Minutes of The Board of Library Commissioners - January 9, 2003 

Time : 10:00 A.M.

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

Absent : 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; 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:

Emily Bader, Director, Springfield City Library; Deirdre Brennan, Administrator, Boston Massachusetts Regional Library System; Annalee Bundy, Director, Ames Free Library, Easton; Michele Cloonan, Dean of the Graduate School of Library and Information Science, Simmons College; Harold Crowley, Trustee Chair, Thomas Crane Public Library, Quincy; Richard Dunbar, Springfield City Library; Molly Fogarty, Assistant Director, Springfield City Library; Stephen Fulchino, State Librarian, George Fingold Library; Ruth Hathaway, Holbrook Public Library; Edward Hill, Trustee, Swansea Free Public Library; Teresa Kyrios, Director, Salisbury Public Library, Joanne Lamothe, Director, Tufts Library, Weymouth; Ronald Latham, Director, Berkshire Athenaeum, Pittsfield; J. Kevin Lawton, Director, Swansea Free Public Library; Brian Lowney, Trustee Chair, Swansea Free Public Library; Robert MacLean, Trustee Chair, Tufts Library, Weymouth; Anne McLaughlin, Director, Thomas Crane Public Library, Quincy; Sean Morgan, Trustee, Tufts Library, Weymouth; Carolyn Noah, Administrator, Central Massachusetts Regional Library System; Gregory Pronevitz, Administrator, Northeast Massachusetts Regional Library System; John Ramsay, Administrator, Western Massachusetts Regional Library System; Donna Richman, Trustee Chair, Ames Free Library, Easton; Cynthia Roach, Administrator, Southeastern Massachusetts Regional Library System; Thomas Scully, Director, Beverly Public Library; Sharon Shaloo, Executive Director, Massachusetts Center for the Book; Keith Stavely, Director, Fall River Public Library; James E. Sutton, Director, Memorial Hall Library, Andover and Chair, State Advisory Council on Libraries; Sondra Vandermark, Administrator, Metrowest Massachusetts Regional Library System; Irving Zangwill, Trustee Chair, Fall River Public Library

Call to Order

Chairman Hopkins called the meeting to order at 10:10 A.M. He recognized Michele Cloonan, Dean of the Graduate School of Library and Information Science, who welcomed the Board to Simmons College. Dean Cloonan invited the Commissioners to tour the Graduate School of Library and Information Science following today's meeting.

Approval of Minutes - December 5, 2002

Commissioner Hopkins requested that, on page 8, line 10 of the draft minutes, "in transferring funds from personnel to necessary programs and services" be struck and replaced with "in restructuring costs and transferring funds that provided realistic and effective support for Regional programs and services."

Commissioner Bornheimer noted that on page 9, line 31 "SEMLS" should be struck and replaced with "CMRLS."

Commissioner Arnold moved and Commissioner Marnik seconded that the Massachusetts Board of Library Commissioners approve the minutes for the monthly business meeting of December 5, 2002, as corrected.

The Board voted approval.

CHAIRMAN'S REPORT

Chairman Hopkins reported that Director Maier, Maureen Killoran and he had met with several members of the state Legislature to present the Board's mission and goals and to ascertain their sense of the state's fiscal reality for the coming year. He also announced that in broadening the recently renamed Community Relations Committee of the Board, he had appointed Molly Fogarty from the Springfield City Library and Co-Chair of the Legislative Committee of the Massachusetts Library Association and Sharon Morgan, a library trustee of the Tufts Library in Weymouth and a member of Massachusetts Friends of Libraries to the Committee.

DIRECTOR'S REPORT

Director Maier reported on the news of a fire on Saturday, December 28, 2002 that totally destroyed the building that housed the West Warren Library Association. He informed the Commissioners that staff contacted library personnel to offer emergency assistance but were informed that the collection was a total loss.

He announced that the Board of Library Commissioners would be exhibiting at the Annual Conference of the Massachusetts Municipal Association in Boston on Friday and Saturday, January 10 & 11, 2003 during which the Board will introduce a hand card, the focus of this spring's public awareness campaign.

