Minutes of The Board of Library Commissioners - October 3, 2002
Time : 10:00 A.M.
| Place : | Anna Maria College |
| Paxton, Massachusetts |
Present : Joseph S. Hopkins, Chairman; John E. Arnold, Vice Chairman; Dr. Em Claire Knowles, Secretary; Deborah Hill Bornheimer; Walter L. Cameron, Jr.; John E. Henderson
Absent : Edward L. Bertorelli; Elia D. Marnik; Robert F. Mooney
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 Relations; Marlene Sue Heroux, Reference Information Systems Specialist; Patience Jackson, Library Building Consultant; Maureen Killoran, Head of Public Library Advisory and Government Liaison; Paul Kissman, Library Information Systems Specialist; Anne Larsen, Associate Library Building Consultant; Anne Meringolo, State Aid Specialist; William Morton, Assistant to the Director; Beth Wade, Grants Manager
Observers Present:
Joan Kuklinski, Executive Director, C/W MARS (Central/Western Massachusetts Automated Resource Sharing); Philip McNulty, Assistant Administrator, Boston Massachusetts Regional Library System; Carolyn Noah, Administrator, Central Massachusetts Regional Library System; Gregory Pronevitz, Administrator, Northeast Massachusetts Regional Library System; John Ramsay, Administrator, Western Massachusetts Regional Library System; Sondra Vandermark, Administrator, Metrowest Massachusetts Regional Library System
Call to Order
Chairman Hopkins called the meeting to order at 10:15 A.M. and welcomed attendees. He recognized Joan Kuklinski, Executive Director of C/W MARS, who welcomed the Board to Anna Maria College and to Paxton.
Chairman Hopkins noted the lack of a quorum and stated that non action items would be discussed until other Commissioners arrived.
CHAIRMAN'S REPORT
Chairman Hopkins informed the Commissioners that Minuteman Library Network (MLN) Executive Director Carol Caro, Mary Phinney Director of Morrill Memorial Library in Norwood, Acting Director Maier, Maureen Killoran and he met on October 1 with House Ways and Means Chairman John Rogers to elicit legislative support for restoration of funding to the Board's account lines, especially the Library Telecommunications line which sustained a devastating $3,000,000 (92%) cut this year.
He relayed that Chairman Rogers was responsive to the infrastructure required by the Regional Library Systems and the Networks while pointing out the difficulty in obtaining additional funds because of the fiscal climate. He stated that Chairman Rogers noted that a possibility for funding might occur through a bond issue.
Chairman Hopkins announced that he is appointing Commissioner John Henderson to serve as liaison to the Board's Library Services and Technology Act (LSTA) Committee. He relayed that Commissioner Henderson will work with Acting Director Maier to develop goals for the Committee.
Chairman Hopkins noted that he attended a ground breaking for the Chicopee Public Library, and noted the investment that the local citizenry exerts to achieve new library facilities. He stated the need to utilize local building committees as advocates for statewide programs.
Commissioners Bornheimer and Knowles arrived at 10:30 A.M. and the quorum was achieved.
DIRECTOR'S REPORT
Acting Director Maier called the Commissioners attention to several items at the table, including the calendar of significant library events and a press release announcing the Gates grants. He stated that a total of 107 of the state's public libraries, branches or regional library systems will be receiving 484 computers and training to increase the public's access to technology, totaling more than $1.6 million from the Bill and Melinda Gates Foundation. He relayed that Maureen Killoran had delivered the press release along with a letter from him announcing the grants to 150 Representatives and Senators on Beacon Hill on Tuesday, October 2.
He called the Commissioners' attention to the schedule of Public Hearings relative to proposed regulations 605 CMR 7.00: Regional Library Systems. The proposed regulations specify requirements and disbursement of funding for the Regional Reference Centers, requirements for participation as a member of a regional library system, and the structure of the Statewide Advisory Council on Cooperative Library Programs. He urged the Commissioners to attend a hearing if possible.
The hearings will be held as follows: Monday, November 4, 1 pm at the Goodnow Public Library, 21 Concord Road, Sudbury; Thursday, November 7, 1 pm at the Newburyport Public Library, 94 State Street, Newburyport; Thursday, November 14, 2 pm at the Millbury Public Library, 128 Elm Street, Millbury; Friday, November 15, 10 am at the Middleborough Public Library, 102 North Main Street, Middleborough; and on Monday, December 2, 10 am at the Western Massachusetts Regional Library System headquarters, 58 Main Street, Hatfield.
