Meeting called to order @ 2:40 P.M.
Present: Paula, Polk, President; Leslie Schoenherr, Vice President; Tom Viti, Treasurer; Jeanne Smyth, Clerk. Board members, Judith Jackson, Kim Charlson, Tom Jewell, Cathy Lee, and Bobbi Myles. Also in attendance; Sunny Vandermark, Regional Administrator and Paul Kissman, MBLC.
Paula Polk reported that after working with Eastern for several months, a misunderstanding regarding the cost of delivery has occurred. Eastern did not seem to understand that 63,000 items a week needed to be delivered. Paula and Sunny had 3 meetings with senior staff members from Eastern. Eastern is looking for $38.05 a stop, bringing delivery cost over $500,000. Sunny stated there are few vendors to provide this service. Paula Polk stated that Minuteman is looking at ways to provide more efficient service. Minuteman has set up a Best Practice Task Force. Paula noted that the Board has agreed to pay $38.05 a stop for this year, but in July 2007 there will not be enough money to cover the increase. Tom Jewell felt the Board needs to find money for delivery. Paul Kissman said that Rob Maier of the MBLC is looking to get funding for delivery. Tom Jewell added that Metrowest does not have much leverage with Eastern, and without an increase they will end the contract. Tom explained that Eastern is making a 20% margin, and they need to employ 6 sorters, 5 drivers, and a manger to oversee the employees. Eastern is looking to rent more space for the operation, but is looking at a year commitment from Metrowest. Paula felt Minuteman patrons need to lobby their legislators. Judith Jackson asked about what type of items are being delivered. Sunny noted 40% of the material delivered is audiovisual.
Tom reported that there are no changes in the FY2006 Budget, unless we change the $38.05 delivery rate. Tom asked about building efficiency into the delivery service with Tom Jewell responding that Eastern is looking at getting a cost estimator. Tom said funds in the Database Account in FY2006 go to pay for databases in 2007, adding $121,833 is from the MBLC’s 9506 account will for databases. If the $38.05 figure stands, we will have no funds for databases in FY2007. InfoTrac will be paid for by the MBLC, FirstSearch will be paid for from part of the $70,000 in the NELINET Account. $15,000 in the interest account will go to Strategic Planning. Tom pointed out that there is still $90,000 in the interest account and $25,000 in the MassCat Account. A motion to approve the Revised FY2006 Budget passed. (Jewell/Lee)
Tom concluded by stating the Board should be looking at ideas for spending the interest money. Tom added that the Budget Committee had approved spending interest money on the following:
1. Purchasing 3 laptop computers
2. Purchasing a large flat screen monitor
A motion to purchase 3 laptop computers and a flat screen monitor was approved. (Myles/Jackson)
A motion to spend $15,000 from the Interest Account for the Strategic Plan was approved. (Lee/Jewell)
Tom Viti told the Board that the FY2007 Budget includes a 2% cost of living increase and a potential 3% step increase for Metrowest employees. Tom said that 9506 money is not in the FY2007 Budget, with no funds for databases. The FY2007 Budget will have a $30,000 short fall if the delivery rate is $38.05.
Line item A. Books and Other Library material is reduced to 0, with that money going into delivery. A motion to amend the FY2007 Budget was passed. (Viti/Schoenherr)
Sunny reported that the MBLC Meeting on Regional Reference was canceled. The MBLC received written comments on Regional Reference, with 60% of the comments wanting a change, 40% wanting the status quo.
Laura Walters was not present, but Paula Polk told the members that there is no Vice President or Lay Representative for the 2006 Term. A motion to approve the Executive Board Slate was approved. (Viti/Schoenherr)
Paula Polk told the Board that there would not be a speaker at the Annual Meeting. Beth Galloway had been working on getting a speaker, but was not able to work out scheduling conflicts. Paula reminded members that the Annual Meeting will be at Olin College at 3:30.
Paula stated that $15,000 has been allocated for Strategic Planning. Becky Schreiber has been contracted to work on the plan, with hopes of completing it at the end of June.
Sunny attended the MSLMA (School Library Media Specialist) Conference with Beth. The school librarians voiced their need for access to databases.
Paul Kissman reported on the MBLC’s PR program, “Start at your library, and see where you end up.” Paul told members the MBLC is holding a workshop on “Basic Steps for Successful Fundraising on November 5th. Paul noted that October 19th is Massachusetts Public Library Construction Advocacy Day. The purpose is to get legislators to pass Senate 1841, the $75 million public library construction bond bill. Paul spoke about the FY2007 LSTA Grant round that will begin in November. One new grant program is to serve “Tweens and Teens.”
Bobbi Myles told the Board that Jeanne Munn Bracken, Reference Librarian at the Lincoln Public Library was nominated for the New York Times Librarian Award.
Meeting adjourned at 4:28 P.M.
Jeanne Smyth,
Clerk
I attended the Regional Reference Hearing in Palmer on September 15. The MBLC received 21 written statements about the proposed regulations prior to the deadline of September 21, 2005. Rob is giving a report to the Commissioners at the October 6th Board Meeting. A vote is planned for November. (The October 6th MBLC Meeting was canceled and will be rescheduled.)
Although we have a signed contract with Eastern Connection we are still having many meetings on delivery. We are attempting to find a balance between our funding capabilities and the delivery company’s request.
The delivery summit was on September 20th. Paula Polk was a participant on one of the panels. Lynda Willis, Winchester Public Library Director and President of Minuteman also attended. I have included a copy of the Delivery Summit Summary Report as part of the consent agenda. The Report summarizes the results of the small group exercise held at the end of the summit. At the PALS meeting it was agreed to set up a Delivery Task Force to implement and/or further examine some of the recommendations from the summit. I am one of three Regional participants.
The Planning Committee for the MBLC funded Leadership Institute had a final follow-up meeting on September 23rd. We agreed to plan the first Leadership participant get-together in mid-December and to pass the baton to a new group of planners at the end of October. We need to take advantage of the Leadership qualities of the Institute participants.
PALS (Presidents, Administrators, and Liaisons) met on September 28th at the MBLC’s new offices. Among the topics discussed was the delivery summit (see above), the MBLC’s potential Legislative Agenda and the FY2007 budget, a brief review of the MBLC’s strategic planning process, and an update on Regional Reference.
The Metrowest Budget Committee met on October 3rd to review its earlier work. The new request for delivery fees has negatively impacted on several proposals for new services. Please see the enclosed memo with the FY2006 Budget revision(s).
Barnes & Noble has created a program to support libraries in MA. People shopping at any Massachusetts Barnes & Noble on December 2 or 3, 2005 will have a percent of the proceeds go toward library funding. Vouchers will be available for use when making purchases. More details will be forthcoming.
Metrowest is one of three regions receiving funds from Verizon for literacy grants. The four Metrowest libraries are Cambridge, Framingham, Holliston, and Natick. Metrowest will receive administrative funds for this process.
We mailed re-certification forms to all of our school libraries. Each school must returned signed forms documenting that it has a certified school library teacher or a MLS librarian if a private school. We do this process every other year as it is very time consuming. On a positive note it allows us to be sure we have the correct information for each school. Approximately one-quarter of the schools have responded to date.
Invoices for school library participants in MassCat have been mailed.
Please note the staff quarterly reports as part of the consent agenda. In addition, Beth did a SWOT analysis with the Youth Services Committee, resulting in some interesting data for her work.