Director Maier stated that he had a conversation with Tripp Jones, a member of Governor Romney's Transition Team, to inform him about the role of the Board, as well as a meeting with Bernard Margolis, President of the Boston Public Library, about the impact of reduced funding on its services. Other items of interest included the workshops being conducted by the Gates Foundation, &quotBefore Your Computer Arrives," throughout the state for the 100 libraries who would be recipients of computers that would be arriving during March and April.

He mentioned an editorial in the Providence Journal that announced the closing of a branch of the Swansea Free Public Library. The editorial stated that"The state (Massachusetts) has shortsightedly cut $7.1 million from its appropriation to local and regional library systems... Director Maier also noted that commentator Jon Keller on WBZ News Radio had recently stated that access to online newspapers and magazines, and primary source material through library sites makes his job much easier.

Director Maier informed the Commissioners that he would be contacting the Beaumont Foundation of America. The foundation had run an ad in The New Yorker about purchasing assistance for computers for libraries.

LEGISLATIVE REPORT

Maureen Killoran, Head of Public Library Advisory & Government Liaison, in her Legislative Report pointed out that the annual Legislative Breakfasts would be coming up in February and March and that this year an emphasis on library users would be stressed.

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

Ms Killoran stated that Senate President Robert Travaglini had picked his leadership team and it is expected that Speaker of the House Thomas Finneran would be doing the same shortly. She stated that communication and meetings with members of the new administration will be forthcoming.

She informed the Commissioners that Governor Romney has requested that the Massachusetts House and Senate give him expanded authority to cut local aid in the FY03 state budget. As has been reported widely, these cuts will directly affect important services throughout cities and towns in the Commonwealth. She stated that, at this time, it is not clear if State Aid to Public Libraries (line item account 7000-9501) and State Aid to Regional Libraries (line item account 7000-9401) will be impacted.

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 35 municipalities that meet the FY2003 State Aid requirements.

Commissioner Bornheimer moved and Commissioner Marnik seconded that the Massachusetts Board of Library Commissioners certify that the 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 $533,765.50. Additionally, the Massachusetts Board of Library Commissioners authorize disbursement of 50 percent of said awards on attached list (b), totaling $266,882.98 upon certification, and 50 percent 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.

PRESENTATIONS BY APPLICANTS REQUESTING A WAIVER OF THE FY2003 MUNICIPAL APPROPRIATION REQUIREMENT

Dianne Carty, Head of State Aid and data Coordination, relayed that petitioners for a waiver of the Municipal Appropriation Requirement (MAR) are presenting their petitions today for discussion. She noted that the Board will vote on the petitions for waivers at the February 6, 2003 Board meeting. She informed the Commissioners that she was informally notified that Wenham has transferred sufficient funds to meet the requirement and will not be requesting a waiver.

Ms Carty stated that cuts in local aid, declining income from local receipts, insurance costs, and school funding requirements are shared themes for the libraries applying for a waiver of the MAR.

Beverly

Thomas Scully, Director of Beverly Public Library, presented Beverly's petition for a waiver of the FY2003 Municipal Appropriation Requirement. Mr. Scully informed the Commissioners that the Board of Trustees recommended a FY2003 budget for the library of $1,430,621 which was reduced to $1,325,750. He noted that this budget reduction was part of the City administration's plan to address many significant increases to the City budget, most notably an increase in health insurance, an increase in the school budget and an increase in debt service. Most City department budgets were reduced and the administration has deferred important capital projects.

Mr. Scully relayed that most of the library's reduction came in the area of part-time salaries. Because the Beverly Farms Branch Library is closed this year for renovations, the Branch staff was able to make up some of the staff reductions. In addition, the library is closing at 5:00 p.m. instead of 6:00 p.m. on Fridays.

Mr. Scully stressed that the library meets all the other minimum standards.

Easton

Annalee Bundy, Director of Ames Free Library, presented Easton's petition requesting a temporary waiver of the FY2003 Municipal Appropriation Requirement. Ms Bundy informed the Commissioners that the Ames Free Library's appropriation has increased by two and a half percent from FY2002 to FY2003. However, the amount appropriated in FY2002 was less than the MAR and the library had to apply for a waiver for certification. The FY2003 appropriation is less than required for the MAR by $5,727.

Ms Bundy relayed that, at a special Town Meeting scheduled for mid-January 2003, a request for a budget revision in the amount of $5,727 will be presented. She stressed that a positive vote is anticipated and that, as soon as this occurs, she will inform the Board with a certified copy of the Town Meeting vote.

