Public Relations Advisory Committee Meeting Minutes 

April 9, 2007, 10 a.m. - 2 p.m.

Maynard Public Library

Committee Members

Present: John Arnold, Janet Eckert, Susan Flannery, Libby Fox, David Gray, Em Claire Knowles, Rob Maier, Pat McLeod, Greg Pronevitz, Charlotte Rabbit, Emily Salaun, Frank Sestokas, Stephanie St. Laurence
Absent: Melissa Campbell, Kathy Lowe, Alex Merceron, Laurie Risler
Others Present: Kathy Lessier, Nancy Rea

Date for the next Advisory Committee meeting:
June 4, 2007, 10 am - 3 pm, Sargent Memorial Library, 427 Massachusetts Avenue, Boxborough

Proceedings

David Gray, Director of Communications & Public Information:

Meeting called to order at 10:20 am

Minutes from November 30, 2006 meeting approved.

Review of Board Actions

David Gray announced that the Three-Year Marketing Plan and Recommendations had been presented to the Board on Thursday, March 1, 2007 at the Plymouth Public Library by our facilitator, Liz Isherwood. Both the Plan and Recommendations were then unanimously approved by the Board on April 5, 2007 at its meeting held at Suffolk University in Boston.

He then went over the highlights of the Recommendations:

1) The Board would be working to launch a "public" web site separate from the Agency's current web site that would provide links to information of interest to the general public about library services. $40,000 has been already been allocated by the Board to begin this project, and that a small Committee would begin to work on this. The web site would be hosted by the Board, but a web design firm would need to be hired to get it designed and up and running.

2) Sponsorships/Partnerships: Rob Maier said that although there exists statutory language for the Board to accept non state or federal funding for the "promotion of library services" there currently was no mechanism to do so. He stated that the Board would be working to see what it could do to establish such a mechanism. In addition, the Board would need to establish policies to determine what companies/organizations would be appropriate to accept funds from, and to guidance on their expectations as either a partner or sponsor. Sponsors were defined as organizations or firms that would contribute funding toward a project, while partners might be working with the Board on a project, but not directly contributing funding.

3) State Funding: This would necessitate a line item be added to the Board's state budget.

4) Budget for FY08: The LSTA Special Projects budget will be developed over the summer and usually needs to take into account funding provided in the State Budget and often is set dependent upon whether additional or needed funding is available in the state line items, especially the technology and resource sharing area.

Policy Interpretation by IMLS Regarding LSTA Funds for Marketing and Promotional Activities

Rob Maier distributed a memo that articulates the current understanding of the Institute of Museum and Library Services (IMLS) revised policy on the use of Library Services and Technology Act (LSTA) funding for marketing and promotional activities. LSTA funds can promote only programs or services funded with LSTA funds and cannot be used for general promotion about the intrinsic value of libraries. Although this means that several of the marketing campaigns done by the MBLC and other states in the past could not now be done with federal funding, Rob said that now that we have a clear understanding of the guidelines we would just need to make sure we market accordingly.

Market Street Research Survey

Nancy Rea, MBLC Deputy Director and Head of Library Development, presented a power point presentation on the "Use of and Attitudes Toward Library Services Among Massachusetts Residents." This survey was done in January 2007 as part of the new Massachusetts LSTA Long-Range Plan that is being developed. Conducted by Market Street Research, it survey 1,200 residents across the Commonwealth via an Internet survey.

Among some of its findings were: 

• The vast majority of respondents have used a library in the past year and most have done so frequently. 
  

• The vast majority of respondents use a public library as their primary library, with most others using college or university libraries.  

• Library users are highly satisfied with their primary library overall and with the helpfulness and friendliness of library staff.
  

• Almost all of the respondents in this research have Internet access.  

• The most desired changes for better meeting residents' needs and increasing library use are expanded days and hours of operation and expanded materials and services.

• Most survey respondents are aware of Massachusetts libraries' online interlibrary loan service, and almost all are interested in this service.

• The vast majority of survey respondents are interested in having online access to full-text articles.

• Respondents are particularly interested in their libraries playing a role of an educational resource.

• Respondents are generally interested in their libraries playing a role as physical facilities for the community.

• Respondents are moderately interested in their libraries playing a role as a resource for research and technology.

• Respondents are moderately interested in their libraries playing a role as a resource for civic engagement .

