METROWEST PRESIDENT’S REPORT

By Dee Magnoni

I first learned about Metrowest five years ago as I was opening Olin’s library. Sunny Vandermark visited me in the classroom where my temporary space was located. I learned about the range of services Olin would obtain as a member library. These services, as we all know, range from databases to delivery to professional development and beyond. I was impressed at the breadth of offerings, and the membership price couldn’t be beat. As I learned more about Metrowest by attending Annual Meetings and eventually becoming involved in committee work, then the board, I came to greatly appreciate the diversity of the membership and the strength this multi-type library structure provided the organization and each member library. When I was asked to serve Metrowest as its President-elect/Vice President, I was honored. As President this past year, I have been able to work closely with Sunny, gain further perspectives on the staff and programming, and see Metrowest within the context of other regional library systems.

This broadened perspective has provided me with a new appreciation of Metrowest. During the past year staff levels were short, and I am guessing that few of us knew that the Metrowest staff was struggling to provide its full range of services at a high level of quality while being down one, and sometimes two, staff members. Beth Gallaway, the Youth Services coordinator, left Metrowest to explore consulting. Beth’s creativity and energy will be missed. An extensive search located a wonderful new Youth Services coordinator, Sarah Sogigian. Sarah has hit the ground running around the region by offering such courses as “Pop Culture in Libraries How To Have What They Want Before They Ask,” and “Reader's Advisory: Adventure/Fantasy for Teens.” Look for many more workshops from Sarah in the upcoming year. Sarah has also jumped right into visits, and is getting to know many of our members and their libraries.

Rita Gavelis, the Metrowest technology trainer and webmaster, has brought the region’s technology training to a new level of excellence. Amongst her workshops are “Degunking Your Computer,” “Emerging Technology Trends,” Dreamweaver, Photoshop, and many other software classes. Rita created a Webmasters’ Group, and started occasional dinners arranged around such topics as “Working with difficult people” and technology discussions.

Delivery continues to dominate funding and time considerations for Metrowest. The six state regions shared the cost of a FY2007 Route Optimization Study. The final report has just been received, and its content is being processed. Looking toward the future, Sunny was the primary writer on an LSTA delivery grant. The $75,000 grant will be implemented in 2008. Congratulations to Sunny and everyone who helped secure this funding. Data and findings from the FY2007 Route Optimization Study will help inform the work of the 2008 grant project that will result in the development of a delivery business plan.

The Metrowest budget is addressed in the financial report. Briefly, we are facing another challenging fiscal year, and reaching out to legislators is critical. Each of us can help keep Metrowest and our own libraries strong by knowing what the current MBLC legislative agenda is and communicating key talking points to our legislators. Keep an eye on the proposed 2009 MBLC legislative agenda by visiting: http://mblc.state.ma.us/mblc/legislative/initiatives/preliminaryAgenda2009.php.

Reaching out to our own member libraries and the public will be the focus of the newly formed Public Relations and Marketing Committee. This committee will be launching by the end of the year, and is a direct product of Metrowest’s strategic planning process of 2006. Defining the Metrowest brand will be a key piece of initial committee energy, and communicating that brand with its products and services to the membership will be the focus of further committee work.

Metrowest has come through a challenging year of staff and resource shortages. The employees of Metrowest have done a wonderful job of keeping our region on track despite challenges. While the fiscal climate is not yet improving, there is a great deal of positive energy and even cautious optimism for what lies ahead in our region and across the state. The delivery grant may illuminate efficiencies to be gained in our current system. Our programming will continue to keep our members on top of their professional development and technology needs. A community of support is available to each of us, and I highly recommend reaching out, getting involved, and helping to keep libraries strong in our region and across the state.

