Minutes of The Board of Library Commissioners - July 11, 2002 

Time : 10:00 A.M.

Place :	Board of Library Commissioners
	Boston, Massachusetts

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

Absent : None

Staff Present:

Keith Michael Fiels, Director; Robert Maier, Deputy Director and Head of Library Development; Dianne Carty, Head of State Aid and Data Coordination; Barbara Glazerman, Head of Operations and Budget; David Gray, Director Communications and Public Information; Marlene 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, Beth Wade, Grants Manager

Observers Present:

Bill Ames, Board of Directors, Ames Free Library of Easton; Annalee Bundy, Director, Ames Free Library; Deirdre Brennan, Administrator, Boston Massachusetts Regional Library System; Gerard Marsan, Board of Directors, Ames Free Library; Carolyn Noah, Administrator, Central Massachusetts Regional Library System; Gregory Pronevitz, Administrator, Northeast Massachusetts Regional Library System; Cynthia Roach, Administrator, Southeastern Massachusetts Regional Library System; John Ramsay, Administrator, Western Massachusetts Regional Library System; Gloria Stafford, Board of Directors, Ames Free Library; James Sutton, Director, Memorial Hall Library, Andover and SACL Chair; Jay Thomas, Board of Directors, Ames Free Library; Sondra Vandermark, Administrator, Metrowest Massachusetts Regional Library System

Call to Order

Chairman Bertorelli called the meeting to order at 10:00 a.m. and welcomed attendees.

Approval of Minutes - May 9, 2002

Commissioner Arnold moved and Commissioner Knowles seconded that the Massachusetts Board of Library Commissioners approve the minutes for the monthly business meeting of May 9, 2002.

The Board voted approval.

Approval of Minutes - June 6, 2002

Commissioner Arnold noted that he was absent from the June meeting and is recorded as seconding the motion on page 9, line 20 of the draft minutes. Commissioner Cameron seconded the motion.

Commissioner Arnold also noted that, on page 11, line 8 of the draft minutes, "ally" should be struck and replaced with "apply."

Commissioner Marnik moved and Commissioner Cameron seconded that the Massachusetts Board of Library Commissioners approve the minutes for the monthly business meeting of June 6, 2002, as corrected.

The Board voted approval.

CHAIRMAN'S REPORT

Chairman Bertorelli gave a brief report on the American Library Association's (ALA) Annual Conference in Atlanta where he and Commissioners Joseph Hopkins and Em Claire Knowles answered questions from prospective applicants for the position of the Director of the Board.

Chairman Bertorelli praised the Futures Institute held recently at WPI and noted the incredible content of the programs. He commended Commissioner John Arnold for his work on the Institute.

Commissioners Arnold lauded staff members Robert Maier, Louise Kanus and Shelley Quezada and all staff who worked to put on the Institute. Commissioner Knowles called for a round of applause to acknowledge the work of everyone involved.

Mr. Bertorelli then mentioned some of the recent library events around the state such as Methuen's opening, and groundbreakings in Canton, Williamsburg and Leverett. Commissioner Marnik, who attended and spoke at the opening of the Nevins Library in Methuen, relayed that the new building is gorgeous. Commissioner Hopkins reported that Senator Rosenberg and Representative Kulik attended the groundbreaking in Leverett.

Chairman Bertorelli noted that this was Keith Michael Fiels' last Board meeting as director. He reiterated how Director Fiels has helped lead the Board in library advocacy, bringing libraries to the forefront, and advertising their accomplishments.

He informed the Commissioners that Anne Larsen was chosen by staff to represent them on the Search Committee He noted the competence and diversity of backgrounds of the committee members.

Chairman Bertorelli reiterated the need to be vigilant in advocating for library funding through a continued higher profile by the Board to the Legislature.

DIRECTOR'S REPORT

Director Fiels informed the Commissioners that the advertisement for the Director's position will appear in Library Journal, American Libraries and Hotline and will also be posted on a number of listservs and through ALA's Office of Diversity.

He presented an update on the Massachusetts Center for the Book. He announced that Commissioner Marnik was the new Chair of their Board, and that they would be working on their Bylaws, be looking to expand their Board and possibly find a new home for their office. He also announced that the 2^nd Annual Massachusetts Book Awards would be awarded on Thursday, October 3^rd in Worcester in an event that would tie Massachusetts into the National Book Festival that would be held in Washington, DC on Saturday, October 12^th.

