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MEETING MINUTES

Minutes Regular Meeting of the Buffalo & Erie County Public Library Board of Trustees February 15, 2001

The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, February 15, 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; Judith K. Summer, Secretary; James W. Burns, Treasurer; Frank Gist; Phyllis A. Horton; Rebecca L. Mahoney; Casimiro D. Rodriguez; Wayne D. Wisbaum; Stanley H. Zagora; George M. Zimmermann, Trustee Emeritus

Excused: William Brosnahan; Annette A. Juncewicz; Robert J. Plache, out of town; Sharon A. Thomas; 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.

Agenda Item B – Approval / Changes to the Agenda. The Agenda was approved as submitted on motion by Ms. Mahoney and seconded by Ms. Panty.

Agenda Item C – Minutes of the Meeting of January 18, 2001. Director Chrisman informed the Board that Trustee Wisbaum has indicated an interest in clarifying the action taken at the January board meeting regarding a word change in the Gift Policy. His proposal will appear under "Old Business." Discussion followed regarding Ms. Summer’s suggestion that a copy of Robert’s Rules of Order be available during board meetings. Trustee Horton recalled that when the Board met to update the Bylaws it was agreed that a parliamentarian was not needed at board meetings and that Robert’s Rules would not be enforced. There being no further discussion, on motion by Ms. Horton and seconded by Ms. Mahoney, the Minutes of the meeting of January 18, 2001 were approved as mailed.

Agenda Item D – Report of the Chair.

Agenda Item D.1 – Committee Assignments. Mr. Roach called attention to the Committee Assignments which were distributed earlier in the meeting. There being no discussion, on motion by Ms. Mahoney and seconded by Ms. Horton, the 2001 Committee Assignments were approved unanimously.

Agenda Item E – Committee Reports.

Agenda Item E.1 – Executive Committee. Ms. Panty reported that the Executive Committee met on February 8^th to approve the agenda for today’s meeting. Updates were received regarding the Librarians’ Association contract and the Jefferson Library construction project. Items on today’s agenda were also discussed. Deputy Director Mahaney was asked to try to locate the address of the man who spoke at the January board meeting about the B&ECPL’s bar coding system. It was suggested that a letter be sent to him explaining the necessary bar code placement on library materials.

Agenda Item E.2 – Budget & Finance.

Agenda Item E.2.a – Contract Library Transfers. On motion by Ms. Horton and seconded by Ms. Panty, the following was approved unanimously:

RESOLUTION 2001-8

Agenda Item E.2.b – Amendment to 2001 Budget – Denio Memorial Library. Deputy Director Stone reported that last year the Denio Memorial Library received a $10,000 grant in aid sponsored by Erie County Legislator Michael Ranzenhofer. A portion of those funds was used to purchase a computer and offer computer training classes. The Denio Library Board is now requesting that the balance of the proceeds be rebudgeted to purchase additional equipment and offer further computer training. On motion by Ms. Panty and seconded by Ms. Summer, the following was approved unanimously:

RESOLUTION 2001-9

Agenda Item E.2.c – Opening Day Cost Assistance, Collins and Newstead Libraries. Mr. Stone reminded trustees that part of the approval of new construction projects in the towns of Collins and Newstead (Denio Memorial Library) included a provision that the B&ECPL Board of Trustees would support requests for assistance with opening day costs as outlined in the revised "Guidelines and Procedures for Approval of New Library Construction." In May 2000, the B&ECPL Board adopted Resolution 2000-24 to set aside $438,291 of available 1999 ending fund balance for future use in supporting improvements and long-term replacements. B&ECPL staff worked with each library to determine the level of assistance to be offered from this account and supports the requests from both Collins and Newstead to purchase library materials over a two-year period (extending into 2002). There being no discussion, on motion by Mr. Burns and seconded by Ms. Horton, the following was approved unanimously:

RESOLUTION 2001-10

Agenda Item E.2.d – State Aid Increase. Mr. Stone informed trustees that following the Board’s adoption of the 2001 Erie County budget, the Library was notified that New York State had increased library aid to B&ECPL in the amount of $97,083. Library staff recommends that the funds be utilized for services or goods as indicated in Exhibit 1 of Proposed Resolution 2001-11. After a brief discussion, the following was approved on motion by Ms. Panty and seconded by Rev. Rodriguez:

