MEETING MINUTES
Minutes Regular Meeting of the Buffalo & Erie County Public Library Board of Trustees August 17, 2000
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, August 17, 2000, in the Central Library pursuant to due notice to trustees. The following members were present:Rebecca L. Mahoney, Chair; Elaine M. Panty, Vice Chair; Annette A. Juncewicz, Secretary; James W. Burns, Treasurer; Frank Gist; Phyllis A. Horton; Robert J. Plache; Daniel T. Roach; Casimiro D. Rodriguez; David J. Shenk; Judith K. Summer; Sharon A. Thomas; Stanley H. Zagora; Morton H. Stovroff, Trustee Emeritus
Excused: Wayne D. Wisbaum, out of town; Roland R. Benzow, Trustee Emeritus; Richard O. Hopkins, Trustee Emeritus; Salvatore R. Martoche, Trustee Emeritus; John P. Wickser, Trustee Emeritus; George M. Zimmermann, Trustee Emeritus
Chair Mahoney called the meeting to order at 4:05 p.m. in the Joseph B. Rounds Conference Room.
Agenda Item B – Approval / Changes to the Agenda. On motion by Ms. Panty and seconded by Mr. Shenk the Agenda was approved as presented.
Agenda Item C – Minutes of the Meeting of July 20, 2000. On motion by Ms. Horton and seconded by Mr. Shenk, the Minutes of the meeting of July 20, 2000 were approved as submitted.
Agenda Item D – Report of the Chair. Ms. Mahoney reported that she attended the groundbreaking ceremony for the new Collins Public Library on August 12th. County Executive Joel Giambra and Legislator Fred Marshall attended, as did Diane Chrisman, Kenneth Stone and Peggy Skotnicki.
Ms. Mahoney spoke with Mayor Masiello regarding B&ECPL’s vacant trustee position. The Library is still awaiting a decision.
Ms. Mahoney expressed her thanks to Trustee Summer for her work with the Cultural Tourism Committee. Ms. Summer said the group has many exciting plans and she’s glad the library will be able to participate.
Trustees were reminded about two informational meetings regarding the Educational Technology Initiative scheduled for September 6th and 7th. Details were included in the board packet. Ms. Mahoney asked that each trustee try to attend one of these meetings. She feels it is important to keep the lines of communication open among trustees system-wide.
Agenda Item E – Committee Reports
Agenda Item E.1. – Executive Committee. Ms. Panty reported the Executive Committee met on August 10th. Mr. Burns, Chair of the Budget and Finance Committee, explained the Library’s budget request. It was decided the Library should request the funds necessary to provide the scope of services advocated for by patrons. The Committee approved the Library’s budget request of $31,856,693. The agenda for today’s meeting was also approved. The Library is waiting for a response from the County regarding the Centralized Human Resource pilot program.
Agenda Item E.2. – Budget and Finance Committee. Mr. Burns reported that he met with the Executive Committee and presented the Library’s budget request. The County Executive’s budget hearing will be conducted on August 18th. Mr. Stone gave a brief overview of the budget request, which followed the principles adopted by the Board at the July meeting. Detailed information was provided in the board packet. Ms. Mahoney thanked Mr. Stone and his staff for their work in preparing the budget request.
Agenda Item E.2.a. Monthly Financial Report. The financial report for the period ending June 30, 2000 was presented for information.
Agenda Item F – Report of the Director. Ms. Chrisman reported that several library staff participated in the United Way’s Day of Caring held on August 16th. She circulated photos of the front ramp, currently undergoing reconstruction.
Mr. Zagora asked why the Library decided not to participate in the Early Retirement Incentive Program this year. Ms. Chrisman explained that the Executive Committee believes the Library cannot afford to participate under the terms of the current program.
The following report was submitted by the Director and transmitted to board members prior to the meeting:
Educational Technology Initiative: On August 2nd, contract library directors met with administrators to discuss details of the Educational Technology Initiative (ETI). Following a review of the funding package, staff offered suggestions for a smooth implementation process. In order to provide opportunities for additional discussion and review, sessions have been scheduled for trustees to consider various components of the program. System trustees are invited to attend briefings on September 6th at 4 p.m. in the Julia B. Reinstein Branch or September 7th at 7 p.m. in the Hamburg Public Library.
