Minutes of The Board of Library Commissioners - May 8, 2003 

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

Absent : Deborah Hill Bornheimer, Walter L. Cameron, Jr.

Staff Present:

Robert Maier, Director; Dianne Carty, Head of State Aid and Data Coordination; Barbara Glazerman, Head of Operations and Budget; David Gray, Director of Communications and Public Information; Patience Jackson, Library Building Consultant; Maureen Killoran, Head of Public Library Advisory and Government Liaison; Paul Kissman, Library Information Systems Specialist; Mary Litterst, Planning and Research Specialist; William Morton, Assistant to the Director; Beth Wade, Grants Manager

Observers Present:

Janice Coduri, Director, Wellesley Free Library; Debby Conrad, Executive Director, SAILS; Timothy Davidson, Trustee Vice-Chair, Wellesley Free Library; Anne McLaughlin, Director, Thomas Crane Public Library, Quincy; Gregory Pronevitz, Administrator, Northeast Massachusetts Regional Library System; Jackie Rafferty, Director, Paul Pratt Memorial Library, Cohasset; Cynthia Roach, Administrator, Southeastern Massachusetts Regional Library System; Susan Watkins, Eastern Nazarene College, Quincy

Call to Order

Chairman Hopkins called the meeting to order at 1:05 P.M. and welcomed attendees. He recognized Anne McLaughlin, Director of Thomas Crane Public Library. Ms McLaughlin welcomed the Board to Quincy and the newly renovated library. She thanked the Commissioners for their advocacy for libraries and for the construction grant awarded under the Massachusetts Public Library Construction Program to Quincy. She invited the Commissioners to tour the new addition and the renovated Richardson building following their meeting.

Approval of Minutes - April 3, 2003

Commissioner Arnold noted that on page nine, line 6, "affective" should be struck and replaced with "effective".

He also noted that, on page nine, line 6, the word, "that, " should be struck.

Commissioner Arnold moved and Commissioner Mooney seconded that the Massachusetts Board of Library Commissioners approve the minutes for the monthly business meeting of April 3, 2003, as corrected.

The Board voted approval.

CHAIRMAN'S REPORT

Chairman Hopkins reported that on April 12 he attended Senator Stanley Rosenberg's 2003 Conference for Municipal Officials in Northampton where Lieutenant Governor Kerry Healey was the keynote speaker. He noted that, given the state's budget crisis, municipal officials were greatly concerned about services provided at the local and state level.

DIRECTOR'S REPORT

Director Maier informed the Commissioners that he also attended this conference where he presented a program at the invitation of Senator Rosenberg. These programs were designed primarily for municipal officials to express their views and ask questions of state officials as to how budget cuts have affected state agencies and what steps state officials are taking to preserve programs.

Director Robert Maier mentioned that Chairman Hopkins, Commissioner Arnold, Commissioner Bornheimer, Dianne Carty, Maureen Killoran, Brian Donoghue and he attended the Trustee Symposium held on April 5 in Northampton. He thanked Ms Killoran and Mr. Donoghue for their work on the Symposium.

He also reported that a Fund Raising Workshop for trustees was conducted by the Public Library Advisory Unit at the Framingham Public Library on April 24. He also thanked Ms Killoran and Mr. Donoghue for their work on this event.

Director Maier announced that Chairman Hopkins, Maureen Killoran, Kingston Public Library Director Sia Stewart, and he met this morning with State Senator Therese Murray (D-Plymouth), Chairman of the Senate Ways & Means Committee, to discuss agency funding in the FY2004 budget. He relayed that Senator Murray indicated that the Senate version of the FY2004 state budget would probably mirror the House budget vis-a-vis library funding.

He thanked Commissioner Arnold for arranging a meeting with State Representative Karyn Polito (R-Shrewsbury). Other meetings he mentioned were with Bernard Margolis, President of the Boston Public Library, to discuss issues around State Aid and the Municipal Appropriation Requirement.

He mentioned the excellence of the programs at the Massachusetts Library Association Conference held in Springfield from April 30 to May 2, 2003.

