MEETING MINUTES
MINUTES REGULAR MEETING OF THE BUFFALO AND ERIE COUNTY PUBLIC LIBRARY
BOARD OF TRUSTEES January, 18th, 2001
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public
Library was held on Thursday, January 18, 2001 in the Central Library pursuant to due
notice to trustees. The following members were present. Daniel T. Roach, Chair Elaine M.
Panty, Vice Chair Judith K. Summer, Secretary James W. Burns, Treasurer William Brosnahan
Phyllis A. Horton Annette A. Juncewicz Rebecca L. Mahoney Robert J. Plache Sharon A.
Thomas Wayne D. Wisbaum George M. Zimmermann, Trustee Emeritus
Excused: Frank Gist, Casimiro D. Rodriguez, out of town; Stanley H. Zagora, out of town; Roland R. Benzow, Trustee Emeritus; Richard O. Hopkins, Trustee EmeritusSalvatore R. Martoche, Trustee Emeritus; Morton H. Stovroff, Trustee Emeritus
Chair Mahoney called the meeting to order at 4:02 p.m. in the Joseph B. Rounds Conference Room.
Agenda Item B – Approval / Changes to the Agenda. The Agenda was approved as submitted.
Agenda Item C – Minutes of the Meeting of December 14, 2000. On motion by Ms. Panty and seconded by Ms. Horton, the Minutes of the meeting of December 14, 2000 were approved as submitted.
Chair Mahoney introduced and welcomed new Trustee, William Brosnahan. Mr. Brosnahan informed the Board that he is a graduate of Holy Cross College and received his MBA from the University of Pennsylvania. He served three years as an Infantry Officer in the United States Marine Corp. He noted that he had requested appointment to the Library Board and is looking forward to his service as a trustee.
Prior to the presentation of the 2001 slate of new officers, Ms. Mahoney expressed her appreciation to present and former trustees, Library administrators and staff for all their dedication and service during the past three years.
Agenda Item D – Report of the Nominating Committee.
Agenda Item D.1 – Election of Officers & Executive Committee. Nominating Committee Chair Plache presented the following slate of officers and Executive committee members for the current year:
Chair – Daniel T. Roach
Vice Chair – Elaine M. Panty
Secretary – Judith K. Summer
Treasurer – James W. Burns
In addition to the Chair and Vice Chair, the Nominating Committee proposed that the following trustees serve on the Executive Committee:
Phyllis A. Horton
Annette A. Juncewicz
Rebecca L. Mahoney
On motion by Ms. Juncewicz and seconded by Ms. Panty, nominations were closed. On motion by Ms. Thomas and seconded by Ms. Horton the slate was approved as presented.
Ms. Mahoney presented the gavel to new Board Chair Roach. Mr. Roach expressed his appreciation for the vote of confidence and indicated his hope for a continuation of the success that was engendered by the previous Chair. He presented a summary of the accomplishments of Rebecca Mahoney and thanked her on behalf of the Board and staff for three years of excellent service to the Buffalo & Erie County Public Library.
Agenda Item E – Meeting Schedule for 2001. The meeting schedule was included in Board members’ packets for their information.
Agenda Item F – Report of the Chair. Mr. Roach had nothing to report at this time.
Agenda Item G – Committee Reports.
Agenda Item G.1 – Executive Committee. Ms. Panty reported that the Executive Committee met on January 10th to approve the agenda for today’s meeting. A brief update on negotiations with the Librarians’ Association was presented by Assistant Deputy Director Angstadt. Mr. Plache presented the Nominating Committee’s report. Deputy Director Stone reviewed items which appear on today’s agenda. He also briefed the Committee on telecommunications options under consideration to improve service to all B&ECPL libraries. Current services and a recent County contract for similar services have been compared. Based on this information, significant savings are possible over present plans for improved services. A request for proposals was issued, with a response due January 12th. These services are eligible for E-rate discounts of 60%. However, to allow enough time to meet the filing deadline for the E-rate program, the Executive Committee was asked to authorize the Library Director to enter into a contract with the provider offering the best terms and service. After discussion, the Executive Committee unanimously authorized the Director to do so.
