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MEETING MINUTES

Minutes of the Buffalo and Erie County Public Library Board of Trustees

February 18, 1999

The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, February 18, 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; 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: Salvatore R. Martoche, out of town; Simone Mitchell-Peterson, conflict; 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 1 – Approval / Changes to Agenda. On motion by Ms. Panty and seconded by Ms. Horton the agenda was approved as presented.

Agenda Item 2 – Minutes of the Meeting of January 21, 1999. On motion by Mr. Shenk and seconded by Ms. Panty the Minutes of the meeting of January 21, 1999 were approved as mailed.

Report of the Chair
Chair Mahoney informed trustees that George M. Zimmermann has concluded his term as President of the Board of Directors of The Library Foundation of Buffalo and Erie County, Inc. Mr. Zimmermann has distinguished himself with a long record of service to the Buffalo & Erie County Public Library, serving on the Board of Trustees from February 1, 1971 to– December 31, 1989. He was Chairman from 1974 to -1976 and Vice Chairman from 1972 to -1973. He has served on every one of the Board’s standing committees and held the office of Chairman of the Board’s Executive Committee, Employee Relations Committee, Future Planning Committee, and the Goals Committee. He also served as President of the Grosvenor Society from 1991 to 19-94. Ms. Mahoney expressed the Board’s appreciation to Mr. Zimmermann for his invaluable contributions to the Library as an active trustee emeritus and for his noteworthy service as Chair of the Administrative Salary Review Committee.

Ms. Mahoney introduced and welcomed W. Lawrence Buck, who was elected President of the Board of Directors of The Library Foundation of Buffalo and Erie County, Inc. at its February 16^th meeting. Mr. Buck is president of the investment firm of Harold C. Brown. He was appointed to the Foundation’s Board of Directors on September 20, 1994 and served as the Board’s Treasurer from that date through February 1998. In February 1998 he was elected to the office of Vice President. He has also served on the Foundation Board’s Budget & Finance, Nominating, and Executive Committees.

Mr. Zagora introduced Buffalo News reporter Dave Condreon.

Ms. Mahoney announced that the BTF’s theme for the March 2^nd "Read Across America" program is "Dr. Seuss Returns." She encouraged trustees to volunteer to read to children at their local schools, day care centers, etc.

Ms. Mahoney reported that she and Mrs. Chrisman have scheduled the following meetings with public officials to discuss the Strategic Plan.: Assistant Deputy Director William A. Miles will join them in a meeting with Councilmember Byron Brown on February 22^nd; she and Mrs. Chrisman will meet with Mayor Masiello on February 23^rd and Cheektowaga Town Board members on February 24^th.

Ms. Mahoney called on Assistant Deputy Director Patricia Angstadt who reported that copies of the Library brochure transmitted to applicants for the position of Director were included in board members’ packets. All ads have been placed stating that the deadline for applications is February 22^nd. She has spoken with search consultant Ron Dubberly who indicated he is encouraged by the responses he has received.

Agenda Item 3.a – Committee Assignments. Ms. Mahoney called attention to the 1999 committee assignments which were approved on motion by Ms. Panty and seconded by Ms. Horton.

Agenda Item 4.a. – Executive Committee. Ms. Horton reported that the Committee met on February 11^th and approved the agenda for today’s meeting. Committee reports were presented and discussed.

Agenda Item 4.b.1 – Budget & Finance Committee. In the absence of Ms. Mitchell-Peterson, Mr. Stone presented contract library transfers which were approved as follows on motion by Ms. Panty and seconded by Ms. Summer:

RESOLUTION 99-3

Agenda Item 4.b.2 – Allocation of Final Installment of OPAC Bonds. Mr. Stone reported that the Library’s Online Public Access Catalog (OPAC) project has been funded through a variety of public and private sources, with the largest portion from Erie County Capital Project bond proceeds. The last $1 million bond phase issued in late 1998 will extend the project throughout the System’s outlets. The allocations noted in Proposed Resolution 99-4 are consistent with the Library’s Technology Plan, and will result by year’s end in graphical catalog and Internet access for all Systempublic libraries in Erie County.

