Attendance
Co-chairs: Abby S. Milstein, Frank J. Macchiarola
Co-Vice chairs: Paul W. Crumlish, Martín Gómez
Members: Sandra Kennedy Bright, Monroe Fordham, John Hammond, William L. Jefferson, Sara Kelly Johns, Gail Johnstone, Gerald Nichols, Janet Steiner, Sarah E. Thomas, Betty J. Turock
Excused: John O’Rourke, Harry Rosenfeld, Edward McCormick
Ex-officio Members: Carole F. Huxley, James C. Dawson, Janet M. Welch
Commission Staff: Jean Hargrave (Coordinator), Patty Case (Secretary)
Observers: Carol Ann Desch, Marilyn Douglas, Susan Keitel, Liz Lane, Sara McCain, Pat Mallon, Joseph Mattie, Maureen Read, Fran Roscello, Anne Simon, Fred Smith, Pat Webster, Nancy Zimmerman.
Recorder: Patti Chandler
Introduction
The first full meeting of the Regents Commission on Library Services convened at 10:30 A.M. at the New York State Library in Albany, NY. Commission Co-chair Abby S. Milstein welcomed the group and provided introductions.
Background and Overview
Regent James C. Dawson provided an overview of the charge to the Commission from the Board of Regents. The Commission was first suggested in 1993 by Joseph Shubert, former State Librarian. The Board of Regents authorized the Commission in 1995. Private sector funding for this endeavor was sought but was not forthcoming. In 1998, State Education Commissioner Richard Mills agreed to provide State Education Department budgetary support for the Commission.
Regent Dawson announced that Regent Robert Johnson will serve as an ex officio Member of the Commission and will attend future meetings.
Charge
The Board of Regents asked the Commission to articulate a vision for libraries
in New York State as they move into the 21st Century. Specific points in the overarching look at library
service in the future are:
Discussion of Issues
Dr. Macchiarola asked Commission members to be goal-oriented. He emphasized the need to come to a consensus for the purpose of achieving goals and the overall goal of improving library services to the people of New York State. He observed that improvements of public resources would not be achieved without costs.
Division of Leadership Responsibilities
Ms. Milstein will take responsibility for Commission meeting leadership; Dr Macchiarola will take responsibility for hearing leadership. Dr. Macchiarola stated that the Commission will begin its work by forming two task forces or sub-committees. A Task Force led by Co-Vice Chair Paul W. Crumlish will focus on providing the greatest access to library service in the twenty-first century and will include issues of access dealing with basic and acceptable library service, physical conditions of libraries, physical accessibility to libraries and access to technology. The second task force, led by Co-Vice Chair Martín Gomez, will identify a vision of library service for the twenty-first century. The groups would join forces to examine issues of funding, governance and visibility for libraries.
Task Forces
Each Commission member will work primarily with one group or the other, but all members will be provided information about both groups and may participate in both groups. Overlap between sub-committees was acknowledged, as was the need for fluid communication between the two groups. The Co-chairs will serve as members-at-large of both task forces. Experts, other than those on the Commission, will be invited to serve on the Task Forces and are encouraged to volunteer to participate in the work of the Task Forces.
Honorary Members
There are plans to appoint two distinct groups of honorary members. One will consist of public officials who will advise the Commission, participate in hearings and other official functions and help with the implementation of recommendations. The other honorary group, composed of well-known celebrities and opinion-makers/shapers, will advise the Commission and advocate for the implementation of recommendations. More information about both groups will be provided as it becomes available. Ms. Milstein explained that we want Legislators involved throughout the entire process. She asked for suggestions for Honorary members.
Legislative Authority
Mr. Nichols discussed the role of the State and the role of local libraries. He questioned the right of the Regents Commission in making recommendations that will affect the future of local libraries. Regent Dawson pointed out that part of the Commission’s charge is to look at laws and regulations that affect libraries and suggest changes that will improve library services. (A booklet, Excerpts from New York State Education Law, will be distributed to the Commission members.) Regent Dawson noted that Sections 273 (Apportionment of state aid) and 284 (State aid for school library systems) of Education Law both relate to state aid for libraries.
Timeline
Ms. Milstein noted that the draft timeline will be updated. Our goal is to incorporate Commission recommendations as part of the Regents Legislative Proposal by the fall of 2000. Six full Commission meetings are planned – 3 to be held in Albany and 3 to be held in New York City. The next meeting will be in NYC and at that time, subsequent meeting dates will be discussed. The draft timeline calls for regional hearings this fall to be held in Albany, Central New York, Western New York, New York City and Westchester/Long Island. We will then meet as a full Commission in January. There will then be a six-month period to gather information with one meeting in the middle of that period in March or April. In September 1999, we will then commence drafting a report. In January of 2000, there will be another full meeting and then another series of regional hearings. The final report will be presented to the Regents in June of 2000.
