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MEETING MINUTES

Minutes Regular Meeting of the Buffalo & Erie County Public Library Board of Trustees April 19, 2001

The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, April 19, 2001 in the Central Library pursuant to due notice to trustees. The following members were present:

Daniel T. Roach, Chairman; Elaine M. Panty, Vice Chair; William Brosnahan; Phyllis A. Horton; Annette A. Juncewicz; Rebecca L. Mahoney; Abdul H. Raoof; Sharon A. Thomas; Wayne D. Wisbaum; Stanley H. Zagora; George M. Zimmermann, Trustee Emeritus

Excused: James W. Burns, conflict; Evelyn Pizarro; Robert J. Plache; Casimiro D. Rodriguez, out of town; Judith K. Summer, out of town; Roland R. Benzow, Trustee Emeritus; Richard O. Hopkins, Trustee Emeritus; Salvatore R. Martoche, Trustee Emeritus; Morton H. Stovroff, Trustee Emeritus

Chairman Roach called the meeting to order at 4 p.m. in the Joseph B. Rounds Conference Room.

On motion by Ms. Horton and seconded by Ms. Mahoney, the agenda was approved as presented.

On motion by Ms. Juncewicz and seconded by Ms. Panty, the Minutes of the meeting of March 15, 2001 were approved as submitted.

Agenda Item D – Report of the Chair. The Chairman was on vacation during the past month and had no report.

Agenda Item E – Committee Reports.

Agenda Item E.1 – Executive Committee. Ms. Panty informed the Board that the Executive Committee did not meet in April.

Agenda Item E.2 – Budget & Finance Committee.

Agenda Item E.2.a – Amendment to 2001 Budget – County Legislature Member Aid Items. In the absence of Budget & Finance Committee Chair Burns, Mr.Deputy Director Stone reported that at its meetings of March 22^nd and April 5^th, the Erie County Legislature adopted resolutions sponsored by Legislators Chase, Fisher, Kuwik and Larson allocating funds from various accounts in the amount of $24,500 to benefit several libraries as indicated in the proposed resolution. Ms. Mahoney expressed the Board’s appreciation to the Legislature for the generous allocation. On motion by Ms. Panty and seconded by Ms. Horton, the following was approved unanimously:

Agenda Item E.2.b – Merchant Credit Card Services. Mr. Stone informed trustees that approval of this item will provide the Central Library with the option of accepting credit cards for payment of fines, fees and other purchases as indicated in the proposed resolution. Following some discussion, on motion by Ms. Horton and seconded by Ms. Panty, the following was approved unanimously:

Agenda Item E.2.c – 2001 Budget Adjustments: Allocating 2000 Year End Balance. Mr. Stone reported that the Budget & Finance Committee met on April 12^th to review staff recommendations regarding the allocation of funds from the 2000 year-end fund balance to the 2001 adopted budget. The Committee approved the allocations as listed in Resolution 2001-23. After some discussion, on motion by Ms. Panty and seconded by Ms. Horton, the Board unanimously approved the following:

Mr. Wisbaum joined the meeting at 4:10 p.m.

Agenda Item E.2.d – 2001 Budget Adjustments: Educational Technology Initiative Transfers. Mr. Stone explained the nine projects included in proposed Resolution 2001-24. He called attention to the first "RESOLVE" and noted that the figure should read "$80,346." On motion by Ms. Panty and seconded by Ms. Horton, the following was approved as amended:

RESOLUTION 2001-24

Agenda Item F – Report of the Director. Ms. Chrisman stated that as indicated in her written report, three libraries have agreed to participate in the Centralized Human Resources (CHR) Pilot Program. County Executive Giambra has endorsed the program which required a great deal of collaboration between the B&ECPL and several County departments. Ms. Chrisman expressed her appreciation to the County Personnel Department, the Department of Budget & Management and the Comptroller’s Office for their cooperation in the Library’s efforts to establish the CHR program.

Buzzers have been installed outside the glass doors to the Administrative area on the second floor of the Central Library. If trustees or staff are locked out of the area, they may press the buzzer to alert someone to open the doors.

Ms. Chrisman reminded Board members that at a previous meeting she had mentioned a reception to honor trustees who concluded their terms on the Board earlier this year. She announced that the reception will be held on May 31^st at the Buffalo Club. The reception’s agenda will also include New York State Regent Arnold Gardner’s presentation to the B&ECPL of the Joseph F. Shubert Award for lLibrary eExcellence. Invitations to this event will be mailed soon.

