MEETING MINUTES
Minutes Special Meeting of the Buffalo and Erie County Public Library Board of Trustees
February 6, 1999
A special meeting of the Board of Trustees of the Buffalo and Erie County Public Library to discuss the Strategic Plan was held on Saturday, February 6, 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; Frank Gist; Annette A. Juncewicz; Robert J. Plache; Daniel T. Roach; Sharon A. Thomas; Stanley H. Zagora
Excused: Salvatore R. Martoche; Simone Mitchell-Peterson; Remy Orffeo; Elaine M. Panty; Judith K. Summer; Roland R. Benzow, Trustee Emeritus; Richard O. Hopkins, Trustee Emeritus; Morton H. Stovroff, Trustee Emeritus; John P. Wickser, Trustee Emeritus; George M. Zimmermann, Trustee Emeritus;
Chair Mahoney called the meeting to order at 9:30 a.m. in the Joseph B. Rounds Conference Room.
Ms. Mahoney reminded trustees that the Board had agreed at its January meeting to conduct a day-long retreat/work session on the Stragegic Plan. She expressed her appreciation to Library staff for planning the meeting and arranging for luncheon refreshments. Ms. Mahoney called on Planning Committee Chair Juncewicz to serve as facilitator of the meeting.
Ms. Juncewicz also extended her appreciation to staff who prepared the discussion outline and work plan. She indicated that the morning session would include discussion on five of the most important issues in the plan, as identified by the committee and staff. The afternoon session, to be facilitated by Library staff, would include review of a work plan involving principles of the Strategic Plan and modifications proposed for the "Guidelines and Procedures for Approval of New Library Construction."
Ms. Juncewicz began the meeting by asking: "Does anyone in Erie County like this plan?"
Ms. Mahoney responded that at the meetings she and Acting Director Chrisman had attended with elected officials the reaction seemed to be: "It's great for everyone else in the county, but not in my backyard." She indicated that she and Mrs. Chrisman were scheduled to meet with Buffalo City Council Member Byron Brown on February 10th and Mayor Masiello on February 23rd. They had met with Tonawanda Town Supervisor Carl Calabrese, who has been very vocal and outspoken about the Plan's proposal to open a hub library in the Town and consolidate three of the Town's five current libraries. She indicated that County legislators seem to realize that something must be done and are somewhat more objective about the Plan. None of the Buffalo Common Council Members has contacted the Library. The meeting with Byron Brown was scheduled because that area has expressed interest in building a hub Library in the North Jefferson area. Ms. Mahoney noted that the County Executive and his staff appeared supportive in their meeting with B&ECPL representatives. Although it was hoped that elected officials would contact the Library regarding the plan. All meetings to date have been initiated by the Chair or the Acting Director, the sole exception being with the Town of Hamburg, whose Supervisor requested a meeting with that town board.
Mr. Burns believes that only those who feel threatened by the Plan will speak up. The Library will probably not hear voluntarily from those who understand and support the Plan.
Mr. Zagora agreed and noted that we must expect concern as no one wants to close libraries.
In response to Mr. Plache's question regarding opposition to the governance and hiring authority aspects of the Plan, Ms. Juncewicz indicated that those topics will be covered following general discussion of the pros and cons of the plan.
During discussion Mr. Roach indicated that his neighborhood library is the Crane Branch which has not only the highest circulation in the city but a very loyal clientele. The feeling in that neighborhood is that Crane is in the central portion of a pretty viable area of the city and there will be a lot of opposition to closing that branch.
Ms. Juncewicz noted that a benefit of this plan would be the replacement of that library. The vacated real estate would then be available for other projects, operations or organizations. Mr. Roach reminded trustees that Trustee Gist raised the point a while ago that there had better be a replacement library up and running before the present library is closed. Ms. Juncewicz said the Plan states that a new library must be provided before another one can be closed; that is why they are called "replacement" libraries.
During discussion regarding the Plan’s insufficient distinction between city and suburban libraries Mr. Burns noted that suburban library users are almost 100% mobile. More city users can walk to their neighborhood branch and feel threatened when something they are accustomed to having and using might not be there anymore.