NYLA Conference
Mr. Crumlish announced that the New York Library Association (NYLA) conference, scheduled for October 27 through 31, will provide an opportunity to communicate with the library community about the Commission. Mr. Crumlish noted that Commission Members will be invited to attend the NYLA Conference, which is being held in Rochester this year, as guests of NYLA. With the exception of those who are NYLA members, Commission Members will get free registration. NYLA, however, cannot pay for travel or lodging. On Thursday, October 29, Commissioner Mills will deliver the Conference keynote; we hope he will use this as a platform to launch the Commission. A forum, scheduled October 29 at 2:00 P.M.–4:00 P.M., is planned to provide NYLA members with the opportunity to discuss the Commission with Commission members. The Board of Regents and Commission members are invited to participate in the forum. All are invited to attend the Joseph F. Shubert Library Excellence awards and reception, sponsored by the Regents Advisory Council on Libraries, immediately following the program.
Task Force on the Vision for Libraries in the 21st Century
Mr. Gomez, Task Force Leader, said that, in planning, the Co-Chairs and Co-Vice Chairs took a broad look at what the Commission could achieve. What would the vision of library services look like if we could start over with a blank slate? What is the role of the New York State Library to shape that vision? What will our service needs be over the next 15-20 years? Technology is a major influence. The third statewide technology plan is in place. Another potential influence is the Gates Library Foundation grant program. We need to look at how we can make 21st century library service in New York State a model for the nation. Mr. Gomez discussed the importance of public involvement in the work of the Commission. He asked Members to think of strategies to insure the broadest possible citizen involvement throughout the process.
Task Force on Providing Greatest Access to Library Service
Mr. Crumlish, Task Force Leader, said there is currently no legal right to local library service in New York State. Some New Yorkers, as many as 1.3 million, do not have access to a basic or acceptable level of library service. The quality of library service in New York State varies from extraordinary to non-existent. Every New Yorker, regardless of geographic location, economic or physical limitation or institutional affiliation, should be guaranteed access to library services similar to the guarantee New Yorkers have to a basic education. We need to define a basic and acceptable level of service. A constitutional amendment to mandate library service has been discussed and has support from some Legislators. Legislative supporters of libraries have suggested that the Commission should develop recommendations that are "both bold and agreeable".
A Seamless Web
Ms. Steiner asked how Commission work would apply to school, academic and corporate libraries. Mr. Crumlish said that libraries should form a seamless web. Why should it make a difference to users how the books flow? Less than 25% of school libraries in New York State have Internet access. These are equity issues as much as local public library service. Some libraries in public higher education institutions have limited their community obligation to walk-in privileges and are charging service fees for borrowing.
Overlapping Issues
Mr. Jefferson observed that the two subgroups, as explained by Mr. Crumlish and Mr. Gomez, appear to be intertwined. Mr. Crumlish acknowledged that there is some overlap, but he considers it necessary to divide up tasks if the Commission is to accomplish its charge according to time schedule. Mr. Nichols pointed out that the Commission was first conceived by former State Librarian Joseph Shubert as a group that would focus primarily on issues of free direct access. Dr. Macchiarola said there is a difference in saying that burdens are assumed where resources are not there. Therefore, the Commission must focus more generally on issues of entitlement to library services.
Commission Report
Dr. Fordham asked how the draft of the Commission report will be produced. Dr. Macchiarola noted that this has not been decided, but speculated that we would hire a professional writer to produce the report.
Background Binder
Regent Dawson noted that the Binder provided to each Commission Member contains useful background information. He suggested that Commission Members contact the Commission office to get copies of some of the suggested readings. In the section on "Library Funding Sources", The Factbook (D.4), an annual publication, provides information about state aid recommendations and the legislative agenda. Ms. Welch explained that the binder format was chosen so that materials could be added and updated easily. The Binder includes a series of documents on equity of access in NYS which provides background on where we are regarding access to electronic information in New York’s libraries. Ms. Welch noted that the Binder provides information on types of libraries other than the 700 some public libraries in New York State. (There are over 7,000 libraries in NYS all one way or another linked with statewide sharing of access to services. Only 700 are public – the majority are school libraries.)
Requests for Information
An attempt was made not to overwhelm Commission Members with a high volume of materials, but to provide citations to materials and give Members the option of requesting it. Although the entire report of The Free Direct Access Task Force is not included, it is cited as B.6 in the Background Binder and will be provided upon request. Additional information can be requested from Ms. Hargrave, who will coordinate information needed by Commission Members. Please make suggestions to her for additions to the Binder.
