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MEETING MINUTES

Minutes of the Buffalo & Erie County Public Library Board of Trustees
August 19, 1999

The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, August 19, 1999 in the Central Library pursuant to due notice to trustees. The following members were present: Rebecca L. Mahoney, Chair; Phyllis A. Horton, Vice Chair; David J. Shenk, Treasurer; James W. Burns; Remy Orffeo; Elaine M. Panty; Robert J. Plache; Daniel T. Roach; Judith K. Summer; Sharon A. Thomas; Stanley H. Zagora; George M. Zimmermann, Trustee Emeritus

Excused: Frank Gist; Annette A. Juncewicz, ill; Salvatore R. Martoche, out of town; Simone Mitchell-Peterson; Roland R. Benzow, Trustee Emeritus; Richard O. Hopkins, Trustee Emeritus; Morton H. Stovroff, Trustee Emeritus; John P. Wickser, Trustee Emeritus;

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

Agenda Item B – Approval / Changes to the Agenda. On motion by Ms. Horton and seconded by Ms. Panty, the Agenda was approved as presented.

Agenda Item C – Minutes of the Meeting of July 15, 1999. On motion by Mr. Shenk and seconded by Ms. Panty the Minutes of the meeting of July 15, 1999 were approved as presented.

Agenda Item D – Report of the Chair. Ms. Mahoney called attention to the announcement of a community meeting regarding the Jefferson Library Project which has been scheduled for 6:45 p.m. on August 26^th at the North Jefferson Branch Library at 332 East Utica Street. She invited trustees to attend this important public meeting.

Ms. Mahoney congratulated ACT President Mary Jo Ketchum on her recent appointment and welcomed her to the meeting. She also called attention to a packet of materials from the Association of the Boards of Trustees of the Contracting Libraries which included the Minutes of the June 19^th meeting and a notice regarding the ACT Trustee Workshop to be held at the Brierwood Country Club in Hamburg on September 25, 1999. Trustees were encouraged to mark their calendars and attend the workshop.

Ms. Mahoney called on Human Resources Director Patricia Angstadt who informed the Board that the Executive Committee, at its August 12^th meeting, approved the reopening of the Director search. The position will be posted and vacancy announcements re-placed in the Buffalo News and library journals. Applications must be submitted by October 1^st.

Mr. Roach indicated that he felt the present Interim Director has done a remarkable job. He recommended that her permanent appointment be considered before the Board embarks on another search.

Ms. Mahoney indicated that the Executive Search Committee will consider Mr. Roach’s comments.

Mr. Roach went toproceeded to ask if the Interim Director is interested in a permanent appointment. Mrs. Chrisman requested that discussion of that subject be deferred to a meeting of the Executive Committee.

Agenda Item E – Committee Reports.

Agenda Item E.1 – Executive Committee. Ms. Horton reported that at its meeting on August 12, 1999, the Executive Committee approved the August 19^th agenda, received reports from the Building Advisory and Planning Committees and discussed the various resolutions requiring action at today’s meeting.

Agenda Item E.2 – Budget & Finance Committee.

Agenda Item E.2.a – Amendment to 1999 Budget, Amherst Public Library. In the absence of Committee Chair Mitchell-Peterson, Mr. Stone reported that Proposed Resolution 99-40 approves the transfer of funds to the Amherst Public Library to upgrade its security system for compatibility with B&ECPL’s new bar code and receipt printer process. He reminded trustees that five libraries had security systems which were incompatible with the new format. As part of the 1998 year-end closing process, on May 19, 1999 the Library Board approved the allocation of funds to support modifications at each of the five libraries. B&ECPL support staff worked with the Grand Island Memorial Library as a test to make the necessary modifications to their security system at a cost of $2795. The Amherst Public Library wishes to make more extensive modifications to their security systems in the four remaining libraries and plans to work with the Town of Amherst to augment the funds provided by the B&ECPL. They have requested that $11,180 be transferred to their budget for ease in administration of the combined funds. B&ECPL administrative staff supports this request.

On motion by Mr. Burns and seconded by Ms. Panty the following was unanimously approved:

RESOLUTION #99-40

Agenda Item E.2.b - Amendment to 1999 Budget – Legislative Contingency, North Collins Public Library. Mr. Stone reminded trustees that in July of 1998 County Executive Gorski notified the B&ECPL that the County would provide $12,500 to support the North Collins Public Library’s request for assistance to help defray opening day costs. On July 15, 1999 the Erie County Legislature approved the County Executive’s request which includes $9375 for library materials and $3125 for office equipment. Proposed Resolution 99-41 confirms the Library Board’s acceptance of the funds and approves a budget amendment to allocate the proceeds. Mr. Shenk moved adoption of the resolution. Ms. Horton seconded the motion.