METROWEST FISCAL 2007 REVIEW

By Sunny Vandermark, Regional Administrator

Dealing with delivery continued to take considerable time. I attended Moving Mountains, a national delivery summit in Denver in September 2006. There were representatives from more than 30 states and three other Massachusetts regional administrators also attended. Throughout the year we investigated a number of automated materials handling systems. During ALA mid-winter (January 2007) we toured the Seattle Public and King County (Seattle) Libraries for a first hand look at their automated materials handling systems in operation.

In conjunction with the other regional administrators, Metrowest developed a routing optimization RFP to hire a consultant to study the delivery routes. I was the main contact for the selected vendor, Trans-solutions in Newton. The route optimization process was very interesting. We realized that automating the delivery sort would make a good pilot project. Metrowest applied for an LSTA grant to automate one sort facility. Unfortunately there was not enough LSTA funding to cover the cost of the project. Instead, we were encouraged to apply for funding to hire a consultant to help write a business plan that will be used in approaching other funders for the project. I submitted the revised LSTA application. It will be interesting to see what develops for next year’s annual report.

The second half of the year was challenging. There were some staff shortages. Beth Gallaway started working a shorten week, 4 days instead of 5 days. And then in the early spring, Beth announced her resignation, effective June 30. Beth wanted to become an independent consultant. The youth service trainer/consultant position was advertised, and we were very pleased with a number of excellent applicants. Six people were asked back for a second interview. Sarah Sogigian, YA Librarian from Shrewsbury Public Library was hired with a start date of August 1. We look forward to having Sarah at Metrowest.

The annual legislative breakfasts were held at Watertown and Millis on March 23. There was good turnout by legislators and library personnel—including librarians, trustees, and friends. Advocating for library funding is important.

I was the coordinator and fiscal agent for the LSTA funded Library Leadership Massachusetts Institute 2007. Fifty librarians were selected from across the state for the Institute. Metrowest had a strong contingent in the mix. Planning occurred during the spring with Holy Cross selected as the site for the 3.5 day Institute held July 15-18. Maureen Sullivan and Jack Suggins were facilitators.

In FY2007 we worked hard to implement our mission: Metrowest, a membership-driven organization of multitype libraries, provides access to resources and services that augment the capacity of individual member libraries. Mobilizing a small force of highly skilled employees and the cooperation of our members, we deliver continuing education and technological expertise, high level reference and consulting services, shared materials, and advocacy leadership to ensure the relevance and vitality of libraries in Metrowest Massachusetts.

Metrowest staff is constantly looking for ways to provide programs and services that meet member needs. This year Beth and Rita continued to offer professional development opportunities online and at member libraries. Workshop materials are available on the Metrowest web site. Our professional collection was updated. Members can search MassCat for titles owned by Metrowest. Judy and Carol keep the office running smoothly. We continue to pursue our strategic goals as we work on the second year of our strategic plan.

METROWEST MASSACHUSETTS REGIONAL LIBRARY SYSTEM

Purpose and People

The Metrowest Massachusetts Regional Library System (known as Metrowest) is a multitype cooperative library system serving libraries from all segments of the community. Members of Metrowest include academic, school, special, and public libraries in the metropolitan area west of Boston. Metrowest is a state funded non-profit organization whose goal is to facilitate cooperative activities among the autonomous libraries that are its members. Metrowest also seeks to provide services to libraries in order to meet the informational needs of all residents in the thirty-six cities and towns which comprise the Metrowest region.

Metrowest Staff

Sondra Vandermark, Regional Administrator

Beth Gallaway, Trainer/Consultant Youth Services

Rita Gavelis, Trainer/Consultant Technology

Carol Shilakowsky, Office Assistant

Judy Zomer, Administrative Assistant

Metrowest Executive Board 2007

Leslie Schoenherr, Past President Lexington Christian Academy

Dee Magnoni, President Olin College

Tom Jewell, Vice President/President Elect Waltham Public Library

Bobbie Myles, Clerk Lincoln Public Library

Cathy Lee, Treasurer Mass Bay Community College

Paula Polk, Assistant Treasurer/Treasurer Elect Morse Institute Library - Natick

Jeff Cramer    Thoreau Institute

Cynthia English Lincoln Sudbury Regional High School

Jeannette Hudson   Health & Human Development Programs HHD

Linda Stetson Millis Public Library

Paul Kissman MBLC Liaison

Metrowest Office

135 Beaver Street

Waltham, MA 02452

781-398-1819

888-383-8882 (Toll free - In State only)