RESOLUTION 2001-11

Agenda Item E.2.e – Live at the Library. Mr. Stone reported that in keeping with the desire to develop the Central Library as a "unique destination," Library staff forwarded a proposal to the American Library Association to conduct a series of programs focusing on art and the art collections of B&ECPL, entitled "Buffalo Bred, Buffalo Bound: Artists With a Connection." The Library Foundation has agreed to match the $4000 grant awarded to the Library by ALA and has offered to coordinate and administer the payments to cover program expenses. In response to Ms. Panty’s question, Assistant Deputy Director Collins indicated that the first program will be held in the Mason O. Damon Auditorium on April 19^th. The second program is scheduled for the evening of April 20^th at the University at Buffalo. The third, an interactive program for children and their parents, will be conducted on Saturday, April 21^st at the Niagara Branch Library. On motion by Ms. Horton and seconded by Ms. Panty, the following was approved unanimously:

RESOLUTION 2001-12

Agenda Item E.2.f – Emergency Generator Project Design. Mr. Stone informed the Board that the County Executive’s 2000 budget included $300,000 in B&ECPL’s Repairs and Maintenance account for two major projects. One of the projects to be funded is the replacement of the Library’s emergency generator, which is original to the building. The Library has been working in cooperation with the Erie County Department of Public Works which will request the Erie County Legislature’s approval to enter into a contract with the design contractor. The proposed resolution requests the Library Board’s approval to release the funds. Mr. Stone called attention to the last "Whereas" in Resolution 2001-13 and asked that it be amended to read " … at its regular meeting of December 14, 2000, …" There being no discussion, on motion by Ms. Panty and seconded by Ms. Horton, the following was approved as amended:

RESOLUTION 2001-13

Resolution 2001-13: Exhibit One

Estimated 2000 Balances Available for Immediate Rebudgeting in

2001 to Avoid Disrupting Ongoing Projects

Source of Funds, Use of Estimated Available Fund Balance $1,862,432

Rebudget Unencumbered Balance in Educational
Technology Initiative Funds (SFG 933) $912,432

Rebudget $300,000 placed in 2000 Repair &
Maintenance Account for Central Library
Building (Two projects: 1) Replace 37 year
old emergency generator and add data center
and tier emergency lighting and 2) add
standpipe water system, both projects in
preliminary design phase in cooperation with
Erie County Dept of Public Works – SFG 823) 300,000

Rebudget Available 2000 Materials Budget
(includes approximately $130,000 allocated by
legislature in Fall 1999 for the new Clarence
Library – purchases are ongoing as the
library is scheduled to open in 2001 – SFG 938) 650,000

Total Uses: $1,862,432

Before proceeding to the next item on the agenda, Mr. Roach introduced and welcomed to the meeting County Executive Giambra’s appointment to the Library Board, Evelyn Pizarro. Ms. Pizarro is Principal of School #3.

Agenda Item F – Report of the Director. In addition to her written report, Ms. Chrisman called attention to the notice regarding the next ACT meeting. Ken Vetter, Project Manager of the Who Does What Commission, is scheduled to speak at the meeting on Saturday, March 3^rd at the Julia B. Reinstein Library on Losson Road in Cheektowaga.

Ms. Chrisman noted that Deputy Director Stone’s written report mentioned the Library’s concern regarding the E-rate Program. As indicated in Mr. Stone’s report, President Bush has proposed moving the E-rate Program from the Institute of Museum and Library Services to a block grant under the Department of Education. Right now it is unclear whether libraries will continue to receive E-rate funding if the program is moved to the Department of Education. Ms. Chrisman conveyed the Library’s concern to Congressman Quinn’s Office.

Ms. Chrisman also called attention to "Public Access Computer Statistics" which was distributed to trustees earlier in the meeting. She asked Service Evaluation and Planning Coordinator Peggy Skotnicki to explain the new report.

Ms. Skotnicki informed the Board that there is a new emphasis regarding accountability in the workplace in our society and in the library system. Both Expanding Horizons and key performance indicators requested yearly by the Erie County Budget Office demand more and better measures of library activities. "Public Access Computer Statistics" is the first step to decrease the emphasis on circulation and introduce measures that reflect new services provided by the library system. She explained the report and indicated that this is a first attempt. Staff will continue to develop reporting methods for electronic services.

In response to questions by Trustees Gist, Panty and Mahoney, Ms. Skotnicki indicated that the Library distinguishes between juvenile and adult usage of computers by the station used and the profile accessed. If a child has parental permission to use the Internet, it would be considered an adult session because he/she is using an adult profile.

Ms. Summer informed the Board that the Folger Consort, which is connected with the Shakespeare Library in Washington, D.C., presented a concert in Buffalo on February 13^th. One of the co-founders, Robert Eisentein, is from Buffalo. Prior to the concert, he spoke lovingly of the downtown Buffalo Library’s music collection. He recalled that he developed his interest in music in general and early music in particular from his childhood visits to the Library.