Director Fiels continued his report by stating that he, Chairman Bertorelli, Commissioner Marnik and Deputy Director Maier had a very productive meeting with Barbara Gardner, Associate Commissioner for School Readiness at the Department of Education (DOE). Director Fiels said that the Board would be working with DOE on sending the Massachusetts Congressional delegation a letter supporting federal funding for school libraries, looking at existing sources of funding for school libraries, and collaborating on getting school library standards and funding into the Educational Reform Law.

As a follow up to a discussion at the June 6^th Board Meeting, Director Fiels went over several financial reports with the Commissioners, and passed out the MBLC Annual Report for Fiscal Year 2001.

LEGISLATIVE REPORT

Maureen Killoran, Head of Public Library Advisory and Government Liaison, reported that the Massachusetts House and Senate are still in the process of resolving the differences in the FY03 state budget that began on July 1, 2002. She stated that House conferees are Rep. John Rogers, Rep. Nancy Flavin, and Rep. John Lepper and Senate conferees are Sen. Mark Montigny, Sen. Fred Berry and Sen. Michael Knapik.

Ms Killoran reminded the Commissioners that budget items for the FY03 conference committee include the differences in funding for the regional library systems and the Library of Last Recourse, the administrative account of the MBLC, telecommunications and resource sharing, and state aid to public libraries as noted in the following chart:

Items for Conference Committee

** Combination of 7000-9401 and 7000-9403 (The six (6) regions are funded at $11,107,994 and the LLR is funded at $6,515,960 in FY02)

Ms Killoran noted that legislators are expected to have a budget in place by the end of July, 2002.

CONSIDERATION OF APPROVAL OF A WAIVER OF THE DIRECTOR EDUCATION PERSONNEL STANDARD FOR THE MUNICIPALITY OF BROOKFIELD

Anne Meringolo, State Aid Specialist, noted that, as per regulation, a waiver of the Director Education Personnel Standard may be granted to a municipality contingent on a plan for compliance with the personnel standard within five (5) years.

She informed the Commissioners that the trustees of the Merrick Public Library, in agreement with the acting director, are eager to comply with the standard and have submitted a plan that BLC staff expects they will complete within the five(5) years.

Ms Meringolo reported that each spring the State Aid and Data Coordination unit evaluates the acting director status for all municipalities in preparation for sending state aid applications. Regulation allows a municipality to have an acting chief librarian for three years from the date that the position became vacant. Brookfield's three (3) years will be complete in September. The regulation also allows the Board to grant a waiver of the personnel standard contingent on a plan for compliance within five (5) years.

She informed the Commissioners that the situation in Brookfield is that there is an acting director that the trustees would like to have as a permanent director but she does not meet the education requirement for a community under 10,000 in population, which is that the director needs to have a bachelor's degree. The director would like to complete her degree and the board of trustees of the library support this with the intention of appointing the acting director to a permanent position when the education requirement is met. With the support of the town's personnel committee, advisory board and selectmen, some funds have already been appropriated to support the director's education. She noted that this town has historically had a hard time recruiting and retaining a qualified director and are pleased to have this option available to them.

She stated that the current acting director has already been attending college part time and has been accepted into a matriculated program at Fitchburg State College, and will complete her degree in three years. Each spring the state aid unit will be provided documentation on the progress towards completion of the submitted plan. Upon completion of her degree the acting director will be made a permanent director.

Commissioner Cameron moved and Commissioner Hopkins seconded that the Massachusetts Board of Library Commissioners approve a waiver of the director education personnel standard for the municipality of Brookfield, as per 605 CMR 4.01, contingent on the attached plan for compliance within five years.

The Board voted approval.

CONSIDERATION OF ADOPTION OF LIBRARY SERVICES AND TECHNOLOGY ACT (LSTA) MASSACHUSETTS LONG-RANGE PLAN 2003 - 2007

Deputy Director Maier presented for approval the final draft of the Library Services and Technology Act Massachusetts Long-Range Plan 2003 - 2007.

He relayed that staff of the Board's Library Development Unit have worked with a Steering Committee appointed by the Board to develop the plan to guide the use of Library Services and Technology Act funds.

Deputy Director Maier relayed that this LRP should be viewed as a revision of the current plan. This plan proposes changes in areas of emphasis and makes mid-course corrections, but the overall thrust is the same.