Discussion ensued regarding the use of vacated buildings when proposed new facilities are constructed. Ms. Mahoney informed the Board that during the meeting at Hamburg someone suggested that the Blasdell Library, which is slated to be closed, could become a homework center or computer center. Ms. Thomas wondered if when a new library is built, would the old building still be associated in some way with B&ECPL? Ms. Mahoney replied that retaining a service presence at vacated locations would, in effect, defeat the purpose of the Plan.
Mr. Burns indicated that the issue of true consolidation and centralizing administration, control and operations is an abstract one as far as the public is concerned. The Board has to demonstrate that there will be economic benefits. This Plan has to be a collaborative effort involving the City and the City school system. He felt that one of the major tasks is to begin creating partnerships with other public institutions.
Following further discussion Ms. Juncewicz returned to the subject of one hiring authority. Ms. Horton felt that the Board has to take some positive steps regarding the Plan and one hiring authority seems to be an important first step.
Ms. Juncewicz called on Acting Director Chrisman who stated that one hiring authority is a concept that must be pursued soon as the work associated with it will take a long time. She reported that she, Deputy Director Stone and Assistant Deputy Director of Human Resources Angstadt met with Deputy County Executive Keane, Budget Director Kruly and Personnel Commissioner Lenihan to keep them informed about the direction in which the Library is headed on this issue. She explained that the librarians in the contract libraries are members of the Librarians' Association, but that the clerical and maintenance staff are not unionized. The contracts with blue and white collar bargaining units expire at the end of 1999, and if the library wants to participate in those negotiations, it must be prepared. When this topic was brought up during the meeting with County officials, Mrs. Chrisman mentioned that the Library Board might want to consider engaging a labor attorney to assist in this regard. Messrs. Keane and Kruly appeared to realize that securing specialized legal expertise is something the Library should seriously consider.
Deputy Director Stone proceeded to explain some of the problems that have been created by the twenty-three separate hiring authorities in the contract libraries. Contract libraries must adhere to all the terms of the Librarians' Association contract, but for the non-unionized employees there are unique interpretations and gray areas. One problem relates to the fact that the County follows a bi-weekly 26 pay period year while most of the towns have 24 pay periods and end up with an "extra" day every few years. The issue of health insurance benefits is another area of concern. Health insurance carriers are technically not required to include coverage for contract library staff under the Erie County umbrella as those employees are not on the County payroll.
Mrs. Chrisman noted that contract library employees do not receive human resources training classes offered by Erie County because of liability concerns. Currently, County employees are receiving sexual harassment training that is not being offered to contract library staff.
During discussion, in response to Mr. Zagora's question about what will be required of the B&ECPL, Mrs. Chrisman indicated that B&ECPL will have to negotiate hiring authority individually with each contract library.
Ms. Juncewicz raised a related question: How would the roles of contract library boards change under a single hiring authority?
In response to Ms. Thomas’ question about the future of independent local library boards, Ms. Juncewciz reminded everyone that contract libraries are chartered by the State of New York.
Mr. Stone indicated that contract library trustees will continue to make policy decisions, set open hours and participate in defining the kinds of service to be provided by their libraries.
During further discussion, Mr. Plache returned to the fact that B&ECPL has to deal with two bargaining units in addition to librarians. He wondered whether the County will encourage this. Mrs. Chrisman responded that engaging a labor lawyer would help in that regard. She indicated that the next step would be to approach Erie County’s Labor Relations Director Michael Connors.
Following further discussion the consensus of the Board was to initiate development of a plan of action to establish one system-wide hiring authority. Ms. Juncewicz indicated that the Plan recommends that the best way to achieve the benefits of the single hiring authority without sacrificing the safeguard contained in the current Law is to thoughtfully negotiate an agreement between the contract library boards and the B&ECPL Board.