Director Maier informed the Commissioners that he planned to attend the Chief Officers of State Library Agencies Spring Meeting in Washington DC on May 11 and National Library Legislative Day activities on May 12-13.

He announced the resignation of Anne Meringolo, State Aid Specialist in the State Aid and Data Coordination Unit, who has accepted a job as serials librarian at Simmons College.

He also announced that Massachusetts would receive $3.2 million in Library Services and Technology Act funds for FY2003.

LEGISLATIVE REPORT

Maureen Killoran, Head of Public Library Advisory & Government Liaison, reported on the House version of the FY04 state budget that was released on Tuesday, April 23, 2003. The House version of the state budget recommends the Massachusetts Board of Library Commissioners retain its current independent status as a state agency. Governor Romney's version of the FY04 state budget, which was released in February, 2003, recommended $0 funding for the Massachusetts Board of Library Commissioners administrative account and transferred the agency to the Executive Office of Education.

Ms Killoran relayed that the House Ways and Means FY04 state budget also retained the line items for the two Talking Book Library programs at the Worcester Public Library and Perkins School for the Blind under the budget of the Massachusetts Board of Library Commissioners. Governor Romney's FY04 budget recommendations transferred the talking book libraries to Executive Office for Health and Human Services, Department of Disabilities and Community Services.

The budget chart is listed below:

Governor Romney on January 30, 2003 revised FY03 budget using 9C authority.
* This account has been transferred or consolidated under the Executive Office of Education.
** Talking Book Accounts (7000-9402 and 7000-9406) are slated to be transferred to the Executive Department of Disabilities.
*** Talking Book Accounts (7000-9402 and 7000-9406) are kept under the budget of the Massachusetts Board of Library Commissioners.

Ms Killoran stated that the House has been debating the budget over a six-day period. Two amendments were filed by Representative James J. Marzilli, Jr. of Arlington to eliminate the Municipal Appropriation requirement (MAR) in budget language and in statute. No action has occurred on these amendments to date.

She informed the Commissioners that The Committee on State Administration has scheduled a public hearing on the library bond bill "Restore the Core" filed by Representative Carol A. Donovan and Senator Susan C. Fargo for June 9, 2003 at 11:00A.M. in Hearing Room B-1.

In response to a query from Commissioner Henderson, she stated that the House voted to reduce the bond cap for capital projects from $1.2 billion to $800 million for each of the next five years. The House has also requested that the Governor file a 5-year capital spending plan with the Legislature by September 1, 2003.

CONSIDERATION OF A GRANT AWARD UNDER THE MASSACHUSETTS PUBLIC LIBRARY CONSTRUCTION PROGRAM TO A "WAITING LIST" LIBRARY

Patience Jackson, Library Building Consultant, updated the Commissioners on the status of the Ashby, Ashland, Maynard, Needham and Leverett projects.

She informed the Commissioners that in the two most recent Supplemental Budget accounts, 3993 and 9995, there remain unassigned funds totaling just over $700,000 that must be expended in FY2003 and FY2004. She stated that neither amount in its day was sufficient to make a further construction award. However, taken together, in the light of the availability of these funds, it is now possible to recommend that the Board award a provisional grant to the number 1 town on the Waiting List established on November 8, 2002, the Town of Wellesley.

Ms Jackson reported that the full amount of this award is $3,182,773. Funds are available to make an initial payment of this award and the likelihood is high that additional payments can be scheduled in future fiscal years. She stated that the Wellesley project is a fine one, and since the building is nearing completion at this time, staff expects the Town to be able to accept this award in a timely manner.

She called the Commissioners' attention to documentation of the recommended award to Wellesley and a newly-revised Waiting List if this award is made as recommended.

Commissioner Arnold pointed out the need to make clear the status of the Wellesley project relative to the waiting list, especially when a running total is given so that the exact amount needed to complete the projects on the list is reflected.

Commissioner Arnold moved and Commissioner Knowles seconded that the Massachusetts Board of Library Commissioners approve a grant award in the amount of $3,182,773 to the Town of Wellesley under the Massachusetts Public Library Construction Program.

