Minutes of The Board of Library Commissioners - December 5, 2002 

Time : 10:00 A.M.

Place :	Board of Library Commissioners
	Boston, Massachusetts

Present : Joseph S. Hopkins, Chairman; Dr. Em Claire Knowles, Secretary; Edward L. Bertorelli; Deborah Hill Bornheimer; John E. Henderson; Elia D. Marnik; Robert F. Mooney

Absent : John E. Arnold; Walter L. Cameron, Jr.

Staff Present:

Robert Maier, Director; Dianne Carty, Head of State Aid and Data Coordination; Barbara Glazerman, Head of Operations and Budget; David Gray, Director of Communications and Public Information; Marlene Sue Heroux, Reference Information Systems Specialist; Patience Jackson, Library Building Consultant; Maureen Killoran, Head of Public Library Advisory and Government Liaison; Paul Kissman, Library Information Systems Specialist; Anne Larsen, Associate Library Building Consultant; Anne Meringolo, State Aid Specialist; William Morton, Assistant to the Director; Beth Wade, Grants Manager

Observers Present:

Deirdre Brennan, Administrator, Boston Massachusetts Regional Library System; Philip McNulty, Assistant Administrator, Boston Massachusetts Regional Library System; Carolyn Noah, Administrator, Central Massachusetts Regional Library System; Gregory Pronevitz, Administrator, Northeast Massachusetts Regional Library System; John Ramsay, Administrator, Western Massachusetts Regional Library System; Cynthia Roach, Administrator, Southeastern Massachusetts Regional Library System; James E. Sutton, Director, Memorial Hall Library, Andover and Chair, State Advisory Council on Libraries; William Talentino, Director, Goodnow Public Library, Sudbury and President, Metrowest Massachusetts Regional Library System; Sondra Vandermark, Administrator, Metrowest Massachusetts Regional Library System

Call to Order

Chairman Hopkins called the meeting to order at 10:10 A.M.

Approval of Minutes - November 7, 2002

Commissioner Henderson moved and Commissioner Marnik seconded that the Massachusetts Board of Library Commissioners approve the minutes for the monthly business meeting of November 7, 2002.

The Board voted approval.

CHAIRMAN'S REPORT

Chairman Hopkins informed the Commissioners that on November 26, 2002, members of the Executive and Public Relations Committees met with representatives of The Rendon Group to discuss avenues for promoting the services provided by libraries, regional library systems and the Board.

He reported that on November 14, 2002, he attended a meeting with Representative Carol Donovan of Woburn to request that she file a bond bill for public libraries. He requested that Maureen Killoran comment further in her Legislative Report.

DIRECTOR'S REPORT

Director Maier reported that during November he attended the Annual meeting for each Massachusetts Regional Library System. He also thanked the Commissioners for their presence at these meetings.

He relayed that the five public hearings to solicit input for the proposed changes to the regulations for Regional Library Systems concluded on December 2, 2002, and the proposed regulations will be an item for Board action at the January 9, 2003 meeting.

Director Maier informed the Commissioners that on November 22, 2002, he attended the staff day for the Fenway Library Consortium (FLC) held at Simmons College at which he presented the Board's Legislative Agenda. He noted that the response from attendees was positive and that they understood the need to "tell their stories" to their legislators.

In response to a query from Commissioner Bornheimer, Director Maier stated that Fenway Library Consortium is a consortium of academic, special, and public libraries in the Boston/Cambridge area. He informed the commissioners that Commissioner Marnik and he recently met with administrators of Simmons College regarding a possible Institute of Museum and Library Services grant proposal for recruiting the next generation of librarians.

Director Maier reminded the Commissioners that Congress has recessed without taking up the Museum and Library Services Act under which the reauthorization for the Library Services and Technology Act is contained. He relayed that it is anticipated that Congress will reauthorize LSTA when it comes back into session in January. He noted that, until reauthorization, LSTA is funded at the current level under a continuing resolution.

In response to a query from Commissioner Marnik, Director Maier relayed that many federal programs were not taken up by Congress due to competing priorities, such as Homeland Security.

He announced that Commissioner Knowles, Dianne Wallace, a trustee of the Brockton Library System, and he were recently interviewed by WBZ-TV4 about the librarian shortage. He noted that a video of the interview would be shown after the conclusion of today's meeting.

