Minutes of The Board of Library Commissioners - September 12, 2002 

Time : 10:00 A.M.

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; Elia D. Marnik; Robert F. Mooney

Absent : Edward L. Bertorelli

Staff Present:

Robert Maier, Acting Director; Dianne Carty, Head of State Aid and Data Coordination; Barbara Glazerman, Head of Operations and Budget; 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:

Deirdre Brennan, Administrator, Boston Massachusetts Regional Library System; Nancy Delano, Trustee Secretary, Duxbury Free Library; Nancy Denman, Assistant Director, Duxbury Free Library; Theodore Flynn, Trustee Chair, Duxbury Free Library; John Hill, Trustee, Duxbury Free Library; Margaret Lougee, Trustee, Duxbury Free Library; Carl Meier, Trustee Vice Char, Duxbury 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; Elaine Winquist, Director, Duxbury Free Library

Call to Order

Chairman Hopkins called the meeting to order at 10:10 a. m. and welcomed attendees. He recognized Mr. Theodore Flynn, Chair of the Duxbury Free Library Board of Trustees, who welcomed the Board to Duxbury.

CHAIRMAN'S REPORT

Chairman Hopkins announced that he is appointing Commissioner John Arnold to serve as the Chair of the Board's Regional Library Systems and Library of Last Recourse Committee. He noted the Committee will endeavor to work out a collaborative effort to determine what statewide services the Library of Last Recourse will provide in the future.

He announced that, on August 27, 2002, Commissioner Bertorelli, Commissioner Bornheimer, Acting Director Maier, Maureen Killoran and he met with Secretary of Administration and Finance Kevin Sullivan to discuss the release of funds for the Massachusetts Public Library Construction program recently authorized by the Legislature and approved by Governor Swift in S.2271. He reminded the Commissioners that the Board has a Waiting List of 41 projects which have met all criteria for funding under the program as defined in statute and regulations. These projects are collectively eligible for $79,893,770 in grant funds. S.2271 authorizes $75,000,000 in bond funds. At the meeting, several scenarios were presented on the impact of differing annual bond caps on starting projects on the Board's Waiting List of approved projects. Chairman Hopkins stated that the meeting was productive.

He also reiterated his remarks calling collaborative advocacy efforts in support of vital library programs and services.

DIRECTOR'S REPORT

Acting Director Maier called the Commissioners' attention to the Annual Report of the SAILS automated resource sharing network. He also distributed materials to the Commissioners that were handed out at the meeting with Administration and Finance Secretary Kevin Sullivan.

Acting Director Maier announced that the agency has an opportunity to apply for a $200,000 grant under the Staying Connected Grant Program, the final component of the Bill & Melinda Gates Foundation's U.S. Library Program. He relayed that in addition to expanding patron access to computers and the Internet through the State Partnership Program, the Gates Foundation considers it critical to assist state library agencies with capacity building for developing and maintaining long-term sustainability in public libraries. The Staying Connected Grant Program provides agencies with opportunities to actively promote long-term support for technology in public libraries, and the reallocation of existing funding for this purpose. This program offers state library agencies the opportunity to apply for matching grants up to the amount of eligible funds in four categories:

• Public Access Computer Upgrade or Replacement
• Broadband Connectivity Upgrade
• Training Sustainability
• Technical Support Sustainability

Acting Director Maier noted that the goal of the Staying Connected Grant Program is to provide a bridge to a sustainable technology program in those public libraries that are most in need by providing the agency the opportunity to leverage the foundation's previous grants to public libraries and strengthen the agency position in promoting on-going support for the sustainability of public access computing in libraries.

He informed the Commissioners about the "maintenance of effort " requirement of the Library Service and Technology Act. He stated that it could impact the agency in FY2005.

