Connecticut State Library with state seal

STATE LIBRARIAN'S REPORT

November 24, 2003

This report is prepared bi-monthly in conjunction with the regular meetings of the Connecticut State Library Board. Items to be routinely covered include the following: the significant activities of the State Librarian and the staff, significant administrative decisions affecting the operation of the Library, status reports regarding in-progress activities, information regarding external events having an impact on the Library, media coverage of the Library, and information of general interest to the members of the Board. The following report by the State Librarian, which will be included in the minutes of the November 24, 2003 meeting of the Board, covers the period of September 23, 2003, through November 23, 2003.

FINANCIAL REPORT
Attached to this report.

PERSONNEL REPORT

Vacancies (State Funded)
1. Office Assistant (part-time) – Van Block Facility – To be refilled
2. Office Assistant (part-time) – Collection Mgmt. – To be refilled
3. Office Assistant (part-time) – Law/Leg Ref. – To be refilled

Vacancies (Federal Funds)
None

Positions Filled Since Last Report
1. Personnel Officer 2 – Administrative Services – 10/31/03
2. Clerk Typist (part-time) Records Center (PRA) – 10/3/03
3. Librarian I (State Library) WLSC/DLD – 10/17/03

STATE LIBRARIAN’S REPORT

Budget
The Agency had to develop an “Other Expenses” budget based on a nearly 11% hold back from the appropriated budget. This amounts to a $38,883 reduction in addition to an OE budget that was already $36,719 less than FY03. Since this account includes phone, heat, lights rents, supplies and a variety of services, it has been very difficult to find savings. Some funding sources were shifted and some activities stopped or cut back. For example binding will be significantly reduced this year. Putting off activities such as binding are only short-term actions with long term implications.

Each year the agencies are requested to submit “Recent Highlights” for inclusion in the Governor’s Budget Summary. The following were included in the State Library’s submission.
RECENT HIGHLIGHTS

Coming of Age
On Wednesday, November 12, more than 120 library leaders, policy makers, elected officials, state agency representatives, grantmakers, and representatives from various nonprofit groups attended a Coming of Age forum at the Legislative Office Building presented by the State Library and Libraries for the Future. The forum explored the implications for libraries (and communities) of an aging generation of baby-boomers and the longer life expectancies that are fueling growth in the number and percent of older adults in Connecticut who are active, healthy, and eager for community engagement. Marc Freedman, President of Civic Ventures and the author of Prime Time: How Baby Boomers Will Revolutionize Retirement and Transform America delivered the keynote address. David Nee, Executive Director of the Graustein Memorial Fund; Senator Edith Prague, Co-Chair of the Select Committee on Aging; Janice Gruendel, Co-President, CT Voices for Children; Julia Starr, Executive Director, CT State Commission on Aging; and the State Librarian formed a panel that looked at the implications of the emerging and growing older population for Connecticut communities, institutions, policymakers and funders. The attendees then broke into groups to look at opportunities and barriers facing libraries. In the afternoon, James Welbourne, City Librarian in New Haven and Debra Carrier Perry, Youth Services Manager at the Hartford Public Library discussed the Life Options Libraries projects that are going on in their communities. Doe Hentschel, Program Director for Leadership Greater Hartford spoke about their Third Age Initiative. Erica Michalowski, Associate State Director of the state AARP chapter who spoke about AARP’s Community Services Initiatives. Nancy Henkin, Executive Director of the Center for Intergenerational Learning at Temple University followed with an address on Intergenerational Programs and Communities for All Ages. Wednesday’s forum will be followed by a variety of next steps most of which will be undertaken by the State Library’s Task Force on Library Service to older adults.