During discussion Mr. Orffeo called attention to comments in an article in Buffalo Beat on the Strategic Plan which, in essence, stated that the County does not financially support the Library. Mrs. Chrisman noted that the Strategic Plan indicates that the County supports the library system very well. Deputy Director Stone indicated that the support provided by Erie County is approximately 87% of the Library’s operating budget and is significant compared to other systems.

Following further discussion Chair Mahoney stated that the Library will respond to Buffalo Beat as there is appeared to bea lot of misinformation in the article.

There being no further discussion regarding the OPAC bonds, on motion by Ms. Panty and seconded by Ms. Summer the following was approved unanimously:

RESOLUTION 99-4

Agenda Item 4.c - Library Board’s Foundation Review Committee. In the absence of Mr. Martoche, Ms. Mahoney reported that the Committee met on February 2^nd and discussed Agenda Item 8.a. Fund raising possibilities and ways to work jointly toward fund raising were also discussed. At the February 16^th Foundation Board meeting board member Catherine Schweitzer brought up the possibility of scheduling a joint meeting of the two boards to hear a presentation by professional fund raisers on the topics of fundraising and development.

Agenda Item 4.d – Planning Committee. Ms. Juncewicz thanked the nine trustees who attended the special meeting on February 6^th. It was a good opportunity to discuss the complexities of the Plan. She noted that everyone seems to have an understanding that the Strategic Plan as written requires more research and continuing dialogue with the community. She indicated that there will be further discussion regarding Proposed Resolutions 99-7, modifications to the Guidelines and 99-8, endorsing the spirit of the planning process.

Agenda Item – 5 – Report of the Director. Mrs. Chrisman called attention to her written report where she related the fact that the Denio Library in Akron had submitted its application to construct a new building. The next step in the process is for the Board to refer the documentation to the Building Advisory Committee for its review. The Building Advisory Committee, chaired by Trustee Zagora consists of Concord Library Trustee Richard Snethen, Grand Island Memorial Library Director Lynn Konovitz, Deputy Director CFO Stone and Service Evaluation and Planning Coordinator Peggy Skotnicki. Mrs. Chrisman has asked Assistant Deputy Director Miles to replace her as that committee refers its findings to the B&ECPL Director. There being no discussion, on motion by Ms. Summer and seconded by Mr. Zagora the Denio Library request was referred to the Building Advisory Committee.

Also included in the Director’s written report was information relating to Michael Mahaney’s February 16^th appearance on the Adelphia Cable program "Speak Up" on the topic "Should Erie County Libraries Be Consolidated?" This program will be repeated on February 23^rd for those who missed the earlier broadcast. Mr. Zimmermann felt that Mr. Mahaney gave a very good explanation about a number of things and that the "call-ins" and remarks were very interesting. In response to Mr. Orffeo’s earlier comments about the article in Buffalo Beat, Mr. Mahaney indicated that he began his portion of the broadcast with a statement to co-panelist and Erie County Legislator Lynn Marinelli that by sayingthe County has been very good to this library.

Mrs. Chrisman called attention to the Correspondence Book which included a letter from Legislator Fred Marshall to the President of the Collins Public Library Board for trustees’ information.

A brief discussion ensued regarding construction projects.

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

Strategic Planning: On February 6^th, Planning Committee Chair Annette Juncewicz facilitated Board discussion of proposals contained in The Buffalo and Erie County Public Library in the Third Millennium Nine other trustees attended the work session to consider the document submitted by Aaron Cohen Associates, Ltd. in early November 1998. A copy of the 1999 Work Plan, endorsed by trustees on February 6^th, is included in this board packet for review by trustees unable to attend the work session. Minutes of the meeting will be completed and distributed soon.

Board Chair Rebecca Mahoney and the Acting Director are continuing to meet with municipal officials and have an appointment with Mayor Masiello scheduled for February 23^rd. Meetings with Cheektowaga and Hamburg Town officials have been planned.

Library’s Plan is Topic on Adelphia’s "Speak Up:" On Tuesday, February 16^th, Adelphia Cable aired a live, call-in broadcast on the topic: "Should Erie County Libraries Be Consolidated?" Erie County Legislator Lynn M. Marinelli joined B&ECPL Assistant Deputy Director Michael C. Mahaney, Buffalo Criterion columnist Eva M. Doyle and Olmsted School Assistant Principal Barbara Clark to discuss the issues associated with a new strategic plan for the Buffalo and Erie County Public Library.

