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MEETING MINUTES

Minutes Regular Meeting of the Buffalo & Erie County Public Library Board of Trustees July 20, 2000

The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, July 20, 2000 in the Central Library pursuant to due notice to trustees. The following members were present: Rebecca L. Mahoney, Chair; Elaine M. Panty, Vice Chair; James W. Burns, Treasurer; Phyllis A. Horton; Robert J. Plache; Daniel T. Roach; David J. Shenk; Judith K. Summer; Wayne D. Wisbaum

Excused: Frank Gist; Annette A. Juncewicz, conflict; Casimiro D. Rodriguez, conflict; Sharon A. Thomas; Stanley H. Zagora, conflict; 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 4:05 p.m. in the Joseph B. Rounds Conference Room.

Agenda Item B – Approval / Changes to the Agenda. On motion by Mr. Roach and seconded by Ms. Panty, the Agenda was approved with the following amendments: Agenda Item E.2.a - replace Resolution 2000-37 with a revised version; add Agenda Item E.2.c. - Gates Library Foundation Supplementary Award; and move Agenda Item J.1 - to the Budget & Finance Committee report to follow Agenda Item E.2.c.

Agenda Item C – Minutes of the Meeting of June 15, 2000. On motion by Mr. Burns and seconded by Ms. Summer the Minutes of the meeting of June 15, 2000 were approved as presented.

Agenda Item D – Report of the Chair. Ms. Mahoney expressed the Board’s appreciation to the John R. Oishei Foundation which approved a grant of $400,000 for the Rare Book Cataloging and Website projects.

She noted that her Board activities for the past month are included in the written report of the Director.

Agenda Item E – Committee Reports.

Agenda Item E.1. – Executive Committee Report. Ms. Panty reported that the Executive Committee met on July 13^th to approve the agenda for today’s meeting. The time frame for submittal of the Library’s 2001 budget request was discussed. The Committee agreed that the Library should ask for an extension of the deadline for submittal of the Library’s request to the County Budget Office.

Agenda Item E.2. – Budget & Finance Committee.

Agenda Item E.2.a. Y2001 Budget Request. Mr. Burns reported that the Library received Year 2001 budget instructions and preliminary targets from the County Budget Office on July 5^th. The Budget and Finance Committee met on July 18^th to review preliminary information and recommend a process to complete the Year 2001 budget request.

The timing of this year’s budget process (July 5^th instructions, July 20^th Library Board meeting, and July 28^th 2000 due date) does not synchronize with committee and board meeting schedules, providing a much more compressed review period than last year. At the request of the Executive Committee, Director Chrisman sought a deadline extension from the County Budget Director, who revised the Library’s due date to August 11^th.

The Budget and Finance Committee at its July 18^th meeting reviewed preliminary budgetary information and provided direction to staff in preparing further budget detail. The committee will meet again to review the budget and recommends that the Board’s Executive Committee be empowered to finalize and authorize submission of the budget request to the County Budget Office on August 11, 2000.

Mr. Burns called attention to the proposed resolution which itemizes eleven points of importance in the budget request. During discussion, in response to Mr. Plache’s questions, Mr. Stone indicated that with the exception of additional costs for the new facilities at Clarence, Collins and Newstead, the proposal is substantially within the Budget Office guidelines and objectives.

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

RESOLUTION 2000-37

• Maintain existing "steady state" service and staffing

• Fund operating costs not already included in the base

• Continue funding for increased bandwidth and network

• Create no more than 10 part-time Sr. Page positions to

• Create no more than 2 part-time Sr. Page positions to

• Maintain the buying power of our library materials

• Assume E-rate funding of telecommunications services

• Include the Budget Office suggested $115,093

• Budget Library grants at current levels for recurring

• Recommend establishing an ongoing "investment account"

• Authorize use of $400,000 in estimated ending fund

Agenda Item E.2.b – Monthly Financial Report. The financial report for the period ending May 31, 2000 was presented for information.