Director Maier called the Commissioners' attention to two front-page articles in today's Boston Globe describing the severe fiscal crisis in the Commonwealth.

LEGISLATIVE REPORT

Maureen Killoran, Head of Public Library Advisory and Government Liaison, reported that, pursuant to the Board's November 7, 2002 vote to file a library bond bill for the 2003-2004 legislative session, Chairman Hopkins, Director Maier, Kathleen O'Doherty, Director Woburn Public Library, and Thomas Smith, Trustee of Woburn Public Library, and she met with Representative Carol Donovan of Woburn on November 14, 2002 to request that she file the legislation for the upcoming legislative session.

She relayed that Representative Donovan agreed to be the main sponsor of the bill, "An Act Relative to Restoring the Infrastructure of Library Services for Residents of the Commonwealth." The bill requests $3,275,000 per fiscal year for 3 years for a total amount of $9,825,000. Ms Killoran announced that 42 representatives "signed on" as co-sponsors of the legislation.

Ms Killoran stated that Governor-Elect Mitt Romney would have until February 2003 to submit his FY2004 budget. In addition, she stated that more than 3,000 bills had been filed in the House and more than 1,000 in the Senate, and that she would be reviewing them for any items of relevance to libraries.

CONSIDERATION OF APPROVAL OF MUNICIPALITIES MEETING THE REQUIREMENTS FOR FY2003 STATE AID TO PUBLIC LIBRARIES BASED ON ELIGIBILITY ESTABLISHED IN FY2003 FOR THE MUNICIPAL APPROPRIATION REQUIREMENT AND IN FY2002 FOR THE MINIMUM STANDARDS

Anne Meringolo, State Aid Specialist, presented for certification 194 municipalities that meet the FY2003 State Aid requirements. She reported that the remaining municipalities will be presented in January. Ms Meringolo also informed the Commissioners that those municipalities applying for Waivers of the Municipal Appropriation Requirement would present to the Board in January, prior to consideration at the February meeting. She stated that, currently, there are 11 municipalities applying for waivers.

Ms Meringolo reminded the Commissioners that this year State Aid to Public Libraries funds will be distributed to cities and towns in 2 payments of approximately 50% each. The first payments will be processed immediately after the Board meeting at which the municipalities are certified. The second payment for all certified municipalities will be authorized during the 4th quarter of this fiscal year.

Commissioner Bornheimer moved and Commissioner Marnik seconded that the Massachusetts Board of Library Commissioners certify that the communities on the attached list (5a) have met minimum standards of free public library service and award each a FY2003 Library Incentive Grant, a FY2003 Municipal Equalization Grant and a FY2003 Nonresident Circulation offset in the indicated amounts, totaling $3,969,057.32. Additionally, the Massachusetts Board of Library Commissioners authorize disbursement of 50% of said awards on attached list (5b), totaling $1,984,530.11, upon certification, and 50% of said awards, and any additional FY2003 State Aid to Public Libraries disbursements, by the end of the fourth quarter of FY2003.

The Board voted approval.

PRESENTATION AND DISCUSSION OF POLICIES FOR THE FY2004 STATE AID TO PUBLIC LIBRARIES

Anne Meringolo presented five policies related to the FY2004 State Aid to Public Libraries program: the 1) Closure of a Public Library that does not allow certification for State Aid when a public library is closed by the municipality due to budget cuts, 2) Minimum Standards of Hours of Service for Public Libraries that defines the hours open to the public, 3) Municipal Appropriation Requirement Calculation that uses the highest budget figures to calculate the requirement so that a municipality may not benefit from reducing a library's appropriation after certification has been granted, 4) Minimum Materials Expenditure Standard Calculation that removes personnel benefits from the materials expenditure calculation and adds costs for on-line costs, and 5) Extending a Grace Period for Increased Population-based Minimum Standards that allows a three-year grace period for libraries to meet increased standards when new population figures increase minimum standards for libraries.

Ms Meringolo noted that these policies will be an item for Board approval at the January 9, 2003 Board meeting. She informed the Commissioners the policy for Determining Eligibility for a Waiver of the FY2004 Municipal Appropriation Requirement (MAR) will be discussed at the February 2003 meeting, after FY2003 waivers have been presented.