Acting director Maier updated the Commissioners on the status of the new contract for the statewide databases funded by the Massachusetts Board of Library Commissioners. He relayed that staff has been in contact with the Gale Group to discuss what databases the Board can actually offer.
In response to a query from Commissioner Bornheimer on the possibility of using another vendor, Director Maier replied that staff investigated several vendors before contracting with the Gale Group, the present provider. He stated that Gale has offered the best match for the databases that the Board wished to offer.
He relayed that, in anticipation of presenting a legislative agenda to the Board for approval in November, he met with Representative Mark Falzone of Saugus to elicit support for the restoration of funds to the Library Telecommunications line. He also discussed various avenues for advocacy in support of a legislative agenda.
Acting Director Maier called the Commissioners' attention to the newly updated Agency Brochure and noted that it will be distributed at the upcoming National Book Festival in Washington, DC and the Municipal Association Trade Show, in January 2003.
LEGISLATIVE REPORT
The legislative report was deferred.
CONSIDERATION OF APPOINTMENT OF DIRECTOR OF THE MASSACHUSETTS BOARD OF LIBRARY COMMISSIONERS
Chairman Hopkins reported that that the Board of Library Commissioners held a special meeting on Friday, September 27, 2002 to interview for the position of Director. He stated that it was his pleasure to announce that, following the interview, the Board decided to offer the position to Acting Director Robert C. Maier, pending educational and background checks. Since these were now completed, the Board will move to confirmation.
Commissioner Arnold moved and Commissioner Henderson seconded that the Massachusetts Board of Library Commissioners appoint Robert C. Maier of Salem Director of the Massachusetts Board of Library Commissioners, effective as of the vote of the Board on October 3, 2002.
Chairman Hopkins called the roll.
Commissioner Arnold voted "Yes."
Commissioner Bornheimer voted "Yes."
Commissioner Cameron voted "Yes."
Commissioner Henderson voted "Yes."
Commissioner Knowles voted "Yes."
Commissioner Hopkins voted "Yes."
The Board voted approval.
Chairman Hopkins reported that he had been in contact with Commissioners Bertorelli, Marnik and Mooney, who were unable to attend today's meeting. He relayed that they wished to be recorded as voting "Yes."
The Board voted unanimous approval.
Director Maier received a round of applause from the Commissioners and attendees.
Director Maier stated that he welcomed the opportunity to serve as the Board's Director and that he would work cooperatively and collegially with the Board and its staff to achieve and promote the goals of the Board and the Agency.CONSIDERATION OF APPROVAL OF GRANT AWARDS UNDER THE MASSACHUSETTS PUBLIC LIBRARY CONSTRUCTION PROGRAM FOR MUNICIPALITIES WHOSE PROJECTS WERE PLACED ON A WAITING LIST PENDING APPROPRIATION OF FUNDS AND EXTENSION OF THE TIME PERIOD FOR THESE PROJECTS TO ACCEPT THE AWARD TO OCTOBER 3, 2003
Director Maier reported that that he has been in communication with a representative from the Executive Office for Administration and Finance (EOAF) about the construction awards and time schedule for release of funds. He informed the Commissioners that EOAF has not yet released the final Five Year Capital Plan and that no awards can be authorized until such time.
Commissioner Cameron moved and Commissioner Arnold seconded that the Massachusetts Board of Library Commissioners table Consideration of Approval of Grant Awards under the Massachusetts Public Library Construction Program.
The Board voted approval.
CONSIDERATION OF APPROVAL OF AN FY2003 BUDGET REVISION FOR THE METROWEST MASSACHUSETTS REGIONAL LIBRARY SYSTEM
Sondra Vandermark, Administrator, Metrowest Massachusetts Regional Library System (MMRLS), presented the budget revision.
Ms Vandermark informed the Commissioners that the budget revision reflects the cut of $395,613 from the Region's anticipated FY 2003 budget resulting in a reduced FY2003 bottom line of $1,266,697. She outlined the revision as follows:
I. PERSONNEL COSTS - Decrease by $88,287. This cut reflects 1.5 open professional positions and resulting decreases in benefits.
II. OPERATING EXPENSES - Decrease by $152,878. This cut reflects reduced funds in the Books and Other Library Materials line (primarily electronic databases). Several other lines were decreased including: office equipment and furnishings, supplies, out of state travel, space rental and other.
Ms Vandermark stated that the provision of electronic databases remains one of the Region's most popular services. She informed the Commissioners that the Metrowest Budget Committee and Executive Board recognize this by reducing the internal budget as much as possible.
III. CONTRACTUAL SERVICES - Decrease by $54,380. This cut will result in limiting growth in delivery, reducing funding for MassCat, and reducing reimbursements in the regional netlender offset program.