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

Centralized Human Resources Pilot Program Launched: On February 5^th, a letter was sent to all contract library board presidents and directors inviting them to participate in the Centralized Human Resources (CHR) Pilot Program. Copies of the letter of invitation, the draft contract amendment and an appendix with specifics of the program have been distributed to B&ECPL Board members.

The Forgotten Negro Exhibit: The Library is proud to present a major missing piece of Buffalo’s African American past. In an immense, 90-page scrapbook originally assembled in 1906 at the Buffalo Public Library, a 24-page souvenir pamphlet for the Pan American Exposition’s "Negro Exhibit" was uncovered. The "Negro Exhibit" offered a serious and honest portrayal of the African American community and its achievements.

Unfortunately, the Pan American exhibits, such as the "Old Plantation" and "Darkest Africa," that were highly promoted, photographed and documented, portrayed people of color in a demeaning, stereotypical manner. These images survived through time, while the existence of the Negro Exhibit was forgotten, most likely due to the lack of publicity and focus from Exposition officials.

With the pamphlet in its possession, its potential impact and the impending centennial, B&ECPL staff embarked on a journey to research and verify the existence of the Negro Exhibit. These efforts will be assembled into a publication, providing a detailed account, historical information, supporting evidence and a reproduction of the pamphlet itself. The B&ECPL’s "Forgotten Negro Exhibit" publication will be available in upcoming months.

A Pan American exhibit featuring "African American Involvement in the Pan American" as well as the "Negro Exhibit" is on display at the Central Library during the month of February in celebration of Black History Month. The response from the community has been very positive, generated by spots aired on all three local television stations and an article in The Buffalo News.

Mark Twain Writing Competition: Articles appearing in The New York Times and The Buffalo News in January further spurred Twain enthusiasm from across the country regarding the B&ECPL’s Mark Twain Writing Competition, "A Murder, a Mystery and a Marriage." Media outlets and interested participants have made hundreds of inquiries. Competition plans continue to progress. Final judging panels responsible for selecting the winners from the international and young writers categories are currently being confirmed. There will be a separate local division in the young writers category for students attending school in Erie County. A kick-off reception and press conference will be held on March 1^st at the Central Library at 10 a.m. On this date, all competition details, including the first two chapters of the story, will be posted on the B&ECPL’s web site. Participants will be asked to compose their own endings to Twain’s chapters, and postmark their entries by June 1, 2001. A national publicity campaign is being planned to support the competition.

After 125 years in the making, The Atlantic Monthly will publish Twain’s original, completed version of "A Murder, a Mystery and a Marriage" in its July 2001 issue. W.W. Norton and Co. has purchased the rights to publish a hardcover, gift edition of the story in the fall of 2001.

Rare Book Cataloging Project: On January 24^th, the Director met with Barbara von Wahlde, Director of Libraries at the State University of New York at Buffalo, to discuss the status of the Rare Book Catalog and Website Project funded by the John R. Oishei Foundation. Because the University is in the process of changing automation vendors and unable to begin the project in a timely manner, the decision was made to advance B&ECPL’s participation to a 2001 start-up. Plans are being made to begin staff recruitment in June, with project initiation scheduled for September 1^st.

The Children’s Internet Protection Act (CIPA): CIPA and the related Neighborhood Children’s Internet Protection Act (NCIPA) were passed and signed into law in December 2000. The legislation, which becomes effective on April 20, 2001, applies to public libraries receiving federal (LSTA or E-rate) funding for computers or direct costs associated with accessing the Internet for children and adults. The legislation requires libraries to adopt and implement an "Internet Safety Policy" incorporating a "technology protection measure" that "blocks or filters Internet access to visual depictions that are obscene, child pornography, harmful to minors, or any other locally determined material inappropriate for minors." The policy must also address other safety and security issues. Details of the requirements are unclear and may be subject to various legal challenges. The American Library Association has already voted to initiate legal action against the CIPA, contending that the act is unconstitutional and an infringement of First Amendment protections.

The Federal Communications Commission (FCC), which oversees E-rate, must develop detailed implementation rules by mid-April. It is likely that E-rate applicants will have to certify that they are taking actions to put Internet safety policies into effect. By the following year, the certification must state that the applicants are in compliance with the filtering policy requirements.

E-rate discounts are an important source of funding for the B&ECPL. System libraries received $601,000 in the program’s first two years, have been approved for $281,000 in the third E-rate year and have applied for over $500,000 in Year 4, which begins on July 1, 2001. These funds have enabled the System to greatly enhance the technology offered to patrons.

