Attendance
Commission members: Abby Milstein (co-chair), Frank Macchiarola (co-chair), Paul W. Crumlish (co-vice chair), Martin Gomez (co-vice chair), Sandra Kennedy Bright, John Hammond, William Jefferson, Sara Kelly Johns, Gail Johnstone, Edward Mc Cormick, Gerald Nichols, John O'Rourke, Harry M. Rosenfeld, Janet Steiner, Sarah E. Thomas.
Excused: Monroe Fordham, Betty Turock.
Ex officio members: James C. Dawson, Carole F. Huxley, Janet M. Welch
Excused: Carl T. Hayden, Robert M. Johnson, James A. Kadamus.
Commission staff: Jean Hargrave, Carol Linn.
Recorder: Patti Chandler
Observers: Carol Ann Desch, Liz Lane, Jim Farrell, Marilyn Douglas (State Education Dept., New York State Library); Pat Webster, Fran Roscello (State Education Dept., Elementary, Middle, Secondary and Continuing Education); Susan Keitel, Nancy Zimmerman (New York Library Association representatives); Dottie Heibing (NYTRO), Andrew Kimball (The New York Public Library) and others.
Science, Industry and Business Library
Ms. Milstein opened the meeting by introducing William D. Walker, Senior Vice President and Andrew W. Mellon Director of the Research Libraries, The New York Public Library, and Norman Holman, Senior Vice President and Director of the Branch Libraries, The New York Public Library. Mr. Walker described the planning and construction that took place to transform the former B. Altman department store into the Science Industry and Business Library.
The technologically sophisticated library, which opened in 1996, welcomes everyone to use its resources free of charge. It has a special emphasis on providing help to people who want to start or expand small businesses. Mr. Walker stressed that an effort to add diversity to staff, and training to build competence in existing staff, were key elements in the planning process. Teaching the public to use the resources is emphasized. Handouts are provided in several different languages and people can register for free training to learn basic library skills, Internet skills, and specific subjects, such as patents, trademarks and market research. A guided tour of the library followed.
Free Direct Access Amendments
Following the tour, Ms. Milstein asked if Commission members understood the potential impact of recent amendment to the Commissioner of Education's regulations on Free Direct Access (8 NYCRR 90.3). Ms. Welch explained that the changes were intended to provide short-term relief for libraries facing problems resulting from free direct access. The amendment reaffirms the Regents policy that prohibits charging people within a public library service area for a borrower's card. It requires each public library system to include a provision guaranteeing free use of library resources to people residing within the system's boundaries and it increases flexibility for providing relief to overburdened libraries. Ms. Welch explained that solving the problems with free direct access required more than enforcement of existing regulations. Communities exist where residents have access to libraries without paying taxes to support the library service. The amendment should be regarded as an interim step while it is the charge to the Commission to identify and address the fundamental causes of the problems.
Mr. Nichols said that the amendment will allow the field to create models for dealing with problems of free direct access which may be of interest to the Commission as they formulate recommendations. He said that the problem of free direct access involves the governance of public libraries and was the seed that caused the Board of Regents to establish the Commission. He also indicated that the press coverage on the changes to the FDA regulations had, in some cases, been misleading, making it seem like a bigger change than it was.
Since some Commission members felt they should have been provided with more timely information on this Regents action, it was agreed that all attempts would be made to inform Commission members in the future with timely information on any action relating to the Commission charge.
Background Sessions
Ms. Milstein recognized that training sessions had been provided in three different locations to provide basic information on New York's libraries. Ms. Welch, Ms. Desch, Mr. Crumlish, Mr. Hammond, and Ms. Steiner all made presentations at the training sessions. Ms. Milstein encouraged members to ask for more information or clarification regarding topics discussed by the Commission.
Marketing Survey
Ms. Welch reported that we are talking with Dr. George D'Elia, a professor at the SUNY-Buffalo School of Information and Library Studies, about conducting a marketing survey about New York's libraries and library service. Dr. D'Elia, who has conducted surveys about libraries on the national level and in several states, would like the Commission to identify the objectives for the survey to assist him in developing questions. There will be a telephone survey, with the possibility of a follow-up with focus groups or another means if the findings need further clarification.
Mr. Rosenfeld asked for a summary of the findings of other recent library surveys. Ms. Welch agreed to pursue this with Dr. D'Elia and provide it to members for review. (It was clarified that the survey done by the Task Force on Free Direct Access pertained only to the experience of libraries and library systems with issues of free direct access.) Mr. Nichols advised that we not recreate other surveys, such as the one done for the Benton Foundation Report. Mr. Macchiarola suggested that this is an opportunity to gain insight into what people think about libraries and to determine if that perception is accurate. Ms. Steiner commented that we should find out why people don't use libraries and also get information about demographics. Ms. Milstein asked each task force to appoint one person to a working group to help develop the survey and suggested that Dr. D'Elia attend the next (March) meeting to talk about the survey.
