June 28, 2007
The State Library Board met June 28, 2007 in the Boardroom of the State Library, 274 East First Avenue, Columbus, Ohio.
CALL TO ORDER
The meeting was called to order at 1:05 p.m., Thursday, June 28, 2007. State Library Board members present were: Mr. David Miller; President, Ms. Lucille Hastings, Ms. Mary Vesper Schwetschenau, and Ms. Jo Budler; Secretary. Dr. George W. Paulson; Vice-President, was excused.
Visitors present were: Allan Gray, NORWELD; Barry McKew, Assistant Attorney General; Judy Swerline, NWOCA; Susan Baughman, NCOCC; Anne Abate, SWON Libraries; Carol Verny, OHIONET; Greg Byerly, Kent State University – School of Library and Information Science; Cynthia DuChane and Terri Fredericka, INFOhio; Stephen Hedges, OPLIN; Doug Evans, Ohio Library Council; and Kristen Pool, NEO-RLS.
State Library staff members present were: Roger Verny, Ashlee Clark, Missy Lodge, Jan Haines, Lisa Hickle, Diane Fink, Anne Libby, Julia Ward, David Namiotka, Catherine Kolbash, Jim Buchman, Marsha McDevitt-Stredney, and Bill Morris.
APPROVAL OF MINUTES
Ms. Schwetschenau moved (M-14-07) approval of the May 31, 2007 minutes. Ms. Hastings seconded the motion. The motion passed with all members voting “yes”.
PUBLIC PARTICIPATION
There were no requests for public participation.
LSTA REPORT
Regional Libraries for the Blind and Physically Handicapped
Ms. Hastings moved (M-15-07) that FFY 2006 LSTA funds in the amount of $116,000 and FFY 2007 LSTA funds in the amount of $13,572 shall be granted to the Cleveland Public Library and FFY 2006 LSTA funds in the amount of $84,000 and FFY 2007 LSTA funds in the amount of $10,320 shall be granted to the Public Library of Cincinnati and Hamilton County to supplement the General Revenue funds for operation of the Regional Libraries for the Blind and Physically Handicapped from July 1, 2007 through June 30, 2008. This is contingent upon release of SFY 2008 federal appropriations within ALI 350-601.
313 (2006 c/o) 313 (2007) Total
Cleveland $116,000 $13,572 $129,572
Cincinnati $84,000 $10,320 $94,320
Ms. Schwetschenau seconded the motion. The motion passed with all members voting "yes".
Automation Grants
Mr. Roger Verny, Deputy State Librarian, described the changes in the automation grant process. School library media centers meeting eligibility requirements now apply for a grant to automate through INFOhio. Academic, special, and public libraries interested in automation funds may apply through the LSTA full grant program.
Terri Fredericka, Executive Director of INFOhio, thanked the Board for their continued support and leadership across the state. INFOhio formed a statewide committee that streamlined the process and selected schools based on eligibility. The committee selected three criteria, with first consideration going to non-automated high school library media centers, second consideration to library media centers that complete the automation of the school district, and third consideration to library media centers on stand alone systems not keeping up with the software.
There was an overwhelming response in applications and as a result, not all libraries that satisfied the criteria were funded due to the limited budget. Susan Baughman, NCOCC and Judy Swerline, NWOCA, who will be the co-coordinators of the project presented the specifics on the proposal. This grant would automate 37 school media centers in 14 districts from 9 different Information Technology Centers.
Ms. Schwetschenau moved (M-16-07) that a Library Services and Technology Act (LSTA) grant in the amount of $207,834 from FFY2007 funds be awarded to Pioneer Career and Technology Center for the INFOhio automation project for the period of October 1, 2007 through September 30, 2008, contingent upon the release of SFY 2008 federal appropriations within ALI 350-601.
Ms. Hastings seconded the motion. The motion passed with all members voting "yes".
Regional Library Systems Videoconferencing Equipment Grants
Mr. Verny stated that the State Library of Ohio has established a videoconferencing network for two primary reasons: continuing education programming and virtual meetings. The next step is to expand the infrastructure on the receiving end at the four Regional Library Systems.