Ms. Juncewicz asked the Board to return to discussion of the facilities reorganization. She noted that there appears to be consensus among trustees that any future facility changes should be expenditure neutral. According to the Strategic Plan B&ECPL libraries serve an average population of 18,000 compared to the national average of 43,000 persons per branch. The number of outlets in this system inhibits B&ECPL's ability to add innovative services or programs to meet the public's demand. She asked if trustees agreed with this statement.
Mr. Plache noted that in 1995 during the selection process for a new director all candidates said they had never seen a system with so many outlets serving a population of this size and noted that it had to be very expensive and inefficient.
During discussion Ms. Thomas indicated that it is very important for the Board to deal with each issue head on and get feedback from the communities, but the hard decisions have to be made by this Board. No one appears to want keep a status quo system.
Following further discussion on the facilities plan, Ms. Juncewicz stated that the municipalities and the contracting library boards have to be involved in the process. She asked if the plan for new libraries should be done in phases.
Ms. Mahoney indicated that a phased-in approach might work to the Board's advantage. Communities such as Akron and the North Jefferson area in the city of Buffalo that want new libraries can provide demonstrations of success and others might want to follow.
Ms. Juncewicz stated that the ultimate responsibility regarding which outlets should be replaced and which will be designated as hubs, community or specialty libraries lies with the B&ECPL Board of Trustees. Mr. Burns felt it is a responsibility to be shared with the parties who will pay for replacements.
During a lengthy discussion regarding responsibility for facilities management Ms. Mahoney reminded the Board that operating fewer facilities would eliminate the Library’s current need to purchase 53 sets of encyclopedias and many other duplicate resources. Avoiding redundant expenditures translates into some cost savings.
Mr. Mahaney repeated that no other public library system in the world serving a comparable population operates the way B&ECPL does. This is expensive and inefficient. Mr. Gist suggested that any presentation to the public should open with that statement because then people will have to ask "why."
Ms. Juncewicz quoted from page 99 of the consultants' report, stating that during community meetings, participants indicated that " ... although they wanted substantial upgrades to their libraries, they also wanted the facilities to remain exactly where they are." "The ACA Planning Team believes that it is essential to look at broad-based issues including a ‘Shared Vision’ and better use of human and physical resources." The paragraph at the bottom of the page reads: "If the B&ECPL Board fails to act upon these recommendations and adheres to the status quo, libraries will close throughout the System during the next economic downturn. Such a crisis-based reduction will not provide replacement libraries. The result will be far worse -- fewer libraries, no replacements, no improvements. Austerity will be imposed on the System by outside forces, not by internal direction and thoughtful planning. Size, age, location, condition, parking and activity measurements will affect which libraries remain and which close, but other potentially divisive influences may test the Board's resolve to act with foresight and equity." Ms. Juncewicz went on to say that if the Board does not start planning now, this could actually occur during an economic downturn. She indicated that it is important that the Board be unified or reach consensus regarding the fact that changes must be made.
After further discussion Ms. Juncewicz concluded debate on facilities reorganization by stating that trustees are sensitive to the issues and that working with municipalities, school districts, contract library boards and the general community must be the Board's #1 priority. The Board must not consider System growth except from an expenditure neutral base. When the time comes to make hard decisions, the Board must accept that responsibility.
Ms. Juncewicz noted that although the following item was not on the agenda Ms. Thomas brought up an interesting issue about piloting or advancing the concepts of the Strategic Plan. Is it within the capacity of the current staff to serve as a marketing or point person?
Mrs. Chrisman indicated that B&ECPL’s Office of Community Relations does not have the capacity to accomplish this without assistance. She noted that Trustee Martoche had suggested that the Library recruit an outside marketing person to coordinate this effort. She wondered if the Board would want the Library to seek a grant for this purpose.
Mr. Burns indicated that perhaps foundations should be approached in order to get a mix of financial support. If this plan has merit, the community must understand and support it.
During discussion regarding acceptance or rejection of the Plan Ms. Juncewicz stated that the Board should give some direction to the Administrative team to proceed with priority issues which have already been identified and discussed - engaging the services of a labor attorney, moving ahead with negotiations with contract libraries, continuing discussions with municipalities, school boards, etc. The Library Administration can then develop policies that the Board could address one by one.
