Maine Library Commission Minutes, November 3, 2008

The Maine Library Commission met at the Maine State Library on Monday, November 3, 2008 at 1:10 pm.

Members present: Karl Aromaa, Charles Campo, Inese Gruber, Barbara Harness, Molly Larson, Barbara McDade, Elizabeth Moran, Steve Nichols, Steve Podgajny, Jamie Ritter, and Joyce Rumery.

Members absent: Gretchen Asam, Charles Cawley, and Moorehead Kennedy.

Also present: Dean Corner, Shirley Helfrich, Linda Lord, Janet McKenney, James Jackson Sanborn, Gail Waddell, Ellen Wood, and Stephanie Zurinski.

Minutes:

On a motion by Moran and a second by Rumery, the minutes of September 8, 2008 were unanimously approved.

State Library Web Site Developments:

Ellen Wood described the benefits of web development using the free tools and free hosting provided by the State. The State Library site is designed for full accessibility as is our mobile site.

There are library directories that can be searched by name of library, location, director, county or school district. The most viewed MSL web page is and has always been the “Job Jar” listing of library jobs in the state.

WebJunction:

Janet McKenney noted the large number of free courses available through WebJunction for both degreed and non-degreed library staff. There is much information for small libraries about automation and library management including fundraising. The Wimba classroom is used for meetings and webinars for web conferencing.

E-Rate:

To receive E-Rate funds, libraries must submit a technology plan. Linda reported that this year the 710 schools in Maine will be handling their own E-Rate applications for MSLN connectivity and ISP services.

Maine InfoNet:

James Jackson Sanborn reported that InfoNet is negotiating a new contract with the State’s integrated library services vendor, Innovative Interfaces. He is optimistic about the initial proposal from III and negotiations continue. Important parts of the new contract will revolve around the fees for new libraries to join the Minerva group and the costs of migration to a new server for MaineCat.

There was a good pool of applicants for the vacant InfoNet systems librarian after the job was announced a second time. This position provides Minerva and SOLAR libraries with technical assistance. However, with the State hiring freeze interviews have been postponed.

The Downloadable Audio Book project (DAB) is in part funded by a New Century grant. Over forty libraries have registered to be a part of this service and $18,000 in membership fees has been collected. Membership ranges from $200-$1,500 depending on the service area population of a library. Libraries will have access to 15,000 titles and DAB is slated to go live in January 2009.

Budget:

Gail Waddell reported on the 10% targeted budget decrease for all State agencies. For MSL in FY10, $373,843; in FY11, $381,799. We have met this cut by reducing our personnel costs for computer support (position transferred to OIT) and support services (position transferred to DAFS). Three general fund positions, currently unfilled, were eliminated and two general fund positions will be lay offs. Books were cut by $45,160 in FY10 and $42,063 in FY11. Periodicals and serial continuations were cut by $32,000 in each FY.

All vacant positions have been frozen and all state travel has been cancelled unless it produces revenue for the State.

State Bond:

Linda reported that the Cultural Affairs Council has asked the State for a stand-alone $10,000,000 bond issue. Part of this would fund our New Century grants.

Rulemaking (Linda):

The Maine Library Commission is the only cultural agency without rulemaking authority. Senator Bill Diamond is sponsoring a bill to provide the Commission with this authority. This bill will give the Commission the ability to adopt rules.

Cultural Affairs Council public forums:

Inese Gruber and Steve Nichols reported on the October 29 forum held at the Maine Historical Society in Portland. Most of the attendees were from the cultural agencies. They stated that the biggest obstacle they face is lack of funding. The CAC as an administrative body is not obvious. There is no way to communicate with it; no name recognition.

Discussion of libraries focused on quality of place and that libraries are important during economic hard times. There was also comment that the relationship between the New Century program and the CAC is not clear nor is the way the grant money is distributed.

Consultants:

CMLD – Stephanie Zurinski reported that during the Maine Municipal Association conference in Augusta a booth was sponsored and featured promotion of MARVEL.

The tri-council fall meeting featured a presentation by Joan Frye Williams, futurist, on how to keep libraries relevant. There were approximately 200 attendees.

She is visiting libraries in the CMLD and is finding that they need help with policies, long range planning, and automation.

SMLD – Shirley Helfrich reported that the SCOOP cooperative purchasing (books, furnishings, equipment) contract is expiring at the end of June 2009.

She is looking at ways to streamline the ordering process.

A district liaison committee has formed to look at libraries in the state as a whole rather than on a district-by-district basis.

Trustee forums will be set up throughout the state with special focus on funding and grants. She has found that library trustees don’t have the tools they need to operate, and there is a lack of policies at the local library level.

The libraries that had “makeovers” are continuing to make progress transforming their libraries’ interiors after the initial session.

Nominating Committee (Steve Podgajny):

The committee (Barbara McDade, Moorehead Kennedy and Steve Podgajny) has proposed the following officer slate for a two-year term: Jamie Ritter, chairman; Karl Aromaa, vice chairman. A motion to accept the Nominating Committee’s report was moved by Moran and seconded by Rumery. This passed unanimously. On a motion by Campo and a second by Gruber, the Commission unanimously elected Jamie Ritter as chairman and Karl Aromaa as vice chairman.

Steve thanked outgoing chairman, Steve Nichols, for leading the Commission during the past two years.

The Nominating Committee also discussed the role of the Commission. The committee suggested that Commission by-laws be revised and an executive committee be created to support the work of MSL between meetings. This is especially important in the transition period between State Librarians and in this time of fiscal distress.

Rumery asked if the Commission should meet more often. Does the Commission have the structure to do its work?

Lord suggested meeting with a “kitchen cabinet” to include the ARRC directors, Commission Chair and Vice-Chair and others appointed by the Commission Chair.

Moran suggested that the Commission needs to be more engaged and the creation of an infrastructure would help do that.

Campo moved that the Commission chair appoint a committee to consider the current state of the Commission and to bring to it some talking points at the next meeting. This was seconded by Rumery and passed unanimously.

2009 meeting dates (first Monday of the month):

January 5, February 2, March 2, May 4

Adjournment at 2:55 pm

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