LIBRARY COMMISSION MEETING, January 6, 2004

Present:            Jerold Duquette, Grisel Gonzales, Patrick Markey, Helen Boyle and Bettye Webb

Staff:                Emily Bader, library director; Lee Fogarty, assistant library director;

Carol Leaders, clerk

Citizens:            16 citizens from 3 library branches

The meeting was called to order by Chairman Patrick Markey.  Minutes of the last meeting were approved.  Mr. Markey, recently appointed city solicitor, announced  his  resignation from the Library Commission.  Commissioners selected Jerold Duquette as chairman pro tem.

The next Library Commission meeting will be held on Tuesday, February 3 at 5:30pm in the community room of the central library.

Gates and Fence at the Quadrangle  The Library Commission voted unanimously to endorse the position of the Commonwealth Department of Conservation and Recreation that ALL gates to the Quadrangle should be open from 7am to 8pm.

Library-to-Museum Plan by SMA  Citing the existing trust going back many years between the City and the Association, the Andrew Carnegie gift, “multiple multi-million dollar bonds” floated by the city to support the central library, and agreements with the Massachusetts Board of Library Commissioners signed in 1990 and 2003 by the President of the Springfield Library and Museums Association, a motion was passed unanimously opposing any plan to convert the central library into a museum.

Mason Square Hours Update  Mr. Markey reported that the Urban League, after having told the department that volunteers would no longer be available on Saturdays to help library patrons use computers, has changed its mind and will continue to provide this service.

East Forest Park Lease Renewal  No reason was seen to move this branch.  A letter asking to extend the date for re-negotiation of the lease to March 15, 2004 was sent to the lessor.

By-laws  The draft by-laws were unanimously accepted.

Volunteer Policy  Commissioner Webb asked about the scope of the volunteer coordinator’s duties and whether these included supervision of volunteers.  Ms. Bader said that, in general, duties of the coordinator would be restricted to recruitment and placement although she may also supervise volunteers in the central library where her office will be located.  Commissioner Boyle commended Sharyn Holstead, the volunteer coordinator, and expressed her appreciation that such a person has come to work in our library system.

Draft material relative to the volunteer program including a volunteer policy and procedures page, volunteer guidelines, an information form was distributed to commissioners and citizens. 

Of particular interest was a poster announcing a series of information sessions on library volunteering.  Four sessions, each at a different branch, have been set for various times of day in hopes of reaching the greatest number of prospective volunteers, no matter where their neighborhood or what their schedule.

Policy Committee  Jerold Duquette, Grisel Gonzales, Bettye Webb (and Emily Bader ex officio) were appointed to serve as a policy committee.  Their charge is to review policies inherited from the Springfield Library and Museum Association and to draft revisions for presentation to the entire commission.  Policies to be reviewed include a public use policy for library facilities, collections development policy, a “safe child” internet access policy among others. 

In conformity with the Open Meeting Law, meetings of the Policy Committee will be posted on the internet and on the city hall bulletin board.  Commissioner Duquette noted that a “notice and comment” period could be built into the policy development process to allow adequate time for public in-put.  In answer to a question from Commissioner Webb, Ms. Bader noted a need for creating policy as well as reviewing inherited policies, citing as an example, a policy to guide staff in case of a subpoena for confidential library information.

A citizen asked about the availability of legal advice to the commission now that Chairman Markey is moving on.  Chairman Markey said that, not only would he remain active in library matters in his new position, but that staff lawyers from the city’s law department would be available to attend future commission meetings as required.

Director’s Report  A re-organizational meeting of the Friends of the Library will be held on Wednesday, January 7, 2004 in the community room of the Central Library.  At present, the Friends of the Library, an independent 501(c)(3) corporation, is the available vehicle for raising the $50,000 needed before July 1, 2004 to balance the library budget.  (As a municipal department, the library department cannot raise funds on its own.)  Friends of the Library exists to advocate for the library system and to raise money for library purposes such as equipment upgrades and program enhancements.

(At this point, retired attorney Bill Malloy gave a brief report on what would be required in terms of an entity such as a library foundation which could receive, invest and disburse proceeds from large gifts to the library system, including library endowments transferred from  the Springfield Library and Museums Association.)

Director Bader went on to announce receipt of a Springfield Cultural Council grant for the annual poetry contest.  She also announced that roof repairs to the 16 Acres branch can be done by the city’s Department of Public Facilities for $3000, an amount covered under this year’s operating budget.

Vote that the Central Library NEVER Become a Museum  The commission voted unanimously that the central library NEVER become a museum.  A citizen noted that the building sits on the site of the original city library, and that the Quadrangle was only added later with land purchased from the Episcopal diocese.  SMA trustee Marge Guess noted that founders of the original Springfield Library Association were Springfield residents, not suburbanites, adding that, as a trustee, she knew nothing of any “long-range plans” to turn the central library building into a museum.  Other citizens noted that expansion of the Connecticut Valley Historical Museum was the rationale given in 2001 for demolition of the Donahue house on Chestnut Street and the fully occupied 24 unit apartment house on Edwards Street.

Handicapped Access  While the issue of accessibility was not on the official agenda, a citizen told of a woman with mobility problems who had been complaining to SLMA president Joe Carvalho for 2 ½ years about her difficulty accessing the central library and Quadrangle, particularly since last summer’s gate closings.  She needs a ride to the front walk of the central library in order to get into either the library or Quad.

Commissioner Markey responded that “all these issues are becoming legal issues.” He appeared to be including the issues of locked gates, library-to-museum-conversion plans and handicapped access.

Before adjournment, Commissioner Boyle thanked Chairman Markey for his leadership of the commission during its challenging formative months, and he received a round of applause by commissioners and citizens.

The meeting adjourned at 6:30pm.