Fall River

Keith Stavely, Director of Fall River, presented Fall River's petition for a waiver of the FY2003 Municipal Appropriation Requirement. He reported that the Fall River Library budget is approximately 16 percent below the amount needed to meet the MAR.

Mr. Stavely relayed that the City of Fall River faces a budgetary gap of $12 million. He noted that the shortfall was caused by cuts in state aid (59 percent of Fall River's budget comes from state aid), reduced interest income resulting from the national economic downturn, and increased costs, especially for health insurance and contracted pay increases for City workers. He reported that the primary means of closing this budgetary gap would have to be a combination of an 8 percent property tax increase and a reduction in costs achieved by leaving City positions vacant.

Mr. Stavely stressed that, over the past seven years, the City has made a commitment to improving its educational infrastructure and services, and it sees the Library as a major part of that commitment.

Holbrook

Janet Meagher, Director of Holbrook Public Library, presented Holbrook's petition for a waiver of the FY2003 Municipal Appropriation Requirement. Ms Meagher informed the Commissioners that the Town of Holbrook was unable to meet the FY03 MAR due to the failure of the state to fully honor the Education Reform commitment, the failure to fully fund discretionary accounts such as Chapter 81, and the failure of the state to honor its commitment to return all lottery proceeds to the communities. She noted that since Holbrook is a mainly residential community, any opportunity for fiscal growth is dependent on increases in state aid, and any cuts in state aid reflect directly on the budget setting process.

Ms Meagher reported that the budget process for the library was comparable to other departments and was not subject to a disproportionate decrease than other municipal departments.

Pittsfield

Ronald Latham, Director of Berkshire Athenaeum, presented Pittsfield's petition for a waiver of the FY2003 Municipal Appropriation Requirement. Mr. Latham reported that the City of Pittsfield was unable to meet its Municipal Appropriation Requirement for the Berkshire Athenaeum for Fiscal 2003. However, the City has increased the level of appropriation in fiscal 2003 to the Berkshire Athenaeum, while the level of appropriation to a number of other municipal departments has been reduced. He noted that appropriation for fiscal 2003 will most likely be increased further as a result of salary increases, due to ongoing labor negotiations, which may achieve the M.A.R. funding requirements.

In response to the question: "Is any further budgetary action anticipated that might increase the municipality's fiscal 2003 appropriation to the library?" Mr. Latham stated that it is anticipated collective bargaining agreements will be signed this fiscal year which will require an additional appropriation.

Quincy

Anne McLaughlin, Director of Thomas Crane Public Library, presented Quincy's petition for a waiver of the FY2003 Municipal Appropriation Requirement. She relayed that, in the process of establishing the FY2003 operating budget, the City of Quincy, not unlike many other municipalities in the Commonwealth, was faced with the reality of a substantial increase in fixed costs, as well as a reduction in local and state aid. Therefore, it became clear that in order to balance the FY03 budget, and at the same time maintain the same level of services, all city departments would need to absorb a cut equal in proportion to the overall city budget.

She reported that the city's adoption of zero-based budgeting provided each city director a means of determining the ranking of their particular decision packages which have the greatest potential of achieving their department's objective. She stated that the library budget was reduced by approximately 10 percent, which, was not in disproportion to the other city programs.

Ms McLaughlin noted that the City of Quincy faced a significant shortfall of revenues in developing the FY'03 budget. All city departmental budgets were reduced. The library department reduction was 15 percent which was the same .01 percent of the total municipal budget as in FY02.

Salisbury

Theresa Kyrios, Director of Salisbury Public Library, presented Salisbury's petition for a waiver of the FY2003 Municipal Appropriation Requirement. She stated that, in March 2002, the Board of Selectmen and Warrant Advisory Committee started to review a draft proposed budget for FY2003. It was apparent that the revenues would not cover the requested expenses.

She informed the Commissioners that the financial picture in Salisbury is very bleak, and will continue to be so for the foreseeable future. She stated that revenues will not cover - and have not covered - expenses. Every department had huge cuts in FY2002. These cuts will still be reflected in the next fiscal year.

Ms Kyrios stressed that the municipal budget cuts, along with increased fees those MVLC and reduced services from NMRLS, leave the Salisbury Public Library in a very precarious position. She stated that a waiver is necessary to insure that the library can stay open and active until the local revenues improve.