Battle of the Books: The north campus of Erie Community College was the setting on August 5th for the Second Annual Battle of the Books, a program targeted to young adults. In order to instill a love of reading in this sometimes hard-to-reach age group, librarians devised a competition based on books that teams of young people had read and discussed during the summer. The 175 participants and over 250 observers represented the Audubon, Boston, Collins, Depew, Eden, Elma, Julia B. Reinstein, Kenilworth, Kenmore, Lancaster, Mead, North Cheektowaga, Orchard Park and Reinstein Memorial libraries. The enthusiasm of the young people, their parents and siblings was overwhelming and the Library is grateful to the Harold C. Brown & Co. for sponsoring this program through the Library Foundation. Special thanks to Donna Locker (JBR), Joyce Maguda (Orchard Park) and all other staff who assisted with this very special event. The championship team was the Eden Library, coached by Sue Minekime), with Kenmore/Kenilworth taking second place and Boston and North Cheektowaga winning third.
Linda Perkins Retires: After 34 years of service, Linda Perkins began her retirement at the end of July. Ms. Perkins had been the Coordinator of Work with Children since 1980 and, in that capacity, was instrumental in guiding a generation of librarians in the techniques of providing reading materials and services for children. Her commitment to excellence in children’s literature and devotion to the B&ECPL will be missed.
ACT Workshop Cancelled: Assistant Deputy Directors Patricia Angstadt and Ruth Collins attended the June 10th meeting of the Association of the Boards of Trustees of the Contracting Libraries of the B&ECPL (ACT). They attended the meeting specifically to answer questions about the proposed centralized human resources pilot program. ACT leadership has cancelled the workshop, which had been scheduled for September 23rd at the Brierwood Country Club. Instead, ACT will conduct a regular meeting at the Grand Island Public Library on that date.
Meetings: On August 2nd, the Budget and Finance Committee of the Board met to review proposed budget submittals and prepare recommendations for the Executive Committee. The Executive Committee met on August 10th to consider these recommendations, presented by Budget Chair James Burns. In addition to approving the budget for submission to the County, the Executive Committee adopted the agenda for the August 17th Board meeting, determined that the B&ECPL would not participate in the County’s Early Retirement Incentive Program, instructed the administration to engage counsel for assistance with upcoming labor negotiations, and authorized formation of an ad hoc committee to review compensation matters.
The following report was submitted to the Director by the Deputy Director, Chief Financial Officer and transmitted to the Board for information:
Erie County Budget Request Completed and Turned in to the Erie County Budget Office: The Board’s Budget and Finance Committee met on July 18th and August 2nd to review budget issues and provide direction to staff. The Committee also forwarded Resolution 2000-37 to the full library board outlining recom-mended budget principles and a process for budget request adoption. Following that resolution, the Budget and Finance Committee directed staff in the development of a recommended budget for Executive Committee review. The Executive Committee reviewed the proposed budget request on August 10th and directed the plan be forwarded to the County Budget Office. The proposed budget request, consisting of an operating budget totaling $31,856,693 and a Library Grants budget totaling $805,619, was hand delivered to the County Budget Office today.
Library Budget Hearing with the County Executive’s Office is Scheduled for One Week from Today: The hearing is an opportunity to present the Library’s budget request and answer questions posed by County officials. Chair Mahoney and Budget and Finance Committee Chair Burns are planning to attend the hearing on Friday, August 18th at 9:45 a.m. Director Chrisman and I will attend to provide any supporting information needed.
East Delavan Roof Replacement Project Getting Underway: The City of Buffalo provided a notice to proceed to the bid winner on July 31st and the contractor has begun work. The project is expected to be completed well in advance of the winter season.
Northwest Air Conditioning Project: This was completed just in time for some of the hottest weather this summer. The City of Buffalo’s contractor "turned-on" the new air conditioning system on August 3rd. This is particularly important as the windows in this branch do not open.
Central Library Ramp Demolition Work In Progress: This week, the County’s contractor for this project began removing the old ramp concrete on the north side, leaving the south side clear for patrons’ use in entering the building. On Wednesday and Thursday a large crane was used to safely "pick-up" pre-cut sections of the old concrete, transferring them to a dump truck. Because the ramp also serves as the roof to the basement civil defense room, heavy equipment cannot be used on the ramp itself, leading to this innovative solution.
This Erie County funded capital project will replace the entire front ramp and stairs, including the snow melting system (which hasn't worked in years), with a brand new surface and snow melt system. An ADA compliant wheelchair ramp will be added and doors on each side of the Washington Street entrance will be modified and equipped with automatic openers.
Work has begun in the area between the planter box and the north wall including the steps on the north side. The main ramp (straight part leading from Washington Street to the front door) will remain open. Once the north side has been completed, it will be reopened and the main ramp portion will be fenced off/ replaced. This will allow continued access to the front door for almost all of the time the main ramp is under construction.