Agenda Item E.2.c – Gates Supplementary Award. Mr. Stone indicated that the grant awarded by the Bill & Melinda Gates Foundation to establish a computer training lab at the East Delavan Branch Library included funds for a large screen display monitor. The grant-specified monitor was unavailable and an alternative model similar to the projector used in the Central Library’s training lab was selected. The Bill & Melinda Gates Foundation has provided an additional $1900 toward the purchase of this equipment. The proposed resolution amends the Library’s grants budget by increasing revenues and expenditures by $1900.

On motion by Ms. Summer and seconded by Ms. Horton the following was approved unanimously:

RESOLUTION 2000-39

Agenda Item J.1 – Amend 2000 Budget, B&ECPL Educational Technology Initiative. Ms. Mahoney stated that one of the best things to come out of the twenty-two community meetings was a heightened awareness of the library system by all elected officials. During a conversation with Legislative Chairman Swanick at one of those meetings, there was discussion regarding the need for technology in some of the branch libraries and the need for other components and initiatives. Chairman Swanick indicated at that meeting that it might be possible for the Legislature to provide a $1 million grant if the Library could come up with a proposal to improve technology and service capacity in all fifty-two system libraries. The administrative team and Ms. Mahoney worked together to develop a proposal for presentation to Chairman Swanick. During meetings with legislators, the idea of a matching grant was suggested as an excellent way to stretch the funds. Following some fine tuning, the proposal was presented to the full Legislature which adopted a resolution earmarking $1 million in the Erie County budget to fund educational technology initiatives at the Buffalo & Erie County Public Library. Ms. Mahoney indicated she will transmit a letter to the Erie County Legislature expressing the Board’s appreciation for the generous donation.

Director Chrisman informed trustees that a meeting with contract library directors has been scheduled for August 2^nd to work with the directors on all the elements of the Educational Technology Initiative. At that meeting, Mr. Stone will explain the matching grant component and the directors will be asked to help devise an application form. Meetings with contract library trustees will also be scheduled in early August to ensure that all trustees are involved in this process. Assistant Deputy Director Savigny has begun work on marketing the program. During discussion, Ms. Panty asked about city branch participation. Ms. Chrisman indicated she will provide details on city branches in her report.

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

RESOLUTION 2000-38

Mr. Wisbaum arrived at the meeting at approximately 4:30 p.m.

Mr. Burns left the meeting at approximately 4:35 p.m.

Agenda Item E.3 – Human Resources Committee. Mr. Shenk reported that the Human Resources Committee met on July 13^th. The agenda included discussion with Assistant Deputy Director Angstadt regarding clarification of the language in the Mason O. Damon scholarship guidelines and orientation of new employees. A training committee comprised of various staff members has been formed and will meet in August. The next meeting of the Human Resources Committee is scheduled for August 2^nd at 5:30 p.m.

Agenda Item F – Report of the Director. Ms. Chrisman reported that she and Ms. Mahoney met with Councilmember at Large Charley Fisher on July 17^th and informed him of the Educational Technology Initiative. Councilmember Fisher indicated that he would contact his colleagues on the Common Council and encourage them to support the Initiative. Ms. Chrisman and Ms. Mahoney also spoke with Councilmember Joseph Golombek who felt that Common Council members would support the matching fund component. Ms. Chrisman informed trustees that a letter enlisting councilmembers’ support of the Initiative will be mailed on July 21^st.

Deputy Director Shirley Whelan provided an excellent tour of the Library’s Network Office to Erie County Information & Support Services Director Arthur Telaak on July 18^th.

Director Chrisman attended a meeting of Erie County department heads and commissioners on July 19^th and learned that the County will offer an early retirement incentive program again this year. She indicated that she will be out of the office for two weeks and has asked Patricia Angstadt to inform staff when details are received.

Ms. Chrisman noted that the department heads and commissioners were interested in her report on the Educational Technology Initiative.

