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Members Present:
Chair Mark McKenney, Alice Barrows, Donna Good, Deborah Barchi, Mary Cummings, Tovah Reis, William Allen, Peter Deekle, Phyllis Harnick, Cristina Amedeo, Donald Deignan, Leslie McDonough

Members Absent:
Jay Litman, Joshua Teverow, Joan Ankner, Rose Ellen Reynolds

Present from the Office of Library and Information Services (OLIS):
Anne Parent, Beth Perry, Donna DiMichele, Karen Mellor, Chaichin Chen, Laurie Scialabba

Observers:
Joan Ress Reeves; Kathy Ellen Bullard, Providence Public Library; David Macksam, Cranston Public Library

The meeting was convened at 4:40 p.m.

I. MINUTES OF THE PREVIOUS MEETING

The minutes of the September 15, 2003 meeting were unanimously approved.

II. REPORT OF ADMINISTRATION

LSTA has been reauthorized at $238 million, and has been signed into law as H.R. 13 the Museum and Library Services Act of 2003. The appropriation levels currently being discussed in the House and the Senate would result in a slight decrease for RI from the current levels of funding ($823,000) for federal FY 2004.

The State Study Group for Rhode Island Libraries, which includes OLIS, is sponsoring the program, “The Experience Economy and The Future of Rhode Island,” with guest lecturer, James H. Gilmore, on Tuesday, November 11, 2003 from 9 to noon at the Multicultural Center of the University of Rhode Island in Kingston. A copy of the press release was distributed.

The Governor’s Fiscal Fitness team presented its recommendations about Library Services to the Mr. Higgins, Director of the Department of Administration last week, and those approved by Director Higgins will be forwarded to the Governor this week. Director Higgins will be leaving state service at the end of December. Recommendations are expected to be made public in mid-November.

Ms. Parent attended an orientation to IMLS services in Washington, D.C., and also attended the “Pavilion of States” at the National Book Festival on the National Mall, both at IMLS’ expense. Melody Allen of OLIS staff and Louise Moulton of Center for the Book were presenters at the Rhode Island booth. The Pavilion of States was sponsored by the Chief Officers of State Library Agencies (COSLA.) Rhode Island authors and children’s services were highlighted at the booth.

Ms. Parent explained that ever since the bottom line of grant-in-aid reached the 25% mark in 2000, there were some public libraries for which the 25% would be less than they received in the prior year, because of the former Resource Sharing grants. These libraries have been “held harmless”, continuing to receive that same amount, while all the other libraries have received slightly less than 25% as a result. In response to the inquiry about the origin of the resource sharing grants, Ms. Parent stated the resource sharing grants were used to help the public libraries join CLAN since the initial cost to join CLAN was prohibitive for the smaller libraries. . Libraries that are not in the category of being “held harmless” have expressed concern about continuing this practice. In FY 2001 approximately half of the libraries were hold harmless libraries. This number has dwindled to about nine libraries that would be hold harmless libraries in FY 2005. At the last meeting of the Public Library Directors, Ms. Parent proposed phasing out the concept of hold harmless over the next three years, by one third each year, so that those libraries would be held 2/3 harmless in FY 2005, 1/3 harmless in FY 2006, and all would be level by FY 2007. The Proposed State Library Aid, FY 2005 was distributed. The Proposed State Library Aid, FY 2005 shows what the distribution of grant-in-aid would be if grant-in-aid is funded at 25% in the FY 2005 Governor’s Budget. Ms. Parent is requesting that the Library Board consider this proposal, including the phase-out of the “hold harmless” practice.

Recruitment for the Library Program Specialist position in Talking Books Plus has not yet taken place due to budgetary issues. The bid process for the contract for housing and shipping of materials was challenged and the process has begun again. New bids were opened last week, and barring further challenges, it is hoped that the contract will be awarded shortly.

Ms. Parent spoke at the South Providence Public Branch Library reopening on September 28. Ms. Mellor was present for the groundbreaking ceremony for the library in Exeter that was held last week, with construction to begin on November 1. Exeter is the last community in Rhode Island to have its own library.