Agenda Item G.2 – Budget & Finance Committee.
Agenda Item G.2.a – Contract Library Transfers. On motion by Ms. Summer and seconded by Ms. Horton, the following was approved unanimously:
RESOLUTION 2001-1
WHEREAS, requests for budget transfers have been received from the Amherst Public Library and the Orchard Park Public Library, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approve transfers of $37,643 within the budget of the Amherst Public Library and $8,092 within the budget of the Orchard Park Public Library.
Agenda Item G.2.b – Emergency Assistance Contract Library 2000 State Retirement Charges. Deputy Director Stone reported that the Collins Public Library has requested emergency assistance, under the provision in its contract with B&ECPL, to pay a $35,000 State Retirement bill. This situation occurred because New York State approved retroactive membership for some employees, which changed the retirement tier under which they would receive benefits. The proposed resolution would solve the problem by waiving that portion of the State Retirement reimbursement requirement that exceeds the Collins Library’s retirement budget. On motion by Mr. Burns and seconded by Ms. Panty, the following was approved unanimously:
RESOLUTION 2001-2
WHEREAS, at its regular meeting of December 16, 1999, the Board of Trustees of the Buffalo & Erie County Public Library adopted Resolution 99-71 adopting the Library’s 2000 Budget, and
WHEREAS, at its regular meeting of November 18, 1999, the Board of Trustees of the Buffalo & Erie County Public Library adopted Resolution 99-70 approving contracts with libraries within the towns, villages and cities of Erie County to provide public library services in 2000 based upon the then anticipated budget, and
WHEREAS, subsequent to adopting the 2000 budget the Town of Collins Library was impacted by one-time Section 803 2000 Extract State Retirement billings that exceed their retirement budget, and
WHEREAS, the State Retirement billing for contracting libraries is charged to and paid by the system, followed by reimbursement from each contracting library for their share of the expense, and
WHEREAS, the Town of Collins Library Board has requested assistance, under the provisions of the 2000 contract, with this obligation, and
WHEREAS, the overall State Retirement billing for the system as a whole is below budget, providing the funds necessary to address this problem, and
WHEREAS, the Board of Trustees of the Buffalo & Erie County Public Library desires to provide such assistance in an expeditious manner, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library waives, for the Town of Collins Library, that portion of the State Retirement reimbursement requirement that exceeds said contracting library’s retirement budget as a result of the New York State Section 803 2000 Extract costs.
Agenda Item G.2.c – Collins Public Library Retaining 2000 Contingency for New Library Building. Mr. Stone reported that the Collins Public Library’s 2000 budget included $19,924 in a contingency line to assist in meeting opening year costs of the new facility. The Library is now under construction and is expected to open in 2001. The Collins Library has requested that the funds be rebudgeted for expenditure in 2001. On motion by Ms. Panty and seconded by Ms. Horton, the following was approved unanimously:
RESOLUTION 2001-3
WHEREAS, at its regular meeting of December 16, 1999, the Board of Trustees of the Buffalo & Erie County Public Library adopted Resolution 99-71 adopting the Library’s 2000 Budget, and
WHEREAS, at its regular meeting of November 18, 1999, the Board of Trustees of the Buffalo & Erie County Public Library adopted Resolution 99-70 approving contracts with libraries within the towns, villages and cities of Erie County to provide public library services in 2000 based upon the then anticipated budget, and
WHEREAS, the 2000 budget for the Collins Public Library included $19,924 placed in the library’s Contingency line to assist in meeting the opening year costs of their new library facility, and
WHEREAS, the new library facility is now scheduled to open in 2001, delaying the use of these funds, and
WHEREAS, the Collins Public Library Board has requested the Collins Public Library be allowed to retain this amount and re-budget it for expenditure in the Year 2001, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the Collins Public Library Board to retain the $19,924 and re-budget this amount for expenditure in the Year 2001, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the Board Chair to execute a contract amendment with the Collins Public Library Board to accomplish the above.