Ms. Chrisman informed trustees that the video of the American Library Association MidwinterUrban Libraries Council’s "Partners" Conference which she and Trustee Mahoney attended in Chicago this past Januaryin December 2000 has been received. The video which includes speeches by Chicago’s Mayor Daley and the Commissioner of Libraries, is fairly lengthy but has some wonderful ideas about library service and is worthwhile for viewing by trustees. Ms. Chrisman suggested that the video be presented for the Board’s information in two segments following the June and July board meetings.

Ms. Chrisman reminded Board members that she had reported at an earlier meeting on the Library’s concern about President Bush’s proposal to move E-rate funding to the Department of Education. This did not occur and library E-rate funding will remain with the Federal Communications Commission.

The Library’s reregistration program will commence on May 21^st. Staff has developed new library cards, applications and brochures.

Ms. Chrisman invited trustees to the "Buffalo Bred, Buffalo Bound" art program which will be held this evening at 5:30 in the Mason O. Damon Auditorium. The second part of the program will be held at theAudubon Library in Amherst University at Buffalo on April 20^th and the program will conclude on Saturday, April 21^st at the Niagara Branch Library.

The following report was submitted by the Director and transmitted to board members prior to the meeting:

Centralized Human Resources: Following months of preparation, the Centralized Human Resources Pilot Program is scheduled to begin May 1, 2001. The following Boards of Trustees have agreed to participate and signed the necessary contracts:

City of Tonawanda Public Library

Lancaster Public Library (Lancaster & Depew branches)

Aurora Town Public Library (East Aurora & West Falls branches)

Assistant Deputy Director Patricia Angstadt has been working with the library boards to ensure a smooth conversion and has scheduled dates with the three libraries to work on-site with employees to complete the necessary documentation.

As an example of the type of assistance the pilot program will offer participants, Ms. Angstadt has worked with the City of Tonawanda Library Board in conducting a search for a new Library Director due to the April 30^th retirement of Mary McKee. After interviewing seven candidates, the City of Tonawanda Board offered the position to Roseanne Butler-Smith, who currently serves as a Librarian II in the Lancaster Public Library.

WNY Rare Book Consortium Project Restart: After a time of uncertainty about the status of the WNYRBC plan to create an exhibit of rare books designed to rotate among the B&ECPL, the Historical Society and the Poetry/Rare Books Collection at the University, the project appears to be back on track. On March 21^st, directors of the institutions met with Sam Savarino, WNYRBC Chair, and representatives of Einhorn, Yaffee, Prescott Architecture and Engineering (EYP), the lead firm for the feasibility study. EYP submitted a new contract, which will be separate from contacts negotiated with Ralph Appelbaum Associates (RAA) and Lord Cultural Resources, the other consulting partners. Individual contracts will enable project components to be addressed on separate timetables, allowing B&ECPL’s expansion of exhibit capacity to proceed on a stepped-up schedule.

Involved with details of the Pan Am celebration, the Historical Society is not ready to move forward quickly with the feasibility study. The Library, on the other hand, will engage in space planning activities for the first floor of the Central Library soon and must ensure coordination of the rare book display with the broader effort. A telephone conversation with a representative from RAA, the consultant associated with the B&ECPL component of the study, indicated that once a new contract is in place, work will begin on the Library’s project with delivery of a "concept design" anticipated for early Fall.

Mark Twain Writing Competition: Interest from all ages, backgrounds and locations regarding B&ECPL’s Mark Twain Writing Competition "A Murder, a Mystery and a Marriage" has remained steady during the past month. To date, the competition information on the Library’s web site has received nearly 7,500 hits. Submissions have begun arriving from all over the country and even as far away as England. Media exposure has continued as well. Channel 2’s morning program Daybreak, Channel 4’s By the People community interest program, and WTTS–FM Star 102.5 have provided recent or upcoming coverage. In cooperation with the Library Foundation of Buffalo & Erie County, discussions have been initiated to plan for the October reception, which will recognize competition winners.

National Library Week Program: Buffalo native and New York Times senior writer Elaine Sciolino presented a special Bistro Bookers program for National Library Week on April 2^nd at the Central Library. Sciolino’s humorous and candid discussion of her experiences in Iran and her book, Persian Mirrors: The Elusive Face of Iran, entertained the seventy-five attendees.

East Delavan Branch Library Computer Training Lab: On March 19^th, trustees Phyllis Horton, Rebecca Mahoney, Elaine Panty and Evelyn Pizarro observed Common Council President James Pitts, Councilmember Richard Fontana, Assistant Deputy Director William Miles and the Director cut the ribbon for the new computer lab at the East Delavan Branch. Many administrators and staff, as well as members of the public, were on hand to witness the enthusiastic response of community children to this new resource.

