Agenda Item E.2 - Budget & Finance Committee.

Agenda Item E.2.a - Budget & Finance Committee Chairman Burns called attention to the Director’s budget memorandum, which was included in board members’ packets and asked Mr. Stone to review and explain the budget proposal. Mr. Stone indicated that, the bottom line, of this budget meets the targets provided by the Erie County Budget Office and features no increase in the property tax levy. The proposal maintains all existing full and part-time positions. The County capital budget includes coverage of B&ECPL’s debt service, library materials and equipment. The budget request includes State mandated increases in hours at the Clarence and Orchard Park Public Libraries. It also funds increased expenses for new buildings in Akron and Collins, plus partial year funding to replace the North Jefferson library. Minor adjustments totaling $19,000 are included for the Amherst, Aurora, Boston, Cheektowaga, Concord, and Elma libraries. Mr. Stone noted that this is a tight budget which will be monitored carefully.

Ms. Panty moved adoption of the 2002 budget request, and Ms. Horton seconded the motion.

During discussion Ms. Mahoney expressed the Board’s appreciation to Mr. Stone, his staff and Budget & Finance Committee Chairman Burns for a very thorough presentation of the budget request.

Mr. Burns echoed Ms. Mahoney’s expression of appreciation to Mr. Stone and his staff. He indicated that this was a "first-class job."

As moved and seconded earlier, the following was approved unanimously:

RESOLUTION 2001-46

Agenda Item E.2.b - ETI Grants. Mr. Stone informed the Board that this item approves an Educational Technology Initiative project at the Marilla Free Library as indicated in the proposed resolution. On motion by Ms. Panty and seconded by Ms. Horton the following was approved unanimously:

RESOLUTION 2001-47

WHEREAS, on July 13th, the Erie County Legislature unanimously approved the $1 million BECPL Educational Technology Initiative, a major boost towards improving technology and service capacity in all 52 Buffalo and Erie County libraries, and

WHEREAS, on July 20th, the Board of Trustees adopted Resolution 2000-38 gratefully accepting these funds from the Erie County Legislature and approving a budget amendment to allocate these proceeds, and

WHEREAS, one element of the grant provided $620,000 for technology and facility improvements at each library, and

WHEREAS, given that the specific items to be purchased and improvements to be made for this funding will not be determined until proposals for each individual library are received, reviewed and approved by Library Board resolution, the proceeds were placed in one account, the system’s technology equipment account (SFG #820973420933), with the intention that as proposals are approved, the funds will be transferred to the appropriate account in the same resolution, and

WHEREAS, the Marilla Free Library has requested $7,995 in ETI grant funds and obtained commitments for $11,993 in matching funds for a total of $19,988 in project expenditures, and

WHEREAS, the proposed project will replace the aging former mailbox used as a book drop, replace seven sections of shelving with taller shelving, replace two doors, and purchase magazine racks, pamphlet racks, carts and stools, and

WHEREAS, the Marilla Free Library Board has provided the necessary certification that the matching funds have been committed for the projects, generated from several sources including allocations sponsored by NYS Senator Dale Volker, NYS Assemblyman Brian Higgins, Erie County Legislator Dale Larson, the Marilla Town Board, and the Marilla Kiwanis, and

WHEREAS, to implement the non-technical equipment portion of the project, a budget transfer is needed, and

WHEREAS, the proposed project was reviewed by Director Chrisman and Deputy Directors Mahaney, Stone and Whelan, who recommend approval of the ETI funds requested, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves $7,995 in funds for this library’s project, and be it further

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes a budget transfer of $7,995 in the year 2001 budget from SFG #820973420933 to the following Library SFG Account:

Library Amount Use TO SFG#

Marilla $7,995 Improvements/furnishings 830-171

TOTAL $7,995

and be it further

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the Board Chair to execute any contract amendment needed to implement these transfers.

Agenda Item E.2.c - Monthly Financial Report. The monthly financial report for the period ending June 30, 2001 was included in board members’ packets for information.