Ms. Chrisman further reported on the grant from the Oishei Foundation to catalog the Library’s rare books and develop a web site. The Library Foundation had requested $507,000. A grant in the amount of $400,000 was approved with the understanding that the $50,000 pledged by Oishei for cooperative ventures between B&ECPL and the Poetry and Rare Books Collection at the University also be dedicated to this project. Ms. Chrisman expressed her appreciation to Library Foundation Executive Director Kathryn Vedder who wrote the grant application and Assistant Deputy Directors Collins and DeFranks who assisted in the process.

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

Legislature Funds Educational Technology Initiative: At its July 13, 2000 session, the Erie County Legislature appropriated $1,000,000 to extend the Library’s ability to provide electronic resources and services to County residents. The Educational Technology Initiative (ETI) will provide Youth Resource Centers ($280,000), a Cyber Train ($33,000), Additional Support and Bandwidth ($67,000) and Technology and Facility Improvements ($620,000). Details of the ETI and the plan to distribute funds were forwarded to trustees on July 6^th. The allocation of the $620,000 will be based on the e-rate formula and require matching funds. This procedure will increase the total amount available for Library projects to $1,419,339.

Another component of the initiative is an extensive marketing campaign to ensure that all school children, teachers, school administrators and parents are aware of the enhanced resources at their local library. Meetings with staff and trustees will be scheduled to provide information about the ETI.

Summer Reading Program: On June 30^th, a press conference was held in the Children’s Room of the Central Library to kick-off the Buffalo Bills/UPS Summer Reading Program. County Executive Joel Giambra and Superintendent of Schools Marion Caņedo joined representatives from the Buffalo Bills Youth Foundation, UPS, and Just Buffalo Literary Center in stressing the importance of reading to an attentive group of children from the Franklin Street YWCA. Board Chair Rebecca Mahoney represented the participating library systems in Erie, Niagara, Chautauqua and Cattaraugus Counties. Defensive End Marcellus Wiley, campaign spokesperson, gave a spirited and lively reading to the delight of the children.

The program encourages students in grades 2-12 to read during the month of July. With each book read, the students will receive entries in a drawing at each participating library to win a pair of tickets to the Bills’ September 10^th game.

Centralized Human Resources: Negotiations continue with County representatives to develop a pilot program to test the procedural effectiveness of the Centralized Human Resources concept.

Cooperation with Buffalo Public Schools: Board Chair Rebecca Mahoney and the Director met with School Superintendent Marion Caņedo on June 26^th to discuss opportunities for collaboration. The first cooperative undertaking will involve instruction of library staff in the interpretation of standard teaching assessment forms, which are sent to parents during the summer. After a training session provided by Ms. Caņedo’s staff, librarians will be able to assist parents in selecting reading materials appropriate for their child’s skill level. Urban Services Supervisor Sharon Holley will coordinate the program.

American Library Association Annual Conference: Chicago was the setting for the Annual Conference of ALA, which was held from July 7^th through the 12^th. Board Chair Rebecca Mahoney, Deputy Directors Michael Mahaney and Shirley Whelan, librarian Betsey Higgins and the Director attended. B&ECPL’s limited number of attendees can be attributed to the Library’s strong participation in the Public Library Association Conference, held earlier this year in Charlotte, North Carolina.

In addition to attending committee meetings and quality programs, the Director participated in an Urban Libraries Council session, which considered plans to sponsor an Executive Leadership Institute in 2001. This new program is designed to address the urgent issue of developing new leadership in today’s urban public libraries. As plans for this initiative advance, the Director will keep trustees informed about opportunities it may present for B&ECPL staff.

