LIBRARY COMMISSION MEETING, September 23, 2003

PRESENT: 

Commissioners:  Jerold Duquette, Bettye Webb, Helen Boyle, Grisel Gonzalez,  Jennifer Dugan Murphy, Pat Markey, chairman

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

Citizens: 14 citizens from 5 library branches

A limited number of minutes and agendas were available for the public.

The meeting was called to order by Chairman Markey at 5:30

INTRODUCTIONS AND MINUTES  Councilors introduced themselves, giving their home addresses, and minutes of the last meeting were approved.  Chairman Markey and Commissioner Duquette announced they would not be at the next meeting which will be chaired by Commissioner Dugan Murphy.  NOTE: New deadline for submission of agenda items to Chairman Markey is Friday.

MISSION STATEMENT  Commissioner Webb read the following draft mission statement: 

The mission of the Springfield Board of Library Commissioners is to oversee the policy, development and services of the Springfield libraries as institutions for the education and enjoyment of all its citizens.  We are committed to maintain the libraries as essential cultural resources for the diverse communities of Springfield, and work in partnership with the Library Administration to address library needs and public concerns.

It was suggested that the word “research” be added to the mission statement, but commissioners decided that research was already included under “education.”  It was also suggested that a more active verb such as “make” be substituted for “oversee” in the first sentence, and this suggestion as well as the amended mission statement were voted on and passed.  Likewise, a motion to post the revised mission statement on the web and in all library branches was passed.

LIBRARY AS A BACKDROP FOR A POLITICAL AD  A request has been made of Chairman Markey that the 16 Acres branch library be used to film an ad for Charlie Ryan’s mayoral campaign.  Having already given his ok, Mr. Markey brought the matter to the commission for discussion. 

Commissioner Gonzalez asked whether the commission might view the ad before it aired.  Commissioner Duquette spoke in favor of even more political speech in libraries as a way of building political support, a position supported by Mr. Markey who would like to make the libraries available to politicians.  He further noted that, as a matter of free speech in a public place, the ad could probably have been made in the library without commission approval. Commissioner Webb was concerned that such an ad might be seen by the public as an endorsement of one candidate over the other.  Commissioner Boyle said that at first she had thought allowing an ad to be filmed in the library “was a bad idea.” 

It was noted that in 2001 when a library initiative was on the ballot, not only had a

branch library been used for an ad supporting the SLMA position, but library staff had been filmed as well.  The suggestion was made that a statement that no such endorsement was intended be run at the end of the ad, but this was seen by Mr. Markey as unnecessary.  A question was also asked about what the policy on political ads might be in other city departments and whether the library system might be open to litigation should others want to use the library to film ads.

            The discussion then turned to the question of whether making the ad would inconvenience library users.  Chairman Markey said those doing the filming must be unobtrusive and not disrupt library users.   The suggestion was also made that a good time to film would be the half-hour or so when library staff are setting up for the day, but library users are not yet present, an idea supported by Commissioner Webb.  Chairman Markey said he would defer to the branch manager on these matters.  As to how long it might take to complete the library “shoot,” it was thought that 15 to 30 minutes would be sufficient; Commissioner Boyle felt that 30 minutes was a long time.

            Library director Bader brought up an example of a white-supremacist group, touring the country using library facilities to present their programs, causing “riots” in various places including Wakefield MA.  Commissioner Duquette, not sharing the hesitations of some others, sees politics as part of the community and feels that the library ought not to be isolated and that the ad ought not to be opposed.  He sees such an ad as making a pitch for libraries and thinks the commission can distinguish between traveling groups and local ones.

            Commissioner Webb asked what procedure candidates would have to follow to get access to the libraries.  Chairman Markey answered that the commission would set a precedent, but that as a public entity, it must encourage public speech in a public space such as a library.  He also noted that, having done some legal research on the topic, the commission has no authority to limit access to the library for filming political ads.

Commissioner Dugan Murphy, noting her conflict of interest as a candidate for public office, wondered whether the matter ought to be referred to the law department. Commissioner Gonzalez then asked why, if as a matter of right ads may be made in the libraries, the commission needed to vote on this matter.  Chairman Markey asked for a vote on whether he should be told to renege on his permission, but no motion was forthcoming and his authorization stands.

COMMISSION BY-LAWS  Chairman Markey announced that he has drafted a set of by-laws which were passed out to commissioners.  He asked that they be posted on the library website so the public might comment.  Section-by-section discussion of the draft will be put on the agenda for the next meeting.