Old State House
On September 26, Governor John G. Rowland announced that The Connecticut Historical Society (CHS), the Old State House Association (OSHA), and the State Library/Museum of Connecticut History would be joining forces to strengthen tourism in Greater Hartford and Connecticut. CHS, a private non-profit museum, will assume management and financial responsibility of the Old State House and will collaborate with the State Library/Museum of Connecticut History to develop new exhibitions for the historic downtown landmark. Governor Rowland said that "This new alliance involving the Connecticut Historical Society, the Old State House Association, and the State Library/Museum of Connecticut History is a collaboration that I believe will set the stage for other such partnerships that can only increase heritage tourism and strengthen our state’s economy. This partnership makes sense." As part of the collaboration, the Connecticut State Library/Museum of Connecticut History will provide expertise and important historical artifacts for display at the Old State House. The centerpiece of the CHS plans for the Old State House will be the creation of a 6,800 square-foot interactive exhibition to debut in 2005 in conjunction with the completion of the initial phase of work at Adriaen’s Landing. The state-of-the-art exhibition will celebrate the history of the Old State House and Hartford and will include artifacts from both the Historical Society and the State Library/Museum of Connecticut History collections. Specifically, the Connecticut Historical Society will expand its cooperation with the State Library/Museum of Connecticut History in the interpretation of the Old State House and in particular with respect to the future development of the Old State House’s 6,800 square foot lower level gallery. The Historical Society will work with the State Library/Museum of Connecticut History to incorporate additional State Library/Museum of Connecticut History artifacts into Old State House exhibitions on either a long-term or short-term basis, or both. The State Library/Museum of Connecticut History will be provided with appropriate credit for its contributions to the interpretation of the Old State House. Such credit may include, but not be limited to, acknowledgment on signage, printed materials, and press communications that exhibitions at the Old State House have been developed in collaboration with the State Library/Museum of Connecticut History/Museum of Connecticut History. The expansion of Historical Society’s cooperation with the State Library/Museum of Connecticut History in the interpretation of the Old State House will also extend to the development of educational programs including the presentation by the State Library/Museum of Connecticut History of educational programs that are in keeping with the interpretation of the Old State House.

Staff Development Day
Staff Development Day was held on the morning of October 30 at the Van Block Facility. This year’s program was more like an extended “staff meeting” owing to the significant changes that occurred over the past year as a result of layoffs, retirements and budget reductions. Each of the division heads were asked to develop a presentation that addressed what their division has done to cope with the budget situation; the changes that were occurring in the way they deliver services; what, besides reduced funding and staff, is driving these changes; changes in their user base; and where they saw their division in 2 years and 5 years. I will be following up with visits to each of the various units of the State Library to get a closer look at the challenges facing staff and to work with them on opportunities and strategies to meet the ongoing challenges that a reduced budget and staffing present.

Professional Activities
Attended meetings of Advisory Council on Library Planning and Development (ACLPD), CONSULS, Connecticut Coordinating Committee for the Promotion of History (CCCPH), Connecticut Digital Library Advisory Committee (CDLA), Connecticut History Online Project Management Committee, Connecticut Library Association Executive Board, Connecticut Library Association Legislative Committee, Connecticut Library Consortium, Historic Documents Advisory Committee, Libraries for the Future Board, and Library for the Blind and Physically Handicapped Advisory Committee.

I participated in the New Directors program sponsored by the Division of Library Development. This was a good opportunity to meet some of the new directors I have not had a chance to meet.

I joined the directors of several major academic libraries at an invitational forum sponsored by Nelinet on “Institutional Repositories”.

Thanks to the diligent work of Joanne Turschman, our State Data Coordinator, she and I received the John G. Lorenz Award from the United States Department of Education National Center for Education Statistics and the National Commission on Libraries and Information Science for timely and accurate submission of State Library Agency data for Fiscal Year 2002.

I helped organize the “Lawyers for Libraries” and “Looking a Gift Horse in the Mouth: Gifts and Bequests” programs for the 4th Annual ACLB Leadership Conference which was held in Westbrook on October 9, 2003.

Sharon Brettschneider, Tom Newman and I attended an organizational meeting for the state libraries participating in a pilot project to create state specific versions of Webjunction, a portal for public libraries and other organizations that provides open access to information.

INFORMATION SERVICES DIVISION
Reference Services
Due to staff shortages, retrievals of both archive and library materials from the Van Block offsite storage facility are now limited to once a week. If departed staff can be replaced, daily retrievals will resume.