Cultural Tourism: On June 26^th, Trustee Judy Summer met with Deputy Director Michael Mahaney, Assistant Deputy Director Ruth Collins, Assistant Deputy Director Ami Savigny and the Director to discuss the Cultural Tourism Committee. The Committee is a joint venture of the Greater Buffalo Convention & Visitors Bureau and the Arts Council in Buffalo & Erie County. It includes representatives from cultural, educational and historical organizations throughout the area. The Committee works on collaborative efforts to promote the region’s many attractions to visitors. A current project is the production of a "Sightings" brochure listing the 2000 Cultural Calendar.

The Committee offers the Library cost-effective marketing opportunities. Ms. Savigny attended the Committee’s July 13^th meeting. Thank you to Ms. Summer for representing the Library and sharing valuable information with staff.

Pan-Am Plans: Assistant Deputy Director Ami Savigny attended a Pan-Am Centennial Community Fair on July 9^th at the Buffalo & Erie County Historical Society. The fair was designed to allow organizations, community groups and others to share their plans for 2001 activities and the opportunity to link on collaborative projects. A community-wide Pan-Am Centennial calendar of events will be developed and promoted in a cooperative marketing effort. A press kit and web site are in progress and will include Library information.

The Library shared plans for several activities related to the Pan-Am Centennial, including: exhibits and displays of Pan-Am collections, a colloquium pertaining to the African-American community’s involvement in the Pan-Am Exposition, and a musical showcase of Pan-Am features. A bibliography of the Library’s Pan-Am collection will also be distributed to interested parties.

Former Trustees Honored: Following the June 2000 Board meeting, trustees celebrated the many years of library service and commitment of former trustees Salvatore Martoche, Simone Mitchell-Peterson and Remy Orffeo. The Library Foundation co-sponsored this festive event.

Library Service to South Buffalo Reviewed: On June 19^th, Board Chair Rebecca Mahoney and the Director met with Buffalo Common Council Member Mary Martino. Resources and services at the Cazenovia and Dudley branches were discussed.

Meetings: Human Resources Chair David Shenk conducted a meeting of his committee on July 13^th to review agenda items that had been considered at a previous meeting. Following this session, the Executive Committee met to set the agenda for the July 2000 meeting of the Board. At the June 21^st meeting of County Department Heads, the Director provided a briefing on current Gates grant activities.

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

North Jefferson Construction Project: On June 16^th, the Deputy Director-COO, Assistant Deputy Director William A. Miles, Urban Services Manager Sharon Holley and Planning and Evaluation Coordinator Peggy A. Skotnicki met with architects Robert Traynham Coles and Charles Davis to review three possible schemes for the new east side library. B&ECPL staff unanimously preferred scheme C, which reflects an African village theme. A revised schematic, incorporating elements discussed at the June 16^th meeting, has been received and is being reviewed. Another meeting will be scheduled within a week to discuss refinements.

Akron Construction Project: The new library in Akron will be called the Newstead Public Library and will contain the Ruby Paxon Reading Room. On June 9^th, the Library Building Committee met with the Deputy Director-COO, and Ms. Skotnicki to review the latest schematics. Ms. Skotnicki held a separate meeting with Akron library director Kristine Sutton to prepare detailed shelving specifications for the new facility.

On June 21^st, a public meeting was conducted to view interior and exterior designs. Overall comments were favorable, but a village businessperson has been circulating a petition opposing the exterior design of the building. The petition, with 150 signatures, was presented to the Town Board at its July 10^th meeting, and the Board has adopted a resolution giving architects Hamilton Houston Lownie until July 31^st to re-examine the front faįade and roofline. The architects will present modifications at the July 31^st meeting of the Town Board. This will delay the new library’s opening date until September or October of 2001.

Collins Construction Project: In June, two meetings of the Building Committee were held to finalize plans for the new library. Ms. Skotnicki reviewed and confirmed shelving requirements with library manager Karen Koch at a separate meeting. As a result of the Town of Collins’ receipt of a Community Development Block Grant, the State Historic Preservation Office (SHPO) requires that a surface archaeological excavation of the site be performed prior to construction. On July 10^th, the Town Board passed a resolution accepting the plans from the Library Board. The project will go to bid on July 17^th, and the bids will be opened on August 10^th. A groundbreaking ceremony is planned for Saturday, August 12^th at 10 a.m.