Springfield

Emily Bader, Director of Springfield City Library, presented Springfield's petition for a waiver of the FY2003 Municipal Appropriation Requirement. She stated that the City of Springfield has struggled to close a general fund budget gap of $22 million going into Fiscal Year 2003. The City has implemented numerous cost saving initiatives to reduce appropriations and narrow the gap. An Early Retirement Incentive, Employee Furlough Program, along with a reduction in all non-fixed operating expense line items helped offset the City's budgetary problems.

Ms Bader relayed that the City relies on State Aid for more than 60 percent of its total revenues or approximately $254 million. Anticipated declines in State revenues continue to threaten city services. The City has limitations on raising revenues through property taxes. Proposition 2 2 limits the ability to raise taxes by more than 2 &#frac12; percent from the previous year's tax levy. The effects of the economic downturn and decreased state aid have caused financial hardship which is projected to continue through at least Fiscal Year 2004. The Springfield Library and Museum Association together will all City departments were required to reduce their respective budgets under the current fiscal constraints.

She reported that the serious financial problems currently existing in the City of Springfield have resulted in dramatic budget reductions for every City department. The impact of these reductions is being felt by residents, who are already experiencing cuts in City services, including library services. A number of library staff positions have been eliminated; the library materials budget has been reduced by $250,000; and branch library hours have been reduced by nearly 50 percent. The further loss of state aid, particularly this late in the fiscal year, would have a devastating effect on the services that the library system can provide, not only for residents of Springfield, but for all residents in Western Massachusetts.

Swansea

Brian Lowney, Trustee Chair of Swansea Free Public Library, presented Swansea's petition for a waiver of the FY2003 Municipal Appropriation Requirement. Mr. Lowney relayed that the Town of Swansea faced an unprecedented fiscal crisis in FY2002. He stated that the Town had a multi-million dollar budget deficit, which was so severe that it required the passage of special deficit bonding legislation by the State allowing the town to bond for monies to cover part of its operating budget.

To ensure a balanced budget and avoid a state control board in FY2003, department budgets on the Town side of government were asked to take a cut of 15 percent, which was supported by Town Meeting. The Library took a cut consistent with every other Town-side budget, and was in no way disproportionately cut relative to others.

Mr. Lowney informed the Commissioners that the Library Board of Trustees is doing all it can to maintain adequate service to the citizens of Swansea. However, the Board of Trustees has been forced to temporarily close the only branch library in town to focus resources to support the main library. An article requesting funds to reopen the branch will be on the warrant for a December special town meeting.

He stated that the Board of Trustees has allocated all the trust funds and other income available to supplement this year's budget, but it will not be enough to maintain adequate materials expenditures. It would be a major set back for this already strapped library system to lose it's State Aid appropriation. The Library has been caught in a situation beyond its control which has decimated its materials budget. He stressed that to further reduce its income by denying the LIG and MEG appropriation would be catastrophic.

Weymouth

Joanne Lamothe, Director of Tufts Library, presented Weymouth's petition for a waiver of the FY2003 Municipal Appropriation Requirement. Ms Lamothe reviewed the budgeting process followed to produce a balanced budget for the Town. As with other municipalities applying for a waiver, fixed costs, insurance costs, debt service, town services and school funding obligations required the town to take immediate funding reductions in all Town departments.

To effectively deal with the foregoing, the Mayor launched a process to keep personnel costs level at $71 million despite increases in salaries ranging from 3 percent to 3.5 percent. To accomplish this task, the Mayor sought and was granted the ability to offer an early retirement incentive. By so doing, the Mayor believed and was later proved to be correct, that by making such an offer there would be a sufficient number of retirees to accomplish this objective.

Once the number of retirees was known, it was decided to selectively increase staff in those areas hardest hit. The Mayor determined that to qualify for filling such a vacancy, services to the taxpayers would have to be negatively impacted.

After a careful review of staffing levels, the Mayor offered a supplemental budget which satisfied this requirement but still was forced to close one fire station, reduce the number of police officers, and leave some offices closed during certain portions of the day. However, no major impact to services to the community was experienced. The same was true for the library system. In the budget virtually every department was level funded or suffered a loss of funding.

