Nebraska Library Commission - Minutes
Nebraska Library Commission
September 10, 2008
MINUTES
The Nebraska Library Commission held its regular
meeting Wednesday, September 10, 2008, at the Nebraska Library Commission,
Lincoln, Nebraska. NNotice of the
meeting was submitted to local newspapers (Lincoln Journal Star,
Omaha World Herald), and posted on the Nebraska Library Commission Web site.
Chair Mary Nelson called the meeting to order at 9:30
a.m. This meeting is in compliance with the Open Meeting Law.
Members present: Jean
Ahrens, John Dale, Charles
Gordon, Mary Nelson, and Carol Spencer. Staff present: Rod Wagner, Maria
Medrano-Nehls, Richard Miller, Doreen Kuhlmann, and Dave Oertli. Guests:
Kathy Tooker and Becky Baker.
Approval of Agenda:
A motion was made
and seconded to approve the revised agenda which includes the FY 08-09
Deficiency Appropriation Request. Motion carried on roll call vote: Jean
Ahrens - aye: John Dale - aye; Charles Gordon - aye; Mary Nelson - aye; and
Carol Spencer - aye. Motion approved
Approval of the Minutes
(July 11, 2008): A motion was made and seconded to approve the
July 11, 2008 meeting minutes. Motion carried on roll call vote: John Dale - aye; Charles Gordon - aye; Mary Nelson -
aye; Carol Spencer -aye and Jean Ahrens - aye. Motion approved.
PUBLIC FORUM
Kathy Tooker stated that the Eastern Library System and
Southeast Library System received a grant from the Library Commission to
host a colloquium event on October 30. Veronda Pitchford will speak about
making the library a welcoming place. Veronda is Vice President, Membership
and Communications, for the Urban Libraries Council. Ms. Pitchford will
visit Lincoln City Libraries and the Omaha Public Library, and will meet
with UNO library science students. Dr. Becky Pasco will host a luncheon at
UNO for Ms. Pitchford and the UNO MLS students.
Kathy Tooker reported that the Eastern and Southeast
Library Systems will host their 15th annual Youth Services
Retreat tomorrow, September 11. Over 50 people are registered.
Kathy Tooker stated that the regional library systems
received a grant from the Library Commission to bring Teresa Dickson to
Nebraska to lead two workshops. Ms. Dickson is associate director for
planning and operations with the Pioneer Library System in Oklahoma. Ms.
Dickson will be presenting two workshops.
Becky Baker stated that July was the Seward Public
Library's second busiest month for circulation and in August the library
migrated to an automation system which is a vendor hosted system eliminating
the need for staff to manage a server.
Chair's Report and Commissioners' Comments
Mary Nelson reported that she attended by phone the
Future Search Task Force meeting. Steve Fosselman is the Chair and Audrey
DeFrank is Vice-Chair. The group is planning a panel discussion at the
NLA/NEMA conference. Mary will be talking to the RVLS board members about
the discussion held by the task force. Mary attended the Return on
Investment (ROI) workshop in Grand Island. Holdrege Public Library is
updating its strategic plan because they have accomplished all the goals
they set in the strategic plan from five years ago. Mary stated she read the
OCLC report From Awareness to Funding
and found it an excellent report. On a personal note, Mary reported that
her niece found a mummy in South America while working on an archeological
dig.
Carol Spencer reported that the Broken Bow Public
Library had good representation at the ROI meeting in Grand Island. Suzanne
Bloomfield, University of Nebraska at Kearney, presented a program on Tales
of the West.
John Dale reported that he met with Rod Wagner and
Doreen Kuhlmann regarding the budget. Carol Connor has retired from Lincoln
City Libraries after 37 years of service. John distributed pamphlets on
disaster preparedness.
Charles Gordon reported that the Fremont Public Library
budget was approved at the last city council meeting. Kathy Tooker and Ann
Stephens visited Dodge County public libraries to present information about
library services across the county. Fremont has been in the news recently
due to a group of citizens who sought passage of an ordinance to make
illegal employing or renting to so-called illegal immigrants. The mayor
broke a council tie vote with the result that the ordinance failed to pass.