West Seneca Library Awarded Literacy Grant: On June 27^th, the Division of Library Development notified the West Seneca Public Library that it had been awarded an adult literacy services grant in the amount of $15,000. West Seneca’s application proposes a collaborative project with AmeriCorps*Vista volunteers, the West Seneca Central Schools, the West Seneca Youth Bureau and other local agencies. The grant will provide materials, transportation assistance and other incentives to support literacy training for adults in the West Seneca area. Congratulations to Director Mary A. (Jonni) Moore and the rest of the grant development team!

Kids and Libraries — the Perfect Summer Combination: Under the mentorship of librarian Chris Moesch, the librarian trainees in the Children’s Room (CR) have seen to it that all summer programs are designed to appeal to a variety of ages and interests. Trainee Jamie Smith will conduct two pre-school story hours on Tuesday mornings for six weeks. The "Be Learning Wise" grant programs will continue with programming on Saturdays and weekdays to accommodate summer day camps. The Discover 2000 series for school age children, coordinated by Kerra Toepfer, CR’s newest full time Librarian I, will run for six consecutive Saturdays at 2 p.m. Discover 2000 will introduce kids to a variety of professions through talks by local celebrities in the field. In addition, several class visits are already booked throughout the summer. If June is any indication, pre-arranged group tours with accompanying programs (7 in June) plus the drop-in groups (6 last month) will keep the CR staff very busy.

RECON Project Benefits from $20,000 Grant: Thanks largely to the efforts of Assistant Deputy Director Lucille DeFranks, B&ECPL has received another grant from the Western New York Library Resources Council in the amount of $20,000 to help advance the retrospective conversion (RECON) project. Since the early 1980s, B&ECPL has been dedicated to converting an estimated 2.5 million paper cataloging records to electronic MARC records and has relied heavily on grant monies for assistance. With the majority of the System’s collection already converted, the material to be targeted now is from the Central Library’s closed stacks and includes holdings in the areas of art, religion and social sciences, many of which date from the 19th century. Once completed, this grant will help bring the Library’s goal of an all-inclusive OPAC a little closer and let users from all over the globe know of the treasures housed here.

City Branch News: Through the generosity of Erie County Legislator Judith Fisher, drop boxes have been installed at the Niagara, Fairfield, and Crane libraries. The Crane Library received 12 autographed posters from Buffalo Bill Marcellus Wiley to be given away as prizes during the "Hit the Books" summer reading promotion. This summer, the Mead and Fairfield Libraries have benefited from the beautification efforts of neighborhood groups. At Mead, representatives from the Lovejoy Neighborhood tended the lawn, filled planters and donated geraniums and window boxes filled with petunias. The Fairfield Library continued the URP project with a class visit from School 54. Twenty students planted a vegetable garden with a selection of tomatoes, pumpkins, squash, bell peppers and beans. Everyone looks forward to following the growth of the crops through harvest time.

Ann Kling Appointed Support Services Manager: Ann Kling, Director of the Lancaster Public Library, has accepted a promotion to Librarian IV as the Manager of B&ECPL’s Support Services Division. Mrs. Kling is scheduled to assume her new duties, which include overseeing activity in the Acquisitions, Cataloging and Processing Departments as well as the applications of the DRA software, on July 31, 2000. As reported last month, Mrs. Kling’s predecessor, Carol A. Batt, has been
appointed to a new public service management/coordinator position.