In response to a query from Chairman Hopkins on the status of the LSTA reauthorization, Acting Director Maier reported that Congress has not yet voted to reauthorize the act. He relayed that advocates are endeavoring to schedule a vote in the House and to include a higher level of funding. Chairman Hopkins stated that the Massachusetts Library Association Legislative Committee and the Board's Trustee Involvement Committee should give significance to advocacy in support of this legislation.

Acting Director Maier announced that Rachel Devin had been promoted to the Administrative Coordinator for the Library Development Unit, and that the Administrative Assistant position should be filled shortly. He noted both of these positions are federally funded.

He reported that all state agency heads received an email message from Kevin Sullivan, Secretary of Administrative Finance, on August 29, 2002, informing them of the potential of an added 5% cut in budgets this fiscal year. These cuts would be necessary if state revenue collections do not improve. Acting Director Maier informed the Commissioners that the amount of the reduction for the Board is $102,936 and that he will recommend taking that reduction from the State Aid for Public Libraries account line. He relayed that the memo also advised that level funding is likely to be the best case for FY2004.

LEGISLATIVE REPORT

Maureen Killoran, Head of Public Library Advisory and Government Liaison, informed the Commissioners that Representative Mark Falzone has continued his efforts to restore funding to line item account 7000-9506, Library Telecommunications and Resource Sharing, most recently through a deficiency budget. She relayed that this was not successful.

Commissioner Marnik requested that Chairman Hopkins send a letter of thanks to Representative Falzone on behalf of the Board. The Chairman and the Commissioners concurred.

CONSIDERATION OF SEARCH COMMITTEE RECOMMENDATIONS TO THE BOARD REGARDING CANDIDATES FOR AGENCY DIRECTOR AND SCHEDULE FOR BOARD INTERVIEWS

Commissioner John Arnold presented the report of the Search Committee to the Board.

He reported that eighteen applications were received for the position of Director for the MBLC. After careful review by the entire Search Committee, twelve candidates were thanked for having applied and six semifinalists were selected and invited for interviews. They were also asked to prepare a one- to two-page response to a question dealing with their vision of what libraries may be like in another five years. Two of this group reconsidered their application and declined the Search Committee's offer.

Commissioner Arnold reported that the entire Search Committee met on September 4, 5, and 6 to conduct interviews with the remaining four candidates. All were asked the same questions and were given an opportunity to raise their own questions. Responses were rated and discussion took place. An official vote was taken and two candidates were selected for final interviews with the Board. They are Robert C. Maier and Joyce C. Swonger. Commissioner Arnold stressed that both of these candidates have the education and experience needed to assume the responsibilities at the agency. Both are also available for final interviews on Friday, September 27. He relayed that Search Committee Chair Connie Clancy will be available to the Board on that date to answer any questions the Commissioners may have.

In response to a query from Commissioner Henderson on the background of the candidates, Commissioners Arnold and Knowles and staff member Anne Larsen, all members of the Committee, reported that the finalists are well qualified and that both possess strong managerial skills and have state library agency experience.

SEMLS Administrator Cynthia Roach, also a member of the Search Committee, commended the Committee on the process and the professionalism of its work.

Commissioner Arnold stated that the Search Committee approached their task with great professionalism. All engaged in the discussions and gave serious consideration to each applicant. He requested that Chairman Hopkins send a letter of thanks to each committee member thanking each for their service on behalf of the Board. The Chairman and the Commissioners concurred.

Commissioner Cameron moved and Commissioner Mooney seconded that the Massachusetts Board of Library Commissioners accept the report of its Search Committee with its recommendation to interview Robert C. Maier and Joyce C. Swonger on September 27, 2002 for the position of Director of the Agency.

The Board voted approval.