STAFF RECALLS AND HIRING  Three veteran branch managers have already been called back.  They are Reggie Wilson, assigned to Branch Team 1 (Forest Park, Mason Square, and East Forest Park); Haydee Hodes, assigned to Branch Team 2 (Brightwood, East Springfield, and Liberty; and Norma Couture, assigned to Branch Team 3 (Sixteen Acres, Pine Point, and Indian Orchard.)  Each manager will supervise at least one branch he/she had before being laid off plus two others.  Reggie and Norma are already back at work while Haydee will return next week.  Branch team managers will notify citizens who have volunteered to help prepare libraries for re-opening by cleaning, painting, and doing maintenance chores.  Beginning next week, a few part-time staff will return and begin going out to closed branches.

            A volunteer coordinator has not yet been hired; posting and advertising close on Friday, September 26, and it is hoped that many people will apply.  Around 17 new hires, a mix of librarians and clerks, will be needed.  Two or three weeks will be needed to review applications, conduct interviews, make offers and allow employed candidates time to give notice, although Ms. Bader noted that there is no reason some cannot begin work before others are available.

            In general, branch libraries will be staffed with two professional staff and three clerks for a total of  four or five people per branch. Mason Square will have two staff members with a third for the very busiest times.  Commissioner Webb asked what the book stock will be at Mason Square and was told it would be 15,000.  Ms. Bader said that Mason Square will  have very little seating with the annex (former space of the Read Write Now program) basically used for book stacks.

LIBRARY SYSTEM’S ACTION PLAN FOR 2004-05  The Massachusetts Board of Library Commissioners requires submission of both a long-range (five-year) plan and, by October 1, a one-year action plan.  Ms. Bader sees this as an internal working document, but feels it is important for the public and the commissioners to be aware of it.  It will be posted on the library department website.

TODAY’S FLASH FLOOD AND SEWERAGE BACK-UP BROUGHT 6” OF WATER TO BASEMENT OF FOREST PARK BRANCH.  Some discarded books which were stored in the basement were lost.  The DPW has been working on the storm drain and will survey the damage.  It was suggested that tree roots may have infiltrated the library drain pipes.

BRANCH HOURS AND DAYS 

The new schedule is due to go into effect around the third week in October. 

Ms. Bader outlined her constraints in drawing up branch library schedules.  On the one hand, are the public’s priorities expressed as at the public speak-out and in the forms sent directly to her.  Both emphasized the importance of Saturday hours and the need to avoid scheduling Monday library hours, so many of which would be sacrificed to Monday holidays.  On the other are state requirements of  63 “non-duplicated” hours across the city plus enough central library hours to qualify for extra state aid as a reference library.

            In response to public demand, only four library hours will be scheduled on Monday, thus only four open hours will be lost on three day week-ends.  On Saturdays,   two of the three branches in each Branch Team will be open.  (With more staff, all branches could be open on Saturdays.)

            The proposed schedule for Mason Square is limited by office hours at the Urban League, closing the library at 5pm with no Saturday hours.  Under questioning by Chairman Markey, Ms. Bader and Ms. Fogarty gave as reasons the lack of security after Urban League office hours, lack of access to the staff lounge and bathrooms, and difficulty supervising both the circulation and computer area which shared with the Urban League and stacks in the annex (a.k.a. Read Write Now space).  It was noted by a  Read Write Now volunteer that there is a bathroom in the annex.  (Curiously, neither library administrator nor the two commissioners who are retired staff members at Mason Square had mentioned this fact earlier…) 

            Mr. Markey pressed harder, asking whether Urban League president Henry Thomas had actually told library staff that they couldn’t operate after 5:00 or on Saturday or whether it had just been assumed as a given.  Commissioner Webb asked whether Henry Thomas had seen the proposed schedule.  Commissioners Duquette and Markey propose meeting with Henry Thomas to see whether a more flexible schedule can be worked out, particularly one which offers greater access to computers, the most frequently used resource used at the Mason Square branch.    Commissioner Webb suggested including someone from Mason Square’s neighborhood councils in a meeting with Henry Thomas, saying that he needs to be put under more pressure.  The question was asked as to when Mason Square’s working people are supposed to access their branch library if it closes at 5:00 and is not open on Saturday. 

It was also pointed out that the proposed schedule for Indian Orchard results in two closed weekdays in a row, something that no other library is faced with.  Commissioners and administrators were commended for having been so responsive to public priorities, particularly the needs of the elderly who favor library hours early in the day.

OBSERVATIONS  The Commission continues to improve as meeting format, ground rules and roles become established, clarified and routinized.  However, a combination of confusion and passivity continues to impede efforts to get the most service out of the Mason Square facility.  Library administrators still need reminding of the public’s need and right to know details of library affairs, but they are getting better.