Jean Ahrens reported that Bill Kloefkorn, author of
Restoring the Burnt Child (this
year's One Book/One Nebraska selection) visited Scottsbluff for a book
discussion and presentation. The Scottsbluff summer reading program was very
well attended. The teen summer program included a "battle of the bands" with
groups from as far away as South Dakota. The event received great coverage
from local media. Unfortunately, fundraising for the library is not going
well and the city will not provide more money. The library director has
begun to apply for grants. Jean
discovered that the Alliance public library doesn't subscribe to children's
magazines due to budget. A local teaching sorority group has started
providing new born babies with a book bag, bookmark, book, and a coupon for
a cup. In July, 84 babies were born at the local hospital. Due to cost of
the books the group is concerned about continuing this project. Jean asked
for suggestions to keep the program going. Mary Nelson stated that the
Chamber of Commerce pays for the books given to babies in Holdrege. It was
mentioned that Dolly Parton has a foundation that provides literacy grants.
Businesses such as Wal-Mart, Target, and Runza were also mentioned as
possible sources for financial assistance. It was also mentioned that if the
group joins the First Book organization books can be purchased for
twenty-five cents.
Director's Report
Personnel - Rod Wagner reported that with Kit Keller's
and Shannon White's departures from the staff earlier this year their
positions were filled internally by John Felton and Devra Dragos.
Recruitment is underway to fill the vacancies resulting from the resulting
cataloging and research analyst positions.
Nebraska Center for the Book -Wagner reported that the
current Nebraska Center for the Book newsletter has been mailed. The
Nebraska Book Festival schedule is included. The Nebraska Book Awards will
be presented during the festival. There were many books submitted this year
for the awards competition. The Mildred Bennett and Jane Geske awards will
also be presented during the festival.
Gates Foundation Online Opportunity Grants - Rod Wagner
reported that Nebraska is one of several states that will participate in the
next round of the Bill & Melinda Gates Foundation's Online Opportunity
grants. Richard Miller and Rod Wagner will participate in a briefing on the
grant program to be held at the Foundation's headquarters in Seattle. The
Online Opportunity grant program has significant differences in comparison
to the earlier program that provided public access computers for many
Nebraska public libraries. Poverty data will again be used as one step in
determining a library's eligibility. Eligible libraries that choose to
participate will receive a grant. Libraries must also participate in an
advocacy training program and must acquire grant matching funds. Information
received thus far indicates that the advocacy training is effective and is
especially important because it prepares library representatives to present
their funding needs and make their requests.
Richard Miller stated that the Gates Foundation wants
to promote sustainability. The grant is for a two year project; the first
year the Foundation will determine the adequate number of up-to-date
computers based on the size of the community population, poverty level, and
other factors to be determined later. After the Foundation determines which
communities qualify for the grant they will offer funding for the number of
computers calculated for each eligible library. Half of the computers will
be provided the first year with libraries matching 25% of the cost. In the
second year of the program the remainder of the grant will be available for
purchase of computers with the library matching 50% of the cost.
Gates Foundation Connectivity and Wi-Fi Grants -
Richard Miller reported that ten libraries are eligible for the connectivity
grants. Fifty-one public libraries were identified that had either no
internet access or dial-up access. Of these only ten libraries were
interested in the grants. These libraries have received a computer, monitor,
and speakers. The grant will cover expenses for wiring the library and for
internet service for two years. Libraries are expected to sustain internet
service after the grant period ends.
Rod Wagner stated that forty-seven libraries have
applied for Wi-Fi grants. These libraries have a choice between a laptop
computer or a Samsung Q-1, a small thumb operated computer. The purpose of
this grant is to get wireless internet access installed in as many libraries
as possible. Michael Sauers developed the program, is promoting the grants
and has set a November 2 deadline for grant applications. Mary Nelson said
she would like to know how many libraries already have Wi-Fi. Rod stated
that the next major Gates Foundation program is acquiring and upgrading
broadband services in libraries. The Gates Foundation has not provided
details yet on this program. A presentation is scheduled for the October
Chief Officers of State Library Agencies meeting.
Open Source Software Integrated Library System Pilot
Project - Rod Wagner stated that this item will be discussed as part of the
budget discussion.