Agenda Item F - Report of the Director. In addition to her written report, Ms. Chrisman indicated that she had an advance copy of W.W. Norton & Company’s publication of "A Murder, A Mystery and A Marriage" that she wished to share with trustees. In response to Mr. Zagora’s question, she noted that this is the Mark Twain’s short story, which had never been published in book form but wasuntil recently included in the July/August issue of The Atlantic Monthly. Ms. Chrisman reported that final judging of the entries in the Mark Twain Writing Competition is taking place at the present time. The winners will be announced at a celebration to be held on October 13th.

Ms. Chrisman further reported that Library staff members Bill Miles, Sharon Holley and Peggy Skotnicki joined her at a meeting at the North Jefferson Branch Library on August 13th. Council Member Antoine Thompson was also in attendance, as were about approximately forty members of the public. Architect Robert Coles gave an excellent presentation, which included designs and a model of the new building. which Tthe Common Council has named this facility the Frank E. Merriweather Branch Library. Ms. Chrisman reminded trustees that Mr. Merriweather, the founder of the Buffalo Criterion, was the father-in-law of former Library trustee Frank Gist.

Ms. Chrisman expressed her appreciation to staff members Ruth Collins, Mary Jean Jakubowski, Ward Pautler, Sharon Holley, Pat Covley, Karen Heft and Susan Bigaj who donated their time to the United Way Day of Caring on August 15th.

Ms. Chrisman presented a brief report on her attendance at a pre-conference to the International Federation of Library Associations (IFLA) which was held at the University at Buffalo on August 14th through 16th. The title of the pre-conference forum was "Technology, Globalization and Multicultural Services in Libraries"." She noted that it was very interesting to hear what is being done throughout the world concerning multicultural services and multilingual web sites. Speakers included people representatives from the Toronto Public Library, the Queens Borough Public Library and representativesthe State Library of Victoria in Australia, as well as individuals from Helsinki, Finland, Denmark, and Latin America.n and the State Library of Victoria in Australia. The full conference will be held in Boston next week.

Ms. Chrisman informed the Board that she will distribute an update on the Library’s goals and objectives early next week.

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

Mark Twain Writing Competition Celebration: Library and Foundation staff have begun planning the grand finale of the Mark Twain Writing Competition. The conclusions to "A Murder, a Mystery and a Marriage," selected by graduate students from The Poetry/Rare Books Collection at the State University of New York at Buffalo, have been transmitted to the final judging panels for review and selection of the top three winners from each category.

The Library will announce the winners on October 13th at a special program and reception.

Checklist Changes Format: The B&ECPL has initiated online selection lists for staff. With the introduction of BIBZ, an online collection development tool, staff is now able to select and order library material quickly, easily, and with the benefit of more review sources. The new system is cost effective, saving staff time and effort, while requiring minimal use of paper.

Battle of the Books: The third annual "Battle of the Books" competition was held on August 4th at the Erie Community College South Campus with more than 280 students participating and well over 500 event attendees. Thirty-six teams competed in the program, representing 26 different libraries throughout the County. For the second consecutive year, the team from the Eden Library, coached by Sue Minekime, won the "Battle." Second place went to the Kenmore team coached by Millie Dekoff and Claire Goldberg. Teams finishing in the top ten included: Audubon, Boston, Depew/Lancaster, Elma, Hamburg/Lakeshore/ Blasdell, Lackawanna, Reinstein and North Cheektowaga.

Central Library Space Design Study: Eight local architectural/ design firms were represented at the Pre-Submittal Conference held on July 27th. The session provided firms interested in submitting proposals for the project to ask questions and tour the Central Library. The target date for submission of proposals is August 17th.

North Jefferson Community Forum: On August 13th, the community will have an opportunity to comment on the development of the new North Jefferson Branch Library. Speakers include City Engineer Paul Gareis, project architect Robert Coles and City Council member Antoine Thompson.