Marilla Free Library Celebrates the Completion of Renovation Project: An "open house" on April 4^th was an opportunity for the Marilla board and staff to unveil many facility enhancements that were part of their renovation efforts. Legislator Dale Larson, Deputy Directors Michael Mahaney and Ken Stone and the Director were on hand to compliment those associated with the project for their accomplishment.

Ken-Ton Library Ad Hoc Task Force: The Task Force, chaired by Legislator Lynn Marinelli, met on March 21^st, March 28^th and April 4^th to discuss facility and service needs identified by staff of the Town of Tonawanda Public Library branches. Town officials have been present at the meetings and their commitment and interest resulted in plans to install fire detection systems, as reported in the April 10^th Buffalo News. Other Town supported upgrades are possible too. After the immediate needs of the Tonawanda branches have been addressed, the Task Force plans to consider broader questions of library service and technology access for the community.

The following report was submitted to the Director by the Deputy Director, Chief Operating Officer and transmitted to the Board for information.

The Next Chapter — Borrower Re-registration Begins: Late in 2000, the Buffalo & Erie County Public Library announced it would conduct a re-registration of all borrowers beginning in the first half of 2001. Due primarily to the labor-intensive aspects of converting multi-part media collections, re-registration was postponed until the completion of that conversion process, which is scheduled to conclude on April 16^th. At that time, new rules governing the circulation of that media type take effect. Re-registration of borrowers is scheduled to begin approximately one month later, on Monday, May 21^st. Information and materials to implement the re-registration program are in development. New library cards, applications and brochures will supersede their current counterparts. New online borrower access features will be introduced, as well.

Count for Something: The Performance Measures Committee of the New Services Task Force continues to plan the team sampling of in-library use and reference transactions at all city branch and contract libraries in October. The project acquired a new name, "Count for Something," during a campaign to recruit volunteers. Recruitment and the development of a sampling schedule are in progress. A pilot study will take place in late spring.

Jefferson Construction Project: B&ECPL staff met with the architect and a representative of the City of Buffalo’s Department of Public Works to continue the refinement of plans for the new library. Based on B&ECPL requirements, the architect is revising staff and mechanical spaces. B&ECPL staff will plan the furnishings layout. Progress meetings will continue on a monthly basis throughout the project.

NYLA Legislative Day: On March 20^th, the deputy director, Assistant Deputy Director Ruth A. Collins, Elma Public Library trustee Mary Jo Ketchum, and librarians Jennifer Childs and Kelly Shepherd joined librarians, trustees and library advocates from around the state to meet with state senators, assembly members and their staff, seeking support for a $95 million dollar increase in state funding for libraries. Sponsored by the New York Library Association (NYLA), Legislative Day in Albany is an annual event.

Youth Services Providers Assemble: The first meeting of the newly reorganized B&ECPL Youth Services Group was held on March 7^th. System Public Services Manager, Carol A. Batt, organized the session that addressed a wide range of system support issues, including collection development/checklist improvements, cooperative programming, and the planned Youth Resource Centers and Summer Cyber Camps funded by the Legislature’s Educational Technology Initiative. Brief presentations from branch and contract library staff, including Donna Locker (Cheektowaga) on the Battle of the Books summer program and Mary Jane Kibby (Amherst) on the work of the New Services Task Force/Youth Services Committee, rounded out the agenda. More than 50 youth specialists, representing 43 B&ECPL libraries, attended.

Summer Cyber Camp: Public response has been overwhelming following the Legislature’s news release concerning dedicated funding for this program. Librarian Chris Moesch and Children’s Department staff are developing the program model for this computer-based activities series for children. Recruitment has begun for college students, who will be hired and trained to implement programs at branch and contract libraries during July and August. Full details will be available next month.

From Page to Stage: Alleyway Theatre/KidShowCo is collaborating with the Central Library’s Children's Department and 15 City branch libraries to present the workshop program, "From Page to Stage: Fables Out Loud," from April 14^th through May 5^th. Teaching artists from KidShowCo will present the program and the library will supplement with reading materials for children 5-8.

National Library Week Activities: Buffalo’s branch libraries celebrated National Library Week with a variety of programs including poetry readings, storytellers, magicians, a fire safety program presented by the Buffalo Fire Department and several open houses. The 7^th Annual African American Writers Reception of WNY took place on Thursday, April 5^th at the Martin Luther King, Jr. Branch Library, with twenty local authors participating. The reception is made possible through the cooperation and support of the B&ECPL and the African American Librarians Association of Western New York.