Recent Workshops - Rod Wagner reported that Allana
Novotny and Susan Knisely have been traveling across the state and giving
presentations about NebraskAccess online databases (Database Roadshow). The
Return on Investment (ROI) workshops (sponsored and arranged by the
Commission and presented by Keith Lance) were held in several locations.
Christa Burns and Richard Miller will be presenting workshops on WebJunction
at six locations.
Inventory Project - Rod Wagner stated that staff has
completed an inventory or the Library Commission's classified collection.
FINANCIAL REPORT
Rod Wagner commented that the financial report included
encumbrances from the prior fiscal year.
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UNFINISHED BUSINESS
Public Library Trustees' Projects - Richard Miller
reported that at the last meeting a document was distributed highlighting
projects and activities related to library trustees. There is a good
intention that after the fall conference, Nancy Chmiel, Chair of the NLA
Public Library and Trustee Section, will be sending out two different
letters. One will go to library directors to be directed to their library
friends group and the other to the Chair of each library board and
foundation.
2009-2011 State Biennium Budget Request - Rod Wagner
commented that the Commission's budget request includes state, federal and
cash funds. Appropriations are made in two programs: library operations and
state aid to libraries. The federal funds (LSTA) are estimated based on the
current year state allotment from the Institute of Museum and Library
Services.
Operating Costs - Personnel costs were calculated based
on our current staffing level. This year budget instructions specified that
state agencies calculate personnel expenses using a 2.5% pay increase for
each year of the biennium and a 10% increase in employee health insurance
benefits.
The budget request staff recommendation is to base
request most operating expenses at current fiscal year budget amounts.
Exceptions include an increase of $1,400 for postage, a $5,000 increase for
travel expenses, and a 7% increase in state funds for the publications
(books, periodicals and other information resources for the Commission's
classified collection - largely library science). In addition, the budget
request includes Department of Administrative Serices and Information
Management Services fees as specified in budget documents: a DAS Building Division assessment of 1% of the Commission's office
space lease fee; communications and accounting fees, etc. A new item
included in the budget request is an Information Management Services fee for
e-mail. A new state policy directs state agencies to centralize e-mail
operations through the state's Information Management Services. The Library
Commission has operated its own e-mail system and now must migrate to the
IMS managed e-mail system. The change will result in new and additional
expenses for the Commission. The charge for this service will be
approximately $8,000. If the e-mail
change occurs this fiscal year the Commission will be billed a start-up
charge along with fees for each e-mail account. A change this fiscal year
would be a basis for a deficiency appropriations request.
In order for the Commission's Talking Book and Braille
Service to transition to the digital talking book $66,000 is requested for
the first-year of the biennium budget. This amount includes 8,000 flash
memory cartridges, mailers and a USB duplication tower. If a duplication
tower is not purchased, a Braille embosser might be purchased. An amount of
$34,000 is requested for the second-year of the biennium for 4,000 flash
memory cartridges plus mailers, and $2,000 for equipment. Beyond providing
Nebraska books and magazines on flash memory cartridges, the TBBS needs to
select and download titles from the NLS retrospective download site where
10,000 retrospective titles can be downloaded by network libraries. Next
year there will be 8,000 more titles available to be downloaded. The fixed
price for cartridges should be around $6.00 a piece.
Dave Oertli, Talking Book and Braille
Service Director, stated that it was reported that the NLS budget for
digital conversion was signed into law at $12.5 million over six years. As
of yesterday the budget had not yet passed the Senate and is now subject to
a continuing resolution. There is lots of support to increase the annual
allocation and move the time line up to three years. It is expected that
nothing will be approved until after the presidential election. The TBBS
Nebraska Collection consists mostly of books recorded in our own studios and
emphasizes Nebraska authors or books about the Great Plains. Over 300
Nebraska books have been archived and await mark-up and encryption before
being duplicated onto digital cartridges. In addition, the TBBS records
twenty magazines and newsletters of regional interest (143 issues annually).
Oertli said that Nebraska's Talking Book and Braille Service is one of the
largest network producers of volunteer-narrated magazines. The Commission
will need new equipment to be able to record to the new cartridges.
The new talking books will arrive on flash memory
cartridges. Veterans have been assigned first priority for the new players.
Eventually anyone who wants a player can have one. The transition will take
anywhere from 4-6 years depending on funding and distribution schedules.