Staff at Central Form Discussion Groups on the Strategic Plan: Assistant Deputy Director Ruth Collins met with staff groups on February 9^th to discuss current projects and, in particular, to outline the formation of seven discussion groups related to aspects of the strategic plan that impact the Central Library. These small groups will meet over the next three months to consider the many and unique functions of the Central Library and the alternatives presented in the Consultants’ report that relate to Central as a hub library, a system-wide resource, and a unique downtown destination. The small groups will present their findings at the next full Central staff meeting in early June before a final reaction statement or recommendations are submitted for further consideration by the administration and Board Planning Committee.

Denio Memorial Library Building Proposal: A completed building application has been received from the Denio Library along with other required documentation. In November 1998, Denio trustees submitted a letter of intent to construct a new library in Akron. The proposal will be transmitted to the Building Advisory Committee at the February 18^th Board meeting.

Collins Public Library Submits Letter of Intent: When Collins Library trustees indicated their desire to construct a new library in June 1998, they were advised to postpone consideration of a new facility until B&ECPL’s strategic planning report was received so the project could be reviewed within the context of the System’s future plans. The Collins Library trustees have again submitted a letter of intent to build, following a meeting with Erie County legislative leadership. Legislators Frederick Marshall and Charles Swanick, the Collins Town Supervisor, Collins Library Board President Salvatore Dicembre, Collins Library Board member Robert Gaylord, B&ECPL Board Chair Rebecca Mahoney and the Acting Director attended the session.

The strategic plan submitted by Aaron Cohen Associates, Ltd. recommends a new Southeast Community Library to replace libraries in Collins, Gowanda and North Collins. At the meeting, it was noted that the Cohen proposal is no longer valid because the new North Collins library is already under construction. Collins Library trustees intend to continue developing project plans and will submit a building application and other documentation in the near future.

North Jefferson Project: Recently, the Library received a copy of a January 22, 1999 letter from Joseph Giambra, Commissioner of Public Works for the City of Buffalo, to Robert Traynham Coles informing him that his firm had been selected to perform the architectural/engineering services for the Jefferson Utica Library. This was the first official indication that the City intends to construct a new facility in the area, although such plans have been discussed informally. Board Chair Mahoney, Assistant Deputy Director Miles and the Acting Director will meet with City Councilman Byron Brown on February 22^nd to hear details of the proposal.

Board Committee Meetings: In addition to the Planning Retreat on February 6^th,other committees have met since the last Board meeting. On February 2^nd, the Foundation Review Committee, chaired by Salvatore Martoche, reviewed a number of proposals that were then presented to the Select Committee of the Library Foundation when the two groups met in joint session. The Executive Committee held its regularly scheduled meeting on February 11^th.

Meeting with Aurora Library Trustees: On February 8^th, Deputy Director Stone and the Acting Director attended a meeting of the Aurora Town Public Library Board to discuss book sale procedures and other matters. There was opportunity to address some issues regarding the single hiring authority proposal.

Clarence Informational Meeting: On January 27, the Acting Director attended an informational meeting about the new library in the Town of Clarence. After brief presentations about the project’s history, the library’s construction schedule and fundraising, residents were invited to ask questions about the new facility.

American Library Association Meeting: The Acting Director attended the midwinter meeting of ALA in Philadelphia from January 29^th to February 1^st. Since this conference is dedicated to committee meetings, no programs were attended. In addition to chairing the Metropolitan Libraries Committee of the Public Library Association, the Acting Director attended meetings of the Workload Measures and Staffing Patterns Committee and toured three recently renovated Free Library of Philadelphia branches.

Milestones of Science Projects: Frank Frost Productions, Inc. has submitted a detailed treatment of the Milestones’ television show/video. Mr. Frost will visit Buffalo in March to continue dialogue with staff about the project.

After considerable discussion with Soundprint representatives, Assistant Deputy Director Michael Mahaney, B&ECPL Counsel Patrick Martin and the Acting Director concluded that it was unproductive to continue negotiation, because our views of the project were so divergent. The Library will explore other avenues to develop a radio program that meets B&ECPL and grantor expectations.