Central Librarians, Headlines and Bylines: Librarian Chris Moesch rivaled Elian Gonzalez for the frequency of her appearances in the media over the last month. Mrs. Moesch was interviewed for three separate articles in The Buffalo News on the "Harry Potter Phenomenon." She was featured in The News’ "Best Bets" column for the June 24^th sign language program; she was honored as the "favorite librarian" in The News’ "Books to Buy, Books to Borrow" column, and she was interviewed twice for Channel 7, WKBW-TV evening news by Helen Tederous — once for a segment on summer activities for kids and the second time (you guessed it!) about Harry Potter.

BS&T librarian Carey Harmon’s article on residential real estate information available at the Central Library appears in the June 26^th issue of Business First. The June 22^nd installment of ARTVOICE contains an article by guest columnist Meg Cheman, HSS librarian, entitled "The Several Lives of Frida Kahlo."

News on the Electronic Front: Assistant Deputy Director Ruth Collins reported several significant improvements to the library’s electronic reference services. Dialog@Carl remote access procedures are in place. B&ECPL borrowers are instructed to call the Quick Check line for an access password. After months of delay due to contract differences, Mitchell’s RepairNet has been installed for in-library use at Central and regional libraries. The Electronic Resources Evaluation Committee (EREC) has been busy previewing new sources. As a result, the limited Gale literary database package has been replaced by the more inclusive Literature Resource Center, and the Biography Resource Center has been added for in-house use at all libraries. A new graphical interface to the Infotrac databases is in place for kids and juniors, appearing as an option from the database page and as a link from the "Kids’ Corner" and teen pages for in-library use. Also new is the Student Resource Center that is geared towards answering kids’ homework assignment questions. At this time, licensing restricts this product to on-site use at libraries. EREC will continue to investigate and evaluate additional software selections for kids with the assistance of Deputy Director Whelan’s staff to insure networkability.

Collection Development Developments: Librarians throughout the System have embarked on a weeding project to purge collections of out-of-date titles and volumes that have not circulated in the past two years. As a guide, the "Dusty Book Reports," generated through the joint efforts of Technical and Network staffs, are invaluable. To date, the Government Documents Committee has identified 450 item numbers that can be dropped in response to the audit report of the GPO conducted last summer. The recommendation to reduce the percentage of GPO materials from 50% of total to 35% over time will enable staff to better manage those materials required by B&ECPL’s public. HSS staff is in the process of adding substantially to foreign fiction holdings, specifically Russian and Vietnamese titles, as a result of a collection development grant to support system-wide requests. RECON activities continue at a steady pace.

Digital Projects: Prior to his June 1^st retirement, librarian Bob Gurn conducted a hands-on digital project seminar to share his expertise in selecting and producing scanned images of print materials. A screening process reduced a large number of applicants to those who possessed sufficient PC skills to master this advanced function. In addition, candidates had to be willing to complete a significant portion of the project work on their "own" time. Assistant Deputy Director Collins was approached by the group’s spokesperson, Glenn Luba, with a request to continue and expand their efforts to scan items for inclusion on the Library’s website. The administration applauds such initiative and wishes to commend: Dawn Cameron, Meg Cheman, Pat Forsberg, Cynthia Hayes, Suzanne Jacobs, Maureen McLaughlin, Mary Ann Ozimek, Dawn Stanton, Herb Tinney and Cynthia Van Ness. Guidelines are being developed to determine the priority of future digital projects.

"If All of Buffalo Read the Same Book" Program: The April report to the Board carried the announcement of a joint venture between B&ECPL’s Central and the city branch libraries and Just Buffalo Literary Center. Patterned after a successful program that premiered in Seattle, Buffalo residents were challenged to read Ernest Gaines’ novel, A Lesson Before Dying, and participate in one of six discussion groups led by the author. B&ECPL Program Coordinator, Betsey Higgins, reported healthy attendance at the three library events on June 7^th through 9^th: Central - 130, North Jefferson - 87 and Crane - 118. While local bookstores were sold out of the title, the Library’s 227 copies have been in circulation (with a substantial request list) since publicity for the program was released in April. The waiting list has not yet cleared although today there are only 11 persons waiting to borrow this 21-day book.

