Minutes of The Board of Library Commissioners - February 6, 2003 

Time : 10:00 A.M.

Present : John E. Arnold, Vice Chairman; Dr. Em Claire Knowles, Secretary; Deborah Hill Bornheimer; Walter L. Cameron, Jr.; John E. Henderson; Elia D. Marnik

Absent : Edward L. Bertorelli, Joseph S. Hopkins, Robert F. Mooney

Staff Present:

Robert Maier, Director; Dianne Carty, Head of State Aid and Data Coordination; 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

Observers Present:

Deirdre Brennan, Administrator, Boston Massachusetts Regional Library System; Debra Chapdelaine, Trustee Chair, Ritter Memorial Library, Lunenburg; Sandra Lindheimer, Middlesex Law Library and Co-Chair of Massachusetts Library Association Legislative Committee; Carolyn Noah, Administrator, Central Massachusetts Regional Library System; Gregory Pronevitz, Administrator, Northeast Massachusetts Regional Library System; Susan Tallman, Director of Ritter Memorial Library, Lunenburg; Gare Thompson, Trustee, Ritter Memorial Library, Lunenburg; Dave Rogers, Selectman, Town of Lunenburg; Sondra Vandermark, Administrator, Metrowest Massachusetts Regional Library System

Call to Order

Since Chairman Hopkins was unable to attend today's meeting, Vice Chairman Arnold assumed the duties of the chair and called the meeting to order at 10:10 A.M. He called for a moment of silence to honor the fallen crew of the space shuttle Columbia.

Approval of Minutes - January 9 2003

Vice Chairman Arnold noted that the approval of the January 9, 2003 minutes would be deferred until the March 6, 2003 meeting.

CHAIRMAN'S REPORT

Vice Chairman Arnold reported that on Friday, January 17, 2003, Director Maier was informed by the Administration of additional 9C cuts to the Board's accounts for FY2003. Because of this, the Executive Committee met on Saturday, January 18, 2003 to discuss the fiscal emergency.

Vice Chairman Arnold also stated that in light of the new fiscal reality, Commissioners should begin a discussion of the Board's responses to these difficult times.

DIRECTOR'S REPORT

Director Maier reported that following the emergency meeting on January 18 of the Executive Committee, the Board stressed in its response to the Administration that library services had already been cut by 25 percent over the past two years and requested that any further cuts be made proportionately across all of the Board's line items. Director Maier informed the Commissioners that when the 9C cuts were announced by Administration and Finance Secretary Eric Kriss on January 30, 2003, there were no cuts to State Aid to Public Libraries account (7000-9501) or Regional Public Libraries account (7000-9401). However, the other four line items: Board of Library Commissioners (7000-9101), Talking Book Library-Watertown (7000-9402), Talking Book Library-Worcester (line item account 7000-9406) and Library Telecommunications (7000-9506) were cut an additional 4 percent. Adding the 3 percent cuts taken last fall, these Board accounts have now been cut by 7 percent this year.

Vice Chairman Arnold thanked Director Maier for his rapid and well reasoned response to the Administration on the 9C cuts.

Commissioner Bornheimer requested that Commissioners be given a sheet detailing the funding levels for each of the Board's line item accounts for the past three fiscal years.

Director Maier stated that First Lady Laura Bush announced in a letter, which was disseminated at the American Library Association Mid-Winter Conference, that President Bush has requested $242,024,000 for Institute of Museum and Library Services, an increase of $31,282,000 or 15 percent over the FY 2003 request. The FY 2004 request for Grants to State Library Agencies (Library Services and Technology Act) is $166,419,000, an increase of $15,000,000 from the FY 2003 request. He announced that bills reauthorizing LSTA have been filed in both the House (H.R. 13) and Senate (S. 238). Director Maier encouraged the Commissioners and others to contact their congressmen to be cosponsors for the legislation.

Director Maier announced that the House and Senate passed another Continuing Resolution (CR) that funds the federal government at existing levels through January 31. The only two appropriations bills for FY2003 that have passed Congress are defense (H.R. 5010) and military construction (H.R. 5011) - the President signed both bills on October 23, 2003.

In response to a query from Commissioner Marnik, Director Maier reported that the 108th Congress is expected to act within the next two weeks on all remaining appropriations bills, probably in an omnibus bill attached to a second Continuing Resolution.