During discussion, in response to Mr. Orffeo’s question regarding problems at the new North Collins Library, Mr. Stone indicated that North Collins is working with the contractor to solve problems with the concrete floor. There being no further discussion, as moved and seconded earlier the following was approved unanimously:

RESOLUTION #99-41

Agenda Item E.2.c – Amendment to 1999 Budget – Denio Memorial Library. Mr. Stone informed the Board that Denio Memorial Library trustees have requested assistance, per Paragraph 22 of their contract, to address a budgetary shortfall to provide staffing while the Library Manager is on medical leave. B&ECPL staff has estimated that there will be sufficient salary savings from turnover available in the 1999 budget to accommodate this request. He reiterated the fact that this would not occur if the centralized human resources concept were in place. There being no discussion, on motion by Ms. Panty and seconded by Ms. Horton the following was unanimously approved:

RESOLUTION #99-42

Agenda Item E.2.d – Budgeting Gogel Grant Funds. Mr. Stone reminded trustees that on May 20, 1999 the Board approved Resolution 99-24 requesting that the Library Foundation allocate $86,400 from the Gogel bequest to purchase readers for libraries throughout the system. In order to take advantage of the significant discounts available to the B&ECPL, orders will be placed through the Library utilizing the DRA Acquisitions module. Given the volume of orders and invoices to be processed over a fairly short time-frame, it would be more cost effective for both the Library and the Library Foundation to utilize the County’s SFG system to process and make payments on the orders using the acquisitions module. To accomplish this, a separate grant project would be established. The Library Foundation would be billed for the $86,400 which would serve as the project revenue source. Invoices will be charged to the grant project as SFG payments are made. On motion by Ms. Panty and seconded by Ms. Thomas the following was approved unanimously:

RESOLUTION #99-43

Agenda Item E.2.e – Monthly Financial Report. The monthly financial report was submitted for information.

Agenda Item E.3 – Building Advisory Committee. Ms. Thomas reported that the Building Advisory Committee met on August 12^th to review the Collins Library’s response to the Committee’s questions. The next communication to the Collins Library will attempt to refine the construction project a little further. Ms. Thomas indicated that the Building Advisory Committee will meet again on September 9^th to consider distribution of the Library Construction funds.

Agenda Item E.4 – Planning Committee. In the absence of Committee Chair Juncewicz, Ms. Summer reported that the second trustee forum was held at the Audubon Library in Amherst on July 21^st. She indicated that those in attendance were very frank in their comments. Ms. Panty noted that there was a lot of dialogue at the meeting. She felt that the centralized human resources process has a long way to go.

Agenda Item F – Report of the Director. Mrs. Chrisman reminded trustees that at the July 15^th meeting there was some discussion about scheduling a Board trip to Toronto via the hydrofoil to see a Blue Jays game. As the hydrofoil no longer operates, that plan has been abandoned. Following the meeting she will poll trustees to see if anyone is interested in a Sunday brunch on the Niagara Clipper on September 12^th.

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

Jefferson Construction Project: On July 13^th, Assistant Deputy Director William Miles and the Interim Director met with Councilmembers Barbara Miller Williams and Byron Brown regarding the proposed Jefferson project. In a follow-up session on August 5^th, Board Chair Rebecca Mahoney, Mr. Miles and the Interim Director joined Councilmember Brown and community leader Eva Doyle to discuss aspects of the Jefferson project. Plans are underway for a neighborhood meeting on August 26^th to solicit community response to the proposed new facility.

Strategic Planning: As reported by Peggy Skotnicki, the Hub Services Task Force and the New Services Plan Task Force have begun their work.

Library Passes Government Inspection: On August 3rd, the Central Library’s vast government documents collection was

reviewed by Inspector Thomas Oertel of the U.S. Government Documents Depository Library Program. A daylong process conducted every 5-7 years, the inspection involved interviews with Assistant Deputy Director Collins, the Documents Librarians who select and de-select the publications, and Support Services staff who process the thousands of documents received each year, as well as a tour of the facility to examine where/how the items are housed.

Congratulations (for a 7 out of 7 "score" on factors relating to patron access and comparability of treatment) go to these documents staff: Ron Padwater (HSS), Elaine Kopecky and Marsha Nigro (BS&T), Cynthia Van Ness (SPC), Joan Palmisano and Bev Federspiel (Support Services), and other essential players – Central Managers to pages – who assisted in the readiness efforts for this inspection. B&ECPL is one of the oldest public library government depositories with 104 years of service!