The Board voted approval.

REPORT ON THE IMPACT OF REDUCED FUNDING ON THE AUTOMATED RESOURCE SHARING NETWORKS

Debby Conrad, Executive Director, SAILS, presented a status report on how the automated resource sharing networks have been impacted by the loss of state funds for telecommunications and virtual catalog, as well as state funded competitive grants. She reminded the Commissioners that Ronald Gagnon, Executive Director of NOBLE, spoke to the Board last fall about what networks thought was going to happen. Ms Conrad stated that she is following up with the actual results of the loss of funding. She relayed that, in order to gather this information, she conducted an informal survey last week, the results of which are in the Commissioners documentation. She noted that it is not her intention to read those results but to summarize the comments from the seven networks that responded to the survey.

Ms Conrad relayed that in July 2002 the line item that provided funding for networks (7000-9506) was essentially wiped out. In FY02 state funding accounted for 22% of the operating budgets for 3 networks and close to 19% for 3 networks. There was only one network that received less than 15% of its budget from state funds. The majority of these funds were used to underwrite telecommunications costs or operating expenses through virtual catalog reimbursement - in other words reimburse member libraries for interlibrary loan activity that takes place between other members. The majority of the networks receive less than 45% reimbursement for telecommunications costs through the Erate program. Even though state funding had not made up the remaining difference for telecommunications, it did play an important role in paying for wide area network and Internet expenses.

At the same time network members have been seeing a reduction in funding at the local level making it difficult for them to make up for that loss in funding. As a result 6 of the 7 networks have reduced operating budgets to keep increases in membership assessments at a manageable level. Five (5) networks increased fees by 6 or less percent. The one network forced to increase fees by an average of 16% was CW/Mars, which was also the network most dependent on telecommunications funds to underwrite its extensive wide area network. CW/Mars not only has the largest membership but provides services to libraries in two-thirds of the Commonwealth resulting in a very complicated network that is also expensive to operate. Merrimack Valley noted that although increases were kept to 5.5% this year, there had been a large increase in FY02.

Ms Conrad stated that the primary means used by networks to keep assessments at a manageable level has been to dramatically reduce or eliminate setting aside reserve funds. In addition, three networks have had to use reserve funds to underwrite FY03 and FY04 operating expenses. Minuteman may be required to use reserves in FY05. Again, CW/Mars has had to resort to this much more than the other networks, using a total of $650,000 in reserve funds for operating expenses. According to current grant regulations, networks are required to provide 50% matching funds for network upgrade grants. All of the networks have recently replaced their Integrated Library Systems, which depleted their reserve funds. If the networks are unable to replace those funds and have to use the balance to cover expenses they may be unable to replace equipment as needed. Five (5) of the 7 networks anticipate having to replace their central site servers in the next 3 years. All of the networks are running on old telecommunications equipment that should be replaced. The need for networks to upgrade central site and telecommunications equipment will be reaching a critical point in the next 24 months. She stressed that at the rate the networks are using reserve funds to replace lost state funds they may not be able to do so.

Ms Conrad emphasized that not only are the networks faced with the loss of significant amounts of state funding, keeping member assessment increases lower than necessary, and rapidly falling reserve balances, many are concerned about their membership's ability to pay their assessments. Three of the networks have had to cut their FY04 budget after approval because libraries are being forced to reduce their membership assessment by scaling back on network access. Several are faced with the possibility of libraries having to drop out of the network. Loss of membership does not mean network expenses will be reduced. She reported that all the networks have entered into long term contracts with Verizon for telecommunications that means they could end up having to pay for telephone lines running to libraries that are no longer members. Annual maintenance agreements with their software vendors are also fixed based on the original purchase agreements. Revenues could be reduced while network expenses remain fixed.