III. CHAIRPERSON’S REPORT

Chair McKenney reported that term of service for some Library Board members would expire on December 31, 2003.

Chair McKenney reported that the letter of support to the LORI Committee for its efforts in encouraging the establishment of a virtual library catalog for Rhode Island residents and libraries would be sent shortly.

IV. COMMITTEE REPORTS

Committee on Public Relations
The Continuing Education program, “The Top 10 Reasons Libraries Fail to Get Media Attention,” featuring Dave Layman, library trustee and former television and radio personality, was held on October 8 with 30 attendees. Establishing a relationship with the media was one of the suggestions from Mr. Layman that will be discussed at the next committee meeting.

The committee would like to publish a “Quotable Facts about Rhode Island Libraries.” Contributions of facts and general items about Rhode Island libraries would be appreciated.

Committee on Legislation
No report.

Committee on Planning and Budget
No report.

V. UNFINISHED BUSINESS

None.

VI. NEW BUSINESS

Ms. DiMichele reported that a public hearing was held on October 14 for the new Library of Rhode Island (LORI) Standards. Four librarians attended, and one written comment was received inquiring about the requirement that libraries submit a technology plan. The author argued that school libraries often do not have individual plans, but use the technology plans of the school district. No oral comments were made at the public hearing. OLIS staff discussed the written comment, and felt that the resolution involved a procedure rather than a policy. It was agreed that, as needed, to fulfill the technology plan requirement, a school library could submit a district’s technology plan with a statement showing how the school’s technology plan is incorporated in the district plan and how the district plan includes the components required in the Standard’s technology plan. Ms. DiMichele responded verbally to the written comment; and reported that that party was satisfied with the decision.

The Library Board of Rhode Island moved, seconded and unanimously approved the new Library of Rhode Island (LORI) Standards that regulate participation in the LORI network.

Ms. Mellor reported that a public hearing was held on October 14 for the change in the performance of the audit in the regulation for the public library construction/renovation reimbursement funding. No responses were received, and no one attended the public hearing.

The Library Board of Rhode Island moved, seconded and unanimously approved the change to the regulations for public library construction/renovation reimbursement funding under 29-6-6 of the Rhode Island General Law recommended by the state’s Bureau of Audits whereby the Department of Administration or its designee would perform the audit rather that the library submit an independent audit.

Ms. Amedeo stated that Travelers Aid of Rhode Island was not accepted as an address to obtain a public library card at Providence Public Library. Currently, there are three families with eight children living at Travelers Aid. Ms. Parent responded that the Library Board could not set policy for the CLAN network, but that she had asked staff to investigate network policies on this matter. The result of an OLIS staff investigation of CLAN, URI and RIC was that anyone can use the library and its materials within the library, but proof of residency is needed for borrowing items. Ms. Parent also noted that in some other states, a letter from the shelter is allowed. As the OLIS representative to the CLAN Steering Committee, Ms. Parent offered to bring this up at its next meeting. The issue is one of responsibility to the taxpayer versus the loss of library materials. At her request to assist, Ms. Bullard responded that Providence Public Library will allow borrowing if the agency will vouch for the materials. Ms. Amedeo responded that the social worker assigned to the family would be responsible. Ms. Bullard offered to speak with Ms. Amedeo after the meeting, and said she was hopeful that a resolution could be reached. Mr. Macksam stated that not all public libraries adhere strictly to CLAN policies on proof of residence, and that the Cranston Public Library also accepts letters from homeless shelters when necessary.

The Library Board of Rhode Island moved, seconded and unanimously approved the Proposed State Library Aid, FY 2005, reflecting a bottom line of 25% of appropriations and expenditures from two years previous, and whereby the distribution of state grant-in-aid amounts reflects the phase out of the “hold harmless” practice by one third in FY 2005, its first year.

VII. PUBLIC COMMENT

None.

VIII. AGENDA FOR FUTURE MEETINGS

The next meeting of the Library Board is scheduled on Monday, November 17, 2003.
The February 16, 2004 meeting date was changed to February 23, 2003 so as not to interfere with the Presidents Day holiday that some Board members will observe.

The meeting adjourned at 5:50 p.m.