Telephone Service Receives Overhaul: With the assistance of the County’s Department of Information and Support Services, several improvements have been implemented to increase the efficiency and effectiveness in the handling of telephone calls to the Central Library. A new "telephone tree" routes calls to alleviate long waits "on hold." A Quick Check Line has been instituted to handle look-ups in the Library’s catalog and directory assistance.

DVD Now Available: The latest in video recording, Digital Video Disc or Digital Versatile Disc (DVD), is now available at a number of libraries throughout the System. In addition to the Central Library, DVD collections with titles ranging from the Wizard of OZ to The Truman Show to Kathy Smith Kickboxing Workout are making a debut at the Audubon, Clearfield, Kenilworth, North Collins and Julia Boyer Reinstein Libraries. Like videocassettes, DVDs are available for a one-week loan, must be returned to the library from which they are borrowed, are not available through Request Plus and carry fines of $1.00 per day including Sundays and Holidays.

Barcode Conversion Project Begins: After months of preparation, the bar code conversion project has finally gotten underway. The Julia Boyer Reinstein Library is the first outlet to convert from OCR to barcode technology using small printers referred to as "chameleons". John Nowak and the staff at JBR are working closely with project coordinator Elaine Barone to smooth out workflow, set up routines, and establish production rates. Once these are in place, an implementation schedule will be developed.

The project was undertaken as a cost cutting measure as well as an attempt to enable the B&ECPL to take advantage of technological advancements being made in library automation. OCR scanners cost more than twice as much as barcode scanners and the associated repair costs are prohibitive.

County Early Retirement Incentive Program: Although Erie County offered an early retirement incentive again in 1999, a key difference was that the County was "looking to eliminate positions that were targeted." The Executive Committee concurred with Administration’s recommendation against participating in this year’s program. No contract libraries indicated interest in the program.

Clarence Construction Project: On August 10^th, the Interim Director attended a meeting with representatives from the Clarence Public Library, the Town of Clarence, Wendel Engineering and the P.A.T. Construction Management Corp. The purpose of the meeting was to advance the project, which has been delayed by disagreements about revised schematics and window size. Workable suggestions were made to get the project back on track. System Central staff will continue to work with Clarence representatives and the architect on the interior layout of the new facility.

Proposed South Buffalo Library: Board Chair Mahoney and the Interim Director attended a community meeting at the South Buffalo Community Center on August 11^th. Buffalo City Councilmembers LoTempio and Manley arranged the meeting to unveil a $20,000,000 project, which would include a new 32,000-sq. ft. community center, a 10,000-sq. ft library and a 63,000-sq.ft. Early Childhood Center. At present, funding is in place for the community center. The site proposed for the complex is located at the corner of South Park Avenue and Okell Street, less than one half mile from the Dudley Branch and 1.2 miles from the Lackawanna Public Library.

Board Committee Meetings: The Rare Books Committee met on July 20^th to discuss a grant opportunity to fund the cataloging of materials for the Grosvenor Rare Book Room. On August 12^th, the Executive Committee met to prepare the agenda for the August 1999 meeting of the Board of Trustees.

A Buffalo Bill Visits Branches: Buffalo Bill Marcellus Wiley visited the North Jefferson and Riverside Branches in July to read stories, autograph team pictures and encourage children to participate in the Bills/UPS Summer Reading Program.

Lookie Bookie Summer Activities: B&ECPL’s popular vehicle visited the Rediscover Amherst Street Celebration to distribute library information, calendars, and bookmarks. Among the many visitors were County Executive Dennis Gorski and Joel Giambra. Lookie Bookie also participated in the August 3^rd National Night Out festivities at Martin Luther King Park.

ALA’s Black Caucus Meets: Assistant Deputy Director William Miles, Urban Services Coordinator Sharon Holley and Branch Manager Sandra Bush attended the 4^th Annual National Conference of African American Librarians in Las Vegas, Nevada July 19^th to the 22^nd.

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

B&ECPL’s Year 2000 Budget Request Presented to County Executive’s Staff: Budget & Finance Committee Chair Simone Mitchell-Peterson presented the Library’s budget request to Kenneth C. Kruly, County Budget, Management & Finance Director. Director Chrisman and Deputy Director Stone provided supporting information.

Also attending the meeting were Budget Analyst Joan Hjalmarson, Margaret Hammersley of the Buffalo News, and members of the legislature’s staff. The Library’s 1999 accomplishments and 2000 plans were discussed.