This is not only impacting network operations; it is affecting the networks' ability to provide adequate service to patrons. She reported that 5 of the 7 networks stated their telecommunications networks are oversubscribed - meaning the telephone lines are carrying more traffic than they were designed to. Those 5 also stated that they have had to postpone existing plans to upgrade their networks. The results of this are slow response times for patrons doing searches of the network databases and statewide databases in the library and at home as well as delays when they are trying to check out books. Patrons are well aware of this problem. She informed the Commissioners that SAILS conducted a patron survey in February 2003, something it does every year. The results were overwhelmingly positive - patrons appreciate the services the network provides. But for the first time in the 3 years that SAILS has conducted such a survey it received complaints about slow response time. She noted some of those comments in the handout provided to the Commissioners. SAILS knows what needs to be done to rectify the problem but it is unable to add the bandwidth the network needs to bring the response time to a level that provides good customer service.

Ms Conrad noted, in addition, the networks are being forced to cut back in the only area that is not a basic service and that has meant reductions or total elimination in the information databases subscribed to that supplemented the statewide and regional databases. Four (4) of the 7 networks had to eliminate database subscriptions in FY04. SAILS discontinued all of its databases except for the catalog enrichment service that supplements its online catalog in FY03. Merrimack Valley dropped 50% of its databases in FY03 and may be forced to reduce the number of databases again in FY04. CW/Mars may also be forced to drop its databases in the fall of 2003. A minimum of 24 databases will be discontinued by this time next year.

She said that the elimination of subscription databases causes problems on several levels. Public library network members are unable to use any of the network assessments toward their materials acquisitions requirement. Database access was a value-added service that made membership attractive to funding authorities. And, certainly, patrons suffer from having reduced access to information.

She informed the Commissioners that at the same time networks are increasing membership fees, they are reducing core services offered to members. Five networks have reduced or eliminated evening and/or weekend staffing. The median reduction was 12.5 hours. This leaves members vulnerable to outages that cannot be resolved in a timely manner. While all of the networks have been able to continue to offer some subsidiary services at no charge such as web hosting and staff email, 2 networks will be charging for services currently offered as part of the membership. Merrimack Valley is moving to a 2-tiered PC support plan and SAILS is charging for printing special reports. Three (3) networks also indicated that they might be moving to a cafeteria plan of fee for service in FY05. Two (2) networks are eliminating telecommunications maintenance on equipment located at member libraries - a service that has traditionally been included in annual assessments.

The loss of funding has also impacted network internal operations. The majority of the networks have had to eliminate staff positions, reduce network staff training, and increase staff costs for health insurance. Three of the networks have had to reduce or eliminate scheduled salary increases in FY04. SAILS has implemented a hiring freeze. Several networks have reduced cataloging staff. CW/Mars has indefinitely postponed its plans to relocate - at the present time there are 22 staff members in a 3500 square foot office space that includes the computer room. Long term this may result in each network's inability to retain highly trained staff members. Morale is affected. The networks will not be able to respond to members' service requests in a timely fashion. Training opportunities we provide members may be reduced. If network staff cannot keep up with the latest technology it will be increasingly difficulty to operate the networks and plan appropriately.

Ms Conrad summarized, for the first time in the 20 years that networks have been in existence in Massachusetts, they are faced with the possibility that they cannot continue to operate. Networks were created to prevent libraries from becoming the technology haves and have-nots. As the networks move to fees for what had been basic services, rapidly escalating membership assessments, and the possibility that members may have to contribute additional funds for network upgrades, libraries may be forced out of the networks. This will ultimately result in poorer service to patrons and a weakening of the information infrastructure that all have worked so hard to put in place.

Director Maier asked Ms Conrad to comment on the overall fiscal stability of the networks given their reliance on reserves for operating expenditures.

Ms Conrad responded that it is her sense that the networks could manage through FY2005 using current reserves, but that this would leave them without reserves and make continued operation questionable for some.

Commissioner Knowles thanked Ms Conrad for presenting such an informative, although depressing, report. She hoped the Board and the networks will be able to find some positive solutions.

Chairman Hopkins stated that the tasks ahead for maintaining the networks and the services they provide to members are formidable. He asked whether the networks had done any work on what they would need for upgrades.

Ms Conrad indicated that the most pressing need is for the replacement of telecommunications equipment which currently limits the number of computers libraries may connect and the response times on connected computers.