CONSIDERATION OF APPOINTMENTS TO THE STATE ADVISORY COUNCIL ON LIBRARIES (SACL)

Beth Wade, Grants Manager, informed the Commissioners that there are currently seven vacant positions on the State Advisory Council on Libraries (SACL). Three of these vacancies are unexpired terms vacated by individuals who resigned. Ms. Wade stated that, in accordance with the SACL procedures adopted by the Board on July 23, 1997, notice of all vacancies was publicized through MLIN and the regional email lists. Twenty-seven individuals responded. There were five responses from public librarians, seven responses from academic librarians, nine responses from school librarians, three responses from special librarians, two responses from library users and one response from an individual working in a library serving those with disabilities. Ms. Wade noted that James Sutton is also being recommended for reappointment as a public library representative.

She informed the Commissioners that there were no responses, unfortunately, from libraries serving those in institutions. This vacancy will be re-advertised, with additional information about the category including hospital libraries.

Ms. Wade noted that all candidates for the vacancies have been reviewed by staff, by SACL Chair James Sutton, and by Commissioners Hopkins and Bertorelli, liaisons to SACL.

Commissioner Arnold moved and Commissioner Knowles seconded that the Massachusetts Board of Library Commissioners appoint Richard Poisson (special library), Gail Scanlon (academic library), Kim Charlson (libraries serving those with disabilities), and Joan Stern (school libraries), to the State Advisory Council on Libraries for three-year terms expiring on September 30, 2005 and Ann McLaughlin (public library) and William Edge (library user) to one-year terms expiring September 30, 2003 and also reappoint James Sutton (public library) for a three-year term expiring September 30, 2005.

The Board voted approval.

CONSIDERATION OF REQUESTS FOR EXTENIONS OF THE TIME TO COMMENCE CONSTRUCTION UNDER THE MASSACHUSETTS PUBLIC LIBRARY CONSTRUCTION PROGRAM

Patience Jackson, Library Building Consultant, presented documentation outlining the current status of the ten construction awards voted by the Board on June 7, 2001. She stated that the "milestone" to be achieved by these projects is outlined in the Regulations for the construction program, 605 CMR 6.00 "definitions", as the Construction Start Date that is "The signing of a construction contract between the municipality and the general contractor."

Ms. Jackson stated that reaching this "milestone" requires and enormous amount of time, effort and coordination on the part of the library, the building committee and the architect, since the projects must achieve the approval of town boards and other state agencies before entering into a bid process. She informed the Commissioners that, despite all good-faith efforts and much progress, four of the libraries will not be able to meet their deadline to begin construction on September 7, 2002 and have requested a ninety-day extension.

She noted that staff concur that the projects in Blackstone, Gardner, Palmer and Sunderland have been making satisfactory progress toward a groundbreaking, and that it is recommended that all four receive a ninety-day extension.

Commissioner Bornheimer moved and Commissioner Knowles seconded that the Massachusetts Board of Library Commissioners approve a ninety-day extension of the Construction Start Date for library construction projects in the towns of Blackstone, Gardner, Palmer and Sunderland, to December 7, 2002.

The Board voted approval

Commissioner Cameron abstained from the vote because he is a resident of Palmer.

CONSIDERATION OF APPROVAL OF A PROPOSED EXPENDITURE PLAN FOR THE TELECOMMUNICATIONS

Acting Director Maier distributed documentation on the final recommendations for use of the $366,718 appropriated in FY2003 for the Telecommunications and Resource Sharing account (7000-9506).

He stated that the recommendation is based on the following principles: 1) commitment to pay service providers for the month of July for services rendered, 2) commitment to funding a portion of the Board's $600,000 share of the core licensed databases available to libraries and end users, 3) a recognition of the Board's traditional support for automated networks through the Telecommunications and Virtual Catalog programs, and 4) a minimal level of support for the Board's MLIN web site under current contract for web hosting services.

Acting Director Maier relayed that discussions with the Boston Public Library have continued and relayed that a commitment of support for the database is expected soon. He reviewed the costs for programs under the account line as outlined in documentation supplied to the Commissioners.

Commissioner Arnold commented that the amount allocated for the MLIN web site appeared somewhat high, but that Acting Director Maier had assured him that the funds were the minimum required to maintain the web site through the fiscal year.