Ms. Juncewicz brought up the fact that the Plan lists a number of policies which are lacking and which are not uniformly shared by System libraries. She suggested that a binder of Board-approved policies be assembled. She also said she would like to see a resolution indicating endorsement of the spirit of the plan so that the community knows the Board is working on these matters.
Discussion followed regarding the suggestion to hire a development officer. Ms. Juncewicz indicated that there is a role for the Library Foundation to continue its efforts to solicit funds from other foundations, large gifts, bequests and so forth, but there is also a separate role for a development officer who could possibly obtain funds for such things as the development of a facilities master plan.
A lengthy discussion ensued regarding capital projects in the city of Buffalo and surrounding communities.
During discussion of the $50 million Third Millenium Fund Ms. Juncewicz asked the Board's feelings about enlisting an advocate from the community to spearhead a fund raising effort.
Mr. Burns indicated that with all the projects waiting for funding in the future, i.e., the zoo, the convention center, etc., the Library is coming into the game very late.
Ms. Juncewicz informed trustees that the Planning Committee felt the Library needs a major advocate to spearhead the Third Millenium Fund effort. The Committee also discussed whether an advisory group or liaison committee of community leaders should be assembled to advance the Board's efforts relating to the Third Millenium Fund.
Discussion ensued regarding the type of person the Board should be looking for and if there should be recruitment from the Library Foundation.
Ms. Juncewicz called attention to page 42 of the Plan regarding the development of a financial plan. During discussion Mr. Stone suggested that the Administrative team could develop a model multi-year financial plan based strictly on what ACA recommends and then implement any changes the Board proposes.
The subject of a development officer was raised again and discussed at length.
At the conclusion of the morning session Ms. Juncewicz informed trustees that the agenda for the afternoon session would include a suggested work plan with proposals for advancing Strategic Plan objectives. Also on the agenda would be the "Guidelines and Procedures for Approval of New Library Construction."
At the afternoon session, Ms. Juncewicz called on Mrs. Chrisman to present the proposed staff work plan for 1999.
I. One Hiring Authority. As was discussed in the morning, this issue is of paramount importance to the System and needs to be addressed immediately because of its complexity.
County government, in the persons of Deputy County Executive Keane, Budget Director Kruly and Personnel Commissioner Lenihan, were apprised of the situation and the proposed changes as was noted in the morning session.
It was recommended that the Board engage an attorney to investigate the feasibility of the issues involved, the steps needed and any other concerns. A resolution to proceed would be presented to the Board at its February meeting.
A committee, chaired by Assistant Deputy Director - Human Resources, Patricia Angstadt, and comprised of staff members from the Librarians' Association, CSEA and AFSCME, as well as non-union employees, would be formed to identify and define the issues from a staff perspective.
A preliminary report would then be sent to the Board's Planning Committee. After sufficient review, the Planning Committee would present its recommendations to the full Board. After Board deliberation and approval, negotiations with the contract library boards would begin in early 2000.
During this time, centralized hiring and human resources policies and procedures associated with hiring shifts would be established.
II. Develop Financial Plan for 2001-2005. Mrs. Chrisman outlined the establishment of a committee, chaired by Deputy Director Stone, to develop a Financial Plan based on ACA’s proposed model. The draft plan would then be presented to the Board's Planning Committee. Adjustments would be made to reflect changes in the overall Strategic Plan and forwarded to the Board within two months of adoption of the Strategic Plan. After Board adoption, the commitment of a community leader to champion the Third Millennium Fund would be pursued.
Mr. Plache inquired about the inclusion of a development officer in the Work Plan. After discussion, it was agreed to amend the Work Plan to include the investigation of roles of development officers/counsels at other public libraries and to forward the findings to the Financial Planning Committee.