781-398-1821 Fax

Metrowest Members

Members of Metrowest include academic, school, special, and public libraries, all with the goal of providing the best possible library service to their library users. Metrowest facilitates cooperative activities among the libraries that are its members and provides services to its member libraries to help meet the informational needs of all residents in the Metrowest region.

Metrowest Communities

Metrowest is composed of member libraries in thirty-six communities located west of Boston.

Acton	Dover	Medway	Sudbury
Arlington	Framingham	Millis	Waltham
Ashland	Franklin	Natick	Watertown
Bedford	Holliston	Needham	Wayland
Belmont	Lexington	Newton	Wellesley
Brookline	Lincoln	Norwood	Weston
Cambridge	Maynard	Sherborn	Westwood
Concord	Medfield	Somerville	Winchester
Dedham	Medford	Stow	Woburn

Evolving Metrowest Membership

Member Type	June 2003	June 2004	June 2005	June 2006	June 2007
Academic	28	28	28	28	28
Public	38	38	38	38	38
School	247	227	235	233	235
Special	52	47	49	50	50
Total	365	340	350	349	351

The graph below shows the members for FY2007 by library type.

Financial Information

The following graph shows the expenditures for each program and service category in Metrowest in fiscal 2007.

Member Activities

There are a number of ways for members to participate in Metrowest activities. The three most prominent action groups are the Executive Board (see above), the Council of Members, and various Metrowest Committees.

Council of Members

The Council of Members is comprised of the Director or an individual appointed by the Director from each public, academic, and special member library; one designated representative from the participating public school libraries within each public school district; and one designated representative from the participating private school libraries within each municipality. The Council of Members elects directors and officers of Metrowest. The Council approves the Plan of Service (goals, objectives and activities necessary to provide programs and services to the membership) and the Annual Budget to the Massachusetts Board of Library Commissioners for funding approval. The Council meets at least once each year.

The Council of Members Annual Meeting, was held at the Needham Public Library, November 8, 2006.

President Leslie Schoenherr welcomed everyone and asked attendees to introduce themselves and say how long each had worked at his or her current position. The answers ranged from “forever” to one month!

Rob Maier, Director, Massachusetts Board of Library Commissioners talked briefly about the evolution from three public library regions to six multi-type regions. He explained that state funding cuts since 2001 have placed immense burdens on local library budgets at a time when demand for services is rising. State funds administered through the MBLC are directed to supporting services that promote equity of access to library services so that residents of all ages across the Commonwealth have access to essential library collections, services, facilities and electronic content regardless of where they live. Through libraries, residents find information and knowledge to improve their lives, to support education, to build their communities and to sustain our democracy.

Next, Rob explained the handouts he provided with an overview of the FY2008 legislative agenda. There were requests for additional funding for seven line items in the State’s budget, but two line items, MBLC Administration and State Aid to Public Libraries, remained below FY2001 funding levels.

Rob also talked about two new MBLC committees. The State Aid Committee will assess the role of a state aid program in providing library services through review of the current program and review of approaches in other states, and will develop a next generation program for recommendations to the Board of Library Commissioners. Members from the Metrowest area include Janice Coduri, Wellesley Free Library, Pat Lambert, Dedham Public Library, plus Frank Murphy and Andre Mayer, trustees from Robbins Library, Arlington and Cambridge Public Library. The PR/Marketing Committee will develop a three-year PR plan for all libraries. Participating from Metrowest communities are Susan Flannery, Cambridge Public, Emily Salaun, Commissioner, and Stephanie St. Laurence, Tisch Library, Tufts.