Commissioner Bornheimer stated that she had been in contact with Representative Delahunt's office to urge him to sign on to the House bill reauthorizing LSTA. She relayed that "decency language" contained in the House bill, but not the Senate bill, is preventing Representative Delahunt from cosponsoring the bill. However, she was told that the Congressman supports reauthorization for LSTA.

In response to a further query from Commissioner Marnik, Director Maier stated that the House bill contains language, which is in the funding legislation for the National Foundation for the Humanities. The language prohibits funding for anything the Courts declare obscene. Director Maier stated that he would obtain and disseminate copies of the bill's language to the Commissioners.

He relayed that he attended the Mid-Winter Conference of the American Library Association. He informed the Commissioners of several items of interest at the conference, including cuts sustained in many states for library services, the ALA campaign to "Save America's Libraries," and the future need to have attorneys available to assist libraries in responding to the USA Patriot Act.

Director Maier mentioned that Chairman Hopkins, Maureen Killoran and he met with Representative Marie Parente, Chair of the House Committee on Long Term Debt, to discuss the Bond Bill filed by Representative Carol Donovan of Woburn. At the meeting, Representative Parente asked questions on the funding for the Library of Last Recourse. He reminded the Commissioners that Representative Parente is a cosponsor of the Bond Bill and remains supportive of libraries and library funding. A hearing is scheduled with the Long Term Debt Committee on March 20th to discuss capital funding for public library construction.

Director Maier informed the Commissioners that in April, at the invitation of Senator Stanley Rosenberg, he will attend and present a program at a conference of western Massachusetts municipal officials.

LEGISLATIVE REPORT

Maureen Killoran, Head of Public Library Advisory & Government Liaison, announced that on Friday, February 7, Director Maier and she will meet with Geoffrey Beckwith and John Robertson of the Massachusetts Municipal Association to speak about the importance of libraries in difficult economic times.

She reported that the Bond Bill, H.1119, will have its first reading before the Committee on State Administration, chaired by Representative Geoffrey Hall. A meeting has been scheduled with Representative Hall to request support for the bill and to ask that it be reported out quickly to the House Committee on Long Term Debt and then to the House Ways and Means Committee.

Ms Killoran distributed a packet of information on library bills that had been filed for the 2003-2004 legislative session on Beacon Hill. She informed the Commissioners that some bills have not yet been assigned a number and, if not, are referred to by their House (HD) or Senate (SD) docket number. Ms Killoran reviewed these bills for the Commissioners. A summary is provided below:

H.841, "An Act Relative to the State Library," filed by Representative Marie J. Parente, requires cities and towns to file a copy of their annual reports with the State Library.

H.1199, "An Act Relative, to Restoring the Infrastructure of Library Services for Residents of the Commonwealth," filed by Representative Carol Donovan, provides for the continuation of funds for certain programs of the Board of Library Commissioners, including funds for 1) specialized databases, 2) regional delivery, 3) automated networks, 4) small libraries in networks, 5) the virtual catalog, 6) MassCat, and 7) the Journal Article clearing House of the Boston Public Library.

HD 1327, "An Act Designating the Springfield City Library as the Library of Last Recourse for Western Massachusetts." This is a re-filed bill.

HD 2042, "An Act Relative to School Libraries," filed by Representative Peter J. Larkin.

HD 2769, "An Act Further Regulating the Use of Computers in Libraries," filed by Representative Reed Hillman, requires filters on a percentage of the library's computers.

HD 2813, "An Act Relating to Public Libraries in the Commonwealth," filed by Representative Brian Golden, permits libraries to keep the fines they collect.

HD 3629, "An Act Relative to Library Policy Regarding Use of the Internets," filed by Representative Brad Jones, requires libraries to establish an acceptable-use policy governing patron use of computer terminals.

HD 3075, "An Act Relative to Public Libraries in the Commonwealth," filed by Representative Vincent Pedone, permits libraries to keep the fines they collect.

HD 3216, "An Act Providing for Drug Free Library Zones," filed by Representative Robert Koczera.

HD 2923, "An Act Relative to the Library Records of Minors," filed by Representative John Quinn, permits parents or guardians of a minor child to review the child's library records.

SD 286, "An Act Relative to Public Libraries Development Grants," filed by Senator Richard Moore, is for the establishment and development of grants to public libraries for the improvement of library service. This is a re-filed bill.

SD 620, "An Act Providing Needed Library Materials and Staffing to Massachusetts Public School Districts," filed by Senator Susan Tucker, establishes the amounts allotted within a district's foundation budget to books and equipment in any fiscal year.