Outreach Activities: Recently, Special Collections (SPC) librarian Pat Monahan was the featured speaker at a meeting of Italian Genealogists. Her presentation outlined ethnic genealogy sources available in SPC. Youth Services librarian Kelly Shepherd presented three hands-on technology workshops at Canisius College, instructing high school sophomores and juniors (and their parents) about Internet navigation and B&ECPL resources on choosing and paying for college. Business librarian David Pfeiffer staffed a B&ECPL table at ECC’s Career Fair 2001. In cooperation with the Buffalo Philharmonic Orchestra’s educational efforts, librarian Raya Then performed self-authored musical stories about the Pan-American Exposition for several kindergarten through 4^th grade audiences. BPO musicians provided musical accompaniment. Fairfield Branch manager Doreen Bonds attended Career Day at School #80 on Wednesday, March 7^th. Approximately 60 children listened to stories and asked questions about libraries and librarianship. Ms. Bonds also participated in a Career Fair at Olmstead School #56, on April 4^th. On Friday, March 23^rd, Fronczak Branch Manager Dorinda Hayes participated in Career Day at Bennett High School and discussed how working as a page in high school led her to her career as a librarian. Librarian Sandra Williams Bush was a National Library Week guest reader at BUILD Academy's Read Aloud on Friday, April 6^th.

The following report was submitted to the Director by the Deputy Director, Chief Financial Officer and transmitted to the Board for information:

B&ECPL Wins Another E-Rate Appeal at FCC, Wins one and Loses one at SLD: The Federal Communications Commission appeal, involving Year Two funding of $13,946 in discounts for router DRAM for each library, was granted and returned to the Schools and Libraries Division (SLD).

The appeals to the SLD involve E-Rate Year Three (7/1/2000-6/30/2001) funding requests. One for $209 in discounts, denied incorrectly for a router, was approved in full in a letter dated 2/27/2001. The other involving over $7,000 in discounts for Internet Access was denied on a technicality that staff considers erroneous. An appeal of this decision was filed with the FCC on March 27^th.

B&ECPL 2000 Year-end Results Presented to Budget & Finance Committee: The library ended the year in sound fiscal condition, including being able to improve both its Designated for Contingency account and Designated for Improvements and Long-term Replacements account balances. The Committee’s recommendations regarding 2000 year-end balances are included in Resolution 2001-23, which will be presented for Board consideration at next week’s meeting.

County 2002 Capital Project Request Forms and Instructions Received Last Week: The instruction packet arrived in the Director’s Office on April 2^nd. Completed forms are due to the County Budget Office by April 27^th. Historically, the capital budget has supported capital improvements in the County-owned Central Library building, and projects such as the OPAC system and replacing bookmobiles. It is important to note that as of 2001, the County moved B&ECPL’s library materials, furnishing & fixtures, and technical equipment expenditures to the Capital Budget, funded by tobacco settlement proceeds.

Staff has met with County Public Works personnel to discuss the needs of the County-owned Central Library building. The Budget and Finance Committee was briefed and direction provided at their meeting today. The committee was also provided an overview of the pending 2002 County Budget process.

Erie County Electricity Purchasing Pool Moving Forward: On Monday, the County opened bids from power suppliers for a one-year rate commitment for the bulk of the pool’s electricity needs. This will result in savings for those libraries joining the pool over NIMO and NYSEG retail rates. It will also protect the pool from wild price swings should they occur this summer. All contracting libraries that directly pay NIMO or NYSEG for electricity have indicated their desire to join the pool. Once cutover occurs, transfers will be processed to move remaining contracting library electricity budgets to the system budget, where payments to the pool will be centralized.

Collections Agency Implementation Progressing: Software programs to generate needed reports were sent by the library’s automation vendor (DRA) this week. Since late February, patrons receiving "bills" for materials assumed lost (currently more than 60 days overdue) have received the following warning: "BORROWING PRIVILEGES SUSPENDED! Please settle within 20 days or your account may be sent to a collection agency and a $10 fee added." Staff training is planned for early May, with implementation shortly thereafter. The system’s current automated procedure that suspends borrowing privileges when fines/fees owed reach $5.00 or more will continue unchanged. The emphasis, as always, remains on the prompt return of library materials so that they will be available for others to use and enjoy!

Accepting Credit Cards at the Central Library Proposed: Staff are often asked if the library can accept credit cards for payment of fines and fees. These requests have increased with the advent of checking account "debit cards" which resemble and are treated by merchants just like a credit card. In January the Library issued a Request for Proposals (RFP) to allow the Central Library to accept MasterCard, Visa, Discover Card and bank debit cards for the payment of fines, fees, charges, and sales transacted with the Library. This customer convenience service would be first offered at the Central Library, with acceptance of mail-in payments also a possibility. Several major banks responded and a recommendation to contract for merchant credit card services will be presented for the Board’s consideration at next week’s meeting.