In response to queries from Commissioners, Ms Carty stated that no other municipalities will require a waiver this year even if local aid is further reduced by the administration.

Commissioner Marnik stated that she was "encouraged that the libraries weren't disproportionately cut and thanked the library directors for their work in keeping their cuts to a minimum.

Commissioner Bornheimer also thanked the presenters for coming "at considerable difficulty and distance, and for their most useful presentations."

Chairman Hopkins recessed the meeting at 12:05 p.m.

Chairman Hopkins reconvened the meeting at 1:05 p.m.

CONSIDERATION OF APPROVAL OF FIVE POLICIES FOR THE FY2004 STATE AID TO PUBLIC LIBRARIES PROGRAM

Anne Meringolo noted that, while all Board policies sunset five years after the approval date, policies concerning the State Aid Program are brought to the Board annually for approval.

Ms Meringolo presented for approval five policies relating to the FY2004 State Aid to Public Libraries program as discussed at the December 5, 2002 Board meeting. These are:

1.) The Closure of a Public Library

The Massachusetts Board of Library Commissioners considers any municipality that closes its main public library or ceases offering library service to the public for any reason other than the undertaking of a project to improve library services (such as construction, automation preparation or inventory) or the occurrence of a natural catastrophe (including a limited emergency closing due to illness or death) to be, as of the date of that termination of service, no longer a certified participant in the State Aid to Public Libraries program.

The Commissioners will confirm the municipality's loss of certification at their next regularly scheduled Board meeting.

Once the municipality has lost certification, it cannot be recertified as meeting the minimum standards of public library service for State Aid to Public Libraries (as set forth in MGL c.78, s. 19A and 19B, 605 CMR 4.0, and current budget language) until the municipality's library has been meeting the standards for one complete fiscal year (July 1 through June 30) and proper application for State Aid to Public Libraries is made to the Board of Library Commissioners.

Commissioner Arnold moved and Commissioner Bornheimer seconded that the Massachusetts Board of Library Commissioners adopt for the FY2004 State Aid to Public Libraries program the proposed policy: The Closure of a Public Library.

The Board voted approval.

2.) Minimum Standards of Hours of Service for Public Libraries

Minimum Hours Open Per Week:
In keeping with the regulation that "library service should be available to the community a minimum number of hours per week," (605 CMR 4.0) the minimum hours requirement will apply during each week of the compliance period. To meet the requirement, a public library must be open the required hours, days and evenings during each week of the compliance period.

Compliance Period/Winter Hours:
The compliance period (winter hours) will be defined as those days between Labor Day and Memorial Day.

Summer Schedule:
The summer schedule period will be those days from Memorial Day through Labor Day, and the library's summer schedule must apply to each week during that period.

Massachusetts Legal Holidays:
Libraries may close on Massachusetts legal holidays, and not affect their compliance with the hours of service standards.

Commissioner Cameron moved and Commissioner Bornheimer seconded that the Massachusetts Board of Library Commissioners adopt for the FY2004 State Aid to Public Libraries program the proposed policy: The Minimum Standards of Hours of Service for Public Libraries.

The Board voted approval.

3.) Municipal Appropriation Requirement Calculation

The Municipal Appropriation Requirement (MAR) is computed, for all municipalities that received a State Aid to Public Libraries award in the prior year, using a figure for the prior year that is no lower than the MAR for the prior year. For the FY2004 grant round:

1. Any municipality certified and awarded State Aid to Public Libraries in FY2003:

a. The FY2001 figure will be either the FY2001 MAR or the FY2001 Total Appropriated Municipal Income (TAMI), whichever is higher. If the library did not participate in the State Aid to Public Libraries program in FY2001 the TAMI will be used.

b. The FY2002 figure will be either the FY2002 MAR or the FY2002 TAMI, whichever is higher. If the library did not participate in the State Aid to Public Libraries program in FY2002 the TAMI will be used.

c. The FY2003 figure will be either the FY2003 MAR or the FY2003 TAMI, whichever is higher.

2. Any municipality not certified and awarded State Aid to Public Libraries awards in FY2002 (denied or did not apply):

a. The FY2001 figure will be either the FY2001 MAR or the FY2001 TAMI, whichever is higher. If the library did not participate in the State Aid to Public Libraries program in FY2002 the TAMI will be used.

b. The FY2001 figure will be either the FY2001 MAR or the FY2001 TAMI, whichever is higher. If the library did not participate in the State Aid to Public Libraries program in FY2001 the TAMI will be used.

c. The FY2003 figure will equal the actual FY2003 TAMI.