IV. Decrease by $100,068 the cherry sheet funds for Reference and ILL service provided through contract with the Wellesley Free Library.
Ms Vandermark stressed that these cuts will severely limit the services provided by Metrowest to its 342 member libraries. She relayed that the Metrowest Executive Board approved the attached budget revision on September 11, 2002 with the understanding that the revised budget best reflects the needs of the membership and meets the Plan of Service for the Region within limited funding.
Commissioner Henderson moved and Commissioner Bornheimer seconded that the Massachusetts Board of Library Commissioners approves the FY2003 budget revision, filed on September 16, 2002, for the Metrowest Massachusetts Regional Library System to reflect revisions in the Regional Budget, with a changed bottom line of $1,266,697 for the Regional Budget, as detailed in the accompanying documentation.
The Board voted approval.
CONSIDERATION OF APPROVAL OF AN FY2003 BUDGET REVISION FOR THE NORTHEAST MASSACHUSETTS REGIONAL LIBRARY SYSTEM
Gregory Pronevitz, Administrator, Northeast Massachusetts Regional Library System (NMRLS), presented the budget revision. He stated that bbudgetary adjustments were made to reflect a budget decrease of 23.8 percent with a new bottom line figure of $1,506,313.
Mr. Pronevitz relayed that this reduction has not compelled the Region to change the scope of its plan of service. It has, however, reduced the level at which the Region can fund many services. He informed the Commissioners that service reductions will be made in the following areas: mediated interlibrary loan, electronic databases, reference center, supplementary deposit collection, net lender reimbursement, after hours and specialized reference service, continuing education, professional collection, operations, and MARC conversion grants.
Mr. Pronevitz relayed that the budget documents were approved unanimously by the NMRLS Executive Board at its meeting on September 18, 2002.
Commissioner Henderson moved and Commissioner Knowles seconded that the Massachusetts Board of Library Commissioners approve the FY2003 budget revision, filed on September 20, 2002, for the Northeast Massachusetts Regional Library System to reflect revisions in the Regional Budget, with a changed bottom line of $1,506,313 for the Regional Budget, as detailed in the accompanying documentation.
The Board voted approval.
REVIEW OF THE REQUIREMENTS FOR THE FY2003 STATE AID TO PUBLIC LIBRARIES PROGRAM
Anne Meringolo, State Aid Specialist, reviewed the timeline for the FY2003 program as follows:
August 15 - State Aid Forms mailed to 370 libraries.
September 9-23 - Six State Aid to Public Libraries workshops conducted across the state.
October 25 - Deadline for State Aid Applications to be mailed to the State Aid Unit.
November 7 - Municipalities presented for certification at the meeting of the Board of Library Commissioners.
December 5 - Municipalities presented for certification at the meeting of the Board of Library Commissioners.
January - Petitions for waivers of the FY2003 Municipal Appropriation Requirement presented to the Board of Library Commissioners at their January meeting.
February - Board of Library Commissioners vote on petitions for waivers of the FY2003 Municipal Appropriation Requirement at their February meeting.
Ms Meringolo also summarized the minimum requirements for certification for the FY2003 State Aid to Public Libraries Program as follows:
STATE AID TO PUBLIC LIBRARIES MINIMUM REQUIREMENTS:
1. Comply with Municipal Appropriation Requirement in current year [MGL c. 78, s. 19A]
2. Comply with Minimum Standards in prior year [MGL c. 78, s. 19B (1-6)]
a. Open to all residents of the commonwealth [605 CMR 4.01 (1)]
b. Make no charge for normal library services [605 CMR 4.01 (2)]
c. Be kept open a minimum number of hours per week [605 CMR 4.01 (3)]
d. Employ trained library personnel [605 CMR 4.01 (4)]
e. Expend a reasonable portion of the library's total budget on library materials [605 CMR 4.01(5)]
f. Lend books to other [certified] libraries in the commonwealth and extend privileges to holders of cards issued by other [certified] public libraries in the commonwealth on a reciprocal basis [605 CMR 4.01 (6)]
3. Submit State Aid to Public Libraries application and Annual Report Information Survey [MGL c.78, s. 19B (7); 605 CMR 4.01(7) and 4.02)]
4. Apply for and receive state certification for Library Director: either certificate of professional librarianship or certificate of subprofessional librarianship [MGL c.78, s.22-31; 605 CMR 3.01 - 3.06]
In response to a query from Chairman Hopkins, Ms Meringolo informed the Commissioners that a representative from either the municipality or the library would present their petition for a waiver of the Municipal Appropriation Requirement at the January Board meeting.