Outreach
History and Genealogy Unit Head Richard Roberts gave a very well received presentation to the Rocky Hill Historical Society on September 12. Attendees were amazed at the wealth of material available at CSL, and appreciated the many handouts. The Society sent a donation to the Connecticut Heritage Foundation.

Mr. Roberts was one of three speakers giving presentations to the Brookfield Historical Society on October 25. A Foundation donation was also received from this society.

Mr. Roberts attended the Connecticut Library Consortium’s first Genealogy Roundtable meeting on September 24 at the Godfrey Library in Middletown. The group discussed electronic databases for genealogy. On November 19, the group met here at CSL and took a tour of the History and Genealogy Unit. The meetings are open to interested staff from all libraries.

Two Southern Connecticut State University Library Science graduate school students are working as interns in the Library, one in the Law Unit and one in the Preservation Office. Another SCSU Library Science student interviewed Bibliographic Information Unit Head Stephen Slovasky about CSL’s cataloging practices and procedures.

History and Genealogy Office Assistant Kevin Johnson gave presentations as Jordan Freeman to the Wethersfield Historical Society on September 28 and to the Fairfield Daughters of the American Revolution on October 9. The Foundation received a substantial donation from the Wethersfield Historical Society.

Mr. Kevin Johnson gave a William Webb presentation in Voluntown on October 22.

Government Information Unit Head Julie Schwartz gave a CT Digital Archive presentation at the CT GODORT meeting on September 26 at the Groton Public Library.

Preservation Librarian Jane Cullinane gave a Preservation Basics presentation to the Connecticut Society of Genealogists on October 18.

History and Genealogy Reference Librarian Carolyn Picciano represented CSL at the Berlin Family History Day on October 16.

Information Services Division Director Lynne Newell gave a presentation at Staff Development Day on the current status of the Library and on trends foreseen for the future.

Federal Documents Depository
Federal Documents Librarian Nancy Peluso attended the Regional Federal Depository Library Conference in Arlington, VA from October 16-18. Highlights included discussion of the roles of the regional libraries, and their strengths and weaknesses. The U. S. Government Printing Office (GPO) has asked directors of the ARL (Association of Research Libraries) and the AALL (American Association of Law Libraries) for a list of priority titles to be digitized. GPO is already considering digitization of the Serial Set. GPO is also considering automatically including holdings statements for Regional Depositories in OCLC WorldCat, and giving regional libraries reimbursement for printing on-demand costs of electronic only documents. The Superintendent of Documents plans to meet with directors of the regional libraries through group meetings or on-site visits. If a Regional chooses to relinquish its depository status, GPO may decide to sell its documents to create an endowment fund for preservation of remaining printed copies of titles distributed to depository libraries.

Space
The Connecticut Documents collection on Level 5 is almost out of shelf space. A carefully planned shift will be necessary to maximize use of the available space. One suggestion is to house all non-circulating copies (copy 1) of ConnDocs in the level 6 Cage. This would create more room on level 5A, and provide better security for the permanent collection copies. Staff are currently incorporating unprocessed material from the attic, Van Block, and other areas into Level 5 and estimate the collection would be ready to be moved by January. Ideally, all of the ConnDocs would be reconned, inventoried, and barcoded before or during this shift. Given staff shortages and supply budget shortages, this may not be possible. Several proposals will be considered and the one that provides the best outcome achievable within the current constraints will be undertaken.

Collections
The Library of Congress’ National Digital Information & Infrastructure Preservation Program (NDIIPP) has solicited grant proposals for moving Digital Archive programs to the next level. Government Information Services Unit Head Julie Schwartz and Bibliographic Services Unit Head Stephen Slovasky have worked with the University of Illinois, OCLC, and several other state libraries to create and submit a grant proposal that will build on the work already done by CSL and OCLC on the CT Digital Archive. Under the grant, enhanced software tools that allow more automated identification and collection of digital documents and archival items will be developed and tested.