The front door area itself is TENTATIVELY scheduled to be under construction during the Labor Day weekend to minimize disruption to our operations. This will mean that the front doors would be closed on one SATURDAY (and possibly part of the Friday) of Labor Day weekend. Patrons will be re-directed to the Ellicott Street entrance during this time.
While every effort is being made to minimize impact to library operations, cutting and removing concrete can be a noisy business. Staff have been notified and prepared to assist the public in working around the construction. To date the work has caused minimal noise in the building. The project is expected to be completed by the end of October.
Proposals for Providing Collections Agency Services are Under- going Evaluation: On August 4th, responses to the Library’s Request for Proposals for Collection Agency Services were received. Staff will undertake an expansive review of these proposals prior to recommending a selection.
Agenda Item G – Report of the Foundation Director.
A written report with information regarding the Mark Twain writing contest, the Oishei Foundation grant, a Milestones of Science lecture, a designation by the Benzows to direct donations made on their behalf to the Foundation, the Kimberly estate, the Battle of the Books and details of recent funding provided to the B&ECPL was included in the board packet.
Ms. Vedder stated she was pleased to participate in the Collins groundbreaking ceremony and is enthused about working with Director Karen Koch on that library’s fund raising projects. Ms. Mahoney replied that she heard many accolades about Ms. Vedder’s assistance and acknowledged that the B&ECPL appreciates the Foundation’s willingness to work with system libraries.
Ms. Chrisman thanked Ms. Vedder for participating in the Battle of the Books. She also thanked Mr. Buck for supporting this wonderful program through the Foundation and believes this effort demonstrates how successful the B&ECPL might be in working with this age group. Ms. Vedder agreed and expressed hope the Battle of the Books program can be expanded next year.
Agenda Item H – Public Comment. ACT President Mary Jo Ketchum advised attendees that the ACT meeting scheduled for September 23 will be a regular meeting, not a workshop session as originally planned.
Elizabeth Berry of Buffalo commented on the recent issue of On Course! She felt it was an accurate summation of public sentiment and urged board members to listen to patrons.
Agenda Item J – New Business.
Agenda Item J.1. - Contract with Collection Agency. Utilization of collection agencies by libraries is common throughout the country. Mr. Stone explained this resolution will enable the B&ECPL to formalize a process to review, select and eventually obtain Board approval of a contract to obtain collection agency services to recover materials that have been long overdue, plus any associated fines or fees associated with those materials. This is being done in conjunction with a fine amnesty program and will not begin until after that program has taken place. A contract recommendation will be brought back to the Board for approval before any agreement is finalized.
Ms. Panty asked what the average recovery percentage is. Mr. Stone replied that collection recovery is generally very successful. However, the Library’s primary interest is to recover materials while being sensitive to patron relations.
Mr. Stovroff felt that having a library card is a privilege and if someone owes money they should not be allowed to continue to borrow books. Mr. Stone advised that patrons are not allowed to check out materials unless their fine level is below $5, and a patron must have a card in good standing to use the Internet. On motion by Ms. Panty and seconded by Ms. Horton, the following was unanimously approved:
RESOLUTION 2000-40
WHEREAS, the prompt return of library materials is a common goal to all libraries, and
WHEREAS, returning items in a timely manner maximizes the item’s availability to library patrons and reduces the time patrons may have to wait to borrow popular/new items, and
WHEREAS, while the overwhelming majority of library patrons respond to library overdue notices and return outstanding materials to their local library and/or reimburse the library for materials lost, a small percentage do not, and
WHEREAS, to encourage an even greater return rate, a fine amnesty period followed by implementation of collection agency services should be considered, and
WHEREAS, a letter was sent to contracting library boards soliciting their comment and feedback on the possibility of implementing a fine amnesty and collection agency services, in accordance with paragraph Second of the annual contract, and
WHEREAS, responses received were generally under-standing of the need, while expressing concern that any program be sensitively implemented and many agreed that a fine amnesty program be conducted prior to beginning collection agency services, and
WHEREAS, reflecting this feedback, the Buffalo and Erie County Public Library sought written proposals from collection agencies with extensive library collection experience for collecting non-returned library materials, fines and fees, EMPHATICALLY stating that the primary need is to diplomatically recover library material and that preserving a positive relationship with our patrons is a high priority, and
WHEREAS, on August 4th, the Library received responses to the request for proposals and designated a committee of staff representing Circulation Services, Support Services, the Chief Financial Officer, and the Chief Information Officer to undertake a review of proposals, selecting the proposal that best meets the Library’s needs as outlined in the Request For Proposals, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library directs staff to complete the review process and negotiate a proposed contract based upon the best proposal, which will be brought back to the Board for review and action, and be it further
RESOLVED, that no collection agency efforts will begin until after a "fine amnesty" period is completed.