Agenda Item G.2.d – Novel Ideas/Encore Editions Part-Time Clerk Typist. Mr. Stone informed trustees that the Novel Ideas/Encore Editions gift shop has been very successful since its opening in October 2000. It is revenue supported and is expected to generate significant proceeds in addition to covering its expenses. The addition of a part-time clerical position will allow supervision of all open hours and permit the gift shop to open on Sunday afternoons. On motion by Ms. Horton and seconded by Ms. Panty, the following was approved unanimously:
RESOLUTION 2001-4
WHEREAS, last year the Central Library’s used bookstore "Encore Editions" was remodeled and reopened to include "Novel Ideas," featuring a wider range of library and literature related gifts and educational items available for public purchase, and
WHEREAS, Novel Ideas has met with great success, prompting interest in providing open hours on Sundays and expanded supervision on Saturdays and weekdays, and
WHEREAS, the addition of a part-time Clerk Typist position will allow these expanded service hours to be offered, and
WHEREAS the wage and fringe costs for this position will be paid entirely out of the proceeds generated from Novel Ideas/Encore Editions sales, now therefore be it
RESOLVED, that the Buffalo & Erie County Public Library Board of Trustees amends the 2001 operating budget to add this revenue supported position, increasing revenues and expenditures as follows:
Revenues:
SFG 505 Minor Sales Revenues $7,006
Expenditures:
SFG 800 Personal Services $6,380
SFG 805 Fringe Benefits $ 626
Total Expenditures $7,006
Agenda Item G.2.e – Monthly Financial Report – 11/30/00. This report was submitted for information only.
Agenda Item H – Report of the Director. In addition to her written report, Ms. Chrisman reported on the American Library Association Midwinter Conference she attended with Deputy Director Mahaney and Assistant Deputy Director Collins on January 11-15, 2001. A program entitled "What’s Next With Filtering Mandates" was very important because in December 2000, President Clinton signed into a law a bill that mandates filters for public libraries which receive federal funds from programs such as E-rate. At this time, B&ECPL does not have filters on its computers. The Library’s Internet Policy requires a parental signature for children to use the Internet. During discussion, in response to Mr. Plache’s question regarding federal funding, Mr. Stone indicated that B&ECPL receives in excess of a quarter of a million dollars a year, which includes E-rate funds. Following further discussion, Ms. Chrisman said she will give more detailed information on this topic in her next monthly report.
Deputy Directors Mahaney and Stone joined Ms. Chrisman at the grand opening of the Depew Branch Library’s Homework Center on January 17th. Depew is the first library in the system to provide patrons with a collection of textbooks used in local schools. This project will be monitored to determine if it should be a model for other libraries.
The following report was submitted by the Director and transmitted to Board members prior to the meeting:
Centralized Human Resources Update: On December 19th, Library representatives met with Deputy County Executive Carl Calabrese and County Attorney Fred Wolf to discuss the implementation of the centralized human resources pilot program. Final details are being addressed and an announcement of the program will be scheduled in the near future.
2001 Materials Budget Distributed: Assistant Deputy Director Lucille DeFranks, working with a staff committee, prepared a distribution plan for the 2001 materials budget. At the Library’s budget hearing, legislators requested this information, which has been forwarded to them. A copy of the letter is included in this Board packet.
GIS Grant Application: The B&ECPL will participate with Erie County’s Department of Environment and Planning, and the Towns of Cheektowaga and Wales in a grant application, which would fund a cooperative needs assessment project in the use of Geographic Information Systems (GIS). GIS has the potential to assist the Library in planning and decision-making. Further, library participation would offer patrons assisted access to information in locally generated maps. Peggy Skotnicki will serve as the Library’s representative in this collaborative effort.
West Falls Hours Increased: On January 8th, the Director joined the Friends of the West Falls Library in celebrating the expansion of service hours at the facility. Two Monday evening hours have been added to the schedule as a result of private fundraising in the community.
Rebecca Mahoney is Citizen of the Year: Board Chair Rebecca Mahoney has been selected Citizen of the Year by the Cheektowaga Chamber of Commerce. Ms. Mahoney will be honored at their annual Recognition Dinner Dance on March 10th.