CONSIDERATION OF APPROVAL OF A FY2003 BUDGET REVISION FOR THE SOUTHEASTERN MASSACHUSETTS REGIONAL LIBRARY SYSTEM

Cynthia Roach, Administrator, presented the 2nd revision for the FY03 budget. She reported that the 23.8% reduction caused a change in SEMLS Plan of Service, so it necessitated a member vote. She relayed that members approved the Revised Plan of Service and Budget at the annual meeting on November 21, 2002.

Ms Roach informed the Commissioners that SEMLS eliminated its Net Lender Program and Union List Program in the Plan. She reported that cuts to the Plan of Service and Budget were made through member input and SEMLS Strategic Plan.

She reported that in the budget, contracts for Supplemental Reference to Library and Direct Resident Access, Interlibrary Loan and Deposit Collections are reduced by 23.8%. MassCat is supported only by staff time; SEMLS will make no payment to MassCat except for member's fees. The budget for reference databases has been reduced by 50%, which will lead to the elimination of 2 reference databases by year's end. Funds to bring outside trainers for workshops have been reduced 23.8%. Ms Roach relayed the SEMLS had hoped to find some cost savings in delivery, but the Region was held to its contract so there is a slight increase in that service. She reported that SEMLS has reduced office expenditures and will print newsletters less frequently.

She outlined changes that were made to the Plan of Service and as follows:

Delivery Program:

• Delivery is reduced 8% or approximately $40,000. The elimination of Saturday Delivery is where the Region is finding its savings.

Supplemental Reference Program:

• Supplemental Reference to Libraries and Reference for Residents is reduced by $220,736, a 23.8% reduction.
• SEMLS contribution for the statewide databases: Gale, is totally funded, but funding for additional databases is reduced by 50%, which means that SEMLS needs to cut a minimum of two additional databases - SIRS in January 2003 and Books in Print in June 2003.

Interlibrary Loan Program

• Mediated Interlibrary Loan - Interlibrary loan done through the SEMLS processing centers is reduced by 10%. The total Contractual Interlibrary Loan Program is reduced by 23.8%. To offset this steep decrease, SEMLS has transferred some Nelinet funds to both Falmouth and Quincy.
• Funds to purchase materials for Interlibrary Loan have been eliminated.
• MassCat support is funded only for staff time, travel and supplies needed for the project.
• Funding to the ILL centers to supply OCLC requests through their networks is reduced by 35%.

Continuing Education Program

• Funding to the Reference and Interlibrary Loan Centers for workshop presentations has been reduced by 34%.
• This means that SEMLS centers will be doing fewer workshops.
• Funding to bring in outside workshop presenters is reduced by 23.8%.
• Computer replacement funds are reduced 50%.

Advisory & Technical Assistance

• Professional Collection Materials, SAILS memberships - which the Region paid for in FY02 are eliminated in this budget resulting in a 26% reduction for this program.

Supplemental Services

• Funding to the Bridgewater Public Library for the development of a supplemental collection of DVDs, unabridged audio books and CD-ROMs has been reduced 23.8%.
• Cooperative Purchasing and Summer Reading programs are basically level funded.
• Film booking program is eliminated. If on delivery, members may borrow films from the Boston Public Library.

Administration

• This program is reduced approximately 5%. There is no reduction in staff, and salaries are the same as those voted in last November. Reductions are in such items as printing, supplies and out-of-state travel.

Commissioner Marnik moved and Commissioner Mooney seconded that the Massachusetts Board of Library Commissioners approve the FY2003 budget revision, filed on November 21, 2002, for the Southeastern Massachusetts Regional Library System to reflect revisions in the Regional Budget and Plan of Service, with a changed bottom line of $2,156,188 for the Regional Budget, as detailed in the accompanying documentation.

The Board voted approval.

Chairman Hopkins requested that Ms Roach continue with her presentation on the FY2004 budget and Plan of Service that is recorded in the "PRESENTATION AND DISCUSSION OF THE FY2004 PLANS OF SERVICE AND PROGRAMS AND BUDGETS FOR THE REGIONAL LIBRARY SYSTEMS" section below.