He reviewed some highlights of the LRP for the Commissioners. Deputy Director Maier noted that Goal 1 has a new focus on developing a digital library for Massachusetts, Goal 4 has been expanded to reflect an ongoing emphasis on children and youth services, and Goal 6 reflects the library community's growing interest in pursuing a variety of public awareness efforts. He summarized other changes for the Commissioners as noted in the documentation.

Deputy Director Maier also reported that the Background section has been entirely revised to bring it up to date. Wherever possible 2000 census data has been used along with the latest data from MBLC files.

Commissioner Cameron moved and Commissioner Knowles seconded that the Massachusetts Board of Library Commissioners adopt the Library Services and Technology Act (LSTA) Massachusetts Long-Range Plan, 2003-2007 as presented in the attached documentation.

The Board voted approval.

Deputy Director Maier acknowledged the work of the Steering Committee on this project and stated that this report would now be submitted to the Institute of Museums and Library Services which administers the federal program.

Chairman Bertorelli recessed the meeting at 12:00 P.M.

Chairman Bertorelli reconvened the meeting at 12:45 P.M.

In deference to the representatives from Easton, Chairman Bertorelli moved to this item on the agenda.

MASSACHUSETTS PUBLIC LIBRARY CONSTRUCTION PROGRAM

Update on Projects Meeting Deadlines

Deputy Director Maier updated the Commissioners on the status of library construction projects meeting deadlines in the Municipalities of East Longmeadow, Williamsburg and Provincetown.

He informed the Commissioners that some of the 10 projects approved by the Board in June 2001 may not be able to start construction by their September 2002 deadline and that the Board would need to consider extensions for these projects in September. He gave as an example the project in Blackstone which has encountered environmental concerns

Update on Easton Project

Jay Thomas, Board of Directors, Ames Free Library of Easton updated the Commissioners on the status of the Easton project. Mr. Thomas reported that positive developments have occurred since the library board's meeting with Patience Jackson on May 7^th. He informed the Commissioners that the Commissioner of the Department of Environmental Protection (DEP) issued a Remand Decision on May 21^st requiring further consideration, in essence, supporting the library board's position on the issue of the definition of a drainage swale far from the library construction but close enough to have impact on buildable property. He stated the decision identifies the stream as intermittent, a position supported by town engineers, the conservation commission and the DEP staff.

He reported that another positive development transpired at Town Meeting on May 20^th where a vote to reaffirm an appropriation of $400,000 for the library driveway was approved by an 88% margin. He noted that this was the eighth consecutive vote of support by the town in favor of the library project and demonstrates the commitment and recognition of the need by the people of Easton for this project to proceed immediately.

Mr. Thomas informed the Commissioners that the Board of Directors will require sixty days from the moment it is released to proceed by the DEP in order to begin construction. He noted that the Board of Directors is unable to predict the activity of the DEP and because this appeal has legal status casual information exchange with the DEP is not possible. He assured the Commissioners that the Board of Directors is taking every step possible to expedite the issue and its attorneys predict a resolution this summer.

In response to a question from Commissioner Bornheimer, Deputy Director Maier stated that the source of funding for the Easton project is a capital supplemental budget that expires in June 2003. Should the Easton project not commence construction and qualify for additional payments these funds would be lost to the construction program. Any plan to shift funds from the Easton project to a project on the waiting list would have to be implemented early in the fiscal year to allow time for the new project to confirm local funding. In response to a follow up question from Commissioner Bornheimer he stated that other projects that are under construction may not be complete by the time funds expire in June 2003 and that the Board would need to take special action late in the fiscal year to authorize final payments for these projects or risk losing funds from the supplemental appropriation.

PRESENTATION AND DISCUSSION OF FY2003 LIBRARY SERVICES AND TECHNOLOGY ACT (LSTA) FY2003 GRANT AWARDS

Jim Sutton, Chair, State Advisory Council on Libraries, presented the recommendations of the State Advisory Council on Libraries (SACL) for the award of grants under the Library Services and Technology Act (LSTA) program for fiscal year 2003. All recommended awards are conditional pending the appropriation by Congress of funds for FY2003.

