DRAFT 12/8/99
Regents Commission on Library Services
Minutes
New York State Library
September 29, 1999
Attendance
Co-chairs: Abby S. Milstein, Frank J. Macchiarola
Co-Vice chairs: Martín Gómez, Paul W. Crumlish
Members: Sandra Kennedy Bright, John Hammond, Sara Kelly Johns, Edward McCormick, Gerald Nichols, John O'Rourke, Harry M. Rosenfeld, Janet Steiner, Sarah E. Thomas
Ex officio members: James C. Dawson, Carole F. Huxley, James A. Kadamus
Excused: Monroe Fordham, William Jefferson, Betty J. Turock, Janet Welch
Staff: Jean Hargrave, Carol Linn
Observers: Valerie Chevrette, Beth Closson, Carol Desch, James Farrell, Janet Goltz, Dottie Hiebing, Anne Hofmann, Susan Keitel, Andrew Kimball, Liz Lane, Patricia Mallon, Fran Roscello, Sheila Salmon, Anne Simon, Patricia Webster, Nancy Zimmerman (NYLA liaison)
Recorder: Patti Chandler
Greetings
Following a tour of The New York Public Library, 3rd Floor Reading Room, Ms. Milstein opened the meeting at 9:30 in the Trustees Room of The New York Public Library. She thanked Dr. Paul LeClerc for providing the tour. Ms. Hargrave thanked Ms. Milstein for her help with the meeting arrangements and directed attention to materials that were provided in meeting packets: a press release and newspaper articles about the statewide survey on library issues, a summary of the demographic research provided by Dr. James Chapin, an article in The School Board News by Ed McCormick, and several other articles about of the Commission.
NOVEL Proposal
Commission members discussed the NOVEL proposal and agreed to endorse it as a draft recommendation. Mr. Gómez recognized the work of Sarah Thomas and Janet Steiner in developing the NOVEL proposal and reported that the Task Force on Vision recommended that this proposal move forward. It was agreed to include a component that would fund the infrastructure necessary for all libraries to use the resources that would be available through NOVEL. Libraries that already had contracts to search databases offered through NOVEL would be reimbursed by vendors.
Ms. Milstein asked about the funds that were specified in the proposal. She suggested that the cost-saving aspect ($25 saved for each $1 invested) of this proposal should be emphasized. She said that the Board of Regents will ask about the cost to implement the proposal. Figures specified in the draft recommendation only represent a starting point for the project.
Mr. O'Rourke spoke of the importance of establishing a benchmark date to target when resources should be widely available. He recognized that NOVEL would develop continually, but felt a target date was necessary. The group agreed with the concept.
Mr. O'Rourke advised against scaling down NOVEL recommendations. This is a visionary proposal and we should think in terms of possibilities and vision. He urged the Commission to act strategically rather than pragmatically.
Mr. Rosenfeld asked if there would be any opposition to NOVEL. If NOVEL is identified as a priority for the Commission, will it interfere with funding of other important recommendations? Mrs. Huxley said that she believed NOVEL would focus favorable attention on the Commission and its other recommendations. NOVEL would include and benefit all libraries in New York State and the people they serve. Ms. Milstein said that the Board of Regents has expressed enthusiasm about the NOVEL proposal and plan to include it in next year's Regents legislative and budget initiative. Regent Dawson said the Regents will discuss a budget of $12 million for the Novel proposal and another $10 million for library construction and renovation.
Kadamus Proposal
Ms. Milstein introduced James A. Kadamus, Deputy Commissioner for Elementary, Middle, Secondary and Continuing Education (EMSC). Mr. Kadamus distributed a proposal he prepared for the Commission that would link learning standards, state aid incentives and the Commission's goal that all students will be information literate. Mr. Kadamus began by stating that, for several years, he has been thinking about a State aid proposal to increase library materials aid, currently funded at $6 per student. His proposal incorporates the goal of the Commission to ensure that all students have access to a qualified school library media specialist. He envisions this as a multi-year request, speculating that it would be funded over 5 years at up to $30 per student. Mr. Kadamus said that specific State aid formulas would be developed by State Education Department personnel.
Ms. Steiner said that the Commission has been asked in public hearings to propose a mandate for school library media specialists in elementary schools. Mr. Kadamus observed mandates work best when the majority are already complying. His proposal will make it possible to use incentive aid to hire certified library media specialists. Once the vast majority has made the move to hire qualified staff, a mandate will be more successful. Mr. O'Rourke asked if the aid would be earmarked for library services. Mr. Kadamus replied that the intent is a separate formula aid for school library support.
Ms. Bright suggested using stronger language and encouraging local matching funds for school library services. She also said that a timeline should be established for staffing all school libraries with qualified personnel. Mr. Kadamus said that his proposal will take about 5 years to implement. He observed that matching funds are often difficult to implement and monitor.