CONSIDERATION OF APPROVAL OF A FY2003 BUDGET REVISION FOR THE BOSTON MASSACHUSETTS REGIONAL LIBRARY SYSTEM

Deirdre Brennan, Administrator, presented the second budget revision for the Boston Region in FY2003. She informed the Commissioners that this revision reflects the $244,107 reduction, resulting in a new bottom line of $781,597. She outlined the revision as follows:

Personnel: Decreased by $107,365

Personnel costs are presented on the basis of services rendered, instead of the previous method of allocating specific individuals to the regional payroll. Ms Brennan stated that this is a more accurate representation of the relationship between the Boston Public Library as a whole and the regional program. Many departments of the BPL contribute to and support the delivery of regional services. This new method enabled the Region to respond to the reduced budget.

Operating expenses: Decreased by $95,942

Reductions were made in many areas. The materials line reflects the amount owed by the Region after partial prepayment of the Gale database contract. Supplies, equipment purchases and repairs, printing and postage have all been reduced; office procedures are being analyzed and changed in light of these cuts. Out of state travel has been eliminated.

Contractual expenses: Decreased by $40,800

The number of delivery stops is reduced; regional funding of the photocopier and some online search services are eliminated. The Region is looking at ways to reduce the costs associated with these services; in the meantime, these services are being funded directly by the BPL.

Ms Brennan stated that the program budget is revised to reflect these changes.

Commissioner Mooney moved and Commissioner Henderson seconded that the Massachusetts Board of Library Commissioners approve the FY2003 budget revision, filed on November 25, 2002, for the Boston Massachusetts Regional Library System to reflect revisions in the Regional Budget, with a changed bottom line of $781,597 for the Regional Budget, as detailed in the accompanying documentation.

The Board voted approval.

Chairman Hopkins commended Boston Public Library President Bernard Margolis for his assistance in restructuring costs and transferring funds that provided realistic and effective support for Regional Programs and Services.

Chairman Hopkins requested that Ms Brennan continue with her presentation on the FY2004 budget and Plan of Service that is recorded in the following section.

PRESENTATION AND DISCUSSION OF THE FY2004 PLANS OF SERVICE AND PROGRAMS AND BUDGETS FOR THE REGIONAL LIBRARY SYSTEMS

SOUTHEASTERN MASSACHUSETTS REGIONAL LIBRARY SYSTEM

Cynthia Roach, Administrator, presented the FY 2004 Plan of Service and Budget. She noted that members approved the Plan and Budget at the Annual Meeting, November 21, 2002. She noted that the FY 2004 Plan of Service and Budget is comparable to the second revision for FY 2003, with the following exceptions.

She noted that there are a couple of unknowns in the budget; SEMLS will be bidding delivery in FY 03 to begin July 1, 2003. Delivery costs show an increase based on a $17.00 per stop basis. Today SEMLS is paying $15.89 for Monday through Friday delivery and $18.00 for Saturdays. The other increase is in Space Rental costs; SEMLS' 5-year lease ends in May 2003 and the Region will have to renegotiate its costs. She stated that SEMLS has also added its costs for MassCat in the budget.

Ms Roach informed the Commissioners that in the FY 04 budget, the Regional Reference Centers are reduced another 15%, which is a 39% reduction in the last two years. Database funding is reduced 8%, but will be enough to maintain all the databases that the Region has on July 1, 2003. She relayed that this budget eliminates line items, such as out-of-state travel, computer hardware and software and office equipment. She reported that office expenses are significantly reduced.

CENTRAL MASSACHUSETTS REGIONAL LIBRARY SYSTEM

Carolyn Noah, Administrator, presented the FY2004 Budget and Plan of Service. She noted that this budget is level funded with FY2003 at $1,372,544.

Ms Noah stated that the FY2004 Budget and Plan of Service make changes in several services. She relayed that the shifts are the result of CMRLS Strategic Plan 2004 - 2006. She informed the Commissioners that changes in the Plan of Service include:

• In delivery, to implement fee-based alternative delivery options for regional materials, such as overnight and UPS services.
• In continuing education, to explore the feasibility of offering some fee-based continuing education workshops.
• In advisory, to convene members and facilitate collaboration within and across library type; also to develop a pilot program to encourage collaboration that will focus on an innovative approach to the delivery of library services.
• In supplemental services, to focus the materials collection on supporting librarians (both public and school) to meet the educational needs of youth. In Audio-visual, to re-evaluate the media collection development policy to refocus the collection to meet future needs of member libraries and their patrons and to develop a Request for Proposal (RFP) for media services.

