LIBRARY COMMISSION MEETING, August 26, 2003

Present: STAFF: Lee Fogerty, asst. library director; Carol Leaders, clerk
COMMISSIONERS: Pat Markey, chair; Bettye Webb, Helen Boyle, Grisel Gonzalez, Jennifer Dugan Murphy
GUESTS from the Massachusetts Board of Library Commissioners: Joseph Hopkins, chairman; Rob Maier, executive director; Diane Carty, head of state aid and data coordination
CITIZENS: Fourteen citizens from 6 different branches

Copies of the agenda, minutes of the last meeting and packets prepared by the Massachusetts Board of Library Commissioners were available to citizens.

The meeting was called to order at 5:30 by chairman Pat Markey.

1. PRESENTATION BY REPRESENTATIVES OF THE MASSACHUSETTS BOARD OF LIBRARY COMMISSIONERS. Chairman Joseph Hopkins, retired library director of the Worcester system and a 35 year library veteran, congratulated Springfield for setting out on a "bold new venture." He said the MBLC group was in Springfield to offer its help and to get feedback from the library community on what is needed to design helpful programs. Executive director Maier discussed the statewide role of the Board of Library Commissioners, established in 1890, noting that Massachusetts was the first state in the union to set up a body such as the MBLC "to look out for libraries." The goal of the MBLC is statewide equity of access via resource sharing. Diane Carty of the data collection unit ran through what the MBLC means to Springfield including interlibrary loan services, access to federal funds via grants, and direct state aid to libraries.

Questions from Springfield commissioners and citizens resulted in an explanation of the formula by which communities qualify for state aid, the statement that state aid must be used during the fiscal year for which it is appropriated, an explanation of the non-profit status of the Western Massachusetts Regional library system, and an extended discussion of ways in which city library departments may raise private funds. Apparently there are many models for raising private funds ranging from fund raisers put on by the library itself, funds raised via foundations or through Friends of the Library groups. Mr. Hopkins suggested strongly that our library commissioners attend symposia for library trustees and network with library trustees statewide.

In answer to other questions, Mr. Maier said that, generally speaking, libraries are under local control including in matters such as sale and acquisition of a library building, adding that objections to such a transaction would need to be addressed in court. Trustees were referred to the MBLC Trustee Handbook, the MBLC library and to Maureen Killoran of their staff for answers to many of their questions. Discussing the role of library volunteers, Mr. Maier said volunteers have a role to play, but one which is different from paid staff. They must be properly managed, screened, and supervised. A successful volunteer experience is mutually satisfactory for both library and volunteer. Volunteers, given their unique perspective on library operations, can be great ambassadors for the library system. Volunteer programs must be thoughtfully considered by the community.

2. MINUTES of last meeting were approved with one correction.

3. CITY COUNCIL/MAYORAL ACTIONS REVIEWED. Mr. Markey told commissioners that the city council and mayor have approved the $335,000 supplement to the library department budget and expansion of the commission from five members to seven. It was noted that the commission had expressed its preference that additional commissioners be residents of neighborhoods not presently represented on the committee. Citizens wondering what standards the mayor would be using in selecting the new commissioners were referred to the mayor's office. Commissioner Boyle said that commissioners should serve the whole city not merely serve as neighborhood representatives. Citizens who have been closely following the library issue were urged to submit resumes and letters of application to the mayor.

4. GROUNDS KEEPING AT LIBRARIES. A long-term arrangement with the sheriff's department could not be worked out, so the library director will hire a grounds crew to take over this task (including leaf raking and snow removal).

5. SCHOOL DEPARTMENT CONTRIBUTION TO THE LIBRARY DEPARTMENT. Mr. Markey announced that this $50,000 contribution, formerly in doubt, is now secure.

6. CHANGES IN MEETING LOCATION AND TIME: After an extended discussion, commissioners voted to form a subcommittee composed of Jennifer Dugan Murphy and Helen Boyle to study aspects of this matter including a review of space available in each branch, the range of media available for getting out word of meeting place changes. Factors seen as important include a means of notifying the public of new meeting times and places, the possibility that a later time might inhibit public participation, the potential cost of security, the availability of suitable and accessible meeting space in some branches, acoustics problems in the current city hall space, the possibility of establishing and publishing a long-term schedule for meeting times and places, and the possibility that more staff might attend if commission meetings were to be held in their workplace. Other comments included observations that the commission might "diminish itself" by moving around and that it is permissible for the commission to meet in any public building.

A citizen asked whether members of the public might be able to join commission subcommittees; Mr. Markey will look into it.

7. BRANCH ADVISORY COMMITTEES. All commissioners will form a sub-committee to look into aspects of formation of citizen advisory committees for branches. Commissioner Boyle continues to feel that all communication from citizens should flow through the library director, whereas Mr. Markey sees it appropriate that such groups work with branch staff. Community Police Beat Management teams were suggested as an appropriate model for such a group and the question of piling another responsibility on already overloaded branch staff was also raised.

8. MISSION STATEMENT. A sub-committee will be formed to draft a mission statement for the library department.

9. MAILINGS TO LIBRARY SUPPORTERS. The commission voted to take ownership of and to build on the mailing list derived from Library Study Committee attendance sheets, however, efforts to actually use the list to notify interested citizens of the September 9 meeting to discuss new library schedules were unsuccessful. Asst. director Fogerty said the postage account was reserved for mailing out library cards and overdue book notices. Commissioner Webb was reluctant to mail anything to anyone lest somebody else complain of having been left out. It was suggested that donations be sought from a merchant to underwrite future mailings. A citizen volunteered to spend the full day required to get out an eighty piece post card mailing publicizing the September 9 meeting if donations of $40 to cover printing and postage are received; $20. was contributed on the spot by a library lover but nothing was forthcoming from any commissioner or employee(!!?)

10. TIMETABLE FOR CALLING BACK EMPLOYEES AND HIRING NEW STAFF.
It is going to take 6 weeks to hire back the staff for the libraries and they do not have any idea yet how many staff they will be hiring. They will be hiring enough staff to have all the branches open 24 hours per week. Part of the concern in hiring people back will be the hours the libraries will be open so that's why the Library Commission needs to set those hours now.

11. Mr. Markey was authorized to sign contracts and documents on behalf of the commission.

12. Mr. Markey, using sample sets of library governance documents, will draft a set of by-laws to present to the commission.

13. In answer to a question from a representative of the Ward 4 Democratic committee, Mr. Markey will get a copy of the bond authorizing work on renovations to the now sold Mason Square branch library building.

The meeting was adjourned at 8:00.

OBSERVATIONS: Although less rancorous than the last meeting, the gulf in understanding and energy between citizens and library leadership is striking. Citizens are eager to get down to business opening libraries, helping out, contributing ideas and offering assistance while leadership struggles to find its way, some elements resisting any public involvement whatsoever, and others expressing tentative interest, while administration shows no sense of urgency at all. It is unfortunate that citizen contributions receive so little acknowledgement and that leaders are not similarly moved to action. The fact that, despite repeated recommendations to make use of the MBLC Trustees Handbook, it was apparent in the discussin with MBLC representatives that no commissioner had actually done so, does not reflect well on their commitment. This, plus commissioners' regrettable inability to move the library bureaucracy to set aside just $25 or $30 for a post card mailing to 80 interested citizens show us how far our community needs to go before we have a truly responsive library system.