Technology Services Update: Public service staff report that patrons are very positive about the new Web catalog at Central and its accessibility from home. Internet service is a "hit" – so much so that Network staff added 2 additional terminals in the Learning Center ahead of the next scheduled roll-out (March 15) to help satisfy demand. The LLC staff recorded 1,105 uses of the Internet workstations during January -- the first full month of operation. Circulation department noted that it issued 17 non-resident/Internet only cards for persons whose permanent addresses included these far-off places: Japan, Australia, France, Guam, New Zealand, and the United Kingdom.

Internet usage has not been as brisk in the Children’s Department at this point, since children must bring their parent with them to sign the permission form. Interest is high among this group so it is anticipated that there will be a steady increase as more children obtain proper clearance. For example, 268 children used the "computer center" for recreational and word processing purposes in January compared to 16 who had permission to use the Internet.

WNY Genealogical Society helps Special Collections Department: The Western New York Genealogical Society has purchased two new microfilm readers for use by Special Collections department patrons. These were most welcome since the Library’s equipment was in very poor condition. Assistant Deputy Director Collins has conveyed appreciation to the WNYGS for its continued support in assisting the Library to serve its genealogical and local history patrons.

Central Library Celebrates Black History Month: To celebrate Black History Month, the Central Library has arranged a variety of programs and special events, including a visit of the national touring exhibition, "Free at Last: A History of the Abolition of Slavery in America." This major traveling exhibition was developed by the Gilder Lehrman Institute of American History. Exhibition materials are drawn in large part from the Gilder Lehrman Collection, on deposit at the Pierpont Morgan Library.

Selected items from B&ECPL’s prestigious Anti-Slavery Collection and items from "Harriet’s Gallery," permanently loaned to the North Jefferson Branch by the Harriet Tubman 300s, have been arranged for viewing in the main display case.

On Thursday, February 4^th, the Acting Director welcomed approximately seventy-five people to an opening reception co-sponsored by the Afro-American Historical Association of the Niagara Frontier and the Langston Hughes Institute. Dorothy Hill made brief remarks on behalf of the Langston Hughes Institute. Sharon Holley, who heads the Central Library Children’s Department, spoke on behalf of the Afro-American Historical Association. Ms. Holley also was instrumental in making arrangements for the reception and for planning and conducting numerous special events during the month.

Also during February, the following events at the Central Library addressed Black History themes:

• February 6. Author Connie Porter visited the Central Library to discuss her new novel, Imani All Mine.
• February 10. Kevin Cottrell presented "A History of the Underground Railroad" in slides.
• February 13. "We All Storytellers" presented "Our Stories ... Our Songs," a storytelling and musical performance with storytellers Sharon Holley and Karima Amin with Deborah Smith (percussionist), Joyce Carolyn (vocalist) and dancers Sabriyah Amin and Makedah Holley.
• February 24, Video presentation: "Frederick Douglass."
• February 27, Black History Video Presentation for children.

Other Black History events and special programs were conducted at B&ECPL libraries throughout Erie County during February.

Author Connie Porter Returns to the Central Library to Discuss Her New Novel, Imani All Mine: On Saturday February 6^th, one of the leading young African-American women writers in the country, Connie Porter, visited the Central Library to meet the public and discuss her latest book, Imani All Mine. Porter is the acclaimed author of All Bright Court as well as the phenomenally successful "Addy" books in the American Girls series

Porter’s last visit to the Central Library was in 1992 as guest author for a Bistro Bookers’ National Library Week event. Porter’s first novel, All Bright Court, was greeted with nationwide critical acclaim. In her new novel, Porter returns to the ghettoized Buffalo, New York, of All Bright Court, where blacks suffer the degradation and violence of life in the projects. Bringing deep compassion to lives that are grim and unsettling, Porter transcends harsh reality to find a real joy and humor even in the most difficult of worlds.

More than 150 adults and children listened as Porter read from her new novel and discussed her career. She autographed copies of her books and spoke with fans for more than an hour after she concluded her presentation.

Branch Activities: The Kavinoky Theater and Niagara Branch have teamed up for BACKSTAGE, an exciting look at the inner workings of the theater for adults and children. Beginning February 18^th at Niagara, experts from the Kavinoky will share their inside knowledge with presentations, discussions and audience activities on such topics as set design, stage building, casting and auditioning.