Notable shifts in the FY2004 budget are:

Operating expenses

• $5,019 has been reinstated in books and other library materials, though the funding for professional materials (RCO) RCO has been reduced by $500.
• MLIN databases have been increased over '03 by $9,000.
• Rental is increased by the amount required by CMRLS lease and insurance is increased according to projection.
• Travel out of state is increased by $2,000 to enable all of the consulting staff to attend one conference.
• Summer reading is decreased by $1,000. Some components are moving to the Web and some phased out to save money.

Contract Vendors

• C/W MARS and MassCat are partially funded. CMRLS will work off credits to meet its obligations in '04. Net Lender reimbursement is unfunded for the second year.
• Continuing education for members is increased by $2,000.

Subcontracted services

Planning and Budget worked with the bottom line provided by the draft MBLC standards for Regional Reference and Research Centers. CMRLS will spend $159,475 for two centers, or $.18 per capita.

To distribute this amount, a formula was developed based on the actual volume of reference work done by each over the last years. Worcester handled six times the volume of non-resident reference questions compared to Fitchburg.

Setting reference to non-residents at $4.40 per question and reference to libraries at $18.56 per question, it was determined that the Fitchburg reference contract would be $25,062, reduced from $64,749. Worcester's is $134,413, increased by $23,300 from $111,113.

The AV budget is reduced by $24,000, the approximate funding for one salary.

NORTHEAST MASSACHUSETTS REGIONAL LIBRARY SYSTEM

Gregory Pronevitz, Administrator, presented the Northeast Massachusetts Regional Library System (NMRLS) Plan of Service and Budget for fiscal year 2004. He relayed that the NMRLS Council of Members unanimously approved this document at their Annual Meeting on November 13, 2002.

Mr. Pronevitz noted that the Plan of Service was drafted with a great deal of input from NMRLS advisory committees to the Executive Board. He stated that the budget reflects a continuation of service reductions implemented during the current fiscal year, e.g., databases, interlibrary loan, and contracting library services. Mr. Pronevitz relayed that, due to reduced funding, NMRLS was compelled to eliminate two programs, i.e., after-hours telephone reference and net lender reimbursements.

He noted that this Budget and Plan of Service for Fiscal Year 2004 reflect the continuation of a severe 23.8 % budget cut imposed in FY2003. Despite this startling budget reduction, a NMRLS' customer-service oriented staff, who strive to meet member needs, will provide a substantial set of services to its 330 member libraries. He informed the Commissioners that the capital costs for a new program, the Digital Library Initiative, have already been invested and this program is being launched. He reported that the Region expects that the early adopters of 24/7 reference will continue to make this service available to all members.

Mr. Pronevitz stated that NMRLS plans to continue most services (many at a reduced level). He reported that, unfortunately, however, two programs have been dropped due to the budget shortfall. After hours reference services, which were provided through a contract with Reading Public Library, and net lender reimbursements have both been eliminated from this plan of service. Service reductions in other areas are described below:

Electronic database funding is severely cut back. Two collections will not be renewed in FY2004. Input from the Reference Committee and a pricing review will guide decision making.

Delivery costs have continued to rise to meet increasing volume. NMRLS needs to cut back on the number of stops at lower volume libraries in order to meet increasing costs required to move an estimated one and on-half million items. Alternative shipping and routing methods will be addressed by the Interlibrary Loan Committee to meet resource sharing needs.

Interlibrary loan services must be reduced to meet the budget cut to the ILL Centers. Possible ramifications are no longer funding fee-based loans or subsidizing return shipping at current levels. Limiting searching for best sellers, videos, and sound recordings will continue. NMRLS ILL Centers are no longer funded to process requests for journal articles or feature films.

Reference Centers have been cut severely. Next year NMRLS will eliminate the after hours telephone service provided by Reading Public Library and cut back on hours for legal after hours services provided by the Lawrence Law Library. Funding for reference center services at Memorial Hall Library will continue to be reduced in FY2004 resulting in reduced staffing levels and materials purchasing.