REPORT ON LIBRARY SERVICES AND TECHNOLOGY ACT (LSTA) BUDGET AND EXPENDITURES FOR FY2002 AND FY2003

Director Maier called the Commissioners' attention to expenditure reports that show expenditures to date against FY2002 and FY2003 LSTA budgets approved by the Board. He relayed that these reports are provided to keep Commissioners informed of the use of LSTA funds as they are expended. Each budget is set up to reflect expenditures planned during a given state fiscal year (FY2002, July 2001 - June 2002, for example). Certain expenditures occur after the close of the state fiscal year, however. For example, special projects may take longer to implement than originally planned. He noted that federal LSTA funds run on a 2-year federal period. Thus, funds allocated to the MBLC in federal FY2002 (beginning October 2001) may be expended through September 2003.

He noted that 3 sections in each report: Direct Program Expenditures, Grants to Libraries and Networks, and Special Priorities and Projects. Four columns show the budgeted allocation of funds across Direct Costs, Grants, Contracts, and a Total for All Categories. These columns are followed by Expended to Date and a Balance.

Direct Program Expenditures are costs of staff, staff benefits, rent, other operational costs and a 4% indirect fee charged by the state. These expenses are reported on a strict state fiscal year basis. Grants are expenditures for projects approved by the Board in July of the fiscal reporting period plus Year Two of Prior Year Two Year Projects. Grant expenditures run on a federal fiscal year basis (October - September). Special Priorities and Projects are those projects approved by the Board. In accordance with recent Board policy, the budgeted Total of All Categories is greater than the LSTA Allocation for the Fiscal Year as the agency works to complete expenditure of the LSTA funds several months in advance of the September 30 federal deadline.

Notes on FY2002
Negative balances can occur. For the School Library Incentive grant program, a project originally approved by the Board for FY2001 was held at the library's request until FY2002, so 10 projects ran in FY2002, one more than the Board voted in July 2001. The Public Awareness Campaign cost more than originally budgeted for projects approved by the Public Relations Committee. The only remaining potential expenditure against FY2002 is a payment to the CLAMS network in the amount of $24,234, however that project appears to have been completed successfully without these funds.

Notes on FY2003
All categories of expenditure are open at this time as the agency is in the middle for this fiscal year. Direct Program Expenditures will show a balance at the end of the fiscal year as several positions have gone unfilled during the year. Grant expenditures appear to be on track. Special Priorities will show balances in Benchmark Study (none planned), Institute (none planned), and Training Component for FY2003 Grant Programs (expenditures are complete and under budget).

The allocation for FY2003 is the final allocation of funds at $3,247,148 which is a slight reduction from FY2002. The reduction comes about from the federal government using updated population figures which do not favor Massachusetts.

Balances
The report for FY2002 shows a balance of $190,390. That balance means that of the total planned expenditures of $3,723,974 the agency did not spend $190,390 for programs and projects planned for that year. Instead, that amount has been spent on programs and projects listed for FY2003. Any balance remains in the LSTA account (7000-9702) within the state appropriation and accounting system until it is expended. Subsequently it is reported as expended in the annual report the agency files with the Institute of Museum and Library Services.

REPORT ON ACTIVITIES RELATED TO LIBRARY AWARENESS MONTH

David Gray, Director of Communications and Public Information, summarized activities related to Library Awareness Month for the Commissioners. He reported that Library Awareness Month kicked off on Wednesday, April 2nd at the State House during the Massachusetts Library Association's Legislative Day. Commissioner Knowles read a Proclamation making April "National Library Month in Massachusetts" that Governor Mitt Romney had issued the week before. In it, he said, "Libraries provide invaluable services to children and adults in communities throughout the United States, supporting a literate, productive, and enlightened society; and that it was appropriate for all Massachusetts citizens to recognize the tremendous impact libraries have on the quality of life in the Commonwealth."