CONSIDERATION OF APPROVAL OF A REVISION OF THE FY2003 STATE GRANT ROUND
Director Maier informed the Commissioners that, as per his September 27, 2002 memorandum to the Board, the "Grant Round at a Glance" documentation provides for a revised amount and due date for applications in the Network Connections for Libraries program originally approved by the Board on May 9, 2002. He noted that the original due date for these applications had been August 8 and the amount budgeted had been $100,000. Director Maier relayed that several networks did not submit applications for that deadline in the belief that the program had been canceled due to budget cuts. By revising the deadline, all networks will be able to submit applications, and by increasing the funding level to $112,596 additional libraries will benefit and all remaining funds in the supplemental budget that supports this grant round will be committed in a timely manner.
Director Maier stated that the Small Libraries in Networks program is carried here just to indicate that it is the Board's intention to offer this program on a modified basis under the FY2004 Library Services and Technology Act (LSTA) grant round to be recommended to the Board in November. He noted that there is no change in the Virtual Catalog offering.
Commissioner Arnold moved and Commissioner Henderson seconded that that the Massachusetts Board of Library Commissioners approve the revised FY2003 State Grant Round Program and Budget, as detailed in the accompanying documentation.
The Board voted approval.
PRESENTATION OF PRELIMINARY OVERALL LSTA BUDGET FOR 2004
Director Maier relayed that the purpose of presenting this preliminary overall LSTA Budget for FY2004 is to confirm a basic framework for the coming year and to establish an amount available for grants. He informed the Commissioners that the State Advisory Council on Libraries (SACL) will be recommending a program and budget for the FY2004 grant round at the Board's November 7th meeting.
Director Maier called the Commissioners' attention to a copy of the approved LSTA budget for FY2003 as a point of comparison. He noted that Direct Program Expenditures increase by $90,000 while the amount for Grants declines by $263,000 and Special Projects declines by $35,000. Total spending would be reduced by $208,000. He stated that this will reduce the rate at which the Agency has been accelerating spending over the last several years, yet position the Agency properly if an increase in LSTA comes through with reauthorization.
PRESENTATION OF REPORT ON C/W MARS
Joan Kuklinski, Network Executive Director, informed the Commissioners that the C/W MARS network is a multitype automated library consortium that facilitates efficient resource sharing and rapid access to information for users of its member libraries through the provision of high quality computer and support services
She presented a brief history and overview of C/W MARS for the Commissioners and stated that the Network began with a grant from the Board of Library Commissioners. The membership at that time was twenty-eight. Today C/W MARS has 150 members, including circulating and online affiliate libraries.
Ms Kuklinski relayed that, due to the rapid growth of the C/W MARS library network, the Network has moved its library catalog onto two separate servers - one for member libraries in Central Massachusetts and another for Western Massachusetts libraries. She informed the Commissioners that later this year the Network will add a third server (the C/W MARS Union Catalog) to connect the two new databases. At that time, C/W MARS also plans to introduce new functionality that will allow patrons to place their own requests for items they locate in the online catalog (to be delivered to the library of their choice for pickup).
Ms Kuklinski noted that C/W MARS is funded 70% through member fees, 15% through grants from the Board of Library Commissioners and 15% from e-rate funds. She relayed that the Network has lost $450,000 with the recent cut to the Board's Library Telecommunications line. She noted that funds set aside will temporarily replace these funds.
She invited the Commissioners to attend the C/W MARS 20th Anniversary and Staff Day on October 30th at the Sturbridge Host Hotel and to tour the Network offices after today's meeting.
DISCUSSION OF BUDGET SITUATION AND ITS IMPACT
Chairman Hopkins stated that the state budget situation and its impact were discussed under several of today's agenda items. He requested that Director Maier update the Commissioners on the status of the reauthorization of the federal Library Services and Technology Act.
Director Maier informed the Commissioners that Congress has recessed without taking up the Museum and Library Services Act under which the reauthorization for the Library Services and Technology Act is contained. He relayed that it is anticipated that Congress will reauthorize LSTA when it comes back into session and it is hoped that it will be reauthorized at the higher funding level of $350 million. He stated that until reauthorization, LSTA is funded at the current level under a continuing resolution.
COMMISSIONERS' ACTIVITIES
Commissioner Bornheimer reported that she attended the groundbreaking for the Rowley Public Library on Thursday, September 26, 2002. She relayed that the event was well attended, an indication of strong community support for the project.
Chairman Hopkins recessed the meeting at 12:10 P.M.