He relayed that SACL's recommendations are being presented on a programmatic basis in the 12 categories that follow:

Preservation Survey

Libraries will contract with an outside consultant to conduct a preservation survey of their collections and buildings. The purpose is to determine individual item conservation requirements and needs for proper storage, care and handling. This survey will result in a description of the problems observed and recommendations on how to rectify them and how to proceed to develop a long-range preservation plan to extend the life of their holdings. Each library will then develop an action program based on the survey's recommendations that will address these issues.

Commissioner Marnik moved and Commissioner Knowles seconded that the Massachusetts Board of Library Commissioners approve the following 8 Preservation Survey Mini-Grants totaling $12,000 to start no earlier than October 1, 2002.

The Board voted approval.

Early Childhood

The libraries will plan and implement a project for infant-toddler-preschool children and their parents and caregivers. Each project will be planned with the help of an advisory group and involve cooperation with one or more appropriate agencies or organizations in the community. Components of the project include: series of programs for the children and the parents/caregivers; family programs for parents and young children together; multi-format collection development aimed at young children and the adults who care for them; packets of information about the importance of reading with young children; development of public relations materials; and outreach activities. The Project Director will attend one day of training prior to implementing the project. The project will be implemented over two years.

Commissioner Knowles moved and Commissioner Marnik seconded that the Massachusetts Board of Library Commissioners approve the following five Early Childhood Mini-Grants totaling $50,000 to start no earlier than October 1, 2002.

The Board voted approval.

Customer Service

Seven libraries will design a customer service campaign that will reaffirm good library service and the library's reputation at a time when libraries are experiencing increased competition from bookstores and the Internet. The library will plan and implement programs addressing one or more of the following areas: how to improve customer service; how best to deal with problem patrons; and how to resolve issues about use of new technologies. Staff will receive training, which will allow them to better understand the expectations of the public from a customer service viewpoint. They will develop, evaluate, and update a staff training manual and update current policies and procedures to reflect attitudes of good customer service. Staff will develop customer service oriented public relations strategies and materials.

Commissioner Arnold moved and Commissioner Knowles seconded that the Massachusetts Board of Library Commissioners approve the following seven Customer Service Mini-Grants totaling $52,500 to start no earlier than October 1, 2002.

The Board voted approval.

Serving People with Disabilities

Libraries will receive support to implement activities developed through the Board's new planning process, Planning for Library Services for People with Disabilities. Projects will include developing library services that are available on an equal basis to all members of the community, developing public relations strategies that attract people with disabilities to the library and outline how they will work in partnership with community agencies serving people of this population, provide training for all staff in the use of adaptive equipment and how to best serve patrons with a variety of special needs, and provide equipment, materials, and services that allow people to better utilize the library. Projects will be carried out over two years. Some staff time may be funded under the grant.

Commissioner Henderson moved and Commissioner Arnold seconded that the Massachusetts Board of Library Commissioners approve the following five Serving People With Disabilities Mini-Grants totaling $99,979 to start no earlier than October 1, 2002.

The Board voted approval.

School Library Incentive Grant

School libraries or school districts that have completed a school library long-range plan will carry out one or more of the objectives in their approved Long-Range Plan. This one-time grant of $5,000 will be directed towards implementing activities outlined in their plan. The programs vary in focus, but all include a component of cooperation with a local public library.

Commissioner Hopkins moved and Commissioner Arnold seconded that the Massachusetts Board of Library Commissioners approve the following eleven School Library Incentive Mini-Grants totaling $55,000 to start no earlier than October 1, 2002.

The Board voted approval.

Discovery Kits

Public and school libraries will develop kits of substantial size containing materials in all formats, on major topics that would be studied in the classroom or in special programs. This program, though targeting school and public libraries and their interaction with students, could also be used in outreach efforts to other populations. Projects are for one year and can be up to $7,500.

Commissioner Cameron moved and Commissioner Knowles seconded that the Massachusetts Board of Library Commissioners approve the following nine Discovery Kits Mini-Grants totaling $67,440 to start no earlier than October 1, 2002.

The Board voted approval.

Community Languages

Between 1980 and 1990 Censuses, the population of Massachusetts grew by 4.8 percent. However, the state's foreign-born population grew by 14.5 percent during that same period and accounted for 26.6 percent of the overall population growth. This program supports the acquisition of materials in "community languages",e.g., those languages where there is an expressed need for augmenting current collections either in any of the traditional languages such as Spanish, Chinese, Portuguese, Russian or in less common languages such as Khmer, Tibetan or even Somali. In addition, this project will support the development of ESOL (English for Speakers of Other Languages) materials for the many newcomers who seek opportunities to practice the English language. In addition to print materials (e.g., books, periodicals, newspapers) libraries are encouraged to purchase other media, such as videotapes, music, and computer software. The program funds materials in American Sign Language.