The following report was submitted to the Director by the Deputy Director, Chief Operating Officer and transmitted to the Board for information:
Management Structure 2001: Over the next three years, B&ECPL Administration will continue to implement changes in personnel management and physical reorganization of Central Library departments in keeping with the goals identified in Expanding Horizons. During this transition, it will be necessary to shift or reassign key responsibilities to accomplish specific service, planning and collection development objectives.
Ward Pautler will lead the Business, Science and Technology Reference Team with assistants Hedi Siock and Kate Weeks.
Sharon Edward will add Special Collections and Music staff to complement her Humanities and Social Sciences Reference Team. Joining Peter Brand as Ms. Edward’s Librarian III assistants will be Elaine Barone along with William H. Loos and Raya Then.
Earl J. Kunz will join Carol A. Batt in the Office of System Public Services. OSPS has the dual role of staffing Central’s Children’s and Fiction Departments (managed by librarians Chris Moesch and Peggy Errington, respectively), and performing a broad spectrum of functions that facilitate public service delivery for all B&ECPL libraries.
Mary Jean Jakubowski oversees the new Remote Reference Center, which integrates telephone and e-mail reference and inter/intra-library loan functions. Central Library Circulation and Stack Departments will continue to report to Ms. Jakubowski. System-wide circulation activity driven by DRA software or B&ECPL policy are the responsibility of Assistant Deputy Director Lucille DeFranks and Support Services Manager, Ann Kling.
Jefferson Construction Project: On December 15th, B&ECPL staff
met with architect Robert T. Coles to discuss modifications to the schematics and
to review changes in the building program. The revised schematic is due to be completed by
mid-January. A request for $250,000 in federal funds to furnish and equip the proposed
computer lab and African-American Resource Room has been transmitted to Senator Charles
Schumer.
Dr. King Remembered: The 23rd Annual Tribute to Dr. Martin Luther
King, Jr. is scheduled for Thursday, January 11th at 6:30 p.m. in the
Central Library’s Mason O. Damon Auditorium. Mr. Skip Dillard of WBLK-93.7
Radio, will host the program featuring Praise Summit Teen Choir, the Drill Team from
School #57, Actor Dee Lamont Perry and the Gospel Choir of City Honors School.
Meeting Focuses on Youth Services: On December 13th, staff described their progress toward reinventing B&ECPL Youth Services. Carol A. Batt, Manager of the Office of System Public Services (OSPS), coordinated the meeting and discussed efforts to address children’s services imperatives from Expanding Horizons. Her comments, particularly those that relate to training opportunities, were enthusiastically received.
Although the New Services Task Force, chaired by Assistant Deputy Director Ruth A. Collins, is not scheduled to release its report until December 2001, committees have been hard at work for more than a year. At this meeting, Mary Jane Kibby, Chair of the Youth Services Committee, offered a summary of issues and recommendations. Other committee members (Mary Ann Budny, Pat Foley, Kelly Shepherd, Donna Locker, Sue Petherick, Chris Moesch and Joyce Maguda) provided brief progress reports on various aspects of youth services. Mrs. Batt concluded the program with remarks on the Youth Resource Centers to be established in 2001 with funds appropriated by the Erie County Legislature.
International Information Exchange: On January 9th, staff from the London, Ontario Public Library in search of a new library automation system, visited Buffalo to get a firsthand look at B&ECPL’s DRA system. Coordinated by Assistant Deputy Director, Lucille DeFranks, the meeting gave the Londoners an opportunity to discuss aspects of the functionality and ease of use of the system with "those-in-the-know" at B&ECPL. Deputy Director, Shirley Whelan discussed network matters, librarians Ann Kling and Maureen McLaughlin fielded questions concerning acquisi-tions, serials, cataloging and the OPAC, and principal library clerk Kathy Sweeney addressed circulation/request issues.
B&ECPL Celebrates Kwanzaa: On December 30th, the Department of Extension Services sponsored a Children’s Kwanzaa Program in the Central Library’s Mason O. Damon Auditorium. An audience of 300 enjoyed performances by music students from St. John’s Academy, the African Cultural Center Children’s Dance and Drum Troupe and an African Naming Ceremony by the Jack and Jill Initiates. Sharon Holley (Urban Services) coordinated the program.