Chairman Hopkins reconvened the meeting at 12:45 P.M.
STANDING COMMITTEE AND LIAISON REPORTS
Construction
Commissioner Bornheimer, Board Liaison to the Construction Program, reported that the Committee will meet shortly to attempt to deal with upcoming construction awards and issues related to the authorization of funding by the Executive Office for Administration and Finance.
Internet Committee
There was no report.
Public Relations Committee
Commissioner Knowles reported that the TV spots produced earlier this year in response to the Board of Library Commissioners asking citizens, "Why do you visit your local library?" are currently being shown on Channels 4 & 25 in Boston & on Channel 44 in Springfield. They will conclude next week.
She informed the Commissioners that, after some discussion with the MBLC Management Team, the Public Relations Committee and the Executive Committee of the Board, it has been decided to issue the FY2002 Annual Report of the Board as a supplement to the January/February 2003 issue of MBLC Notes. She noted that this will both help to decrease costs of a separate publication and mailing and also make it available to a wider audience than in the past.
Commissioner Knowles stated that the Board is excited to announce that MIX 98.5 will be promoting Teen Read Week with a special "Tune In and Check Out with MIX 98.5 @ Your Library" event at the Swampscott Public Library on Thursday, October 17, from 4 to 6 pm. She informed the Commissioners that Mix personality Erin O'Malley will be going to the library, along with the MIX van, to host a teen Karaoke night, along with music, games and prizes. This event will be promoted on the radio station prior to the event and is being offered to the Board as a free promotional effort. Commissioner Knowles requested that the Board send a letter of thanks to Erin and the management of MIX 98.5 for this event.
Commissioner Knowles announced that the Board of Library Commissioners, along with the Massachusetts Center for the Book, will be participating in the Pavilion of the States at the National Book Festival on Saturday, October 12, 2002 in Washington, DC. She relayed that Commissioners Bertorelli and Marnik, along with David Gray from the MBLC and Sharon Shaloo from the Massachusetts Center for the Book will be representing Massachusetts at the event.
Trustee Involvement Committee
Commissioner Cameron announced that the Committee met on September 19, 2002 at the Auburn Public Library. He informed the Commissioners that, in addition to Mary Kronholm representing the Massachusetts Library Trustee Association (MLTA), Commissioner Deborah Bornheimer and Maureen Killoran, Head of the Public Library Advisory Unit, he decided to expand the Committee to include representation from the Massachusetts Friends of Libraries (MFOL) and the MBLC Friends Liaison. To this end, MFOL representatives Connie Clancy and Dottie Carmody and MBLC Friends Liaison Brian Donoghue have joined the Committee.
He reviewed the work of the Committee over the past few years and noted that one of the main purposes of the Committee is to examine the role of library trustees in Massachusetts. He relayed that Chairman Hopkins, who attended the meeting, felt the name and scope of the Committee might be too narrow. He suggested it be named the "Library Community Relations Committee." It would include Trustees, Friends, Library Associations, etc.
Commissioner Cameron informed the Commissioners that, at the meeting, Chairman Hopkins outlined the goals of the Committee for the coming year as follows:
- Increase membership in MFOL's Project Alert.
- Change focus of Legislative Breakfasts. This Year the Legislative Breakfasts should focus on the user. The user should be the one who is "telling our story" about the impact of budget cuts and how valuable library services are to him/her. Maureen Killoran suggested that the users should represent a variety of ages, including children and seniors. Massachusetts Library Association and the MBLC will provide factual handouts as usual.
- Evaluation of legislative alerts. How many people contact the Governor's Office, legislators, municipal officials, etc. when requested to do so? Is there some electronic method that would allow this to occur automatically? This needs to be studied further.
Commissioner Cameron thanked Maureen Killoran and the work of the Public Library Advisory Unit for their assistance with the Committee's work. He also thanked Connie Clancy and Dottie Carmody for the efforts of MFOL over the years.
Legislative Committee
There was no report.
Budget Committee
There was no report.Regional Library Systems and Library of Last Recourse Committee
Chairman Hopkins relayed that the Committee met on September 23, 2002 to discuss the provision of statewide services. He stated that Commissioners Arnold and Marnk, Director Maier and he will meet with Boston Public Library President Bernard Margolis in the next week to discuss the role of the Library of Last Recourse in the provision of statewide services.
Library Services and Technology Act Committee
Director Maier informed the Commissioners that the FY2003 grant round commences in November with the mailing of information to libraries.
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 October 3, 2002 monthly business meeting of the Board of Library Commissioners at 1:35 P.M.
Dr. Em Claire Knowles
Secretary