Commissioner Knowles moved and Commissioner Cameron seconded that the Massachusetts Board of Library Commissioners adopt for the FY2004 State Aid to Public Libraries program the proposed policy: The Municipal Appropriation Requirement Calculation.

The Board voted approval.

4.) Minimum Materials Expenditure Standard Calculation

The minimum materials expenditure standard is computed for all municipalities using the actual amount expended for library materials and the total expended by the library to operate. The percentage expended is calculated with these two figures and compared to the minimum required standard. (MGL, c.78, s.19B; 605 CMR 4.01(5)).

The following lines from the State Aid to Public Libraries Financial Report will be used to calculate the materials expenditure percentage:

1. Personnel
salaries line only

2. Library Materials
all lines
The cost of books, serials, audio materials, and other non-print materials that circulate to library patrons or are used by library patrons within the library. Included are CD-ROM and online costs, (including money paid to networks for online databases), and museum passes. Supplies used to prepare library materials for circulation are not included (e.g. bar codes, book pockets, etc.) and the monetary value of donated books may not be included.

3. Other Operating Expenditures
all lines (including network membership)
The current and recurrent costs necessary to support the provision of library services. These include expenditures made by the library that are not capital, personnel, or for library materials. Other operating expenditures include building maintenance, energy and utilities, network membership, supplies, repair or replacement of existing furnishing and equipment, and other miscellaneous expenditures.

Commissioner Henderson moved and Commissioner Arnold seconded that the Massachusetts Board of Library Commissioners adopt for the FY2003 State Aid to Public Libraries program the proposed policy: The Minimum Materials Expenditure Standard Calculation.

The Board voted approval.

5.) Extending a Grace Period for Increased Population-based Minimum Standards,

1) To be eligible for the extension of a grace period for increased population-based requirements due to new population figures, the library must: a. be in compliance with or receive a waiver of the FY2004 Municipal Appropriation Requirement (MGL, c.78, s.19A). b. meet the other minimum library standards required for receipt of FY2004 State Aid to Public Libraries (MGL, c.78, s.19B): (1) "be open to all residents of the commonwealth, " (2) "make no charge for normal library services, " (6) "lend books to other libraries in the commonwealth and extend privileges to the holders of cards issued by other public libraries in the commonwealth on a reciprocal basis."

2) If a municipality is in a different population group according to the 2000 population census, it is eligible for a grace period of up to three years to meet the increased standard for hours open or materials expenditure. This grace period is for the FY2004 State Aid to Public Libraries grant round. Compliance for State Aid to Public Libraries in the FY2003 grant round is measured by library performance in FY2003. To be eligible for this grace period the library must be meeting the prior lower standard.

3) A library director whose general or professional educational requirement has increased because his or her community is in a different population group will be exempt (grandfathered) from the increased requirement. However, any work in progress by the director on prior educational/professional requirements must be completed within the previously established time limits. When a grandfathered director leaves the library, his or her replacement must meet the increased requirement at the time of appointment as library director.

Commissioner Bornheimer moved and Commissioner Cameron seconded that the Massachusetts Board of Library Commissioners adopt for the FY2003 State Aid to Public Libraries program the proposed policy: Extending a Grace Period for Increased Population-Based Minimum Standards.

The Board voted approval.

CONSIDERATION OF ADOPTION OF PROPOSED REGULATIONS FOR REGIONAL LIBRARY SYSTEMS, C.M.R. 7:00

Chairman Hopkins relayed that the development of regulations for regional reference centers was a long and arduous process. It involved hours of study by Commissioners Arnold and Marnik, Directors Fiels and Maier, Dianne Carty and himself and meetings with Regional Administrators and others. Chairman Hopkins stated that the process culminated in a series of public hearings where both verbal and written comments were solicited from the library community.

He relayed that the proposed regulations were developed in recognition of changed conditions in reference services brought about by computer technology and telecommunications and their impact upon the historical model of current reference centers. It also involved funding issues which showed growing variances among the regions in budgetary support for the respective reference centers. Finally, there appeared a need to clarify the roles and responsibilities of the Commission and the Regions as it related to changes in the designation of the reference centers and a fair and thoughtful process for the transition.