New York State Report: On January 3rd, Service Evaluation and Planning Coordinator Peggy A. Skotnicki, Senior Accountant Nancy Hammond and the majority of B&ECPL contract library directors attended a workshop on the new report format conducted by the Division of Library Development at Western New York Library Resources Council headquarters in Cheektowaga. New York State has contracted with theLibraryPlace to provide software to collect and manipulate all of the data from libraries across the state. Ultimately, it should provide for the timely release of useful data for comparison purposes.
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 Nearing Completion: The snow melt system is operational but is still undergoing adjustments. The Washington Street wheelchair access ramp opened last week. The Auditorium doors were fitted with automatic openers this week. Retrofitting the Washington doors with automatic openers will begin later this week.
2000-2001 E-Rate Service Designation Forms Being Filed: All requests for discounts must be completed and forms postmarked by January 18th. We intend to complete these activities prior to the 18th to ensure our requests are received and acknowledged in time.
Switch to #6 Fuel Oil saves Library Energy Dollars: With natural gas prices rising to record heights, the Central Library switched to burning #6 "Bunker C" fuel oil for its primary source of heat as it is now more cost-effective. Humidity boilers and the ramp snow melting system remain on Natural Gas as they are not able to use the alternate fuel.
First Quarter Payments to Contracting Libraries Mailed Last Friday: Payments were processed on a priority basis as soon as the SFG system was opened for Year 2001 payments. Libraries received their payments this week, well in advance of their first payroll date.
The following report was submitted to the Director by the Deputy Director, Corporate Information Officer and transmitted to the Board for information:
Installation of New Alpha Server Completed: Phase II of the migration to the new powerful Alpha was completed in December. There have been notable improvements in processing speed and interactive response.
Final 2000 Year-end Reports Generated: Network Support staff reported to work at midnight on January 1, 2001 to complete 2000 year-end processing and to produce the required year-end reports. Work continued throughout the day with the earliest generation of the information needed for the "State" reports.
B&ECPL Prepares for 2001-2002 E-Rate Application Process: The needs of the Buffalo & Erie County Public Library have been carefully reviewed in order to identify purchasing requirements and to determine their eligibility for "e-rate" discounts. Increased bandwidth, equipment to improve performance and continued infrastructure enhancements were recognized as critical.
Several special Requests for Proposals were created to obtain cost-effective bids for infrastructure upgrades and bandwidth improvements. In addition, hardware and software configura- tions were developed. Using these specifications, final "e-rate" applications will be produced by the January 18 deadline.
New "Novelist" Database Debuts: Network changes to make "Novelist," a new electronic resource available both remotely and at the library, were made. The new database contains information about 40,000 books and allows patrons to locate new fiction books based on previously read books and includes many reviews.
Agenda Item I – Report of the Foundation Director. A written report including information on the Mark Twain Writing Contest, Annual Fund 2000, Collins Public Library New Building Fund, Joan and Morton Stovroff Children’s Fund, Bobbi Hougle Memorial Fund and B&ECPL Funding Support was included in board members’ packets. Ms. Vedder reported that the Foundation and the Franklin Elementary School in the Ken-Ton School District will sponsor during National Week in April a visit by children’s illustrator/author Jack Gantos, who recently won a Newbery Medal Honor Award.
Agenda Item J – Public Comment. Mary Jo Ketchum, Elma Board President and President of ACT reported on a conference she attended in Nebraska the previous week.
A patron from Buffalo presented a complaint about the Library’s bar coding system which conceals the synopsis/review on the back covers of books.
Collins Library Board President Sal Dicembre expressed his appreciation to Rebecca Mahoney, Diane Chrisman, Shirley Whelan, Ken Stone, Michael Mahaney, Peggy Skotnicki and Kathryn Vedder for their help in getting the Collins project on its way.
Agenda Item K – Unfinished Business. No unfinished business.
Agenda Item L – New Business.