Previously, the circulation policy had been changed to make all pre-1955 FedDocs non-circulating. This was done following reports from other depositories that documents up to and including the WWII and Korean War eras were often lost in circulation or interlibrary loan. The same date has now been applied to Connecticut Documents for similar reasons.

The Governor’s Executive Order #30 mandates that state agency publications be published in a digital format whenever possible, and assigns DAS Commissioner with responsibility for executing the order. The Connecticut Digital Archive will be even more critical in order to capture and preserve these digital only publications for future research use. Division staff and State Librarian Ken Wiggin will meet with DAS Commissioner Waters on this issue soon to offer our expertise and share our concerns.

Karen Nadeski has begun to catalog CSL’s contributions to the CT History Online II Project, beginning with the Mills Collection.

Library Materials Budget
The Division has only $750,000 total ($500,000 of bonding and $250,000 in appropriations) for collection additions and maintenance in FY04. The current estimate to maintain all serial titles is $764,722. A minimum amount, $35,000, is needed for critical new titles. The combined need leaves the Division with a $49,722 shortfall. Serials include online services, treatises, case reports and reporters, journals, loose-leaf services, and annual publications such as directories, and statistical updates. In light of the budget situation, Unit Heads are once again reviewing titles for possible cancellation. The chart below shows the last five years’ actual expenditures. The Inflation Adjusted Serials line demonstrates the steady loss of actual purchasing power. To maintain the titles that were being received in FY98, the serials budget alone should be $1,051,372.

In addition to the ‘Book Budget’, the loss of Other Expenses funds has required halting all commercial binding, the first and best preservation and security protection method for library materials. The small remaining binding budget will be reserved for binding the Connecticut General Assembly proceedings and Committee hearings. As the unique archival record of legislative activity, these documents are considered the highest priority.

Library For the Blind and Physically Handicapped (LBPH)
LBPH Director Carol Taylor gave a LBPH presentation to the BESB Senior Grant program in Wallingford on September 17.

Library Technical Assistant Gary Conway and Volunteer Tom Grossi staffed an exhibit at the Enfield Senior Day at the Westfield Mall, & Enfield Square, on October 3.

The LBPH Advisory Committee met at the LBPH on October 10.

Eight students from Rocky Hill High School volunteered at LBPH on a variety of projects as part of their “Lend a Paw Day” on October 9.

Staff
Federal Documents Librarian Nancy Peluso attended a CT GODORT (Government Documents Round Table) meeting on September 26 at the Groton Public Library.

Collection Management Unit Head Diane Pizzo and Bibliographic Information Librarian Shaozhong Ma attended the New England Innovative Law Users Group (NEILUG) meeting at the Suffolk University Law School on October 9.

Law/Legislative Reference Librarian Hilary Frye attended a SNELLA (Southern New England Law Librarians Association) fall program on “ Positive Approaches to Problematic People” on October 14 at Quinnipiac University Law School.

Law/Legislative Reference Librarian Cheryl Schutt attended the NELLCO (New England Law Library Consortium) Directors’ meeting at UConn Law School on October 17.

Ms. Frye attended the NELLCO Licensing Subcommittee meeting in Boston on October 31.

Division Director Lynne Newell attended State Managers Day at the Aqua Turf on October 10. The keynote speaker, noted economist Nicholas Perna, stated that the national economy is recovering slowly but that no significant recovery in the state budget is expected soon. Responders included OPM Secretary Marc Ryan and Appropriations Co-Chair William Dyson who explained that due to rising non-discretionary costs for children, social services, and corrections, other facets of state government that contribute to the quality of life, such as the State Library, may experience continuing difficulties.

Personnel
Collection Management Office Assistant Gary Klein left the Library for a full-time position at Manchester Community College on October 30.

Law/Legislative Reference Librarian Gail Hurley returned from leave on November 4.

Law/Legislative Reference Library Technician Richard Scholz returned from leave on November 7.