State Aid- Rod Wagner stated that NebraskAcess online
database licensing is included in the state aid to libraries appropriation.
Currently NebraskAccess online database subscription licensing fees are just
under $500,000 annually. The budget request for licensing fees is based on
an estimated 4% rate increase. An additional $225,000 is requested to add a
subscription or subscriptions for elementary and middle school age groups.
The budget request includes a 5% increase for regional
library systems, public library aid grants and interlibrary loan
compensation. Wagner stated that the open source software integrated library
system project has been underway for awhile and has a task force that
originated with the larger public libraries. It is still not clear how this
will unfold but initially there is an effort to indentify libraries willing
to commit to being part of a pilot group. Wagner said that there is a lot of
interest in and excitement about the potential for the open source ILS
project. Nebraska has been approached to participate with some other
Midwestern states to collaborate on open source initiatives. A Institute of
Museum and Library Services grant application is anticipated to seek funding
for a multi-state project. This project is still in the early stages. This
project has the opportunity to get some federal funds outside of our own
federal funds. Wagner recommended including $75,000 for FY10 and $50,000 for
FY11 to support the Nebraska open source ILS pilot project. Wagner said that
it is difficult to arrive at a budget amount for the request because the
project is in the early stages. The budget request for the open source pilot
project is an estimate of a sufficient amount needed at the outset to aid in
moving the project forward for a small number of libraries with expectation
that participating libraries contribute local funds to match state, federal,
and private funds.
Carol Spencer asked if the conversion from monthly to
bi-weekly payroll would have an expense. Doreen Kuhlmann, Business Manager,
stated that when a monthly payroll is done it is based on 173.32 work hours
a month so it comes out to 2080 hours a year but with a bi-weekly payroll it
comes out to 2088 hours a year, an extra 8 hours. It is said that when an
employee is paid monthly the employee is not paid for one full eight hour
work day per year. The extra 8 hours for 44 employees will result in a cost
increase. All state agencies are required to change to the bi-weekly payroll
based on state personnel policies.
A motion was made and seconded to change the budget
request to show NebraskAccess as the fifth priority and regional library
system aid as the fourth priority. Motion carried on roll call vote: Charles
Gordon - aye; Mary Nelson - aye; Carol Spencer - aye: Jean Ahrens - aye: and
John Dale - aye. Motion approved.
A motion was made and seconded to approve the 2009-2011
State Biennium Budget Request with approved changes. Motion carried on roll
call vote: Mary Nelson - aye; Carol Spencer - aye: Jean Ahrens - aye: John
Dale - aye; Charles Gordon - aye. Motion approved.
NEW BUSINESS
FY 2008-2009 Deficiency Appropriation Request - Rod
Wagner referred to the earlier discussion concerning the e-mail system
change. The IMS fees and start-up expenses for the conversion will be
approximately $8,000. If the IMS requires the change to take place during
the current fiscal year the Commission will need a deficiency appropriation
to cover this additional cost.
A motion was made and seconded to approve a FY
2008-2009 deficiency appropriation request to cover the cost of IMS charges
for e-mail conversion. Motion carried on roll call vote: John Dale - aye;
Charles Gordon - aye; Mary Nelson - aye; Carol Spencer - aye: and Jean
Ahrens - aye. Motion approved.
November Meeting Date - Rod Wagner explained that the
State Advisory Council on Libraries meeting date was moved to an earlier
date due to schedule conflicts that Marty Magee, Council Chair, and he had.
Wagner asked if the Commission would be agreeable to holding its meeting the
same date (November 14) with a brief business meeting preceding a joint
meeting with the Council. Another option would be a change in the Commission
meeting date.
A motion was made and seconded to change the Commission
meeting date from November 14 to November 6. Motion carried on roll call
vote: Jean Ahrens, John Dale, Charles Gordon - aye; Mary Nelson - aye; and
Carol Spencer - aye. Motion approved.
Adjournment
- Chair Mary Nelson adjourned the meeting at 11:40 a.m.
Sincerely,
_______________________________________________
Maria Medrano-Nehls, Secretary
All attachments are available upon request. If you would like a copy,
please contact Sue Biltoft at the Nebraska Library Commission,
800-307-2665 or 402-471-2045.