Library administration will review B&ECPL’s Internet policy (which does not include the use of filters, but does require parental consent and other safeguards) and propose any required policy adjustments to the Board of Trustees. Concurrent with the policy review, administrators will monitor FCC regulations, legal challenges to the legislation and conduct a thorough investigation of filtering costs.

Events and Meetings: The Friends of the Tonawanda Public Library held their Annual Recognition Brunch on January 20^th. Legislature Chairman Charles Swanick, Legislator Lynn Marinelli, Town Supervisor Ronald Moline and other Town officials attended the festivities. The Friends presented $7,500 to the Tonawanda libraries and were exceptionally pleased to learn that their contribution would be leveraged with funds provided by the County Legislature through the Educational Technology Initiative.

On February 7^th, the Director attended a meeting of the Ken Ton Libraries Ad Hoc Task Force to consider the needs of the Greenhaven Branch.

The Executive Committee met on February 8^th to develop an agenda for the February 15^th Board Meeting.

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

Jefferson Construction Project: On January 31^st, B&ECPL staff met to review the latest schematic for the new library. Several changes were discussed and will be addressed at a February meeting with the architect and the City of Buffalo Engineer.

Microform Room Gets Overhaul: Renovation of the Central Library’s ground floor Microform Room nears completion, including a new work surface that wraps around 3 perimeter walls and accommodates 4 new microfilm reader-printers purchased with Central Library Development Aid. Fresh paint and color accents improve the area’s overall appearance. New lighting minimizes glare. A project to evaluate the microfilm collection and gradually replace film damaged by the old equipment is underway.

Central Library Resumes Collaboration with Just Buffalo Literary Center (JBLC): Following last year's successful partnership, B&ECPL and JBLC plan to reprise the success of the "If All of Buffalo Read the Same Book" program for Fall 2001. As a more immediate joint effort, the Central Library will co-host a program to celebrate Black History Month in the Mason O. Damon Auditorium at noon on February 23^rd. Local author and actor N'Tare Gault and local author Gary Ross will appear with Dr. Lillian Williams, professor of Women’s Studies at SUNY/Albany and authority on African-American history, for a lunchtime presentation that focuses on William Wells Brown (1815-1884) and his accomplishments as abolitionist and author.

Kling to Appear in Ladies Home Journal: Support Services Manager Ann Kling received honorable mention in the Ladies Home Journal "Life Stories" writing contest for her essay, "A Sensitive Man," a tribute to Ann’s father, who cared for her mother after she was stricken with Alzheimer's disease. In addition to a monetary award, Ann’s prize includes the publication of her story in a future issue of the magazine.

Reecie Dickson Retires: On January 17^th, Central Library staff, page alumni and retired friends gathered to honor Reecie Dickson who said good-bye after nearly 4 and one-half decades of service to the B&ECPL. Starting as a clerk typist in 1956, Mrs. Dickson ascended to the post of Chief Library Clerk, the highest level in the clerical ranks. Known for her strong work ethic and compassion for the young people she supervised, Reecie will be missed.

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

Library Ramp Replacement Project Additional Sidewalk Replacements Completed Today: As I write this, the contractor is taking advantage of a 50-degree day to pour the final section of sidewalk along the Clinton Street side of the building. The entire sidewalk along Clinton Street from Washington Street to Ellicott Street, including the entryway to the Library’s Auditorium, has been replaced. Additionally, the aging sidewalk area around the Bus Stop at the Northeast corner of Ellicott and Broadway was replaced in December. The contractor will also be contacting NFTA regarding replacing the bus shelter. Finish work continues.

2000-2001 E-Rate Service Designation Forms Filed: All requests for discounts were completed and submitted via Federal Express. Shirley Whelan and I were assisted by Business Office, Erie County Purchasing, and Erie County DISS staff in meeting these tight deadlines. These funding requests total over $500,000 and include increasing bandwidth to all library outlets from as little as 56K to T-1 capacity.

E-Rate Program Again Being Threatened: The President has proposed moving the E-rate program into a block grant with other technology programs in the U.S. Department of Education. It is unclear how libraries would be treated in the new program, or if libraries would be included at all! As Director Chrisman cites in this month’s report, B&ECPL has utilized E-Rate funding to dramatically improve technology services to our patrons, helping to bridge the "digital divide." Statements/examples of E-Rate’s very positive impacts at B&ECPL have been developed and shared with library advocacy groups. I will keep you informed of future developments.

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

2001-2002 E-Rate Applications Submitted: The Buffalo & Erie County Public Library submitted applications for "E-Rate" discounts totaling over $500,000 for the fourth year of the program, 2001 – 2002.