The Dudley and Fronczak Branches will collaborate with the Pick of the Crop dance group to present family workshops on an original production of The Snow Queen: Telling a Story in Dance.

Mahaney to Serve on Regional Institute: Assistant Deputy Director Michael Mahaney has been selected to represent B&ECPL on the Institute on Local Governance and Regional Growth’s Information/Technology Task Force. The Institute is undertaking a "State of the Region" project to define and measure regional performance across Western New York. The project will develop a series of regional indicators to track changes over time, highlight patterns within the region and support comparisons with other areas. For each indicator, the project will not only measure performance but also propose goals and develop strategies for reaching those goals. Initial results are expected in spring 1999.

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

Central Library Re-roofing Project Bidders’ Conference Held: This past Tuesday, a pre-bid conference and tour of the Central Library Roof was conducted by personnel from Erie County Public Works, Trautman Associates and Watts Engineers. Chief Stationary Engineer Mark Kross and I represented the Library. The meeting was well attended by potential bidders.

All work on this project will take place after normal open hours to minimize disruption to library operations. The project will also include asbestos abatement above the ceiling area over the Network room.

E-Rate Funding Commitment Letters Received for Most Contracting Libraries and Reimbursement Forms Being Filed: 1998-99 funding commitments for all but two of 28 requests have now been received. The remaining two should arrive in a future "funding wave". We are in the process of submitting reimbursement requests for 1998 expenses. As of yesterday, over $12,000 in reimbursement requests have been forwarded to the Schools & Libraries Division.

E-rate Program Again Being Threatened: Several Congressmen are circulating a draft "E-Rate Termination Act" that will likely be submitted for congressional consideration soon. Others plan to reintroduce bills to cut the federal excise tax and dedicate the $2 billion remainder to the E-Rate program. This approach would change the method for allocating funds, negating the investment in time and effort to develop program applications for the 1999-2000 funding year.

While these efforts would not affect the current funding period (January 1, 1998 through June 30, 1999), the program’s future remains under a cloud.

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

Gates Library Foundation Urban Leadership Grant: The Network Support implementation team is now completing the preparation of the personal computers for North Jefferson, East Delavan, Niagara and Dudley. The installation was lengthy because changes were made to the "public access model" as we gained experience at the Central Library. Also, extra time was taken to train three additional members of our staff in the model implementation.

Detail plans for the 1^st implementation at North Jefferson, now planned for the week of February 15^th, were made with Bill Miles, Diane Bockrath and Sandra Williams Bush.

Plans were made with Ruth Collins and her department managers for the installation of thirty-three new computers in the Central Library in mid-March. These computers will also be for patron use. All will offer access to the Internet and for the first time, use of Microsoft Office applications will be provided.

OPAC – Branches and Towns: Final infrastructure upgrades are being made.

MCI LibraryLINK Grant and the B&ECPL Web Site: This month, changes were made to the DRA system processing to make the web catalog available during the nightly backup and reporting cycles. To date, the Buffalo & Erie County Public Library web site has been accessed 17,002 times.

Telecommunications Act of 1996 and E-Rate 1998 and 1999/2000: The Schools and Libraries Corporation notified the Buffalo & Erie County Public Library that funding will be provided for up to $155,247 for POTS for the Central Library and city branches and frame relay telecommunications costs for our wide area network. We also were notified that three of our applications for internal connections, representing discount requests for $44,908, would not be funded, due to insufficient funds. We are still waiting for decisions on ten applications.

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

Staff Focus Groups: Five focus groups were conducted on the proposed Strategic Plan, involving 46 staff members of varying job descriptions from the Central Library, the contract libraries and Extension Services. Each session was unique, but common threads ran through all groups. Information was collected on the strengths and weaknesses of the Plan as seen by both staff and the public.

February Managers’ Meeting: This month’s meeting was devoted to the Strategic Plan. An overview of the staff focus groups was presented, followed by an unveiling of the 1999 Work Plan. Frequently Asked Questions were reviewed, along with standard answers, to ensure that staff are delivering a uniform response to the public. The goals are to inform the public/staff and to reduce confusion about the Plan.