Ms Killoran announced that Massachusetts Library Association's annual Ways & Means Day would be held on February 12, 2003.

She reminded the Commissioners that the Legislative Breakfasts, sponsored by the Regional Library Systems will begin in late February.

CONSIDERATION OF APPROVAL OF TWO 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 2 municipalities that recently met the FY2003 State Aid requirements.

Commissioner Marnik moved and Commissioner Cameron seconded that the Massachusetts Board of Library Commissioners certify that the 2 communities on the attached list (a) 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 $27,504.95. Additionally, the Massachusetts Board of Library Commissioners authorize disbursement of 50% of said awards on attached list (b), totaling $14,257.06 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.

CONSIDERATION OF APPROVAL OF APPLICANTS FOR A WAIVER OF THE FY2003 MUNICIPAL APPROPRIATION REQUIREMENT

Dianne L. Carty, Head of State Aid and Data Coordination, presented nine municipalities that had requested a waiver of the FY2003 Municipal Appropriation Requirement at the January 2003 Board Meeting.

Since these communities had presented their individual cases for a waiver before the Board, there was no discussion.

Commissioner Knowles moved and Commissioner Henderson seconded that the Massachusetts Board of Library Commissioners certify that the municipalities listed on the attached page (A), have met the minimum standards of free public library service and grants a waiver of the FY2003 Municipal Appropriation Requirement per Chapter 184, Acts of 2002, to those municipalities; awards the municipalities a FY2003 Library Incentive Grant, a FY2003 Municipal Equalization Grant and a FY2003 Nonresident Circulation offset in the indicated amounts totaling $710,580.55. Additionally, the Massachusetts Board of Library Commissioners authorizes disbursement of 50% of said awards on attached list (B), totaling $355,290.37, upon certification, and 50% of said awards, and any additional FY2003 State Aid to Public Libraries disbursements that may be possible by the end of the fourth quarter of FY2003.

The Board voted approval for a FY2003 Waiver of the Municipal Appropriation Requirement to Beverly, Fall River, Holbrook, Pittsfield, Quincy, Salisbury, Springfield, Swansea and Weymouth.

PRESENTATION AND DISCUSSION OF A FY2004 STATE AID TO PUBLIC LIBRARIES POLICY -- ELIGIBILITY FOR A WAIVER OF THE FY2004 MUNICIPAL APPROPRIATION REQUIREMENT

Dianne Carty informed the Commissioners that except for the fiscal years involved, the proposed policy for Eligibility for a Waiver of the FY2004 Municipal Appropriation Requirement is the same as that used for FY2003. She stated, and the Commissioners concurred, that the policy and the procedure, allowing for the municipalities themselves to come before the Board to present their case for a waiver, had worked well and that no changes other than the updating of the Fiscal Year are required.

In response to queries from the Commissioners, Ms Carty stated that statute allows the Board to grant 10 waivers of the MAR. She relayed that the Board will seek an additional 25 waivers through budget language.

CONSIDERATION OF A REQUEST FROM THE TOWN OF LUNENBURG FOR AN EXTENSION OF THE TIME TO CONFIRM LOCAL FUNDING FOR ITS PROVISIONAL GRANT AWARD UNDER THE MASSACHUSETTS PUBLIC LIBRARY CONSTRUCTION PROGRAM

Representatives of the Ritter Memorial Library and the Town of Lunenburg addressed the Board regarding their request for an extension of time to confirm local funding for their construction project that received a provisional grant award on November 7, 2002, and for which the Board provided 12 months to confirm local funding. This is an additional 6 months beyond the 6 month period established in program regulations. The library's request is for a further 12 month extension to November 7, 2004.

Trustee Chair Deborah Chapdelaine stated that the library has been working toward this construction project since 1988. She praised the work of library director Susan Tallman in keeping the project moving. However, Ms Chapdelaine indicated that in her view the town is not ready to vote funds for the project. Selectman David Rogers stated that he does not see the town being able to vote funds for the project due to a variety of local funding concerns and the impact of state aid cuts. He indicated that the town supports the library project, but that this is not a good time to get the necessary vote.