• Respondents with children expressed high levels of interest in programs and services their libraries could provide for parents and children.

• Almost all respondents want librarians to act as a resource for library patrons, and most feel it makes sense for them to provide book recommendations and act as a virtual resource to assist patrons.

• Most respondents support the use of public funds to keep residents informed about library resources.

 

To requests from the Committee, Nancy said the full report would be sent to the Committee.

Report of the MBLC Authentication Task Force

Kathy Lussier, SEMLS Assistant Administrator for Technology, reported on the Authentication Task Force that began in January 2006 that was looking at how people access databases, make it as easy as possible, and minimizing error messages. Paul Kissman, MBLC Library Information System Specialist, chaired the Task Force and it had representatives from the Regions, Networks and different types of libraries. The Task Force did focus groups with librarians and a survey with users, but not non-users.

 

The idea of a Statewide Portal was presented to the focus groups. Librarians had mixed reactions and wanted access to the databases through their local library web sites and local branding. Library users were more responsive to a Statewide Portal. In the survey many favored a "statewide dedicated web site", with the combination of both a statewide and local site most popular. Eighty-four percent supported a customized local site with access to the databases.

 

The idea of a state library card was also raised. Some support for this too, but lots of questions as to whether it would be just for the databases or for everything in a library. There was also lots of support for online registration for a library card. Other things of interest were "federated search" having one place to find everything - like google. A single sign-on, get everything in one place.

Portal with a catchy name/design and the ability to customize by libraries and end users.

 

Web Portal Ideas & Volunteers for Committee

David Gray led a discussion of what the members of the Committee saw a statewide portal doing. Among the ideas were: 

• Single url

• Default profiles

• Library directory

• One-stop shopping for library services

• Able to see all library services, including home library

• Library card/e-card

• Log-in w/user name

 

The discussion then focused on what should be available from the portal, some of which overlapped with the above.

• Databases

• Directory

• Catalog

• Search

David then stated that a Statewide Web Portal Committee was being form by the MBLC to begin the task of implementing this project. The Committee would be headed up by Nancy Rea, and also have Paul Kissman, Marlene Heroux (MBLC Reference Information Systems Specialist) and David Gray on it. In addition, two members from the Authentication Taskforce and two members for the PR Advisory Committee would be members. The first meeting of the Statewide Web Portal Committee would be on May 8, 2007 at 10 am at the MBLC offices. Volunteers who might wish to serve on the committee should e-mail David.

 

Other Items

 

Summer Reading/Family Reading Campaign

David stated that an earlier spring PR campaign that the subcommittee was working on, due to the changes in IMLS funding policies, had to be scrapped. With the funding of a software product for a statewide online reading, the subcommittee, along with a subcommittee from the Summer Reading Promotion Committee, was currently working on a newspaper campaign to promote this year's summer reading program and family reading (literacy) in June and July.

 

Two ¼ page newspaper ads, one promoting "Catch the Beat" and one promoting "Explore faraway places" will run in approximately 140 community newspapers across the state. The ads will highlight both the programs, along with the "e-vanced solutions" software with a statewide url readsinMA.org that participating libraries can use to sign up reading participants, have the participants post reviews, etc., for not only summer reading programs, but any reading program a library might wish to use it for including community reads, readers advisory groups, etc.

 

RFQ for Three-Year Marketing Campaign

David also announced that a Request for Quote had gone out to all firms with a Statewide Contract that are eligible to do Advertising, Marketing and Public Relations. The responses would be due by Friday, May 4, 2007 and an MBLC Procurement Team would then select up to three finalists who would appear before the PR Advisory Committee at its next meeting on Monday, June 4, 2007 in Boxborough. The request is for a 12-month contract, 7/1/07 to 6/30/08, with the option to renew for up to 24 months. It is expected that a firm will be chosen shortly following the June 4th meeting and be on board by June 30, 2007.

 

Committee Member Reappointments

David reminded those whose terms are expiring on June 30, 2007 to let him know by the end of April if they wished to be reappointed for a two-year term beginning on July 1, 2007 and running until June 30, 2009. Names would be solicited in May for any vacancies and brought to the MBLC for appointment at its Board Meeting on June 7, 2007.

 

Other Business

Janet Eckert reminded Committee members about the Barnes & Noble sponsored library fundraiser that is being held on Friday, April 20 and Saturday, April 21 in stores across the state.

 

Susan Flannery
Recorder