Community Meeting on the Strategic Plan: On January 28, Erie County Legislator, Crystal Peoples, held a public forum on the Library’s proposed Strategic Plan at St. Gerard’s Church on Bailey and East Delavan Avenues. The Acting Director, the Chief Financial Officer, the Assistant Deputy Director for Community Relations and the Service Evaluation and Planning Coordinator presented an overview of the Plan. Also attending were trustees, Frank Gist, Rebecca Mahoney and Simone Mitchell-Peterson and the Assistant Deputy Director for Extension Services. There was positive interaction with Ms. Peoples and the community members who attended.

Agenda Item 6 – Report of the Foundation Director. In addition to her written report regarding invoices paid by the Foundation in the amount of $50,000, Ms. Vedder informed trustees that at its February 16^th meeting, the Foundation Board of Directors approved $13,000 for library projects. The Board also approved $1000 to match the gift from Patrick Martin to reimburse library staff for expenses incurred for refreshments, and supplies or other expenses for library programs. A copy of the adopted resolution honoring Mr. Martin for a decade of service to library patrons will be included with the February 16^th minutes for the Board’s information. Ms. Vedder expressed her appreciation to Mr. Zimmermann for his service to the Library Foundation and wished the best of luck to Mr. Buck.

Agenda Item 7 – Public Comment. ACT President Thomas Mudra stated that the ACT trustees conducted their meeting on Saturday, February 6^th – the same day as B&ECPL trustees met regarding the Strategic Plan. He indicated that the ACT trustees want to know how they fit into the scheme of things.

He went on to ask that approval of Resolution 99-7, Modifications to the Guidelines and Procedures for Approval of New Library Construction be postponed so that contract libraries can have a chance to review the changes as this deals with a contract issue. He noted that when the Guidelines were originally adopted there was input from ACT and the contract libraries.

Ms. Mahoney explained that the modifications are minimal – changing the word "member" libraries to "contract" libraries; selecting locations for proposed library construction toin proximity to transportation routes and public transit, and requiring that the new libraries be expenditure neutral. Mrs. Chrisman added that the last modification is the addition of a section to indicate that city branch library building projects must follow the same process as the contract libraries.

Councilmember Richard Fontana from Buffalo’s Lovejoy District spoke on behalf of the two libraries in his district, which are recommended for replacement closing in the Strategic Plan.

Ms. Mahoney informed Councilmember Fontana that the Board of Trustees will not adopt a plan until it hears from the residents of Erie County. She indicated that the Board has been meeting with elected officials and offered Mr. Fontana the opportunity to schedule a meeting.

Unfinished Business
Agenda Item 8.a – Transfer of B&ECPL Donations to Library Foundation. Mr. Stone informed the Board that Proposed Resolution 99-5 implements the recommendations of the Foundation Review Committee to transfer a series of small donations totaling $900 to the Library Foundation. On motion by Mr. Roach and seconded by Ms. Horton, the following was approved unanimously:

RESOLUTION 99-5

New Business
Agenda Item 9.a – Proposal to Engage an Attorney with Expertise in Labor Issues. Assistant Deputy Director Angstadt reminded the Board that the Strategic Plan recommends that the Library move toward one hiring authority. In order to accomplish this task and address the many legal and labor concerns that are likely to develop, Proposed Resolution 99-6 requests that the Board give authorization to engage the services of a labor attorney. Ms. Panty moved the adoption of Resolution 99-6. Ms. Summer seconded the motion.

During discussion Mr. Orffeo indicated that it is extremely important to move forward on this recommendation.

After further discussion, as moved and seconded earlier the following was approved unanimously:

RESOLUTION 99-6

Agenda Item 9.b – Modifications of Guidelines and Procedures for Approval of New Library Construction. Mrs. Chrisman stated that the modifications are proposed to update the Guidelines in order for them to be in effect for all library construction projects. As Chair Mahoney pointed outindicated the language will be updated to the more appropriate term "contract" library. In addition, it was felt that proximity to transportation or public transit routes must be examined when looking at considering new sites. The idea thatneed for library construction projects to be expenditure neutral has been recommended in the Cohen report. The addendum to the Guidelines suggests that city branch construction projects follow the same process for consideration as contract libraries.

Ms. Summer moved approval of Resolution 99-7. Ms. Panty seconded the motion.

During discussion of the modifications being a contract issue as mentioned by Mr. Mudra, Mr. Stone researchedreferred to the contract and could not find anynothing in it that applies to the Guidelines. He noted that the Guidelines are just that; they are not rigid requirements.