Background Information Needed
Dr. Turock recommended that we identify some readings on the visioning process and that we provide an environmental scan and a market analysis for libraries in New York State. An environmental scan will provide Commission members with an understanding of the overall situation, including external and internal forces and trends and an analysis of existing and potential stakeholders. Mr. Jefferson said that baseline data will help us measure where we want to be. We need to know what impact the libraries of the State have had to date on the economy and the quality of life in New York State. We need to have a clear understanding of the differences in levels of service that occur in different parts of the state and the reason for this inequality.
Ms. Steiner requested that a history of the library systems and maps showing public, school and reference and research resources library systems be provided. Ms. Steiner observed that we need to know where society is moving in the 21st century. This will help us think more globally about how libraries will function in the society of the future.
Library Funding
The Binder also provides background on library systems and current state and Federal aid to libraries ($88.5 million in state funds and $8 million in Federal). Local support for libraries differs greatly in New York State. Mr. Nichols pointed out that libraries are created locally, not by state government. A challenge to the Commission is to find a way to achieve a more uniform standard of library service to the people of New York State. Mr. Crumlish observed that for some libraries, state money is a significant part of their over-all budget, and in others, it is a very a small portion of the library budget. The distribution of state aid is not always determined by need.
The lunch break began at 12:30. Regent Dawson introduced Commissioner Richard Mills as the guest speaker at lunch.
The meeting reconvened at 1:40.
Vision of Library Services
Dr. Turock made a presentation on "New York Libraries in the Twenty-first Century: Connecting Communities Around the State, Around the Nation and Around the Globe". Her findings identify the library of the future as all of the following: a location; a place of free and quiet space; a place of dynamic debate and intellectual stimulation and an on-ramp to the information highway. Libraries and librarians will serve the public interest and connect communities by assuming the following roles: knowledge provider; knowledge gateway; knowledge teacher; knowledge organizer; knowledge creator; knowledge partner and knowledge advocate.
Commission members joined one of the two subcommittees for discussion.
Providing the Greatest Access to Library Service
The following Commission members joined the discussion on providing the greatest access to library services: John Hammond, Gail Johnstone, Gerald Nichols, Janet Steiner and Bill Crumlish (Task Force Leader)
Some of the suggestions discussed were:
Mr. Crumlish reported that his subcommittee will devise and refine a set of general open-ended questions or proposals that will set the parameters for discussion at public hearings.
Vision of Library Services in the 21st Century
The following Commission members joined this discussion about the vision of library services in the 21st century: Monroe Fordham, Sandra K. Bright, Carole Huxley, James Dawson, William Jefferson, Sara Kelly Johns, Sarah Thomas, Betty Turock, and Martín Gómez (Task Force Leader.)
Some of the areas seen as affecting libraries in the future were:
Three broad categories were identified:
Mr. Gómez reported that, from these broad categories, a vision would emerge that could then be translated into a plan of action and legislative proposals.
Hearings
The Co-Chairs and Co-Vice Chairs will develop a plan for hearings to encourage public participation in the work of the Commission. Questions designed to gather information and provide the basis for discussion at hearings will be submitted to Ms. Hargrave who edit them before sending to the entire Commission for comment. Dr. Macchiarola suggested that the first round of hearings should be used to gather information. He suggested that Commission Members did not need to attend every hearing. Dr. Thomas suggested that we think of ways to solicit comment from those unable to attend the hearings. It was agreed that everything possible should be done to reach a broad cross-section of the population.
Next meeting: January 13, 1999
Ms. Hargrave turned the discussion to the need to select a new date for the next Commission meeting, tentatively scheduled for January 11. Commission Members agreed to meet on January 13th in New York City. More specific information will follow about the location. The meeting will start at 10:30 and last until 3:00.
Presentation: New York State Library
Ms. Welch, Ms. Lane and Ms. Desch spoke briefly about the New York State Library. Ms. Welch noted the placement of the State Library in the larger picture of the State Education Department and New York State government. Ms. Desch, Coordinator for Statewide Library Services, explained the role of the Division of Library Development in providing services and assistance to libraries of the state. Ms. Lane, Director of the Research Library, explained the collections and services of the Research Library.
Tours and Demonstrations:
Ms. Hargrave announced the opportunity for Commission Members to tour the State Library after the meeting was adjourned. Demonstrations showcasing WebCat, GIS (Geographic Information System) applications and Talking Book and Braille Library (TBBL) services were offered prior to the meeting.
Ms. Milstein adjourned the meeting at 3:00.
1/19/99—approved as amended at the 1/13/99 meeting of the Regents Commission on Library Services.