DIVISION OF LIBRARY DEVELOPMENT

The Division of Library Development sponsored a second annual New Directors Workshop on October 29th at the Middletown Library Service Center. The workshop gave an overview of the services and resources available to public libraries as well as an introduction to legal requirements such as the annual survey, library record confidentiality, voter registration, and records retention. Sharon Brettschneider, Mary Engels, William Sullivan, Linda Williams, Joanne Turschman, Mary Louise Jensen, and Sheila Mosman spoke. Christine Bradley, Executive Director of the Connecticut Library Consortium (CLC) also spoke on CLC services.

The Division recently announced the availability of Library Service and Technology Act (LSTA) grants for libraries. $200,000 in LSTA funds have been made available for grants to libraries for adaptive technology, children in poverty programs, programs for older adults, programs for non-English speaking and outreach programs for children. Grant applications are available through the grants office and on the web. Applications are due March 5th. Awards will be brought to the State Library Board at the May meeting. Funded programs will run from July 1, 2004 to June 30, 2005. All libraries receiving an LSTA grant will be required to attend a workshop on Outcome Based Evaluation to be held in May. The Institute of Museum and Library Services, the federal agency that provides LSTA funds, is requiring the use of Outcome Based Evaluation methodology in as many LSTA funded programs as possible. The workshop will be held in two locations and dates and will be provided at no charge to participants.

Doug Lord has rejoined the Connecticut State Library as a Librarian 1 at the Willimantic Library Service Center. Mr. Lord will be working on Library Service and Technology Act program (LSTA), E-Rate and other special projects.

Doug Lord and Joanne Turschman attended the Annual LSTA Conference in Washington D.C. on November 17th through the 19th. This year’s training focused on the new online reporting mechanism for the LSTA Annual Report.

Libratect Seminars, workshops sponsored by the Connecticut State Library and attended by architects, librarians, and library board members, were held at the Cornwall Library Association on October 2nd with attendance of thirteen to discuss the new library and at the Willoughby Wallace Memorial Library on November 6th with attendance of twelve to discuss the expanded and renovated library. Mary Louise Jensen, Building Consultant, coordinates these workshops.

The Friends of Connecticut Libraries sponsored two fall workshops. The first, held on October 15th at the Cheshire Library, was entitled Jazz Up Your Library Newsletter. A panel of newsletter editors shared tips on how to develop and design newsletters that get noticed. The second was on November 5th at the Meriden Library. The discussion topic was how Friends can reach out to diverse communities. Friends groups from urban communities discussed their challenges and shared ideas for meeting those challenges. Mary Engels, Director of the Middletown Library Service Center, is the liaison to the Friends.

On October 1, Mary Engels spoke at a panel discussion on private fundraising for public libraries sponsored by the public library section of CLA. Her topic was how Friends raise money for their libraries.

The Connecticut Library Association (CLA) and the State Library are soliciting nominations for the Excellence in Public Library Service Awards. These awards presented at the CLA annual conference honor libraries that have provided outstanding service to their communities and have developed model library programs. Mary Engels coordinates this award program.

Joanne Turschman, State Data Coordinator, has been guiding public library directors through their second annual online submission of the Connecticut Public Library Annual Report and Application for State Grant. All submissions were due at 4:30 p.m. on November 14th. Ms. Turschman visited Guilford Public Library to train them on the procedures.

PUBLIC RECORDS ADMINISTRATION

On September 11-12, 2003, LeAnn Johnson completed the “Managing Preservation for Library and Archives Collections” at Northeast Document Conservation Center in Andover, MA. The last session focused on Preservation Administration, and included topics such as preservation management, long and short-term planning, creating an action plan, management skills, and promoting preservation.

September 18, 2003, Eunice DiBella and LeAnn Johnson attended the Town Clerk’s Fall Conference at the Nathan Hale Inn and Conference Center in Storrs, CT. At the session, the new CT Town Clerk’s Association website was unveiled.

September 24, 2003, Eunice DiBella, LeAnn Johnson and Lizette Pelletier attended a Historic Document Advisory Committee meeting at the Middletown Library Service Center.