Commissioner Arnold moved and Commissioner Marnik seconded that the Massachusetts Board of Library Commissioners approve the following twelve Community Languages Mini-Grants totaling $217,100 to start no earlier than October 1, 2002.

The Board voted approval.

Mother Goose Asks "Why?"

Public libraries will receive grants of up to $10,000 to plan and implement a project using the material developed for "Mother Goose Asks 'Why?'" (MGAW?), a literacy project developed by the Vermont Center for the Book and originally funded by the National Science Foundation, that empowers parents to share great children's books and related science activities with their children. The project provides a series of hands-on sessions led by a librarian. Low-literate families will receive a tote bag with books, science materials and a guide book to take home and share with their children. The conversations and investigations that result increase positive interactions between parent and child while incorporating the process skills of science and enhancing language development.

Components of the project will include the following:

• Agreement to utilize the MGAW? program model and to participate in the training sessions;
• Contract individually with the Massachusetts Center for the Book for technical assistance in developing and implementing the program model;
• To offer family programs to a minimum of fifteen families;
• To agree to participate in a statewide evaluation of MGAW? to determine the usefulness/effectiveness of the training for the future.

Commissioner Bornheimer moved and Commissioner Cameron seconded that the Massachusetts Board of Library Commissioners approve the following seven Mother Goose Asks "Why?" Mini-grants totaling $61,780 to start no earlier than October 1, 2002.

The Board voted approval.

Information Literacy

As electronic information resources proliferate and challenge traditional print resources as a means of meeting the information needs of the library patron, libraries are increasingly called upon to provide programs and training that help end users feel comfortable in using those new resources and in making informed decisions in selecting the most appropriate resource. Libraries will design a project specifically for their communities that will directly reach 50-200 library users with training programs that focus on improving information literacy and research skills in the electronic environment. Such electronic resources include the online catalog, periodical indexes and full text services, CD-ROMs, and the Internet.

Commissioner Mooney moved and Commissioner Arnold seconded that the Massachusetts Board of Library Commissioners approve the following six Information Literacy grants totaling $108,589 to start no earlier than October 1, 2002:

The Board voted approval.

Management of Special Collections - Preservation of Library and Archival Materials

Following the funding of sixty-four Preservation Surveys of public libraries, this Preservation Program focuses on addressing the preservation needs identified as priorities in the resulting survey reports and the libraries' preservation action plans. The program aims to support the preservation of library and/or archival research materials with significant research value including books, journals, newspapers, documents, photographic prints and negatives, sound recordings, maps, architectural drawings, and other materials whose primary value is informational and which have been determined to have long-term significance for research.

Commissioner Marnik moved and Commissioner Knowles seconded that the Massachusetts Board of Library Commissioners approve the following two Preservation of Library and Archival Materials Targeted Grants totaling $24,092 to start no earlier than October 1, 2002.

The Board voted approval.

Management of Special Collections - Manuscript Arrangement and Description

Much of the archival materials housed in public libraries remains unorganized and inaccessible because most library staff and volunteers do not have the archival training to organize and make it available to patrons for their research. This program will provide funding for planning, organization, and description of archival materials by working with an archival consultant to arrange, describe, rehouse, and catalog their manuscript materials and making them available in a secure environment. Furthermore, since many libraries that house these materials do not have local history/special collections/archives' collection development policies, the consultant and staff will also develop and/or refine such policy for these materials.

Commissioner Knowles moved and Commissioner Marnik seconded that the Massachusetts Board of Library Commissioners approve the following Manuscript Arrangement and Description Targeted Grant totaling $5,500 to start no earlier than October 1, 2002.

The Board voted approval.

Network System Upgrade

The residents of Massachusetts depend on automated resource sharing networks for access to vital library information, including online public access catalogs (OPACs), for access to their library's collections, and for access to the holdings of other network member libraries. Through the OPAC, residents place holds on materials, use community information and referral files, access indexes to periodical literature and locate other resources provided through the Massachusetts Library and Information Network (MLIN) and the Internet. Automated resource sharing networks receiving funds under this program may expand their capacity to support these basic library automation needs, serve additional members, or expand the range of services they offer.