Regent Dawson said that school board members and school superintendents will need to be educated about information literacy standards to help them understand what we are trying to accomplish. Mr. Nichols asked how school library systems fit with this concept. Ms. Johns said that the role of school library systems and other systems in implementing the Commission's recommendations should be addressed throughout the report. Mr. Kadamus said systems could have oversight responsibility.
Ms. Milstein thanked Mr. Kadamus for his help. A draft proposal will go to the Regents in November, followed by a detailed proposal in December. Commission members endorsed the concept and agreed that Mr. Kadamus should recommend this proposal to the Regents as part of a state aid package. Ms. Johns said this helps close the gap. It was in 1928 (71 years ago) when school library positions were mandated at the secondary level.
Continuing Education Needs
Mr. Gómez said we should not neglect educational programs outside of academic settings. We need to look differently at English as a Second Language (ESL) programs, adult literacy needs and the continuing education needs of the workforce. Adult literacy programs are very active in New York State and many employers offer continuing education opportunities. Continuing education also falls under the purview of EMSC. Mr. O'Rourke said that education, starting with the pre-school years and including everything that follows, should be viewed as part of a continuum.
Public Library Districts
Mr. Crumlish said that the recommendation regarding public library districts (with service areas coterminous with school district boundaries) has strong consensus in principal, but needs further study and development. Ms. Steiner said that there is a need for exceptions for counties such as Buffalo, Erie, Schenectady, Onondaga and Monroe. Ms. Steiner said the public library district model should be phased in, allowing for exceptions and other models that would achieve the desired results.
Ms. Milstein agreed this is not a blanket solution. Mr. Nichols said that, rather than dealing with exceptions, we should set up a model. Library Development in the State Education Department would then work with localities to achieve desired outcomes. Mr. Nichols said we should acknowledge that there are unique situations within the State. Accountability, local control and boundaries are all issues. Mr. Nichols said that school districts are a logical model because there is a clear legal definition of school districts in New York State and they cover the entire state.
The Commission endorsed the concept of public library districts. Ms. Milstein asked that Mr. Nichols, with Ms. Steiner's and Mr. Gómez's assistance, develop this recommendation further. She asked them to be sensitive to implementation issues and to consider what incentives would be needed.
Incentives to Move to the Public Library District Model
Ms. Milstein said that incentives should be the motivation to conform to the model. A sunset of 10 or 15 years for complying with the model was suggested. Mr. Nichols pointed out that we are only talking about incentives, not general state aid. Mr. Gomez said that incentives should be applied specifically to get people to form public library districts.
Incentives for Quality Performance
Mr. Crumlish said that there is a separate proposal being developed by Mr. Hammond that would reward certain behaviors with additional aid, based on three tiers of performance. The tiered system will aggregate three sets of behaviors and provide measures of accountability. Mr. Hammond said the recommendation includes incentives for measurable outcomes for library systems. The incentives would be enabling and need would also be a factor. Commission members agreed on the principal of using enabling and incentive aid to award and help achieve quality library service. Consensus is that need is one factor that should be used. It was suggested that individual libraries could work with a library system to develop a plan of action and incentives would award specific achievements. Incentive aid might also be awarded if a library or system moves to a higher level tier.
Mr. Gómez said that we need to include a method to assess the needs of communities. Systems might perform this role to make the connection between meeting community needs and achieving high quality performance. Mr. Gomez suggested that we should leave it to the community to find some way to base programs on real needs and reward this behavior through incentives. Mr. O'Rourke said meeting the needs of the community should be a core value.
COSERS, the program used by the BOCES to reimburse school libraries and educational organizations for participating in cooperative projects, was discussed. A program like COSERS would provide incentives for libraries to cooperate and to merge.
Need-based Library Aid Formula
Mr. Crumlish said school aid in the State is based on the wealth of a school district. State aid to libraries should to be distributed according to the wealth of communities served. Ms. Milstein said that New York City is reflected as a wealthy community, but it has extreme wealth and extreme poverty. As applied, the school district aid formula may not accurately reflect the needs of an area. Mr. Crumlish said we can use formulas and expertise that already exist within the State Education Department. Regent Dawson pointed out that there has been criticism about the way school aid dollars are distributed in New York State. Mr. O'Rourke said that not all funding for schools is wealth-based.
Accessibility
Mr. Rosenfeld said the use of facilities by those with physical needs should be added to the recommendation about accessibility. Mr. Crumlish said this applies to all libraries. It is more a statement of core value. Mrs. Huxley said we need to be clear what we mean by access. She suggests that it means that people can use the library independently. Mr. Rosenfeld asked if there is a ruling that a person with a mental disability must be accommodated in a library setting. Mr. Crumlish said that this is primarily a physical facility issue. Ideally, everyone should have independent access to library services. Regent Dawson said this is a matter of requiring library facilities to comply with current law. Ms. Thomas said the issue of accessibility is universally recognized and is a core value. Mrs. Huxley agreed that accessibility should be a core value, but said that it should also be integrated with all levels when considering the levels of quality service.
