in Policy

Mr. Verny indicated that the Visitor Sign-in Policy is similar to what other state agencies have in effect and will not affect library patrons or meeting room patrons. The policy will only affect visitors going into closed staff areas and was created as a way to allow staff to know if visitors are allowed to be in closed staff areas.

Ms. Baines moved (M–57–06) adoption of the following Visitor Sign-in Policy:

Visitor Sign in Policy

Visitors to the State Library of Ohio needing access to secure staff areas are required to sign in at the circulation/reception desk. Visitors will be given a visitor?s pass for the day, which must be displayed at all times.

This policy applies to all visitors coming to see OCCN, INFOHIO, Regional Library, and State Library of Ohio staff.

This policy does NOT apply to Ohioana or Kent State visitors. Ohioana and Kent State staff will handle sign in and issuance of visitor passes themselves. Also, this policy does NOT apply to visitors using the library?s public facilities, i.e. meeting rooms and library services.

Upon sign in and issuance of a visitor?s pass, circulation staff will call the staff member receiving the visitor. Visitors will be asked to wait in the public area for their escort to arrive. Staff are expected to escort their visitor while in secure staff areas.

Staff are encouraged to let circulation staff know when visitors are expected and to be available at the time they are expecting their visitor.

When leaving, visitors will be asked to sign out and dispose of their visitor's pass.

Staff should contact the head of transport services for issuance of a temporary access control card to a specific individual. Eligibility will be made on a case by case basis.

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

Public Access Wireless Policy

Ms. Budler explained that the State Library will be offering wireless Internet to its patrons.

Ms. Baines moved (M–28–06) adoption of the following Public Access Wireless Policy:

State Library of Ohio   Public Wireless

The State Library of Ohio provides free Internet access points or "hot spots" throughout its facilities during normal library business hours for users with portable computers or devices capable of receiving wireless signals. These access points will allow users to access the Internet from their laptop computers when sitting within range of the access points.

Acceptable Use

As a state agency, the State Library of Ohio has a management responsibility as cited in Ohio Department of Administrative Services (DAS) Directive 01?25 to establish an appropriate policy to administer use of the Internet and online services supported by the agency. It is within this context that the State Library of Ohio offers access to the Internet and via the public wireless network.

All users are expected to use the library's wireless access in a legal and responsible manner, consistent with the educational and informational purposes for which it is provided.

While using this wireless access, users should not violate federal, State of Ohio or local laws, including:

• The transmission or receiving of child pornography or harmful material. Access to or display of obscene language and sexually explicit graphics as defined in section 2901.01 and 2907.31 of the Ohio Revised Code is not permitted
• Fraud - Users are prohibited from misrepresenting themselves as another user; attempting to modify or gain access to files, passwords, or data belonging to others; seeking unauthorized access to any computer system, or damaging or altering software components of any network or database
• Downloading copyrighted material. U.S. copyright law (Title 17, U.S. Code) prohibits the unauthorized reproduction or distribution of copyrighted materials, except as permitted by the principles of "fair use." Users may not copy or distribute electronic materials without the explicit permission of the copyright holder

By using this wireless access, the customer acknowledges that he/she is subject to, and agrees to abide by all laws, and all rules and regulations of the State of Ohio, and the federal government that is applicable to Internet use.

Terms and Conditions of Use

• You will need a notebook/laptop computer or other device equipped with a wireless card that supports the WiFi standard (IIEE 802.11b/802.11g).
• The Library assumes no responsibility for the safety of equipment; Users must keep their equipment with them at all times and may only use electrical outlets in public areas.
• PLEASE NOTE: Printing access is not available via the wireless connection. If users need to print, they should save their work to a portable storage device (e.g. floppy disk, USB storage device) or wait to print a document on a home printer. An alternative to printing is to email files to one's email account.
• Library staff will not provide technical assistance. The State Library assumes no responsibility for laptop configurations, security or changes to data files resulting from connection to the Library's network and cannot guarantee that a user's hardware will work with the library's wireless connection.
• If a user has problems accessing the Internet over these connections, staff will not assist in making changes to the user's network settings or perform any troubleshooting on the user's own computer. Users should refer to their owner's manuals or other support services offered by their device manufacturer.