Paul Kissman, Library Information Systems Specialist, commented that the MLIN web site was very heavily used, receiving four to eight million hits a month, as well as running a number of databases, authentication processes and other services behind the scenes. Commissioner Arnold replied that MLIN wasn't just a place for the occasional visitor to go see Board documents, but was a real "working" web site, and that he now felt much better about the budget amount.

Commissioner Cameron moved and Commissioner Marnik seconded that the Massachusetts Board of Library Commissioners approve the proposed expenditure plan for the Telecommunications and Resource Sharing Account (7000-9506), as detailed in the accompanying documentation.

The Board voted approval.

CONSIDERATION OF APPROVAL OF AN FY2003 BUDGET REVISION FOR THE CENTRAL MASSACHUSETTS REGIONAL LIBRARY SYSTEM (CMRLS)

Carolyn Noah, Administrator, Central Massachusetts Regional Library System, presented the budget revision. She noted that the CMRLS Executive Board at its August 13 meeting approved this revision of the FY03 budget. It includes the following proposed major revisions:

The bottom line is reduced by $428,670.

Personnel

• Personnel is reduced by $44,678. One full-time position and two part-time positions are eliminated, along with any benefits that would have accrued. These positions work on materials sorting, shelving, and deposits, which will be severely curtailed.
• Performance management is reduced 23.8%.

Operating Expenses

• Books for adults and children have been eliminated and subscriptions are reduced by $2,200.
• MLIN databases are reduced to $33,000 just enough to meet our share of the InfoTrac commitment.
• Postage is reduced by $7,500.
• Out of state travel is reduced by $9,912.
• Staff training (for CMRLS employees) is reduced by $2,000 to $1,500.
• Meeting expenses are reduced by $800.

Contractual Vendors

• C/W MARS payment is eliminated; CMRLS will use credits this year.
• MassCat payment is reduced payment to $20,000 from $38,000, enough to satisfy the Region's obligation and continue to add some members.
• Net lender reimbursement is eliminated entirely.
• CE workshops for members are reduced by $6,247, with $13,753 available. CMRLS Executive Board chose to maintain this service as critical to the quality if service library staff can provide.

Sub Contracted Services

• Contracts with the Fitchburg and Worcester libraries have been reduced 23.8%. Worcester's contract is reduced by $46,648 to $149,361. The Fitchburg Public Library contract is reduced by $67,637 to $216,563 and breaks down to $64,750 for reference and $151,813 for A.V.

Ms. Noah stated that, despite major reductions, this revision does not alter the plan of service.

Commissioner Arnold noted the significant reduction in the bottom line and asked how this could not affect the plan of service. Ms. Noah replied that the Region had credits in certain account lines to offset this reduction. She noted that the Region has now exhausted these and that further reductions or a "static" budget will negatively impact the plan of service.

Commissioner Arnold stressed that the Legislature and library patrons must be made aware of the loss of services and programs that will ensue from the reduction in the regional account line.

Commissioner Cameron moved and Commissioner Marnik seconded that the Massachusetts Board of Library Commissioners approve the FY2003 budget revision, filed on August 21, 2002, for the Central Massachusetts Regional Library System to reflect revisions in the Regional Budget, with a changed bottom line of $1,372,544 for the Regional Budget, as detailed in the accompanying documentation.

The Board voted approval.

CONSIDERATION OF APPROVAL OF ADOPTION OF THE ROLES AND RESPONSIBILITIES OF THE BOARD OF LIBRARY COMMISSIONERS AND REGIONAL LIBRARY SYSTEMS WITH REGARD TO REGIONAL REFERENCE CENTERS

Acting Director Maier reported that the Statement on Roles and Responsibilities of the Board of Library Commissioners and Regional Library Systems with Regard to Regional Reference Centers has been developed by the Board's Committee on Regional Library Systems and Library of Last Recourse in consultation with the regional administrators. He noted that it is intended to make clear the basics of the relationships and roles of the various parties regarding regional reference centers. While these roles and responsibilities may seem obvious, the Committee found through discussion that it was helpful to have them committed to writing for the sake of clarity.