Dee Magnoni, President Elect presented the FY2008 Plan of Service and budget and highlighted the database line item which was reduced to zero. Tom Viti, longtime member of the Budget Committee told the Council of Members that it is painfully obvious that more money is needed or services will be negatively reconfigured. The FY2008 Plan of Service and Budget were approved.

Paul Kissman, MBLC’s liaison to Metrowest, reported on several highlights from the 2006 Annual Regional Liaison Report. The Authentication Task Force, consisting of representatives from networks, regional headquarters, public, academic and school libraries, goal is to streamline how patrons log on to licensed electronic content. A needs assessment process consisting of focus groups and web surveys is nearly complete, with results to be published in December 2006. The Long Range Plan Subcommittee will develop a five year plan for MBLC. Committee members include Richard Poisson of the Mitre Corporation in Bedford.

Leslie Schoenherr reported briefly on planning sessions and the process of creating Metrowest’s FY2007-FY2011 Strategic Plan. She enthusiastically blew a horn in celebration of the many benefits to membership in Metrowest and gave a brief President’s Report. When commenting on the budget, she explained that Metrowest’s mandated plan of service requires many services but due to budget cuts, Metrowest cannot provide all of the mandated services in a robust manner. Leslie urged attendees to contact their legislators and ask for additional funding. She concluded by stating, “Metrowest is only as strong as our members.”

Metrowest Committees

There are three operating committees: Budget, Personnel, and Nominating. There are five Service Committees: Interlibrary Loan, Reference, Youth Services, Continuing Education, and a joint Metrowest/Minuteman Delivery Committee. The Continuing Education Committee assisted Metrowest staff develop an online survey to gather information about member continuing education needs. Survey results for Continuing Education are available on the Metrowest web site.

Metrowest Programs and Services

Metrowest provides a variety of programs and services to its member libraries through state funds administered through the MBLC. Many of the services are required by the MBLC. However, each of the six regions, through its members, can determine the weight given to each service.

Information about all programs and services can be found on the Metrowest Web Site at www.mmrls.org/metro_services.htm.

Delivery

Fifty-nine libraries participate in delivery (courier service). This service facilitates resource sharing among libraries. In FY2007 3,050,450 items were carried in the delivery system. In addition, 760 items were mailed to those member libraries not served by the courier service.

Continuing Education Programs

Metrowest staff presented over 75 sessions, and an additional 50 programs were offered by outside consultants. Metrowest member librarians co-presented several programs. Twenty-five sessions were held at public and school libraries locations. Metrowest collaborated with MSLA to provide workshops of particular interest to school library members. A number of non-Metrowest regional members attended our training opportunities—see other on graph below. Total attendance for FY2007 programs was 1,016, a decrease from 1,192 attendees in FY2006. Web 2.0 topics were very popular, along with Editing Photographs, Dreamweaver, and CSS. A second round of “Storytelling with Sherry Norfolk,” funded through the LSTA grant was provided. By the end of FY2007 Metrowest staff was offering one online class per month, and an average of two “workshops to go,” classes taken right to a member library. These offering are a continuation of brainstorming ideas from the 2004 Council of Members Meeting.

The graph below shows the attendance at programs by type of library.

Advisory and Technical Assistance

Metrowest staff responded to 1,855 telephone/e-mail/IM requests, providing information on topics such as delivery, electronic databases, MassCat, youth services, and Summer Reading. The chart below provides a breakout of the 126 contact hours by type of libraries for in-depth questions.

Metrowest staff went on 21 site visits, meeting with members at their libraries about a variety of subjects, including regional services, weeding, long range planning, and MassCat.

Supplemental Reference

Supplemental reference is a variety of services funded by Metrowest that assist member libraries to better meet the needs of their library users.

Reference and Research Services

The Newton Free Library answered 15,249 reference questions from non-resident patrons and 98 questions from member libraries during FY2007.