III. Develop New Services Plan. Mrs.Chrisman explained the proposed formation of a staff task force, chaired by Assistant Deputy Director - Central Library Public Service, Ruth Collins, to review existing services and research new service recommendations. This study would entail the establishment of numerous subcommittees for specific areas (e.g., staffing models and children's services).
In concert with the new services task force, a standing committee, chaired by Assistant Deputy Director - Community Relations, Michael Mahaney, would be formed to review, update and monitor existing policies and procedures.
IV. Implement Schedule for Facilities Master Plan. Mrs. Chrisman deferred an explanation of the proposed changes to the "Guidelines and Procedures for the Approval of New Library Construction" until later in the afternoon. Adoption of the facilities portion of the Strategic Plan would be scheduled for the spring of 2000, to allow for modification based on community input from the public meetings. Following adoption, work would begin with communities to assess their needs and to identify sites for new facilities.
V. Establish Communications Plan/Strategy. Following up on the discussion in the morning session, Mrs. Chrisman covered the need to engage a firm to develop a Public Relations Plan. The development of a corporate identity for the Library System would be the next step. Clarifying the Strategic Plan to local municipal officials and the general public would take place through a series of meetings to be conducted over the next year. Finally, the Library's home page on the World Wide Web would be used to communicate information on the Plan to both the public and staff.
VI. Review the Technology Plan. The Technology Plan has been presented to the Board in the past and will be refined and brought back to the Board within the next few months.
VII. Re-registration Plan. This will be done following B&ECPL's adoption of a corporate identity and logo. It is very important for the Library to rebuild its database so that information is accurate and necessary reports can be generated.
Ms. Juncewicz noted that the Plan emphasizes the fact that the Library does not track its activities very well. In order to make decisions regarding library facilities it is necessary to track information regarding age groups, zip codes, etc.
Following discussion regarding the Re-Registration Plan, Mrs. Chrisman indicated that she had passed over "Guidelines and Procedures for Approval of New Library Construction" because that is a separate agenda item. She distributed copies of the "Guidelines" with some proposed modifications.
She informed the Board that a letter and application form have been received from the Denio Library in Akron which probably will be referred to the Building Advisory Committee at the Februrary 18th board meeting. The "Guidelines" must be modified to incorporate the concept of expenditure neutral System growth.
The Collins Library has already identified property for a new library in that town but has not yet submitted an application so that will not have to referred to the Building Advisory Committee, but the revised "Guidelines" should be in place for this project also.
The most pressing issue at present is the North Jefferson proposal in the City of Buffalo. An architect has been appointed, but a building program has not been developed and nothing official has been submitted to B&ECPL.
She indicated that it is important for the City to know that there is a process for approving projects. When the guidelines were developed, they were intended for the use of contract libraries, but there was always an understanding that there would be a process for city branches also.
She explained other modifications. The "Guidelines" should replace the term "member" library with "contract" library as B&ECPL libraries are technically not member libraries. The "Guidelines" also need specific language regarding locating new libraries in proximity to public transit or transportation routes.
During discussion regarding the North Jefferson project Mr. Roach wondered if former Director Walters had made any notes when he toured sites for a North Jefferson branch. Ms. Juncewicz indicated that Mr. Walters had gone on a tour of sites in order to communicate the idea that the City cannot make an arbitrary decision on such a project because there are guidelines and standards that must be met.
Mrs. Chrisman reported that this will be a topic of discussion when she and Chair Mahoney meet with Council member Byron Brown.
Following further discussion Mrs. Chrisman indicated that there will be an agenda bill and proposed resolution regarding the modified "Guidelines" in the board packet for the February 18th board meeting.
Discussion resumed regarding a development officer.
Ms. Juncewicz indicated that copies of the proposed work plan will be transmitted to all trustees in the February 18th board packet.
She further requested that a resolution be drafted with very general and reflective language indicating that the Board approves the spirit of the planning process. It will be reviewed by the Planning Committee and submitted to the Executive Committee prior to its inclusion in the board packet.
There being no further discussion the meeting was adjourned at approximately 3:30 p.m.
Respectfully submitted,
Rebecca L. Mahoney, Chair