Dear Colleague:
The attached document provides an overview of the work to date of the Regional Transition Planning Committee (TransTeam). This group of 18 representatives of regional executive boards (3 members from each region) was established following the December 14 meeting of all regional executive board members to work toward a transition to a single “regional” entity to carry out the program beginning in FY2011. The work of the TransTeam is supported by Linda Braun as facilitator, the 6 regional administrators and myself as ex officio members.
This report brings you up to date with the Transition Team’s work to date. As noted in the report, the next step is for members of the Transition Team to present their report to regional executive boards in March. Feedback from these meetings will be considered by the Transition Team before it releases a final report in early April.
Regional Transition Planning Committee (Transition Team)
Report of Meetings Held February 5, February 17 and March 1, 2010
Single administrative entity
The six regional library systems will be consolidated into a single administrative entity called the Massachusetts Library System (MLS). MLS will operate from two sites in FY2011: the current home of the Metrowest Region in Waltham and the current home of the Western Region in Whately. Both sites are temporary pending the needs of MLS.
Staff
MLS will have a staff of about 22 FTE in FY2011 (a reduction from about 45 in FY2010). MLS will have an executive director, an assistant director, and a business manager. There will be 8-10 professional advisory positions responsible for continuing education and advisory services in the areas of library management, youth services, technology and MassCat. There will be 3 administrative support staff, and the current Western Region drivers and sorters will work for MLS in FY2011. Some continuing education and advisory services will be provided under contractual arrangements with outside providers.
Delivery
Delivery service will be maintained at its FY2010 level for all member libraries in FY2011.
Interlibrary Loan
Mediated interlibrary loan service (for non-automated requests and for libraries that are not members of an automated network) will continue under revised service contracts. Member libraries will package and mail materials being returned to libraries outside of the statewide delivery system.
Continuing Education and Advisory Service
Continuing education and advisory service will continue bearing in mind that there are fewer people providing the service. Trainings will be given at various sites across the state. During FY2011, staff will work from Whately or Waltham or from home in order to sustain the local relationships that are so important to member libraries.
Databases
Beginning in FY2012, database licensing will be statewide with close coordination between MLS, MBLC, LLR and other potential partners to license the best possible resources for the total funds available. Since regions renew database licenses at the end of the fiscal year (end of FY2010 for FY2011 use), they will renew their current licenses (as funding permits) this year for use by their current member libraries in FY2011.
Cooperative Purchasing
Statewide cooperative purchasing contracts for materials and supplies will be in place for FY2011 and will be continued.
Summer Reading
The statewide summer reading program is ready for summer 2010. Beginning with summer 2011, Massachusetts will join with 48 other states in using the national summer reading theme and materials. Member libraries may need to pay for some or all of the materials associated with this program.
Governance and Bylaws
MLS will operate under a governance structure similar to that of the current six regional library systems. MLS will operate under the articles of incorporation and IRS 501(c)(3) status of one of the current nonprofit regions. It will have a council of members that elects members of the executive board and approves an annual plan of service and budget for submission to the Board of Library Commissioners. The executive board will have 15 members elected at-large from the member libraries with provision for representation by type of library, geography of the state, and size of library. Board members will serve three year terms with a two consecutive term limit. A representative of the MBLC and LLR will serve as ex officio non-voting members.
During the transition from the six regions to MLS, a transition board will be designated by appointment of two members from each existing regional board and the designation of 3 additional members by the new board to balance library types, geography and size.
Next Steps
Members of the Transition Team will be presenting their report to regional executive boards in March. Feedback from these meetings will be considered by the Transition Team before it releases a final report in early April.
Reported by: Rob Maier for the Regional Transition Planning Committee
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The following message was posted on the AllRegions email discussion list on Wednesday, January 27:
From: Robert C. Maier, Director, Massachusetts Board of Library Commissioners, Ph (617) 725-1860 x249
Dear Colleague:
The attached document provides an overview of the work to date of the Regional Transition Planning Committee (TransTeam). This group of 18 representatives of regional executive boards (3 members from each region) was established following the December 14 meeting of all regional executive board members to work toward a transition to a single “regional” entity to carry out the program beginning in FY2011. The work of the TransTeam is supported by Linda Braun as facilitator, the 6 regional administrators and myself as ex officio members.
At the January 22 meeting of the TransTeam a communication working group was established to share information about the work with the library community. The attached report prepared by the communication working group covers the meetings of January 5 and January 22. Reports will be issued following each meeting (scheduled through February 19) and a new section of the MBLC web site will be developed where all information about the TransTeam and its work will be posted. The URL will be announced soon.
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Regional Transition Planning Committee (TransTeam)
Report of January 5 Meeting
All 18 members or alternates of the TransTeam attended (1 via phone) along with the ex officio members (regional administrators and MBLC representative) and facilitator.
Topics discussed:
Timeline for TransTeam work
Mission statement
Governance
Services
Name of organization
Regional Transition Planning Committee (TransTeam)
Report of January 22 Meeting
17 members or alternates of the TransTeam attended (2 via phone) along with the ex officio members (regional administrators and MBLC representative) and facilitator.
Topics discussed:
Confidentiality of TransTeam discussions; potential conflicts of interest; communication plan.
Tentative agreements were reached on the following topics discussed at the first meeting. Please note that agreements reached at this early stage of the process may need to be revisited as the work continues.
Name of Organization
Massachusetts Library System [acronym or abbreviation to be determined]
Mission statement
The Massachusetts Library System, a state-supported collaborative, fosters cooperation, communication, innovation, and sharing among member libraries of all types. The [Acronym] promotes equitable access to excellent library services and resources for all who live, work, or study in Massachusetts.
Services to be offered
Delivery
Data Bases
Mediated interlibrary loan
Continuing Education and Training (includes Youth Services)
Advisory and Technical Assistance (includes Youth Services)
Cooperative Purchasing (includes Summer Reading Program)
Research and Development
MassCat
Governance
This discussion is preliminary pending further legal advice. In general a 15 member executive board would be elected at-large with requirements for representation from all parts of the state, all types of libraries and all sizes of library. The initial transition board would be comprised from the existing executive boards with each appointing 2 members and 3 additional members appointed at-large.
Working Groups Appointed at this meeting will report back to the February 9 meeting of the TransTeam. The following working groups were established:
Personnel and Staffing will consider staffing and related budget levels needed to support the services listed above.
Human Resources will consider issues related to the hiring of the chief executive and staff including job descriptions, salary, benefits and the timeline for decisions on staff positions.
Structure and Locations will consider the location of the hub (main office) and spokes or offices (field locations) including the number of locations, their staffing levels, and whether they will include facilities such as training labs or meeting rooms.
Communications will issue updates to the library community on behalf of the TransTeam.
This report authored by Jim Douglas, Diane Giarrusso, Carolyn Noah and Rob Maier for the Regional Transition Planning Committee.
Date: January 27, 2010
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