Electronic Databases

In cooperation with the Massachusetts Board of Library Commissioners and the six Regional Library Systems, InfoTrac/PowerSearch and Newsbank were provided to all members. Also, Metrowest subscribed to FirstSearch and Worldbook Online for all members. In addition, Metrowest subscribed to The New York Times Historical for use in public libraries, and for any person using a public library card from home or work. The entire number of member database searches in FY2007, both in-library and remote searches total approximately 3,643,109. School and academic members were the highest users of the databases. Access to online content remains a priority service for Metrowest members.

Interlibrary Loan

Metrowest provides mediated ILL services through the Wellesley Free Library interlibrary loan center. During FY2007 the Wellesley Free Library facilitated 8,246 mediated interlibrary loan requests from regional members.

MassCat

MassCat is a joint project funded by five of the six regions. Member participants have access to an online union catalog of their holdings. Membership has decreased since a membership high of 145 members in FY2005. By the close of FY2007 there were only 31 Metrowest libraries participating in MassCat. A pilot project placed a minimum of two MassCat libraries from each region on delivery. The result was a significant increase in interlibrary loan activity. In Metrowest there were 168 ILLs, more than double the previous year.

One reason MassCat has been unable to grow is due to the near level funding for the regions. The regions and the MassCat manager have been concerned about the decrease in participation. In April 2007 the Steering Committee developed an RFP and went out for bid on a new system. It will be very exciting to report next year on MassCat.

Supplemental Services

Participation in supplemental services allows libraries to save money through a statewide bid process. Libraries are offered annually an opportunity to opt into the bid process.

Purchasing Cooperatives

In FY2007 112 libraries participated in the two purchasing cooperatives; library supplies and library materials. This was a slight increase over FY2006. It is projected that a library can save 30% on the cost of library supplies and 40% on the cost of library materials. This statewide program is managed through a contract with the Western Massachusetts Regional Library System.

Summer Reading

“What’s Buzzin” was the theme for the 2006 summer reading program. This program is another service offered by the regions on a statewide basis. Of the 35 member libraries reporting for the summer of 2006, there were 20,907 participants in the program. The theme for the summer of 2007 is “Catch the Beat.”

Metrowest Web Site

The Metrowest web site is more than just an index of links, it is a vibrant, evolving hub for our members to find, share, and learn about the information and issues that affect them as librarians in Massachusetts. In an effort to keep up with people’s expectations of what our web site should be, we at Metrowest constantly work on our site to:

§ Be more dynamic, with information and news that’s regularly updated

§ Incorporate blogs, audio, and images

§ Reach a broader audience by using CSS and Web standards in the design

§ Be a primary source for our Continuing Education Materials and Resources for our members

Our blog averaged 259 hits a day. For FY2007, there were a total of 79,586 hits, almost a 49% increase over FY2006.

The Metrowest Web Site (www.mmrls.org) had 1,991,613 hits in FY2007, an increase of nearly 89% over FY2006. Program announcements, continuing education schedules, class registration forms, job opportunities, and surveys all are made available on the site. The graph below indicates the growth in use of the Metrowest web page as a communication tool for the members.

LSTA Funded Afterschool Storytelling Club, year two

A second two-day storytelling training workshop with celebrated storyteller Sherry Norfolk was held in September 2006. The training opportunity was made available to librarians from all of the regions. Several libraries from outside Metrowest participated in the Storytelling.

The Afterschool Storytelling Grant was part of the Jordan Miller Program at MLA on Friday May 4, 2007 at 8:30 AM. Librarians Daryl Mark from Cambridge and Bonnie Rankin from Chelmsford presented about the grant; storyteller Tony Toledo performed and lead wonderful exercises that encouraged audience participation; teen Arjun performed and was stupendous. The program generated interest in the grant, and we raffled off a bag of storytelling books to a lucky winner.