Commissioner Henderson stated that generally the Board considers extension requests based on specific circumstances. He asked if the economic situation wouldn't be worse next year. Mr. Rogers responded that the current level of economic uncertainty is unprecedented, and he indicated that other circumstances within the town make this a difficult time for voters to make an informed decision. Commissioner Henderson then asked if there is support for the project. Mr. Gare Thompson, a trustee of the Ritter Memorial Library, responded that support is uncertain and that the project is number 4 on the town's list of priorities. Mr. Rogers stated that the town will not have firm state aid numbers until September. Director Maier asked whether the project couldn't then be taken to a special town meeting in the fall. He indicated that if a brief extension was needed after a successful town meeting vote, that the Board has granted such extensions in the past to permit a town to have a debt exclusion vote.

Commissioner Bornheimer discussed the balance between equity and opportunity. She stated that the opportunity is now offered to the Town of Lunenburg, but pointed out that the Board needs to pay attention to the equity of the program for all communities. Communities now on the Board's waiting list need the assurance that their opportunity for these funds will not be delayed by the action of communities that already have provisional grant awards.

Mr. Maier discussed the pressures on the Board to meet spending caps and to assure the administration of the need and demand for these funds. He pointed out that delaying projects will make it impossible for the Board to meet its spending targets.

As the discussion moved toward conclusion several Board members encouraged Lunenburg to move ahead and seek town funding. When it became clear that the Board was not likely to approve Lunenburg's request, and prior to the Board taking any action on this matter, Mr. Rogers asked to withdraw Lunenburg's request without prejudice. This request was granted.

REPORT ON FRIENDS SURVEY RESULTS

Brian Donoghue, Reference Librarian/Friends Liaison updated the Commissioners on the 2002-2203 Friends of the Library Information Survey. Mr. Donoghue reminded the Commissioners that the survey has been conducted annually since 1999 by the staff of the Public Library Advisory Unit.

He stated that the purposes of Friends Survey are to 1) gather data for the Directory of Massachusetts Friends organizations that is published each year in conjunction with the Massachusetts Friends of Libraries and 2) gather basic information about the status and activities of Friends of Libraries organizations in Massachusetts such as how many exist, how many members each group has, and are they incorporated or tax-exempt.

Mr. Donoghue reported that in addition to the questions asked on previous surveys, the Public Library Advisory Unit asked newly developed and specific questions this year about fundraising activities and the types of library services that Friends groups supported financially. He reported that the survey results to these questions provided much useful information that will be disseminated to librarians, trustees and Friends organizations through articles in the MBLC and MFOL newsletters and perhaps through the MFOL web site. This information helps the Agency to better understand the status of Friends organizations in Massachusetts. It provides information that can be shared with members of Friends organizations so they can improve the effectiveness of their organization.

Of the 370 surveys originally mailed, there were 323 responses. Mr. Donoghue reported on several interesting facts in the Survey results:

270 of the 370 Public Libraries reported that they have a Friends organization. 1) 60,727 individuals are members of Friends organizations. 2) The order of library services which were financially supported: #1 Children's programs, #2 Purchasing equipment and furnishings for Library, #3 Purchasing library materials, #4 Building renovation and construction, and #5 Adult programming. 3) The order of fundraising activities: #1 Book sales, # 2 Membership dues, # 3 Sales of gift, novelty, etc. items, # 4 Special Events, including Concerts, Craft Fairs, Dinner Dances.

Mr. Donoghue relayed that staff were impressed with the uniqueness of the fundraising ideas that Friends listed on the survey form. A separate list of these ideas has been developed by the Public Library Advisory Unit who will be distributing them around the State.

Mr. Donoghue informed the Commissioners that Maureen Killoran and he will be meeting with the MFOL Executive Board at their regular monthly meeting on Saturday, February 8, 2003, and will present the survey results and discuss the development of plans for this year's Friends Directory and other activities. He relayed that later on that day, Maureen Killoran would meet with both the MFOL and MLTA Executive Boards to plan next year's Joint Conference of the two organizations.

STANDING COMMITTEE AND LIAISON REPORTS

Construction

Commissioner Bornheimer, Board Liaison to the Construction program, updated the Commissioners on the status of the Provincetown and Easton Projects.

Commissioner Marnik complimented Commissioner Bornheimer on her response to the Lunenburg situation. She stressed that it is important not to send conflicting signals about the construction program.

Library Community Relations Committee

Commissioner Walter Cameron, Jr., Chair informed the Commissioners that the Committee met on Thursday, January 16, 2003. At the meeting he reviewed this committee's charge and history, relaying that its mission has been to examine and support the role of library trustees in Massachusetts, with a focus on public advocacy.