E-Rate applications are divided into three categories. They are: 1) telecommunication services, 2) Internet access and 3) internal connections. All applications for telecommunication services, which include the cost of data networks, are funded before the other categories. This year, the B&ECPL applications incorporated a large request to upgrade the bandwidth to each of libraries to a full T-1 (approximately 24 times greater than the 56K provided today). The increased bandwidth will improve system response dramatically and will allow B&ECPL to consider in the future advanced applications requiring faster service.

Once all requests for telecommunication services are filled, the Schools and Libraries Division then considers other applications in sequence by eligible discount levels, with those having the highest eligibility first. In this category, items B&ECPL applied for include: 1) a VPN switch to bring our mobile libraries on-line, 2) high performance servers for our web site and city libraries and 3) an improved e-mail system. Unfortunately, it is likely that only a portion of these requests will be filled before funds are exhausted.

New Technology Plan Begun: To actually receive "E-Rate" discounts, the Buffalo & Erie County Public Library must develop a new Technology Plan every three years and have it approved by the Library Development of the New York State Library. The plan must be submitted for approval by March 31. The formal plan was begun this month. It will be linked to Expanding Horizons – Directions for Superior Public Library Service in Erie County and will incorporate the requirements defined by the Technology Services sub-committee of the New Services Task Force.

System Utility Upgrades Planned: Network Support is currently evaluating system utility upgrades to all Public Access servers for backup/recovery and virus protection.

Agenda Item G – Report of the Foundation Director. In addition to her written report, which contained information regarding the Mark Twain Writing Contest, a request for funds to the Community Foundation of Buffalo & Erie County, the Children’s Author Series, a contribution from author and B&ECPL librarian Cynthia Van Ness, the Joan and Morton Stovroff Children’s Fund and B&ECPL funding support, Ms. Vedder informed trustees that invitations will be mailed next week to the March 1^st opening ceremony of the B&ECPL’s Mark Twain Writing Competition. She acknowledged the Administrative support of the project and thanked Assistant Deputy Director Savigny for all her work.

Agenda Item H – Public Comment. Valerie Niederhoffer of Buffalo spoke briefly about her concerns regarding the Library, which included access to parking in the downtown Central Library area.

Mary Jo Ketchum of Elma invited trustees to the March 3^rd ACT meeting which was mentioned by Director Chrisman during her report. In response to her questions relating to a committee to function as liaison to ACT and the draft agreement regarding the Centralized Human Resources pilot program, Mr. Roach noted that the Board has heard her questions and will respond following the meeting.

Agenda Item I – Unfinished Business. In the absence of Mr. Wisbaum, Ms. Summer presented a motion to change the word "assessment" to "appraisal" in Item 6 of the Gift Policy as suggested by Mr. Wisbaum at the January meeting. Ms. Mahoney seconded the motion which was approved unanimously.

Agenda Item J – New Business.

Agenda Item J.1 – Centralized Human Resources Pilot Program Agreements with Contract Libraries. Assistant Deputy Director Angstadt informed the Board that letters of invitation have been sent to contract libraries soliciting volunteers to participate in the Centralized Human Resources Pilot Program. An amendment to the existing contract between B&ECPL and the contract library electing to participate will be executed setting forth the terms and conditions of the pilot program. Proposed Resolution 2001-14 authorizes the B&ECPL Chairman to execute the amended contracts with those who volunteer to participate. On motion by Ms. Mahoney and seconded by Ms. Horton, the following was approved unanimously:

RESOLUTION 2001-14

Agenda Item J.2 – Central Library Space Planning Study. Assistant Deputy Director Collins reminded trustees that in 1997 the John R. Oishei Foundation provided $35,000 to the Library Foundation to conduct a design study of the Central Library with an emphasis on increasing exhibition capacity for rare books. Given the peripheral impact of such display on other Central Library areas and the public service functions they fulfill, a broader space/design study is required. Recent communications with the Oishei Foundation confirm that that Foundation endorses the expanded scope of this project, and that the expenditure of funds is consistent with the original intent of the grant. On motion by Ms. Horton and seconded by Ms. Summer, the following was approved unanimously:

RESOLUTION 2001-15

Prior to adjournment, Mr. Burns expressed his perception that comments made by the County Administration should be viewed by the Board as an opportunity to open dialogue with the County about constructing a path to the future. He suggested that an ad hoc group of trustees and Library staff be available to start something as simple as a mutual planning enterprise. Ms. Mahoney made a motion to refer this suggestion to the Planning Committee to study the comments and see how they correlate to what has already been approved by the Board. Ms. Horton seconded the motion, which was approved unanimously.

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

Respectfully submitted,
Judith K. Summer, Secretary

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