Action Plan and Hearings
Ms. Milstein asked for comments about the Action Plan. It was advised that we actively pursue statements and testimony from stake holders in the library community and the community at large. Two sets of regional hearings will take place: one set in spring 1999 and one set in winter 2000. The first set of hearings will solicit information to help the Commission develop a plan to provide the greatest access to library service and formulate a vision for the future of library service. The second set of hearings in winter 2000 will be held to discuss, and get reactions to, the draft report.
Mr. O'Rourke suggested that since both the survey and the hearings are intended to shed light on overarching questions, there should be a connection between the marketing survey questions and the questions used to frame discussion at hearings. For instance, the questions asked in the survey could be used to create the agenda for the hearings. Ms. Johnstone suggested that the survey questions should be customized, with different scripts depending on the initial response. Mr. Nichols warned that questions we formulate could be too constraining; we should allow the field and the public help us frame questions. Ms. Milstein pointed out that the questions should be geared to the Commission's charge so that the information will help us formulate policy and prepare our report.
Ms. Johns recommended that students, as well as adult users, be included in any attempts to gather information. Mr. Mc Cormick suggested that we ask BOCES and school superintendents for information. The organization of SUNY/CUNY students is another group that should be considered.
It was agreed that hearings will be scheduled for April, May or June 1999 in five locations: Buffalo, Albany, Rochester or Syracuse, New York City and Long Island. Ms. Hargrave will make the arrangements. An informational a package will be sent to a wide range of stakeholders. There will also be a notice on the Commission Web site and publicity in local newspapers, etc. We will ask host sites to help reach a wide range of stakeholders. People will be encouraged to respond to invitations to testify by a specified due date. It was agreed to ask those who are providing testimony to provide an executive summary of their comments. Suggestions regarding stakeholders should be submitted to Ms. Hargrave.
After lunch, the Commission divided into the two task force groups.
Minutes of the September 14 Meeting
When the group reconvened at 2:30, the minutes of the September Commission meeting were approved as corrected and will be posted on the Commission Web site. It was agreed that the minutes of subsequent meetings could be posted on the Web site as draft documents after approval by the co-chairs.
Task Force on the Greatest Access
Members are: Bill Crumlish (chair), John Hammond, Gail Johnstone, Ed Mc Cormick, Jerry Nichols, Harry Rosenfeld. Ms. Johnstone was appointed to the survey working group. The task force is reworking some of the questions that will frame discussion at the hearings. They have agreed that issues like local control and local funding need to be explored. All types of libraries--public, school, special and academic libraries--will be considered as the task force seeks to identify the level of library service that every New Yorker should expect and determine who has this level of service. They will also identify successful models, both within New York State and in other states, which can increase the access to all library services for all New Yorkers.
Task Force on the Vision for Library Services
Members are: Martin Gomez (chair), Sarah E. Thomas, Bill Jefferson, Sara Kelly Johns, John O'Rourke, Sandra Kennedy Bright, Carol Linn, Nancy Zimmerman. Mr. Gomez noted that the task force had come up with a preliminary statement as follows: "It is in the best interests of the State of New York to provide what is necessary to all members of society for that society to thrive."
Ms. Bright and Mr. Jefferson were appointed to a working group that will focus on hearings. Mr. Jefferson will also look at Doorways to Information in the 21st Century and report on issues that should be addressed or noted by this task force. Mr. O'Rourke and Ms. Johns were appointed to the survey working group. Ms. Linn and Mr. Gomez will explore technology of the future. Ms. Thomas will explore models in other states.
The Task Force on Vision will meet March 17 to examine technology issues. The meeting will take place at the Flushing Library, 3:00 - 5:30, and will be open to the entire Commission. More information about the task force meeting on March 17 will follow.
Listserv
A Commission listserv will be established to facilitate communication among Commission members.
Next Commission Meeting
Next meeting is March 18 at the Flushing Library, a branch of the Queens Borough Public Library. A block of rooms at a nearby hotel will be held for Commission members who will need overnight accommodations on March 17. A reception for Commission members is planned for the evening of March 17, beginning at 5:30, at the Flushing Library. More information on these events will follow.
Ms. Milstein adjourned the meeting at 3:05.