Commissioner Arnold moved and Commissioner Knowles seconded that the Massachusetts Board of Library Commissioners approve the following Network System Upgrade Targeted Grants totaling $1,037,865 to start no earlier than October 1, 2002.

The Board voted approval.

Open Projects

This Open category is offered to allow librarians to satisfy needs that are not now being met by current programs. The Open program allows applicants to apply new methods to solve problems, build programs, and best carry out their library's mission and plan. These projects must meet the needs of a specific target audience. The Open Grant allows several applicants to adopt programs that have been offered in the past or have proven models, such as Homework Centers, Connecting Cultures, and Health and Science Reference. Finally, the Open Program offers libraries an opportunity to exercise maximum creativity to implement unique services in a flexible and collaborative grant-making environment. It encourages creative program development and rewards those librarians willing to engage in a higher level of effort and to take those risks. The awards are presented in three parts as Open Projects were reviewed and ranked within different subcommittees.

Commissioner Henderson moved and Commissioner Cameron seconded that the Massachusetts Board of Library Commissioners approve the following 8 open grants in the following categories totaling $189,028.

Education

Underserved Populations

Resource Sharing

The Board voted approval.

CONSIDERATION OF APPROVAL OF AN ADDITIONAL AWARD TO THE MERRIMACK VALLEY LIBRARY CONSORTIUM UNDER THE FY2002 STATE GRANT ROUND

Deputy Director Maier reminded the Commissioners that at the March 7 meeting the Board approved the recommendation for 2 grant awards in the Small Libraries in Networks program for FY2003. Not long after that meeting Mr. Maier informed the Commissioners that he had an inquiry from the Langley Adams Library in Groveland indicating that they wished to participate in the program and become a full member of the Merrimack Valley Library Consortium (MVLC). He relayed that he told them that the grant round was complete and fully subscribed, but that if circumstances permitted he would seek Board approval to include them.

Mr. Maier announced that one of the libraries scheduled to join C/W MARS as a Mininet member has determined that it will not be able to do so and has formally notified C/W MARS of this. Thus the Board is able to reduce the originally approved award to C/W MARS by $9,000 and increase the award to MVLC by $9,000 to accommodate Groveland.

Mr. Maier noted that this is a revision of the awards voted March 7, 2002. One library has withdrawn from the C/W MARS proposal and one has been added to the MVLC proposal. In all, 11 public libraries are joining the program this year. Of these, 9 are from C/W MARS and 2 are from MVLC. He noted that the recommended motion provides for the possibility that some libraries may not be able to go ahead if local funds are not available. Both networks are also recommended for a second year of funding for libraries that joined the program in its first year. Second year funding is for the ongoing offset of annual costs only.

Commissioner Bornheimer moved and Commissioner Cameron seconded that the Massachusetts Board of Library Commissioners approve the following 2 revised Small Libraries in Networks Grants totaling up to $300,000 from account 7000-1991 with funds to be available after July 1, 2002 and contingent upon local funding and final decisions by the libraries to proceed.

The Board voted approval.

CONSIDERATION OF APPROVAL FOR A BACK UP LOCATION FOR A GATES FOUNDATION COMPUTER LAB

Deputy Director Maier informed the Commissioners that, following the June 6 meeting, he communicated the Board's offer of computer labs to the public libraries of Cambridge, Lowell, Springfield and Worcester. He relayed that each library is enthusiastic about this opportunity. However, should one or more of the libraries be unable to accept the offered computer lab, staff will need to provide alternate locations for consideration by the Gates Foundation. He recommended that in making this determination the Board follow the Gates Foundation's lead and consider the next largest municipalities whose populations are under 100,000. Using the 2000 federal census these would be:

Brockton		94,304
New Bedford		93,768
Fall River		91,938

Commissioner Arnold moved and Commissioner Cameron seconded that the Massachusetts Board of Library Commissioners approve the following rank ordered list of public libraries as alternate locations for Gates Foundation computer labs should the application of any of the four designated locations be denied by the Foundation: Brockton, New Bedford, Fall River.

The Board voted approval.

DISCUSSION OF PROPOSED REGULATIONS FOR THE REGIONAL LIBRARY SYSTEMS

Director Fiels called the Commissioners' attention to the proposed regulations relating to the Regional Library Systems.