He relayed that the Committee is recommending that the Board adopt this statement now as the agency begins the regulatory process that will define minimum requirements for regional reference service and minimum funding levels for such services.

Acting Director Maier stated that the Roles and Responsibilities of the Board of Library Commissioners and Regional Library Systems with Regard to Regional Reference Centers are as follows:

The Board of Library Commissioners designates Regional Reference Centers, and establishes standards of eligibility, minimum numbers of centers and minimum services to be provided. The Regional Library System and Regional Reference Center(s) agree to any additional services and the annual funding level based on the plan of service and annual budget. The Regional Library System may issue a request for proposal to eligible libraries within the region and may recommend a change in designation of Regional Reference Center(s). The Board of Library Commissioners may change the designation of a Regional Reference Center and may develop a transition plan in consultation with all parties.

Commissioner Knowles moved and Commissioner Mooney seconded that the Massachusetts Board of Library Commissioners adopt the Statement of Role and Responsibilities of the Board of Library Commissioners and Regional Library Systems with Regard to Regional Reference Centers recommended by its Committee on Regional Library Systems and the Library of Last Recourse.

The Board voted approval.

CONSIDERATION OF APPROVAL OF THE RELEASE OF REGULATIONS RELATING TO REGIONAL LIBRARY SYSTEMS FOR FORMAL REVIEW

Acting Director Maier presented the proposed regulations relating to the Regional Library Systems. He noted 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 agency's effort to comply with this initiative, no regulations were promulgated, and such essential components as the membership requirements were adopted as administrative guidelines.

He stated that, over the last six years, a small number of key areas, often involving controversy, have clearly become candidates for regulation. As a result, the Board's Committee on Regional Library Systems and the Library of Last Recourse has been working for the last several months on proposed guidelines 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.

Acting Director Maier informed the Commissioners 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 made in providing equity of access to all residents. He relayed 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.

Acting Director Maier informed the Commissioners 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 stated that the only proposed change in regulations would bring the requirements into line with the New England states accreditation standards. He noted that these small changes represent complete agreement on the part of all parties after more than two years of discussion.

Acting Director Maier noted that 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. He relayed that PALS has now been meeting regularly for many years and has been serving as the de facto group coordinating regional and Board-funded cooperative services. This role needs to be recognized in regulation.

Acting Director Maier stressed that staff does not expect the discussion of these regulations to be as uneventful as most of the agency's regulatory reviews. Rather, some controversy is expected. He stated that the proposals regarding Regional Reference and Research Center funding will not please those who want the program eliminated or unfunded, nor will they necessarily please those Centers currently receiving higher levels of funding. Similarly, he noted, the proposed eligibility requirements have been criticized by those who feel the Board should extend regional services to all schools, whether or not they have any trained personnel, and those who feel they should be stricter in order to promote improved school library services.

Commissioner Marnik moved and Commissioner Cameron seconded that the Massachusetts Board of Library Commissioners approve the release of the proposed regulations relating to Regional Library Systems for formal review.

The Board voted approval.

COMMISSIONERS' ACTIVITIES

Chairman Hopkins stated that he recently attended an event at the Boston Athenaeum celebrating its recent renovation. He relayed that Commissioner Bornheimer, Boston Public Library President Margolis and Mayor Menino attended, along with other dignitaries.

Chairman Hopkins recessed the meeting at 12:10pm.

Chairman Hopkins reconvened the meeting at 1:00pm.