The following report was submitted to the Director by the Deputy Director, Corporate Information Officer and transmitted to the Board for information:

B&ECPL Technology Plan (2001 – 2004) Completed: The formal Technology Plan for 2001 – 2004 was completed and submitted to Library Development of the New York State Library on March 29.

The plan embodies the principles of Expanding Horizons by documenting the strategies necessary for deploying relevant technology that will provide superior library service to the residents of Buffalo & Erie County. Recognizing that technology is a key component of the mission of the Library System, the Technology Plan (2001 – 2004) provides the basis for following the directions outlined in this critical document and elaborated upon by the New Services Task Force.

The plan defines the tasks necessary to deliver the required technology elements of proposed new services while nurturing and growing our existing infrastructure, network and systems. The plan covers the period July, 2001 to June, 2004. Twenty-nine separate projects are specified, with over half scheduled to begin in 2001. The Library Director and Administrative Team ensured that it addressed each of the following six fundamental library goals:

1. Evaluate and improve B&ECPL’s operation and services
2. Refine and maintain state of the art resources for the public and staff
3. Strengthen information access and delivery
4. Attract, develop and encourage a diverse and skilled staff
5. Promote the use of library resources and services
6. Secure the public and private funding necessary to fulfill the Library’s mission

Firewall evaluation begun: While the Library’s firewall provides excellent security and recently prevented a possible serious breach, it also is very time-consuming and difficult to support. This month, Network Support completed several software upgrades to improve its performance. In addition, a study was begun to evaluate alternatives that could provide an equal level of security without the high maintenance.

Efficiency Improvements Made to New Alpha Server: Each night, the Network Support Operations staff completes a total system backup of our DRA Library Automation System. In addition, monthly and quarterly file reorganizations are done.

This month, the quarterly file reorganizations were re-written for the new Alpha server installed late last year. In addition, because the new server has demonstrated that it is able to process the backups and reorganizations much faster, the nightly schedule was modified to begin three hours later. With this change, our Web catalog is available to Internet users until almost midnight nightly.

Web Catalog Enhancements in Progress: A new web server, purchased for the new enhanced on-line catalog, Web2, has been installed and the software installation is now in progress. In addition, upgrades to our existing Web1 application, requested as part of the re-registration process, have been started.

Agenda Item G – Report of the Foundation Director. In addition to her written report which contained information about the Mark Twain Writing Competition, the Children’s Author Series and B&ECPL funding support, Ms. Vedder informed the Board that the Grosvenor Concert Series commenced this month with a celebration of National Poetry Month. Josephine Hogan of the Irish Classical Theatre, Brian LaTulip and Joe Head presented Irish readings and music. Ms. Vedder expressed her appreciation to trustees who have attended the Grosvenor programs. Trustee Wisbaum commended the Library Foundation for its presentations and urged trustees to join him at the concerts on Wednesdays at noon.

Mr. Roach acknowledged the presence of Library Foundation Board President W. Lawrence Buck and thanked him for his great interest in the Library.

Agenda Item H – Public Comment. Elizabeth Berry of Buffalo presented brief remarks urging the Board to conduct a patron survey. She asked if Assemblyman Hoyt had come up with funding for an elevator at the Crane Branch Library which he indicated he would do during one of the public meetings. Mr. Roach reiterated the fact that the Board does nottake respond to questions during the Public Comment portion of the Agendaat this time but that the Library will investigate this matter.

Mr. A. Bluelaugh of the Buffalo Criterion expressed his concerns regarding libraries in the African American community. He indicated that he looks forward to meeting new board members and reaffirming the Board’s commitment to the construction of the new North Jefferson Library.

Agenda Item I – Unfinished Business. No unfinished business.

Agenda Item J – New Business.

Agenda Item J.1 – Food Vending Contract Renewal. Mr. Stone reported that this is the second and last renewal of the contract with AVI Food Services for a three- year period. On motion by Ms. Panty and seconded by Ms. Horton, the following was approved unanimously:

RESOLUTION 2001-25

Agenda Item J.2 – Central Library Aid Grant Application. The Central Library Aid grant is an annual recurring grant which supports the Central Library. The Board must approve the application prior to submittal. On motion by Ms. Horton and seconded by Ms. Mahoney, the following was approved unanimously:

RESOLUTION 2001-26

There being no further business, on motion by Ms. Mahoney and seconded by Ms. Juncewicz, the meeting was adjourned at approximately 4:40 p.m.

Respectfully submitted,
Judith K. Summer
Secretary

Daniel T. Roach
Chairman

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