Agenda Item L.1 – Circulation Policy. Mr. Mahaney called attention to the proposed Circulation Policy which was included in board members’ packets. He explained that fundamentally the document is consistent with current policy with certain key exceptions: all procedural elements (fines, fee schedules, approved forms of identification, loan periods, etc.) have been removed; language restricting out-of-county borrowing to print materials has been deleted; the registration term has been reduced from 5 years to 2 years; a new confidentiality statement is included; an authorization statement charges the Administration to develop rules and regulations to implement and enforce the Board’s policy and multi-part items must be returned as complete sets. In the proposed policy, multi-part sets will be inventoried as one item and will circulate as one item. This will decrease circulation totals, but is consistent with the manner in which other large libraries manage comparable resources.
B&ECPL is required by Article II of the current contract with contract libraries to consult with those libraries before the System adopts a policy. That has been done. A number of boards adopted the policy without any questions. Some responded with concerns about the loss of circulation and how they will keep track of the pieces in the multi-part sets. This new procedure does not mean that people will be borrowing fewer items, but the Library will now be reporting transactions differently. Libraries also expressed concern about the fine and fee schedule. Educational meetings regarding the new policy will be conducted for all affected staff. The Library Administration plans to have a proactive public program regarding the adjust- ments in circulation reporting and to share the information with a positive slant.
Mr. Plache moved the adoption of the Circulation Policy. Ms. Summer seconded the motion. During discussion, Ms. Thomas asked if there will be any funding implications because of the decline in the circulation statistics. Mr. Mahaney indicated that it will be very important for the Library to convey to the community that this is an adjustment to how circulation has been counted in the past.
There being no further discussion, as moved and seconded earlier, the Circulation Policy was approved unanimously.
Agenda Item L.2 – Collection Development Policy. Mr. Mahaney presented the Collection Development Policy. The foremost difference between this policy and a book selection policy which was adopted in 1962 is the recognition that library materials are available in many formats today, not just in printed volumes. Following a brief discussion, on motion by Mr. Burns and seconded by Ms. Panty, the Collection Development Policy was approved unanimously.
Agenda Item L.3 – Gift Policy. Mr. Mahaney explained that the Library gratefully accepts gifts. The proposed policy identifies the terms under which the Library accepts contributions of materials or funds. On motion by Ms. Panty and seconded by Ms. Horton, the Gift Policy was approved as submitted.
Agenda Item L.4 – Collection Agency Contract. Mr. Stone reminded trustees that last year, the Library issued a Request for Proposal for collection agency services to aid in the prompt return of library materials. Proposals were received and analyzed by staff. The Library Board then approved Resolution 2000-40, which directed staff to complete the review process and negotiate a proposed contract based upon the best proposal. Staff has completed this review and recommends that the Library award a contract to Unique Management Services which has an extensive record of serving libraries of all sizes throughout the country. The proposed resolution recognizes that Unique Management Services submitted the best proposal and authorizes the Library Director to enter into a contract with UMS. Following discussion, on motion by Ms. Horton and seconded by Ms. Panty, the following was approved unanimously:
RESOLUTION 2001-5
WHEREAS, the prompt return of library materials is a common goal to all libraries, and
WHEREAS, returning items in a timely manner maximizes the item’s availability to library patrons and reduces the time patrons may have to wait to borrow popular/new items, and
WHEREAS, while the overwhelming majority of library patrons respond to library overdue notices and return outstanding materials to their local library and/or reimburse the library for materials lost, a small percentage do not, and
WHEREAS, to encourage an even greater return rate, implementation of collection agency services is desired, and
WHEREAS, the Buffalo and Erie County Public Library sought written proposals from collection agencies with extensive library collection experience, EMPHATICALLY stating that the primary need is to diplomatically recover library material and that preserving a positive relationship with our patrons is a high priority, and
WHEREAS, the library designated a committee of staff representing Circulation and Support Services, the Chief Financial Officer, and the Chief Information Officer to undertake a review of proposals, selecting the proposal that best meets the library’s needs as outlined in the Request For Proposals, and
WHEREAS, after an extensive review process, the committee identified Unique Management Services (UMS) as the clear best proposer, and
WHEREAS, UMS offers a variety of pricing plans, allowing the library to change between plans to maximize its return, and
WHEREAS, UMS further offers a BUDGET NEUTRALITY GUARANTEE that will ensure that compensation under all pricing plans will not exceed the actual cash recovered plus courtesy waive amounts, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the Library Director, with approval as to form by the Library’s attorney, to enter into a contract with Unique Management Services to provide collections agency services for the library, and be it further
RESOLVED, that the term of this contract shall be for a period of three years, with two options to renew (three years each) based on mutually agreed terms at the sole discretion of the Library.