Supplemental Deposit Collections funding for materials for public libraries serving communities under 25,000 will be reduced by 30 % and staffing funds by 50 % from previous budgets at the contracting library, Memorial Hall Library in Andover. Funding for technology consulting has been eliminated.

Continuing Education funding for outside trainers is reduced by 23.8 %. This will reduce the number of NMRLS training sessions. The Region will continue to maintain the quality of training and seek lower-cost means to meet members' needs in this area.

Operating Expenses are reduced by 14.7 % by cutting back on mailing, printing, telephone, copying, travel, and supply expenses.

BOSTON MASSACHUSETTS REGIONAL LIBRARY SYSTEM

Deirdre Brennan, Administrator, presented the BRLS Annual Budget and the Plan of Service for FY 2004. She relayed that the proposed budget is level-funded with the current FY 2003 budget. She stressed that, like all the regions, the BRLS is in "survival mode." She informed the Commissioners that the Region is continuing to deliver all of the core services of the regional program, but on a reduced level and within a smaller scope. For example, plans for expansion of delivery service have been put on hold, as has the development of additional MBLN services for regional members. She commented, however, that the Region has plans for service enhancements ready and will respond accordingly when regional funding is restored or increased.

Ms Brennan noted that, regarding the specific components of the FY 2004 line item and program budgets, there are no changes from the FY 2003 second revision. She relayed that the Plan of Service does have a small change in the area of MBLN services, reflecting the necessary delay in service expansion described above.

WESTERN MASSACHUSETTS REGIONAL LIBRARY SYSTEM

John Ramsay, Administrator, presented the FY2004 Plan of Service, line item budget and program budget of the Western Massachusetts Regional Library System (WMRLS). He relayed that these documents were approved by the Executive Board on October 8 and the Council of Members at the November 19, 2002 Annual Meeting.

Mr. Ramsay informed the Commissioners that this budget is level-funded with the MBLC-approved 2nd revision of the FY03 budget, which cut $431,333 from the previous version of the budget. He stated that the FY04 line item budget calls for unpaid staff furloughs averaging one day per month (I. A. Salaries and Wages). He noted that "Additional Personnel Reductions" of some $45,500 may be required unless additional State budget actions improve the situation. Mr. Ramsay relayed that, as in FY03, there are no State funds for Books and Library Materials, although gift funds will help provide a limited number of new materials for small public libraries. Funds have been set aside in Contractual Services to try to augment WMRLS delivery capabilities to meet significant increases expected once C/W MARS makes it possible for library users to place holds on materials from home and office. He stated that plans also call for a new long range planning process to take place in FY04 to reassess member library service priorities.

Mr. Ramsay emphasized that there are many unknowns for FY04, and the budget and Plan reflect that uncertainty. WMRLS has lost several staff due to resignations or layoffs. These departures have resulted in considerable shifting of duties in order to continue services for member libraries. He stated that it is likely that further revisions to the budget, and possibly the Plan of Service, may be required as the year progresses.

METROWEST MASSACHUSETTS REGIONAL LIBRARY SYSTEM

Sondra Vandermark, Administrator, presented the FY2004 Plan of Service and Budget approved by the Metrowest Council of Members on November 13, 2002. She stated that, as in past years, MMRLS Plan of Service evolved from information gathered through its service committees, evaluations from continuing education offerings, and informal input from its 349 member libraries. In addition, the Region had advice from members of the Strategic Planning Committee, focus groups, and telephone interviews that assisted in the development of MMRLS new Strategic Plan.

Ms Vandermark stated that, unfortunately, given the budget situation Metrowest was forced to make cuts in several programs in the FY2004 budget, including the elimination of the Region's netlender program. This is in spite of the fact that the number of net lends increased. Net lending increased by 24 % after increasing by 10% in each of the prior two years up to 72,475 net lends in FY2003. She noted that this was a very popular program in Metrowest. Eliminating the funds made it possible to put more money toward databases.