He reminded the Commissioners that at the time the strategic plan was implemented by the legislature, the Administration was engaged in a major effort to eliminate Regulations. As a result of the Board's effort to comply with this initiative, no regulations were promulgated, and such essential components as the membership requirements were adopted as administrative guidelines.

Over the last six years, a small number of key areas, often involving controversy, have clearly become candidates for regulation. As a result, the Committee has been working for the last several months on proposed regulations regarding Regional Reference and Research Center requirements and funding. In addition, these proposed regulations will codify the membership requirements, which particularly impact school libraries, and codify the status of the Presidents, Administrators and Liaisons (PALS) group.

Director Fiels relayed that proposed regulations relating to the Regional Reference and Research Centers have become necessary as competing visions of the program's value and future have reached a critical point, where they now threaten the enormous advances we have made in providing equity of access to all residents. He stated that the proposed regulations:

• guarantee basic equity among the regions with regard to a statutorily mandated program by defining a minimum level of service,
• protect public access to the collections and services of our major libraries,
• respond to geographic and demographic realities and variations from region to region,
• provide a per capita funding mechanism for the program which is consistent with the regional and Library of Last Recourse funding formulas,
• provide for regional flexibility and changes in the nature of reference services by specifically providing for and encouraging unique regional reference services beyond the minimum and by setting minimum funding levels which stimulate the development of additional services through reallocation of certain funds currently committed to meeting minimum requirements.

Director Fiels stated that the proposed regulations regarding requirements for participation as a member of a regional library system have for the most part worked well, but a number of issues regarding the requirements for public and private school libraries have become more urgent with the passing years. He noted the only proposed change in these regulations would bring the requirements into line with the New England states accreditation standards. These small changes represent complete agreement on the part of all parties after over two years of discussion.

The proposed regulation regarding the Statewide Advisory Council reflects a shift from a group which was originally conceived of as more similar to SACL. Soon after the formation of the Regional Library Systems, the PALS group was established to provide for communication and coordination among the regions and between the regions and Board. PALS has now been meeting regularly for many years and has been serving as the defacto group coordinating regional and Board- funded cooperative services. This role needs to be recognized in regulation.

Director Fiels stated that adoption of these regulations as emergency regulations would be an agenda item at the September meeting. He noted that as emergency regulations they will remain in effect for 90 days, during which time we will initiate a full regulatory review and adoption process.

The Commissioners asked why it would be necessary to adopt these as emergency regulations. Following discussion there was consensus that the regulations should simply be presented for public comment in the full regulatory process without being made emergency regulations first.

STANDING COMMITTEE AND LIAISON REPORTS

Standing Committee and Liaison Reports were deferred.

PUBLIC COMMENT

James Sutton mentioned an article in the MLA newsletter describing the horrific cuts in the Springfield Library budget.

OLD BUSINESS

There was no old business.

NEW BUSINESS

There was no new business.

ELECTION OF BOARD OFFICERS FOR FY2003

Chairman Bertorelli noted that today's meeting is the Annual Meeting of the Board of Library Commissioners at which the Board elects its officers for the new fiscal year.

Election of Secretary

Chairman Bertorelli requested nominations for the office of Secretary.

Commissioner Bornheimer nominated Commissioner Knowles.

Hearing no further nominations for the Office of Secretary, Chairman Bertorelli called for the vote.

Board members unanimously elected Commissioner Knowles as their Secretary for FY2003.

Election of Vice Chairman

Chairman Bertorelli requested nominations for the Office of Vice Chairman.

Commissioner Marnik nominated Commissioner Arnold.

Hearing no further nominations for the office of Vice Chairman, Chairman Bertorelli called for the vote.

Board members unanimously elected Commissioner Arnold as their Vice Chairman for FY2003.

Election of Chairman

Chairman Bertorelli requested nominations for the Office of Chairman.

Commissioner Cameron nominated Commissioner Hopkins.

Hearing no further nominations for the office of Chairman, Chairman Bertorelli called for the vote.

Board members unanimously elected Commissioner Hopkins as their Chairman for FY2003.

Chairman Bertorelli passed the gavel to Chairman Hopkins.

ADJOURNMENT

There being no further business, Chairman Hopkins adjourned the July 11, 2002 monthly business meeting of the Board of Library Commissioners at 2:25 p.m.

Dr. Em Claire Knowles
Secretary