Security Consideration

Wireless access is by nature an insecure medium. As with most public wireless networks, any information being sent or received over the State Library's wireless network could potentially be intercepted by another wireless user. Cautious and informed wireless users should not transmit their credit card information, passwords and any other sensitive personal information while using any wireless "hot spot".

Anyone using the wireless network provided by the State Library is forewarned that there can be no expectation of privacy when using the wireless network, whether accessed from an external or internal site. Users assume all associated risks and agree to hold harmless the State Library of Ohio and its employees for any personal information (e.g. credit card) that is compromised, or for any damage caused to users' hardware or software due to electric surges, security issues or consequences caused by viruses or hacking. All wireless access users should have up-to-date virus protection on their personal laptop computers or wireless devices.

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

Budget Update

Ms. Diane Fink, Head, Fiscal Services, updated the Board on the Biennial Budget Request for FY 2008-2009. The request is due to the Office of Budget and Management on Monday, October 2nd. Ms. Fink is currently fine-tuning the documents. The budget request includes a Director's Summary as well as financial and narrative information on the eight programs of the State Library of Ohio:

• 1. Services to the Ohio Library Communities
• 2. Services to Ohio Government
• 3. OPLIN
• 4. Regional Library Systems
• 5. Regional Libraries for the Blind and Physically Handicapped
• 6. LSTA Grants
• 7. Ohioana Library Lease
• 8. Special Grants

While the State Library considers all programs important, the Office of Budget and Management (OBM) requires them to be prioritized. The Board provided input on the prioritization.

In addition to the Director's Summary and financial and narrative information on the eight programs of the State Library of Ohio, the budget request also includes the IT plan and budget language. The IT plan includes goals, objectives, and applications as well as budget crosswalk tables. Some programs, like OPLIN, only exist every two years and require budget language to be included each biennium. One change that was made in the OPLIN budget language was in regards to the amount required to be spent on new filters.

For this biennial budget request, agencies were permitted to submit requests at two levels: one for funding at the 100% level and one for an additional 3% in funding. For the additional 3% request, the State Library would like to create a digital cataloger position, a statewide projects coordinator position, and purchase upgrades to the Innopac system. For OPLIN?s extended request, they would like to develop an online tool with NetWellness related to heart disease and diabetes. The Regional Library Systems would like the extended request to fund technical assistance positions and programs. The Regional Libraries for the Blind and Physically Handicapped had varied requests. The Public Library of Cincinnati and Hamilton County would like to maintain staffing levels and the Cleveland Public Library would like to deliver services in a different format. The Ohioana Library Association?s extended request would cover increased rental fees.

Ms. Fink pointed out that while there were no budget cuts, there were no increases in funding either. The union negotiated raises of 3% in FY2008 and FY2009 and increased health insurance premiums will exceed the amount allotted in this flat funding. The State Library will eliminate an additional six positions by the end of FY2009, which are positions that are currently vacant or will become vacant.

Once the budget has been submitted, the State Library’s budget analyst will review the request and have an opportunity to ask questions. In November, the new Governor will be elected and OBM will work with the Governor?s transition team. By January, the new governor will be in office and decisions will be made on the Executive Budget.

Dr. Paulson commented that the State Library received a remarkable report from the Auditor of State and congratulated Ms. Fink on her hard work.

Ms. Fink went on to explain additional increases, including a rent increase and an unplanned fee for the Ohio Administrative Knowledge System (OAKS), the enterprise resource planning system for fiscal and human capital.

Mr. Miller thanked Ms. Fink for working with the Board on the budget priorities and expressed his appreciation for Ms. Fink’s hard work on the budget.

Intellectual Freedom Issue for SEO Libraries

Ms. Chris Tucker, Head, SEO Library Center, explained that the SEO consortium is made up of 69 libraries with their own Boards and collection policies. All materials are shared in the database. The SEO governance committee felt that the policy for when a citizen makes a request for reconsideration, while always a practice, should be formally approved.

Ms. Baines moved (M–58–06) adoption of the following policy for the SEO consortium:

If the borrower of an SEO library wishes to file a request for reconsideration of an item, he or she must file that request with the library that owns the item.

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

ADJOURNMENT

There being no further items for discussion, the Board adjourned by common consent at 2:30 p.m, Tuesday, September 26th, 2006.

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