Mr. Kruly asked about the status of the proposed new Collins Library and noted that Legislator Marshall had indicated his support of shifting funds presently flowing to the Gowanda Library to support operations of the expanded Collins Library. Library staff explained that the Collins Library board has proposed replacing the current 1,174 square foot facility located in the Town Hall basement with a state-of-the-art 8,000 square foot free standing facility. The proposal is being reviewed by the Building Advisory Committee and a recommendation on the project is expected soon.

The impact of January’s severe storms was also discussed. The storms reduced January circulation over 20% from the prior year total. Unfortunately, the Buffalo News incorrectly reported the decrease as a year-to-date total. Year-to-date circulation through June, including the January storm impact, is down 5.6 percent from the same period last year.

Changing use of the library and its resources contribute to the decline in circulation statistics. While total year-to-date circulation is down, Web site visits since late December, 1998 totaled almost 127,000 vs. zero for the previous year. As graphical Catalog and Internet Access is rolled out to all 52 libraries this year, Web site visits are expected to increase dramatically.

Central Library Re-roofing Project Nearing Completion: All portions of the library are now covered by at least two layers of new roofing material, including insulation. Most areas are also covered by the final "cap sheet" layer. Once the "cap sheet" has cured for 30 days, a final aluminized coating will be applied to complete the roof. During this period activity will slow, with principally detail work to be completed.

Bid Requests on Central Library Ramp Replacement Project Likely to be Issued This Month: The Erie County Public Works Department plans to solicit bids on this project which will replace the badly deteriorating concrete on the main entry ramp and the immediately surrounding sidewalk. The replacement will include energy efficient heating to melt snow on the ramp. The project is estimated to take place next year. Maintenance staff will continue to "patch patches" to maintain the ramp in a usable state.

1999-2000 E-Rate Funding Commitment Letters Flowing: The library has received funding commitment letters for telecommunications services for system and contracting library telecommunications. Several of our "internal connections" requests, including some servers for library outlets, have also been approved. As of today, commitments for the July 1, 1999 through June 30, 2000 funding year total $164,174 for telecommunications, $11,496 for Internet Access, and $54,925 for Internal Connections. These discounts allow the Library to provide enhanced services (bandwidth, more and improved equipment, etc.) at a lower cost than would otherwise be possible. Estimates have been included in the Year 2000 budget request.

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

Gates Library Foundation Urban Leadership Grant: Installation at the final library to receive funds from the Gates Library Foundation, Martin Luther King, took place on July 9.

The number of patron sessions on the new Internet-ready computers in July totaled over 7,000 at the thirteen Gates Library Foundation libraries.

OPAC – Branches and Towns: Installation of personal computers for access to the B&ECPL Web Catalog, the Internet and Microsoft applications, has begun at the thirty-nine libraries that did not receive equipment from the Gates Library Foundation. The first phase of libraries include those that never had the original text-based OPAC installed at their site. Completion of these Phase I libraries is expected in August 1999. Installations have been completed at the following libraries: Akron, Alden, Collins, Marilla and Williamsville. This brings the number of libraries with Internet access to a total of eighteen.

Telecommunications Act of 1996 and E-Rate 1998 and 1999/2000: The Buffalo & Erie County Public Library has received Funding Commitment Decision Letters for the majority of our 1999/2000 E-Rate applications. Over $230,000 has already been approved.

New North Collins Library: Several discussions were held with Corinne Leone to discuss the data cabling and Bell Atlantic installation of a frame relay circuit at the new North Collins Library. In addition, plans have been made for the installation of 1) the required network equipment for operation of the DRA system and 2) the new personal computers for patron access to the Web Catalog, the Internet and Microsoft applications in time for the new library’s opening.

The following report was submitted to the Interim Director by the Service Evaluation and Planning Coordinator and transmitted to the Board for information:

Trustee Planning Forums: Approximately 30 contract library trustees attended two sessions of a workshop on the issue of centralized human resources. The forums, for trustees from the contract libraries and from the B&ECPL Board, were held on Tuesday, July 13, at the Orchard Park Library and Wednesday, July 22, at the Audubon Library. Labor attorneys, James Schmit and Melinda Disare, B&ECPL Board Chair, Rebecca Mahoney, Interim Director, Diane J. Chrisman and Assistant Deputy Director for Human Resources, Patricia Angstadt addressed the attendees. Productive discussions followed. The forums served as part of an information gathering mechanism on the issue of centralized human resources. Other sessions will take place as needed throughout the process.

1999 Work Plan: The Hub Services Task Force has held two meetings. After a review of the charge of the committee, a plan of work was agreed upon. The task force will continue to meet on a regular basis to complete its report by the 1/31/2000 deadline.