Commissioner Cameron stated that MBLC Chairman Joseph Hopkins welcomed the newly expanded group, noting the need to co-ordinate the flow of information within the library community. An immediate priority is the fiscal crisis in Massachusetts, its impact on MBLC's legislative agenda and statewide services provided to libraries.

He reported that Robert Maier attended and reviewed the Board's legislative agenda, highlighting its two major themes: 1) Prevention of further budget cuts and 2) Preservation of core services to Massachusetts libraries, defined generally as (1) electronic database access via state-funded licensing agreements, (2) delivery, and (3) telecommunication enhancements to libraries, regional and network systems.

Director Maier reviewed the current fiscal crisis in the Commonwealth, where an estimated $600 million shortfall is now estimated for FY2003. The Legislature has voted expanded authority for Governor Romney to make "9C" cuts to the Fy2003 budget as enacted last fall, and the Governor has indicated his intention to cut state aid by approximately $200 million, finding the balance in direct cuts to state agencies and programs - cuts that are in addition to 9C cuts made by Gov. Swift before her term expired - and cuts that municipalities will be forced to absorb in the last months of the current fiscal year. Acknowledging that there is not real hope of sustaining core library services via additional operating funds, either in FY03 or FY04, he described the MBLC agenda of securing support for library services via a bond bill, which has been field by Representative Donovan of Woburn and co-signed by 40 legislators.

Director Maier also described the political advantages of securing a bond bill, as well as the hazards of steering it through the Legislature. Discussion ensued on strategic issues of sponsorship that must be resoled by MLA Ways and Means Day on February 12, 2003. In response to a question from Mary Kronholm, Director Maier reported that MBLC will not propose a Regional/LLR Line Account split for FY04, focusing instead on core funding needs affecting libraries of all sizes and types. Commissioner Cameron stated that all agreed on the need to craft a consistent message to present at upcoming legislative breakfasts, and the importance of having local constituents present.

Commissioner Cameron said that David Gray presented a summary of public relations at MBLC. He described the activities of the Rendon Group, which has created media spots and is assisting the board in developing public awareness tools.

He reported that Maureen Killoran passed out the list of legislative breakfasts. The Regional Administrators described their planning efforts in detail, and discussion followed on ways to make each breakfast effective, whatever its format or size. Many lively and creative ideas were shared.

Commissioner Cameron informed the Commissioners that Molly Fogarty reported for MLA on CAPWIZ, a remarkable new tool for electronic dissemination of information, particularly suited for sending advocacy messages to legislators. He stated that all agreed it is important to co-ordinate CAPWIZ with PROJECT ALERT. Connie Clancy introduced Sharon Morgan, trustee in Weymouth, who has volunteered to mange PROJECT ALERT. Sharon hopes to expand the capacity of PROJECT ALERT and will undertake whatever outreach necessary to add trustees, Friends groups and library uses to the database.

Commissioner Cameron noted that the Committee will meet again when more information on the state budget situation is available.

LSTA

Commissioner Henderson, Board Liaison for the LSTA program, reported that he attended the LSTA mini-grant information workshop in Wrentham on January 30, 2003. He complimented staff members Gregor Trinkaus-Randall, Shelley Quezada and Beth Wade on their presentations.

Public Relations Committee

David Gray distributed copies of the "Why do you use the library?" hand card that the Public Relations Committee, along with the Executive Committee of the Board, helped design for the Board's spring Public Awareness Campaign. He announced that 500,000 of these had been printed and will be sent to all public libraries in the Commonwealth for distribution during the month of April, Library Awareness Month. He also announced that there would be five workshops in Bridgewater, Hatfield, Newton, Norwood and Reading for the 34 communities that had been targeted to participate in the Web site and special events portion of the campaign.

He also distributed a draft of brochure being developed and printed by the Gale group to promote the use of the licensed databases available to the residents of Massachusetts through the Massachusetts Library and Information Network. He stated that in March 100,000 copies of the brochure will be sent to public libraries in the Commonwealth for distribution to the public.

PUBLIC COMMENT

There was no public comment.

OLD BUSINESS

NEW BUSINESS

Commissioner Arnold initiated a discussion by the Commissioners of cost containment for certain expenses and the timeframe for future Board meetings. Discussion will be continued at the next meeting.

ADJOURNMENT

There being no further business, Vice Chairman Arnold adjourned the February 6, 2003 monthly business meeting of the Board of Library Commissioners at 12:35 P.M.

Dr. Em Claire Knowles
Secretary