Mr. Wisbaum asked the Board to return to Item L.3 which was approved without any discussion. He indicated that he did not realize that the proposed gift policy was on the back of the agenda bill. After reading the policy, he felt that the word "assessment" in Item 6 should be modified to read "appraisal." He asked that the policy be brought back to the table and made a motion to modify the word in Item 6. Mr. Roach indicated that a unanimous vote will be required and asked if anyone had any objection to the procedure. Mr. Wisbaum brought up other procedural points in the Policy. Mr. Roach indicated that those points may be brought up at another time. He asked if everyone agreed to change the word in Item 6. There were no objections.
Agenda Item L.5 – Supplemental State Aid Construction Funds. Mr. Mahaney reminded trustees that at its meeting on September 21, 2000 the Board recommended that New York State Library Construction funds be awarded to the Collins Public Library, which was the sole eligible applicant. Under the terms of the Supplemental Aid Program the Library may increase the amount of the award to the previous eligible applicant or submit new applications for eligible projects. As there are no other eligible projects, it is proposed that the Collins Library be the recipient of the supplemental funds for a grand total of $90,792. On motion by Ms. Juncewicz and seconded by Ms. Mahoney, the following was approved unanimously:
RESOLUTION 2001-6
WHEREAS, the FY 2000-2001 State Aid for Public Library Construction program originally included an allocation of $39,755 for the Buffalo & Erie County Public Library, to be distributed to eligible System projects, and
WHEREAS, in September 2000, the Board of Trustees of the Buffalo & Erie County Public Library transmitted to the NYS Library Development Team a recommendation to allocate $39,755 to the Town of Collins Public Library construction project, and
WHEREAS, supplemental categorical aid in the amount of $51,037 has become available, and
WHEREAS, under the program guidelines and the timetable of the current funding cycle the Collins Public Library remains the sole eligible B&ECPL applicant for these funds, now, therefore, be it
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library direct staff to transmit to the NYS Library Development Team a recommendation to allocate supplemental categorical aid in the amount of $51,037 (for a grand total of $90,792 under this program) to the Town of Collins Public Library construction project.
Agenda Item L.6 – Adoption of Updated Records Retention and Disposition Schedule. Mr. Mahaney informed trustees that Article 57-A of the Arts and Cultural Affairs Law requires that the revised Records Retention and Disposition Schedule be adopted by the Board. This schedule indicates which records must be retained and for how long. On motion by Ms. Horton and seconded by Ms. Thomas, the following was approved unanimously:
RESOLUTION 2001-7
WHEREAS, the revised Records Retention and Disposition Schedule indicates the minimum length of time that records of miscellaneous local governments must be retained before they may be legally discarded, and
WHEREAS, this schedule supersedes schedule 20-Lib-1, which the B&ECPL Board of Trustees adopted in December 1983, now, therefore, be it
RESOLVED, by the Board of Trustees of the Buffalo & Erie County Public Library, that Records Retention and Disposition Schedule MI-1, issued pursuant to Article 57-A of the Arts and Cultural Affairs Law, and containing legal minimum retention periods for local government records, is hereby adopted for use by all government officers in disposing of local government records listed therein, and be it further
RESOLVED, that in accordance with Article 57-A:
- only those records will be disposed of that are described in Records Retention and Disposition schedule MI-1 after they have met the minimum retention period prescribed therein, and
- only those records will be disposed of that do not have sufficient administrative, fiscal, legal, or historical value to merit retention beyond established time periods.
Mr. Roach called attention to the "Committee Volunteer" form which was distributed to trustees. He asked that the forms be filled out and returned to the Director’s secretary so that committee appointments may be made for the Board’s approval at the February meeting.
There being no further business, on motion by Ms. Panty and seconded by Ms. Horton the meeting was adjourned at approximately 4:55 p.m.
Respectfully submitted,
Judith K. Summer
Secretary