The New Services Plan Task Force held its first meeting on August 10. Ruth Collins, Assistant Deputy Director of Central Library Public Service, chairs the task force. Members include: Jane Rosenfeld, chair of the Business Services Committee; Lee Ainsworth-Mahaney, chair of the Hours Coordination Committee; Margaret Errington, chair of the Outreach/Services to Special Populations Committee; Kathryn Galvin, chair of the Performance Measures Committee; Peggy Skotnicki, chair of the Staffing Models Committee; Mary Jean Jakubowski, Chair of the Senior Citizens Services Committee; Maureen McLaughlin, chair of the Virtual Services Committee; Mary Jane Kibby, chair of the Youth Services Committee and at-large members, Sandra Bush and Betsey Higgins. The task force reviewed the committee charges, set a tentative timeline and discussed committee appointments.

Agenda Item G – Report of the Foundation Director. In addition to her written report which contained information on the Oishei Foundation, the Children’s Book Acquisition Project, the Mason O. Damon Scholarship, Staff Reimbursement Fund, the Grosvenor Concert Series and the Children’s Author/Illustrator Series, Ms. Vedder reported that the Foundation has processed requests from several librarians for staff reimbursement for the Battle of the Books program. Ms. Vedder read the following lines from a staff appreciation letter: "This program funding is a wonderful asset to the system. We used the Foundation to pay much of our publicity to increase people’s awareness of this beneficial organization. Thank you for your work for the betterment of the B&ECPL."

Mr. Orffeo asked if the Library’s Rare Books Committee is involved in the discussions regarding the Oishei Foundation’s funding of a joint study of the utilization of the rare books collections at the B&ECPL and UB. Mrs. Chrisman indicated that the Rare Books Committee had a brief meeting and considered the matter.

Agenda Item H – Public Comment. Elizabeth Berry of Buffalo read a statement which contained many questions regarding the relationship between public libraries and schools.

Agenda Item I – Unfinished Business.

Agenda Item I.1 – Jefferson Construction Project. Mrs. Chrisman reminded the Board that the city of Buffalo has identified funding for a new library facility on Buffalo’s east side. The city has assured the Library that additional funding could be found to meet the estimated $4.8 million cost. The location proposed by the city is at the northwest corner of Jefferson Avenue and East Utica Street. Architect Robert Traynham Coles has been engaged by the city to design the library building. Before any progress can be made, the Library Board has to express interest in advancing the project.

Mrs. Chrisman called attention to Proposed Resolution 99-44. The first "Resolve" refers the project to the Building Advisory Committee to obtain an analysis of site capacity, specifically parking requirements. She indicated that the Library hopes to get public input at the community meeting on August 26^th.

The second resolve directs staff to attend the August 26^th community meeting to get a sense of the community’s feelings and to see if there is support for this project.

The final resolve is to empower Board chair Rebecca Mahoney to transmit a letter to Public Works Commissioner Joseph Giambra detailing the Board’s intent to advance the Jefferson Project as funding becomes available and conditions have been satisfied.

In response to Mr. Zagora’s question regarding the site, Mrs. Chrisman indicated that the former Apollo Theatre site is the only site recommended by the city.

Ms. Summer moved adoption of Resolution 99-44. Mr. Orffeo seconded the motion.

During discussion, Mr. Orffeo questioned the language in the second resolve which indicates that Library staff will "present" the project at the community meeting. Mrs. Chrisman responded that Library staff will present the project from the point of view of how the Library envisions the building.

Mr. Burns noted that the current resolution does not reference the two other branches which might be impacted by the Jefferson project as was mentioned in the earlier version. He recalled that the concern at the June meeting was that the community might interpret the Board’s action as commencing a piecemeal adoption of the strategic plan. The current resolution replaces the present North Jefferson branch plus the Martin Luther King Branch on William Street.

Following some discussion, Mr. Burns suggested that in addition to the Public Works Commissioner, copies of the adopted resolution be sent to the Commissioner of Community Development and the Director of Planning.

There being no further discussion, as moved and seconded earlier by Ms. Summer and Mr. Orffeo, the Board unanimously adopted the following:

RESOLUTION #99-44

Agenda Item J – New Business. Mr. Orffeo called attention to librarian Marguerite Cheman’s excellent article in Art Voice regarding the B&ECPL’S Monet collection.

Ms. Summer noted that there have been a number of very good articles about the Library in Art Voice. She wondered if the staff does this independently and who selects the topics. Assistant Deputy Director Ruth Collins indicated that staff members work in cooperation with the Community Relations Department on articles for Art Voice and Business First.

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

Respectfully submitted,
Simone Mitchell-Peterson, Secretary