Director Maier stated that the following recommendations are presented for the adoption of regulations for the regional library systems regarding regional reference services, eligibility for regional membership, and designation of a Statewide Advisory Council on Cooperative Library Programs. He noted that these recommendations have been reviewed by the Board's Committee on Regions and the Library of Last Recourse (Commissioners Marnik and Arnold) prior to presentation to the full Board for action.

Director Maier relayed that this formal regulatory process began in November 2003 and closed on December 13, 2003. During the comment period, the Board conducted 5 hearings that drew 82 attendees with 31 individuals addressing the Board. A total of 79 written comments were received. On the school library eligibility issue there were 2 in favor of the proposed regulation and 56 opposed. On the proposed regulation regarding the number of centers required there were 3 in favor and 8 opposed. On the proposed per capita threshold for funding there were 8 in favor and 11 opposed. There were no comments on the Statewide Advisory Council designation.

He stressed that these final recommendations take all of these comments fully into consideration. Elements of both written and oral comments are reflected in these recommendations as explained below.

Per Capita Funding
Staff recommend the addition of language in section 7.02 (2) to recognize the possibility of a regional library system conducting a public request for proposal (RFP) process and identifying a qualified reference center that offers to provide the needed services for an amount less than the required per capita stated in the regulations. Staff also recommend language that recognizes the possibility that a regional library system may negotiate lower costs with a qualified current provider. With these added provisions, the regulation still provides for a minimum funding level while permitting flexibility in cases where a regional library system and a reference center mutually agree on the provision of required services at a lower cost.

Toll Free Access
Staff recommend clarifying the language in section 7.02 (3) to make clear that regional reference centers are required to offer toll free telephone access to member libraries. Such toll free access is not required to be extended to the public.

School Library Eligibility
Staff recommend dropping proposed language in section 7.03 (1) e that would have permitted a school library to be eligible for regional membership if staffed by "professionally prepared and qualified personnel supervised by a certified school library media specialist." The intent of this proposal was to extend the concept of staffing by a part time school library media specialist to situations where the media specialist does not spend time in each school supervised but relies on aides or para-professionals in each school. The proposed training program would have provided basic library skills to persons with a bachelor's degree to enable them to better function in their position under the supervision of a school library media specialist. It would not have provided the skills of a certified school library media specialist or a library teacher.

Given the response from school librarians and the economic situation, staff believes that, on balance, moving forward with the proposed regulation would do more harm than good. Staff will work with the regional library systems and with school librarians to explore opportunities to provide training to non-professional staff working in school libraries that are regional members.

Commissioner Knowles moved and Commissioner Henderson seconded that the Massachusetts Board of Library Commissioners adopts the proposed regulations for Regional Library Systems 605 CMR 7.00 as revised according to the attached documentation.

The Board voted approval.

CONSIDERATION OF APPROVAL OF THE FY2004 PLANS OF SERVICE AND PROGRAMS AND BUDGETS FOR THE REGIONAL LIBRARY SYSTEMS

FY2004 Regional Programs and Budgets and Plans of Service were presented for approval based on the presentation and discussion at the December 6, 2002 Board meeting.

SOUTHEASTERN MASSACHUSETTS REGIONAL LIBRARY SYSTEM

Commissioner Arnold moved and Commissioner Knowles seconded that the Massachusetts Board of Library Commissioners approve the FY2004 Plan of Service and Budget, filed on November 21, 2002, for the Southeastern Massachusetts Regional Library System with a bottom line of $2,156,188 for the regional budget, as detailed in the accompanying documentation.

The Board voted approval.

CENTRAL MASSACHUSETTS REGIONAL LIBRARY SYSTEM

Commissioner Knowles moved and Commissioner Arnold seconded that the Massachusetts Board of Library Commissioners approve the FY2004 Plan of Service and Budget, filed on December 5, 2002, for the Central Massachusetts Regional Library System with a bottom line of $1,372,544 for the Regional Budget, as detailed in the accompanying documentation.

NORTHEAST MASSACHUSETTS REGIONAL LIBRARY SYSTEM

Commissioner Bornheimer moved and Commissioner Knowles seconded that the Massachusetts Board of Library Commissioners approve the FY2004 Plan of Service and Budget, filed on November 22, 2002, for the Northeast Massachusetts Regional Library System with a bottom line of $1,506,313 for the regional budget, as detailed in the accompanying documentation.