October 3, 2003, Eunice DiBella, LeAnn Johnson and Lizette Pelletier attended a grant-training meeting at Central CT State University. They met with, Steve Kliger and Professor Toni Moran, of the Political Science Department. Professor Moran will be giving a grant-training workshop to CT Town Clerks on November 21, 2003. Ms. Moran will address grant and grant writing skills geared toward the Historic Document Preservation Program.

On October 9, 2003, Eunice DiBella attended a meeting of Electronic Recording of Land Records Committee at the Legislative Office Building.

October 14, 2003, Eunice DiBella LeAnn Johnson and Lizette Pelletier attended an Association of Records Managers and Administrator’s meeting in Cromwell Connecticut at the Courtyard by Marriott. The session was on HIPPA, the Health Insurance Portability and Accountability Act.

October 19-22, 2003 Eunice DiBella and LeAnn Johnson attended the Annual Association of Records Manager’s and Administrators (ARMA) Conference at the John B. Hynes Convention Center in Boston, MA. The conference title was “ Converging Technology, Knowledge, Business, and Information Management.”

On October 29th, Eunice DiBella presented an educational session on records retention for Department Heads, Division Heads and Supervisors, for the town of Manchester.

November 6, 2003, LeAnn Johnson proctored the Certified Records Manager (CRM) examination. The exams were conducted in the Van Block Computer Training Lab.

November 6, 2003, LeAnn Johnson attended a dedication ceremony for one of the many Coltsville revitalization projects, Capitol Region Education Council—River Street School Autism Program. Ms. Johnson also attended the Governor’s press conference at the Colt Factory building. Insurity, Inc. will be occupying the building in the spring, 2004 and will bring over 300 employees to the area. Ms. Johnson photographed the event.

State Archives
On October 3, Debra Pond rejoined the Archives staff to continue processing Litchfield County Court Records as part of the court records project. This project is partially funded by the National Historical Publications and Records Commission (NHPRC.). Louise Tucker joined the staff the same day to work on the project.

On October 17, Debra Pond and Bruce Stark met with Max Evans, Executive Director of the National Historical Publications and Records Commission, to discuss the court records project.

On October 17, Louise Tucker attended a workshop entitled “Caring for Historical Records: An Introduction” at the New England Archivists (NEA) meeting at Storrs, CT.

Mark Jones, Debra Pond, Bruce Stark, and Louise Tucker attended the NEA meeting in Storrs on October 18.

Debra Pond and Bruce Stark gave papers at the NEA meeting on October 18 on the subject of "Connecticut Court Records: Issues of Access and Use."

Bruce Stark attended the fall conference of the Association for the Study of Connecticut History at Central Connecticut State University in New Britain on November 8.

Records Center
On October 3, 2003, George Miller joined the staff of the State Records Center as a part time clerk typist

Records destruction continued during the months of September and October. A total of 483 boxes were destroyed.

Meetings were held at the Records Center with the Department of Economic and Community Development (DECD.) On September 18 Don Ballinger met with Debbie Russo and Bill Frederick to begin a review of current retention schedules and proposed updates and revisions. On Oct 28, Eunice DiBella and Don Ballinger met with Debbie Russo, Bill Frederick, Faith Bessette-Zito, and Al Amat of DECD. The object of this meeting was to provide guidance and assistance to DECD in the complete revision of the agency’s records retention schedule. Follow up meetings are scheduled.

MUSEUM OF CONNECTICUT HISTORY

The 12-person Museum Assessment Program Team, comprised of State Library Board members, the State Librarian, the Museum Advisory Committee and museum staff completed the Institutional Assessment Self-Study Workbook in October, 2003. More than 266 hours were devoted to this report, which details the Museum of Connecticut History’s mission, assets, achievements, aspirations, challenges and its prognosis as a program of the Connecticut State Library. The Museum Assessment Program is administered by the American Association of Museums. Our participation was funded by a federal grant from the Institute for Museum and Library Services. A museum professional with government-operated museum credentials will next visit us to survey the museum, interview the assessment team and will develop recommendations for consideration.