Library Service for a Multicultural Society
Mr. Gómez said that this recommendation provides enhanced access to libraries for new Americans, specifically by proposing to help local libraries develop collections to meet needs of new Americans. Immigrants continue to move into all parts of New York State and libraries can play a critical role to help them assimilate into a new society. This needs to be a part of our vision. The Commission agreed with this direction. Mr. O'Rourke asked if this was just emphasizing one area of the more general need to provide library services that reflect the needs of local communities. Ms. Steiner said that this should be part of a recommendation on reaching out to people currently not using libraries. There is an opportunity to reach out to people who are not traditional patrons. She recommended expanding the recommendation and including services for new Americans as part of the larger proposal. Ms. Linn said the telephone survey revealed that people want increased branch hours of library service.
Lifelong learning and adult literacy
Ms. Zimmerman said that the recommendation dealing with lifelong learning and adult literacy is weak. She recommended that the report include a strengthened recommendation relating to literacy. Mr. Gómez said we need to add action steps. Mr. Rosenfeld noted that as we reach out to populations not exposed to technology, there seem to be logical places to begin. For one thing, we can keep schools open beyond closing time and make computers in schools available for use after school hours. We can also expand the hours of public libraries to include weekends and evenings. The public can serve itself with resources available in public institutions. Ms. Zimmerman said the telephone survey data supports extending hours of service. Ms. Desch asked if early childhood literacy, preschool reading programs and outreach should be included in this recommendation.
Library Systems
Ms. Milstein directed the Commission to form a task group to study the role and articulate a vision for library systems. Mr. Crumlish and Mr. Gómez volunteered to work on this task group with help from Mr. Nichols, Mr. Hammond and Mr. Strong. A person representative of school library systems would also be included. Regent Dawson said this is an opportunity to make recommendations to improve the capacity of systems. Ms. Milstein encouraged Commission members to communicate aspects about systems they want this group to address to Mr. Crumlish and Mr. Gómez. Mr. Gómez said this task group will explore new roles and trends for systems that will emerge in the 21st century.
The State Library and SED Services for Libraries
Libraries need to have a high level of visibility and presence with the Board of Regents and the State Education Department. Ms. Milstein said we want the Regents to use their voice for libraries. Regent Dawson asked if this recommendation is the only one addressing the charge to the Commission on the role of the State Library. Mr. Crumlish replied that each recommendation would have an action step pertaining to the State Library and/or the role of the Regents and the State Education Department.
Mr. O'Rourke said he would like the report to emphasize the role of the State Library in advancing library services in New York State. The Regents should be aware that the State Library needs more staff and support to carry out this role. Ms. Milstein said that, in creating this Commission, the Regents have shown willingness to address library issues and concern that New York State returns to the forefront in library service. Mrs. Huxley said that she considers it appropriate for the Commission to be direct in defining the role the Board of Regents should pursue to obtain the best quality of library service for New Yorkers.
Advocacy
Library development and leadership need to be strengthened in New York. The Regents have a role to play. Regent Dawson said that we should provide the Legislature, the Governor and the Regents with comparisons drawn from other states to show how New York State has regressed. This will demonstrate the need to increase support to improve library service in the State. Ms. Thomas said our whole purpose is to make New York a better place to live.
Core Values
Ms. Milstein encouraged all Commission members to submit statements of core values for library service to Ms. Hargrave by October 22. The core value statement will be included in the Commission's report.
NYLA Commission Program
There will be a public forum to discuss the Commission's draft recommendations at the NYLA Conference in Buffalo on October 29 (9:45 - 11:30). It was agreed that a summary statement of the draft recommendations would be prepared for distribution at the conference. Both Mr. Milstein and Mr. Macchiarola will attend to provide a presentation. All other commission members are invited to sit at the head table to discuss the draft recommendations with those in attendance. Ms. Zimmerman, President of NYLA, said that the conference registration fee will be waived for any Commission members who are not librarians.
Update for Commissioner and Regents
Ms. Milstein and Mr. Macchiarola will present a report of progress at the next Regents meeting in Albany on November 4. Ms. Milstein will provide the Commissioner with a written status report on this meeting and the work of the Commission to date.
Report Writer
A firm will be appointed to write and design the Commission report within a few weeks. Regent Dawson suggested that Commission report be organized or indexed so that each recommendation relates to a charge provided by the Board of Regents.
Next Meeting
The Commission will meet again, as a whole group, on January 26, 9:30-3:30, at the offices of METRO (The Metropolitan Reference and Research Library Agency, Inc.), 57 East 11th Street, New York City. A draft report will be circulated in advance of the meeting. Task force meetings may be scheduled for the afternoon of January 25 at the same address.
Ms. Milstein asked for approval of minutes of the July 14 Commission meeting. Ms. Steiner made a motion to approve the Minutes and Mr. Nichols seconded the motion. The minutes were approved.
The meeting was adjourned at 3:05.