She also reported that MMRLS increased its lease line by 10% (The current lease expires July 1, 2003 and renewal is anticipated at higher costs.) Funds were also added to the delivery line as the current contract expires July 1, 2003 and the Region will need to go out to bid. Ms Vandermark relayed that the MMRLS will deliver approximately 1.4 million items in FY 2003.

She also spoke the about positive experience with strategic planning and the 24/7 pilot project with six of MMRLS public libraries. Metrowest is facilitating the project. She called the Commissioners' attention to MMRLS' FY2002 Annual Report. She noted that the Report documents the many services Metrowest's members receive that are provided through the state funds administered by the MBLC.

Commissioner Bertorelli commented that given the reductions in regional budgets, it may be time to look at imposing fees for certain special services.

STATUS REPORT ON PLANNING AND DESIGN AWARDS UNDER THE MASSACHUSETTS PUBLIC LIBRARY CONSTRUCTION

Patience Jackson, Library Building Consultant, reported on the status of planning and design grants. She informed the Commissioners that 13 Planning and Design grants were awarded to Massachusetts municipalities on April 12, 2001. All grants have been accepted, and all municipalities have signed a contract. These communities are: Auburn, Heath, Worthington, Belchertown, Holyoke, Bolton, Hull, Dudley, Millis, Freetown, North Attleborough, Everett and Warren. She noted that these communities have been making progress toward completing their grants, including preparation of a library building program, site investigation, designer selection and, in several cases, retention of an architect and preparation of a design.

She reminded the Commissioners that six Planning and Design grants were awarded on April 11, 2002. All grant awards have been accepted and all contracts have been signed with the MBLC. These communities have begun the process of needs assessment and preparation of a library building program, but much work has yet to be done, as is to be expected. These communities are: Dalton, East Brookfield, Westhampton, Dighton, Edgartown and Wilbraham.

Ms Jackson noted that Associate Library Building Consultant Anne Larsen and she have been working with approximately 26 other communities throughout the Commonwealth to plan new or renovated public library buildings. Quite a few of these have building programs, and several have preliminary plans, which they have seen.

She stressed that there is still a great deal of need in the state for library construction and that there are at minimum 45 cities and towns in an active planning mode and awaiting the announcement of a new grant application round.

PRELIMINARY REPORT ON HEARINGS ON REGULATIONS FOR REGIONAL LIBRARY SYSTEMS

Dianne Carty, Head of State Aid and Data Coordination, presented the Final Report of Hearings and Comments Received Relative to C.M.R. 7.00: Regional Library Systems as follows:

All five hearings have been held. Much of the discussion has concerned 7.03 (1e) eligibility requirements for school library membership in a region. There has also been discussion of 7.02 (2), the per capita threshold for regional reference center funding.

At the first hearing in Sudbury, one school library media specialist stated that she is dismayed at the change in eligibility because it ignores the important components of the library media specialist's job. Another speaker said that the proposed regulations devalue the position of the library media specialist in schools. Yet another commented that the eligibility requirement would degrade library services. The message that was repeated many times is do not weaken the requirements.

At least five librarians spoke about the 7.02, the regional reference center standards. The question was asked, "Why should there be a funding formula for regional reference services when none exists for the other regional services?" Another comment was made that a per capita requirement limits the flexibility of a region to make decisions about services for all its members. The point was made that in the Metrowest region the larger libraries are serving as regional reference centers; the regulations do not deal with this reality. In addition, it was pointed out that library users are looking for the most convenient access, not where the designated regional reference center is located. One speaker commented that we should not go backwards to a 40-year-old plan that assumes that minimum needs and costs are the same across the state. Finally, it was suggested that a survey of the library community be undertaken to determine the attitude about the regional reference center model.

In Newburyport there was one speaker who addressed 7:02, the regional reference center standards. His general point was that he supported the regulations, but that there were a few areas that should be addressed. First, the roles and responsibilities of the region and the Board with regards to regional reference centers should be more detailed to include such items as how often and when an RFP is issued. Secondly, if funding levels are set at 12 2 cents per capita, then there will be a loss of services when funds to the reference center decrease. Finally, it isn't clear, whether the services in 7.02(4) are negotiable.