Ms. Hastings moved (M-17-07) that Library Services and Technology Act (LSTA) grants from FFY 2006 funds be awarded to the following libraries in the specified amounts for training projects for the period of July 1, 2007 through September 30, 2007, contingent upon the release of SFY 2008 federal appropriations within ALI 350-601.
Northeast Ohio Regional Library System $25,000
Northwest Regional Library System $25,000
Southeast Regional Library System $25,000
Southwest Ohio and Neighboring Libraries $25,000
Ms. Schwetschenau seconded the motion. The motion passed with all members voting "yes".
School Automation Evaluation
Mr. Verny explained to the Board that as part of the Five Year LSTA Evaluation Report, the State Library had to evaluate one major LSTA funded initiative in-depth. Mr. Verny then reported that the Board has funded $13.9 million in school library media center automation since 1998, and chose to evaluate that initiative. Mr. Verny introduced Dr. Greg Byerly, Associate Professor, Kent State University School of Library and Information Science, to present a summary of the evaluation.
Dr. Byerly used focus groups, surveys, and interviews to evaluate six different factors. These factors were the impact on school libraries in Ohio, difference the automation has made, effect on resource sharing, process of allocating LSTA funds, future of LSTA funding for school library automation, and the influence on school library service in Ohio. Based on his findings, Dr. Byerly proposed three general recommendations for the future of school library automation in Ohio. The first is that the revised application process which places INFOhio in charge of the process and the decision of which school libraries to put forward in a centralized application to the LSTA Advisory Council should be continued. The second is that State Library staff should further investigate the status of resource sharing in schools and their libraries and in other Ohio public and academic libraries. Finally, the third is to continue the use of LSTA funds for school library automation, minimally at the 2006 level of support.
Discussion ensued regarding statewide resource sharing, the process, and funding. The Board will provide formal guidance at a future meeting.
STATE LIBRARIAN’S REPORT
Budget Update
Ms. Diane Fink, Head, Fiscal Services, presented the Board with the Legislative Service Commission report that included recommendations made by the Conference Committee. The State Library’s budget has received no changes from the Executive Budget. Governor Strickland is expected to sign the budget bill on Saturday, June 30th.
On July 2nd, the State of Ohio will operate under a new financial system within the Ohio Administrative Knowledge System (OAKS). Most of the information in the old Central Accounting System (CAS) will be converted into OAKS.
The Office of Budget Management (OBM), Department of Administrative Services, (DAS), and Office of Information Technology (OIT), have enacted many new policies and procedures as a result of the OAKS Financial implementation. The State of Ohio has been evaluating the cash flow through the State Treasury. Payments to vendors will be made on a more scheduled basis such as net 30 instead of the current practice of paying in less than 30 days. This will enable funds to remain in the State Treasury for a longer period of time and enable the State of Ohio to earn better interest rates. State employees will still be reimbursed for their travel expenses as soon as expenditures are authorized. As part of the spending reform the Strickland Administration is focusing on, agencies, boards, and commissions will have less flexibility in moving funds forward from one quarter to another quarter.
LSTA Five Year Plan discussion
Ms. Budler reminded the Board that they had received a draft of the next LSTA Five Year Plan in May. The plan is due to the Institute of Museum and Library Services on June 30th.
Mr. Miller recommended two wording changes regarding statewide resource sharing to make the section more understandable.
Ms. Hastings moved (M-18-07) that the new LSTA Five Year Plan be adopted by the Board with the suggested corrections.
Ms. Schwetschenau seconded the motion. The motion passed with all members voting "yes".
LSTA Vision Statement
Ms. Budler provided the Board with background information regarding an LSTA vision statement. The previous Board President wanted to ensure that clear direction on the use of LSTA funding was given by the State Library Board. While the Board has no desire to micro-manage, the Board would like a better mechanism to communicate the Board’s priorities to the LSTA Advisory Council. Ms. Budler noted that the vision statement was created to remedy this.
After discussion, the Board agreed that Mr. Miller would revise the statement and that the Board would act on it in a future meeting.
Follow-up letter for Library Partnership Summit
Ms. Budler updated the Board on the letter she wrote to all participants in the Library Partnership Summit on May 21st, 2007. Ms. Hastings encouraged Ms. Budler to continue pursuing library collaboration in Ohio.