The Board voted approval.

BOSTON MASSACHUSETTS REGIONAL LIBRARY SYSTEM

Commissioner Arnold moved and Commissioner Henderson seconded that the Massachusetts Board of Library Commissioners approve the FY2004 Plan of Service and Budget, filed on November 25, for the Boston Massachusetts Regional Library System with a bottom line of $781,597 for the Regional Budget, as detailed in the accompanying documentation.

The Board voted approval.

WESTERN MASSACHUSETTS REGIONAL LIBRARY SYSTEM

Commissioner Henderson moved and Commissioner Cameron seconded that the Massachusetts Board of Library Commissioners approve the FY2004 Plan of Service and Budget, filed on November 20, 2002, for the Western Massachusetts Regional Library System with a bottom line of $1,381,063 for the Regional Budget, as detailed in the accompanying documentation.

The Board voted approval.

METROWEST MASSACHUSETTS REGIONAL LIBRARY SYSTEM

Commissioner Cameron moved and Commissioner Knowles seconded that the Massachusetts Board of Library Commissioners approve the FY2004 Plan of Service and Budget, filed on November 18, 2002, for the Metrowest Massachusetts Regional Library System with a bottom line of $1,266,697 for the Regional Budget, as detailed in the accompanying documentation.

The Board voted approval.

COMMENDATION

Chairman Hopkins called the Commissioners' attention to documentation requesting a commendation for Miriam Pratt, a 48-year employee of the North Hadley Branch Library of Goodwin Memorial Library in Hadley, for her lifetime contributions to the town, the library and the citizenry of Hadley. Commissioner Joseph Hopkins said he would be attending her retirement party on February 2, 2003, where he would present her the commendation.

Commissioner Arnold moved and Commissioner Knowles seconded that the Massachusetts Board of Library Commissioners award a certificate of commendation to Miriam Pratt for outstanding career contributions to library services.

The Board voted approval.

STANDING COMMITTEE AND LIAISON REPORTS

Construction

Commissioner Deborah Bornheimer, Board Liaison for the Construction program, relayed that a representative from Easton had informed her that the Ames Free Library has not received a ruling from the Commissioners of the DEP as of this date. A new definition of "river" has been put forth by the DEP in the last three weeks and an interpretation of that definition is being sought with regard to the intermittent stream that is the subject of the ruling in Easton.

Library Community Relations Committee

Commissioner Walter Cameron, Jr., Chair, announced that the committee will meet next week. He thanked Northeast Administrator Greg Pronevitz for his work on Project Alert. Commissioner Cameron also welcomed the addition of Molly Fogarty and Sharon Morgan to the Committee.

LSTA

Director Maier called the Commissioners' attention to a handout summarizing the number of Letters of Intent (LOI) received for the FY2004 grant round. He relayed that 243 total LOI were received. Of these 152 are for mini-grants and 91 are for targeted grants. 151 are from public libraries, 56 from school libraries, 13 from special libraries, 13 from academic libraries, 3 from the networks and 7 from the regions.

Public Relations Committee

Commissioner Knowles reported that the Public Relations Committee met twice since the December Board meeting to discuss plans for a hand card distribution program and a flyer for the Legislative Agenda. She relayed that the Rendon Group developed some innovative ideas with help from staff members Dianne Carty, who provided data on kinds of questions, Maureen Killoran, who provided input on the targeted communities, and Committee liaison David Gray. Commissioner Knowles also wished to express thanks to Commissioners Arnold and Marnik for their diligent contributions. She informed the Commissioners that the immediate use for the hand card (a large book mark) is to be distributed at the Massachusetts Municipal Association meeting on January 10 and 11, 2003. A full report of the new campaign about both the hand card and Legislative Agenda flyer will be discussed at the February MBLC meeting.

PUBLIC COMMENT

There was no public comment.

OLD BUSINESS

There was no old business.

NEW BUSINESS

There was no new business.

ADJOURNMENT

There being no further business, Chairman Hopkins adjourned the January 9, 2003 monthly business meeting of the Board of Library Commissioners at 1:45 P.M.

Dr. Em Claire Knowles
Secretary