The hours of hearings in Millbury were extended to 5 p.m. in order to accommodate the schedules of school librarians. All but one of the speakers addressed the school library eligibility issue. The comments made in Millbury support the comments heard at other hearings, to loosen the eligibility requirements for school libraries will affect the status of school librarians and consequently the services offered to students, it is a step backwards. There was one speaker in favor of the change, stating that we need to do something for urban schools and focus on trying to improve school library services for Boston. Discussion with the school librarians present centered around skills and knowledge required for a library media specialist and that the librarian is also a teacher and therefore needs those skills also.

The one comment made about regional reference center standards was a favorable one. It was stated that the proposed regulations standardize requirements from one region to another and that the per capita threshold is a good idea.

At the Middleborough Public Library, several library media specialists spoke about the school library eligibility requirements. It was mentioned that the proposed regulations water down eligibility and are a step backwards. The point was made that during development of these regulations there had been no discussions with MSLMA.

Two other speakers addressed the regional reference center standards. There was one comment that the regulations do not protect access by diminishing the number of regional reference centers that are required and are therefore a step backwards. The second speaker expressed approval of the standards.

The final hearing was at the Western Massachusetts Regional Library System in Hatfield. Support of the per capita funding level for regional reference centers was voiced. Another speaker stated that the regulations were backward, not forward looking. Elimination of the statutory and regulatory language for regional reference centers was proposed. Discussion centered next on the change in the provision of reference services, such as through the web. The struggle between the region and the reference providers is seen as divisive. It was suggested that some funding, such as State Aid, could be used to replace regional funding to recognize the role many libraries play in reference service to non-residents. It was stated that the 12 2 cents per capita funding level does not help the Western region as it does the others.

Director Maier encouraged interested parties to submit written comment to the MBLC offices by the December 15, 2002 deadline.

Commissioner Bornheimer asked how many of the eligible school libraries have not joined a region.

Director Maier indicated that, to the best of his knowledge, all eligible school libraries have now joined a region.

Commissioner Bornheimer also asked how many school libraries that have not joined regions would become eligible under the proposed regulation.

Director Maier relayed that he would work with the regional administrators to provide an estimate of the number that could become eligible.

COMMISSIONERS' ACTIVITIES

Chairman Hopkins stated that he attended the CMRLS and WMRLS Annual meetings.

Commissioner Henderson attended the MMRLS Annual meeting. He complimented Director Maier and MMRLS President William Talentino for their presentations.

Commissioner Marnik attended the NMRLS Annual meeting, which had the largest attendance ever. She complimented Director Maier on his presentation of the Board's Legislative Agenda.

Commissioners Bornheimer and Mooney attended the SEMLS Annual meeting.

Commissioner Bornheimer also attended the construction workshops in Worcester and Ayer. She complimented staff for their fine job in conveying complex information. She relayed that Director Maier did an exceptional job in answering attendees' questions.

Maureen Killoran relayed that Brian Donoghue and she attended the Board's recent fundraising workshop in Framingham.

STANDING COMMITTEE AND LIAISON REPORTS

Public Relations Committee

Commissioner Knowles reported that, as previously stated, members of the Executive and Public Relations Committees met with representatives of The Rendon Group on November 26, 2002 to discuss avenues for promoting services provided by libraries, regions and the Board. She relayed that a follow up meeting is scheduled to be held at The Rendon Group offices on December 10.

She thanked David Gray, Director of Communications and Public Information, for his quick response in assembling the team for the by WBZ-TV4 interview about the librarian shortage.

Mr. Gray announced that the interview aired on November 18 on the 5:30 P.M. news.

PUBLIC COMMENT

There was no public comment.

OLD BUSINESS

There was no old business.

NEW BUSINESS

Commissioner Robert Mooney announced that he would not be seeking reappointment to the Board at the end of his term in January 2003. "Each of you is so knowledgeable and dedicated to library service in the Commonwealth," he said. "I also want to commend the staff of the Board," he continued. "They really know their business and the State is very lucky to have this level of service." Chairman Hopkins said that the feelings of the members of the Board were reciprocal and that Commissioner Mooney would be missed, where upon he was given a standing ovation.

ADJOURNMENT

There being no further business, Chairman Hopkins adjourned the December 5, 2002 monthly business meeting of the Board of Library Commissioners at 12:15 P.M.

Dr. Em Claire Knowles
Secretary