DISCUSSION OF THE BOARD'S LEGISLATIVE AGENDA FOR FY2003

Acting Director Maier called the Commissioners' attention to his September 9, 2002 memorandum to the Board that is intended as a starting point for the discussion of the Board's legislative agenda for the coming year. He relayed that the thoughts are primarily based on discussions at the Executive Committee meeting and a follow up meeting with Chairman Hopkins and Commissioner John Arnold.

He outlined the challenges and opportunities in the coming year as follows:

Challenges:

• Most of the Board's line items have been drastically reduced.
• Current state revenues and general economic conditions make clear that across the board restoration is not likely for FY2004 (or 2005?).
• The regions and Library of Last Recourse line item presents continuing funding equity concerns that the Board's best efforts over several years have been unable to correct.
• The agency is seriously marginalized given an administrative budget reduced to the point that it is now more than 50% federally funded.
• Making the impact of the budget cuts real to the end user.

Opportunities:

• Stressing cooperation and collaboration, work to develop new working relationships with key stakeholders, especially in regard to the regions and Library of Last Recourse. A significant amount of planning and negotiating is called for over the next several months in order to reassess and develop respective roles. The Board Committee on regions and the Library of Last Recourse is ready to take the lead in this effort.
• Use the story of the impact of the budget cuts to capture a bigger group of energized supporters.
• Work with the enthusiasm of Rep. Falzone to address funding for technology programs either through a bond bill or through a supplemental budget for the Telecommunications and Resource Sharing Account (9506).
• Look for ways to build in support for the Board's administrative budget, either directly or through bond funded administrative funds or personnel attached to program accounts, such as statewide services or the regional account.

Following this presentation the Commissioners engaged in discussion concerning advocacy for the programs and services the Board administers, the reassigning of certain programs and services to other account lines, the renaming of account lines to better describe and clarify the programs and services that they provide, the impact that curtailed or suspended programs and services, especially databases, have on the residents of the Commonwealth, and what avenues, either through the budget or bond bills, that the Board should pursue for funding. Further discussion will be scheduled at the October Board Meeting.

STANDING COMMITTEE AND LIAISON REPORTS

Construction

Commissioner Bornheimer, Board Liaison to the Construction Program, reported that upcoming construction awards are contingent on the cap authorized by the Executive Office for Administration and Finance.

Internet Committee

There was no report

Public Relations Committee

Commissioner Knowles reported that two television commercials were produced earlier this year in response to the Board of Library Commissioners asking citizens,"Why do you visit your local library?" She announced that these commercials will air on local television stations beginning September 16, 2002 and concluding October 12, 2002. She relayed that the commercials will be aired on three stations for a total of 106 spots.

Trustee Involvement Committee

Commissioner Cameron announces that the committee will meet on September 19, 2002.

Legislative Committee

There was no report.

Budget Committee

Chairman Hopkins noted that the Executive Committee will meet next on September 23, 2002.

Regional Library Systems and Library of Last Recourse

There was no report

State Advisory Council on Libraries

Beth Wade reported that comment is being solicited on the FY2004 LSTA grant award program.

PUBLIC COMMENT

There was no public comment

OLD BUSINESS

There was no old business

NEW BUSINESS

Commissioner Bornheimer moved and Commissioner Cameron seconded that the Massachusetts Board of Library Commissioners authorize the $102,936 mandated reduction by the Executive Office of Administration and Finance to be taken in the Board's State Aid to Public Libraries account (7000-9501) because it would have the least impact on library programs statewide by spreading the cut among the 330 municipalities that traditionally apply for and receive State Aid to Public Libraries. The cut thus applied would amount to 1.5% on average and range from $25 to $7500 depending on the municipality involved.

The Board voted approval.

Chairman Hopkins requested that staff develop an informational article on the"Patriot Act" to be published in an upcoming edition of MBLC Notes.

ADJOURNMENT

There being no further business, Chairman Hopkins adjourned the September 12, 2002 monthly business meeting of the Board of Library Commissioners at 2:30pm.

Dr. Em Claire Knowles
Secretary