To celebrate the central role local libraries play in helping all learn at every stage of their lives, libraries across the state took part by holding events and advocating for library services. This year's theme, Your local library has something for everyone. It's where families, technology and community converge, was highlighted in a four-color hand card that was distributed at every public library in the state. Press Releases about the month and the various events were distributed to the media. Also, an Opinion Editorial by Chairman Joseph Hopkins was published in several papers throughout the state, and an interview with Director Robert Maier on the South Shore Morning News on WATD - 95.9 FM took place.

A new section on the Board's Web site was inaugurated on April 2nd as part of the Board's Public Awareness Campaign where Massachusetts Library Users Share Their Stories So far, there are 30 libraries actively participating, with more than 100 library patrons telling their stories, and during the first month that this site has been up, it has received more than 12,000 hits.

In addition, almost every public library across the state hosted open houses and special events for children and adults throughout the month. Among them were author and celebrity readings, writing workshops, as well as poetry readings and musical concerts.

Two events that closed out the month were a visit by Lieutenant Governor Kerry Healey on Thursday, April 24th to the Thomas Crane Public Library here in Quincy where she toured the historic Richardson building and read to a poem and book to some children and their parents. Prior to reading, she read and gave the Governor's Proclamation to Ann McLaughlin, the library director. And, on Monday, April 28th, the Falmouth Public Library held a "Toast to Libraries" with an Open House where more than 75 residents stopped by for a "slice of toast" and a selection of local jams and jellies.

There are also two handouts with this report: one shows a sampling of what the Massachusetts Library Users Tell Their Stories Web site looks like, and the other shows the updated portion of the Web site that highlights the Public Awareness Campaign.

REPORT ON SELECTED MASSACHUSETTS LIBRARY DATA

Mary Litterst, Planning & Research Specialist in the State Aid and Data Coordination Unit, presented selected highlights of 2002 data reported by public, school and special libraries. Her PowerPoint presentation of maps and graphs focused on aspects of library finances, circulation, visits, reference and staffing. She observed that public library data collection was mandated by regulation to set up and evaluate requirements for State Aid to Public Libraries as well as to determine adherence to the requirements. She noted that the data was used at the local, state, and national levels through the National Center for Education Statistics, for planning library services. Regarding finances, she noted that the largest source of public library funding - the municipal appropriation - was only 1.3% of municipalities' General Fund expenditures during FY2001.

PUBLIC COMMENT

Commissioner Knowles informed the Commissioners that The Bill & Melinda Gates Foundation recently awarded $66,240 to the Simmons College Graduate School of Library and Information Science (GSLIS) in Boston, along with its western Massachusetts location on the Mt. Holyoke College campus. The grant will aid four full-time students committed to earning master's degrees in library science and pursuing careers in public librarianship. Two will be awarded to students attending Simmons and two to students attending the Mt. Holyoke College campus to allow students in western New England to more easily pursue a master's degree in library and information science. The scholarships are available beginning in fall 2003, and may be awarded through spring 2005. She noted that interested parties could contact her for more information in her position as GSLIS Assistant Dean Em Claire Knowles at 617-521-2798.

She announced that the promotion of diversity in the archival, library and information profession will be the focus of a conference Wednesday, May 21 from 1 to 4 p.m. at the Simmons College GSLIS. The summit, "Diversity in the Library and Information Science Profession: Moving Beyond the ALA Spectrum Initiative," will address the current state of diversity in libraries and the function diversity plays in Simmon's strategic plans and how the GLIS is specifically implementing diversity. The keynote speaker will be Dr. Toni-Michelle Travis, associate professor of government and politics at George Mason University and an expert on race, gender and politics. MBLC staff member Shelley Quezada will also present a brief position paper at this conference.

Commissioner Knowles also mentioned an article in Library Journal "LIS Recruiting Does It Make the Grade," the last in a series of articles in which LJ examines issues pertaining to recruitment and retention in librarianship. GSLIS Dean Michelle Cloonan was interviewed for the article and along with three GSLIS students graced the cover of this issue.

OLD BUSINESS

NEW BUSINESS

ADJOURNMENT

There being no further business, Chairman Hopkins adjourned the April 3, 2003 monthly business meeting of the Board of Library Commissioners at 2:50 P.M.

Dr. Em Claire Knowles
Secretary