UNFINISHED BUSINESS
Ms. Hastings moved (M-19-07) that the State Library Board affirms the appointments to the Ohio Public Library Information Network (OPLIN) Board of Trustees for the terms outlined below:
Mike Wantz July 1, 2007 – June 30, 2009 (vacant term)
Gary Branson July 1, 2007 – June 30, 2010 (initial term)
Karl Colon July 1, 2007 – June 30, 2010 (initial term)
Laura Solomon July 1, 2007 – June 30, 2010 (initial term)
Jeff Wale July 1, 2007 – June 30, 2010 (initial term)
Ms. Schwetschenau seconded the motion. The motion passed with all members voting "yes".
NEW BUSINESS
State Subsidies
Ms. Schwetschenau moved (M-20-07) that fiscal year 2008 General Revenue Funds in the amount of $252,610.25 be granted to Southwest and Neighboring Libraries (SWON) for operations from July 1, 2007 through June 30, 2008, contingent upon the release of SFY 2008 General Revenue Funds within ALI 350-502; and
that fiscal year 2008 General Revenue Funds in the amount of $252,610.25 be granted to Northwest Library District (NORWELD) for operations from July 1, 2007 through June 30, 2008, contingent upon the release of SFY 2008 General Revenue Funds within ALI 350-502; and
that fiscal year 2008 General Revenue Funds in the amount of $252,610.25 be granted to Northeast Ohio Regional Library System (NEO-RLS) for operations from July 1, 2007 through June 30, 2008, contingent upon the release of SFY 2008 General Revenue Funds within ALI 350-502; and
that fiscal year 2008 General Revenue Funds in the amount of $252,610.25 be granted to Southeast Ohio Regional Library System (SERLS) for operations from July 1, 2007 through June 30, 2008, contingent upon the release of SFY 2008 General Revenue Funds within ALI 350-502.
Ms. Hastings seconded the motion. The motion passed with all members voting "yes".
Ms. Hastings moved (M-21-07) that SFY 2008 General Revenue Funds in the amount of $805,642 be granted to the Cleveland Public Library and $535,615 be granted to the Public Library of Cincinnati and Hamilton County for operation of the Regional Libraries for the Blind and Physically Handicapped from July 1, 2007 through June 30, 2008, contingent upon release of SFY 2008 General Revenue Funds within ALI 350-501 and ALI 350-503.
Ms. Schwetschenau seconded the motion. The motion passed with all members voting "yes".
Election of Officers
Ms. Hastings moved (M-22-07) that Dr. George W. Paulson be nominated for the office of President of the State Library Board for the biennial term beginning July 1, 2007.
Ms. Schwetschenau seconded the motion.
Ms. Schwetschenau moved (M-23 -07) that the nominations be closed, a unanimous ballot be cast for Dr. George W. Paulson, and that Dr. George W. Paulson be declared elected to that office for the biennial term beginning July 1, 2007.
Ms. Hastings seconded the motion. The motion passed with all members voting "yes".
Ms. Hastings moved (M-24-07) that Mary Vesper Schwetschenau be nominated for the office of Vice President of the State Library Board for the biennial term beginning July 1, 2007, that the nominations be closed, a unanimous ballot be cast for Mary Vesper Schwetschenau, and that Mary Vesper Schwetschenau be declared elected to that office for the biennial term beginning July 1, 2007.
The motion passed by common consent.
Discussion of guidelines for creation and dissolution of committees and commissions
Ms. Schwetschenau indicated that she wanted this topic on the agenda to ensure that the Board knows who the committees and commissions are of the State Library and its partners.
Mr. Barry McKew, Assistant Attorney General, stated that committees are considered a public body and all meetings must be noticed and follow the Sunshine Laws.
According to the Ohio Administrative Code, special committees may be appointed by the President of the Board for specific purposes and continue to exist until the duty assigned to them is discharged, unless discharged sooner by the Board. OPLIN is not considered a special committee as they were created by the Ohio General Assembly.
After discussion, it was suggested that the Board reviews the charge and members of State Library committees annually at the Board Retreat.
ADJOURNMENT
There being no further items for discussion, Ms. Schwetschenau moved (M-25-07) to adjourn. Ms. Hastings seconded the motion. The motion passed with all members voting “yes”. The Board adjourned at 3:00 p.m., Thursday, June 28, 2007.