Agenda Item J.2. – Fine Amnesty Program. A revised resolution was distributed to trustees at the beginning of this meeting. Ms. Chrisman advised trustees that the last fine amnesty was held in 1982, and due to the fact the library will soon be engaging a collection agency it is likely this will be the last amnesty offered.
The revised resolution includes a provision for matching funds on overdue charges. This is intended to assist patrons who have incurred a debt to the library prior to the fine amnesty. This option is being offered as a good will gesture to the community to encourage people to clear their accounts with the library prior to instituting collection services and to help patrons return to good standing so they can resume use of library services.
Mr. Plache requested clarification of the difference between fines and overdue charges. Ms. Chrisman explained that during the fine amnesty period anyone who brings back overdue books will have the overdue charges waived on those books. However, patrons who returned overdue books, prior to the amnesty, on which they still owe outstanding overdue charges would be eligible for the matching funds provision. This provision is intended to encourage people who do not currently have any overdue books, but who do owe back charges, to begin working toward clearing that debt. The Library cannot forgive charges for lost or damaged materials because they are public property. Overdue charges do not include fees for lost items.
Mr. Plache inquired how many accounts this involves. Mr. Stone replied that during a one-year period the Library will have approximately 2,600 patrons who owe $50 or more. When a book is not returned, the replacement value of that book is charged to the patron’s account. If, at some later date, they do return the book in good condition, the replacement value charge is removed from their record, but they will still owe the overdue charge, except during the amnesty period. The maximum overdue charge is $6. Matching funds could be particularly important for families owing a large fine who might be encouraged to clear up a reduced debt so their children would be able to check out library materials again.
Mr. Stone said collection agencies usually charge a flat fee per account. Each week the B&ECPL mails delinquent notices for items that are 30 days overdue and sends bills for items 60 days overdue.
Ms. Mahoney reminded trustees that the collection agency and fine amnesty program have been discussed for at least a year. The main reasons for approving this resolution include getting overdue materials back, controlling costs, improving service, and offering delinquent patrons an opportunity to utilize library services again. Conducting an amnesty in September will coincide with the opening of school.
Discussion ensued regarding the length of time of the amnesty, the dates and whether there is adequate time to notify the public. Ms. Savigny informed trustees that plans are in place to distribute flyers, public service announcements and press releases to all media, including newspapers, radio, television and cable stations, beginning tomorrow. Mr. Shenk suggested that a message about the fine amnesty program be printed on overdue notices as it is important to inform patrons currently not in good standing. Mr. Burns felt it is very important to give patrons every opportunity to clear their accounts. After further discussion, Ms. Juncewicz made a motion to approve the resolution as presented. Mr. Plache seconded the motion and the following resolution was unanimously approved:
RESOLUTION 2000-41
WHEREAS, the Board of Trustees of the Buffalo and Erie County Public Library has, from time to time, authorized a fine amnesty program, and
WHEREAS, an amnesty is appropriate now because, beginning in the fall of 2000, the B&ECPL will refer outstanding overdue account balances (when they exceed a specified threshold) to a collection agency, and
WHEREAS, the amnesty program offers patrons an opportunity to clear their accounts with no penalty and restores borrowers to a status of good standing, and
WHEREAS, fines will be waived for those items returned in good condition during the amnesty period, and
WHEREAS, during the fine amnesty period, the Library will match patron payments dollar for dollar, up to a maximum of $25 per patron, on the overdue charges for materials previously returned, and
WHEREAS, contract libraries have been queried for their assessment of the collection services proposal and the fine amnesty program and, in general, support the initiatives, now, therefore, be it
RESOLVED, that the Buffalo and Erie County Public Library Board of Trustees approve a fine amnesty program to commence on September 11th and conclude on September 23rd, 2000, and be it further
RESOLVED, that fines will be waived for those items returned in good condition during the amnesty period, and be it further
RESOLVED, that during the fine amnesty period, the Library will match patron payments dollar for dollar, up to a maximum of $25 per patron, on the overdue charges for materials previously returned.
There being no further business, at approximately 4:45 p.m. on motion by Mr. Shenk and seconded by Ms. Panty, the meeting was adjourned.
Respectfully submitted,
Annette A. Juncewicz, Secretary