Mr. Burns asked if in the interest of enhancing dialogue with the contract libraries, would it be critical to adopt the modifications at today’s meeting?

Ms. Mahoney indicated that it is important to act today because she and Mrs. Chrisman will be meeting with city officials next week. They would like the approved Guidelines to be in place so that proponents of constructing new city libraries understand they must follow the same procedures and guidelines as the contract libraries.

Following further discussion, Mr. Shenk felt that the changes to the Guidelines are procedural and do not have to be acted upon at this meeting. He moved that the Guidelines be referred to the B&ECPL ACT Committee and that the Chair of that committee schedule a meeting with the contract libraries’ACT representativesCommittee.

Ms. Mahoney informed him that the Board is still in discussion of the issue and there is already a motion on the floor to approve the modifications.

Mr. Orffeo stated that he concurred with Mr. Burns’ earlier remarks that if the head of the ACT group requests that the group be allowed to review the document and comment on the changes that a vote on this issue be postponed until voted upon atthe next meeting. Mr. Burns indicated that his point was that if approval of the Guidelines is postponed it be done with the clear understanding that the Guidelines are beyond the purview of ACT and if the Board’s timetable permits the document would be sent to ACT for information purposes only.

Mrs. Chrisman wondered if the Board would want to reconsider its referral of the Akron Library’s application to the Building Advisory Committee. This action starts a process in motionwhereby the Building Advisory Committee has a specific number of so manydays to make its decision before referring that decision to the Director who has a limited number of so many days to present his recommendation to the full Board.

Following further discussion Ms. Juncewicz indicated that Mrs. Chrisman’s question regarding Akron should not be a part of the discussion on the Guidelines.

Mr. Orffeo brought up the subject of the language in the proposed resolution which he felt was quite constraining for the Library. He spoke about the "expenditure neutral" portion which had already been a topic of discussion at the February 6^th special board meeting. He also brought up the issue of parking.

Following a lengthy discussion, Ms. Juncewicz called for a vote on Resolution 99-7 which had been moved and seconded earlier by Ms. Summer and Ms. Panty. The following was approved by a vote of 9 to 4 with Messrs. Gist, Orffeo, Shenk and Ms. Horton opposing.

RESOLUTION #99-7

Agenda Item 9.c – Resolution to Endorse the Spirit of Strategic Planning Process. Mrs. Chrisman informed trustees that at the February 6^th special meeting the Board indicated it wanted to express support for the planning process and endorse the fact that it wants to adopt a plan that will be best for the community. Trustees acknowledged that it was not appropriate at this time to adopt the Cohen report as the Board’s plan. Proposed Resolution 99-8 endorses the spirit of the planning process toand gives the Planning Committee thesupport endorsement it requires to continue its endeavor to create a better library system.

Ms. Juncewicz indicated that the Planning Committee would like to see an affirmation of the work it has been doing. Included in the Board’s packet is a work plan which is ambitious and respectful of the necessity to involve public officials and the residents of Erie County. She moved adoption of Resolution 99-8. Ms. Horton seconded the motion.

In response to Mr. Orffeo’s question about delaying the public meetings originally scheduled from April to June, Ms. Juncewicz indicated that this is truenecessary. In researching the complexities of the one hiring authority it was feltbecame evident that those meetings will have to be postponed.

Ms. Juncewicz reported that at the February 6^th meeting the Strategic Plan was reviewed and divided into the seven critical issues were highlightedthat are reflected in more detail in the three volumes. TheA proposed Work Plan outlines the objectives suggested by the Consultants and identifies necessary tasks to be accomplished before any recommendation can be brought to the Board. At today’s meeting the Board acted on the following issues discussed at the February 6^th meeting: revision of the Guidelines and approval to engage a labor attorney in the Board’s quest to migrate to one hiring authority.

There being no further discussion the following was approved unanimously:

RESOLUTION 99-8

Ms. Summer commended Mr. Orffeo who had a poem published recently in Art Voice.

There being no further business on motion by Mr. Shenk and seconded by Mr. Zagora the meeting was adjourned at approximately 5:25 p.m.

Respectfully submitted,
Simone Mitchell-Peterson, Secretary