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

B&ECPL’s Budget Request Approved by Budget and Finance Committee and Forwarded for Library Board Consideration: Yesterday the committee met and reviewed the proposed budget which, while very tight, should allow the Library to continue to successfully implement the recommendations contained in Expanding Horizons. The County’s budget instructions, received on July 18th, indicated a due date prior to the Library Board’s August meeting. An extension was requested from and approved by the County Budget Office. The budget package will be turned in to the County Budget Office as promptly as possible after Board approval.

The Central Library Participates in Energy Curtailment Requested by the New York State Independent System Operator (NYISO): The unusually hot and humid weather this week placed an enormous burden on the state’s electricity supply and distribution system and broke records for power consumption. To help meet this demand, NYISO called upon larger commercial and industrial facilities capable of curtailing demand (and measuring/proving the curtailment) to do so and will provide incentive payments based on the amounts curtailed. Staff had planned and prepared for this situation, including obtaining a grant to install the necessary metering equipment, so the Central Library was able to respond to this request. In addition to helping the state avoid power disruptions, the library reduced its energy use, avoided some high power costs on those days, and will receive an incentive payment for the energy curtailed.

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

Data Network Upgrades Order Process Begun: Orders for the new T1 circuits for twenty libraries have been placed. However, AT&T must work with Verizon for the installation and so far, we have not received delivery dates. With de-regulation, the process is very cumbersome and slow. I contact our salesperson and liaison with the LEC (Local Exchange Carrier) daily for updates and may soon need to file a complaint with FCC.

Preparations for the Opening of the New Clarence Library Underway: The T1 data circuit, ordered for the new Clarence Library in March and expected in mid-May, should be turned over to the Library early next week. This is just in time for the required network and computer installations which must be completed in time for the opening of the new library scheduled for September 7.

In addition to the existing hardware which must be moved from the current facility, thirteen new workstations will be installed. The new equipment was purchased with Clarence’s "fundraising" money.

Wireless Communications Planned for New Collins Library: Because of the difficulty in obtaining new data circuits from AT&T or Verizon, it has been decided to use wireless communications to temporarily use the existing data circuit in library in the town hall to provide access to the DRA System and the Internet for the new library. The use of wireless is possible because of the closeness of the two facilities.

Once the wireless is installed, the local area network will be established and the existing hardware can be moved from the current facility. In addition, new workstations, to be provided through the Bill and Melinda Gates Foundation, will be ordered and installed.

DRA Upgrade Completed: Peggy Brent, Library Information Systems Coordinator, completed an upgrade to the DRA Library Automation System on July 22. The upgrade provided several features for our circulation staffs and prepared us for the next version of DRA Web2.

Collection Agency Now Producing DRA Overdue Notices and Bills: Unique Management is now producing our Overdue Notices and Bills after Network Support e-mails the necessary files.

New Profile for Youth Resource Centers is Being Developed: A new profile, specifically designed for the new Youth Resource Centers, being funded from the Erie County Legislature Educational Technology Fund (ETI), is being developed. Once it is completed, the profile will be transferred to over ninety new computers to be installed at our fifty-two libraries just in time for the "back-to-school" programs.

Agenda Item G - Report of the Foundation Director. In addition to her written report which contained information regarding the Mark Twain Writing Contest, Mason O. Damon Auditorium Renovation, Second Chance Program, Space Design Study, Catalog Web Design for Rare Books, Battle of the Books, Collins Public Library and B&ECPL Funding Support, Ms. Vedder indicated that she hoped all trustees will attend the Mark Twain Writing Competition celebration on October 13th. One of the highlights of the event will be the debut of the Huckleberry Finn segment of the Ken Burns documentary film on Mark Twain, which will be broadcast on PBS in January 2002.

Agenda Item H - Public Comment. Valerie Niederhoffer of Buffalo presented views on retaining old books.

Mary Jo Ketchum of Elma spoke about public awareness for libraries and membership in the New York Library Association.

Agenda Item I - Unfinished Business. No unfinished business.

Agenda Item J - New Business. No new business.

There being no further business, on motion by Mr. Burns and seconded by Ms. Mahoney, the meeting was adjourned at approximately 4:20 p.m.