Lookie Bookie Makes the Rounds: On Saturday, June 17^th the Lookie Bookie van made an appearance in Buffalo’s Juneteenth Festival parade. On June 29^th, it participated in the Buffalo City Schools’ 4th annual "Summer Meals Kickoff" in Cazenovia Park, co-sponsored by the Buffalo Board of Education School Food Service, Food for All, the American Dairy Association and Dairy Council Inc.

Holley Interview Published: An interview that Sharon Holley, Coordinator of Urban Services, conducted with Mrs. Mary Chappell in 1977 was transcribed by former B&ECPL trustee Dr. Monroe Fordham and appears in the July 2000 issue of Afro-Americans in New York Life and History.

Annual ALA Conference: The Deputy Director-COO presented a pre-conference program entitled "Smart Marketing: Rx to Increase Library Use" at the annual ALA Conference in Chicago. More than 120 trustees and directors from around the country participated, exchanging observations and strategies that contribute to public support and advocacy for libraries.

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

Erie County Budget Instructions Received, 2001 Budget Preparation in Full Swing: On July 5^th the library received Year 2001 budget instructions and preliminary targets from the County Budget Office. Robert Langowski and Business Office staff are assisting me in assembly and review of each revenue and expense item. Patricia Angstadt is assisting in reviewing "position run" reports for accuracy. Peggy Skotnicki and Janice McCloskey are assisting in final review and analysis of contracting library requests. Opportunities to review and suggest changes to account requests were presented to Administrators, who provided timely feedback.

Budget and Finance Committee Chairman James Burns and I met today to review the targets and their impact upon our system. We also discussed proposed issues and alternatives for consideration by the Budget and Finance Committee. The Committee is scheduled to meet at 4 PM on Tuesday, July 18^th.

The timing of this year’s budget process (July 5^th instructions, July 20^th Library Board meeting, and July 28^th 2000 due date) unfortunately does not sync well with committee and board meeting schedules, providing a much more compressed review period than last year (June 16^th instructions, July 15 Library Board meeting, and July 16, 1999 due date). Staff has contacted the County Budget Office to explore options to provide both the Budget and Finance Committee and the Library Board adequate time to conduct a thorough review of the proposed budget. I will keep you informed of our progress.

All State Reports Completed and Mailed to NY State Department of Library Development: Extensive annual reports for all contracting libraries and the system, prerequisites for receiving our 2000 New York State Aid, were mailed to State Library Development this week. Peggy Skotnicki, service evaluation and planning, Robert Langowski, supervising accountant, and Nancy Hammond, accountant, played major roles in completing these tasks and submitting a quality product to the State.

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

New Staff Member Joins Network Support: Kathryn Hocking joined Network Support as a Technical Support Services Specialist on July 3. We are very excited that Kathryn has become a member of our team because of her vast experience and expertise. Prior to joining the Library, she was a systems analyst for the Buffalo City Schools since 1987. She holds Bachelor of Arts and MBA degrees from the State University of New York at Buffalo. Kathryn will become quickly involved with upgrading our network and installing the new workstations received from the Bill and Melinda Gates Accelerated Grant.

Data Network to Be Upgraded: In 2000, over 112,000 workstation sessions have been logged by our patrons at our fifty-two library locations. Use of the computers for access to the Internet continues to grow and at our larger libraries with many workstations, bandwidth has been saturated. Therefore, the frame relay circuits at our regional libraries will be upgraded. Orders have been placed with Bell Atlantic to increase the bandwidth from 56KB to 384KB.

Plans Made for New Alpha Server: The DRA Library Automation System runs on a Compaq (formerly Digital Equipment Corporation) Alpha server which was installed over five years ago at the beginning of the original "OPAC" project. This server functions as a mainframe computer and is critical to the successful operation of our circulation, acquisitions and web catalog applications. Usage has grown dramatically as OPAC has been expanded to all libraries.

The Alpha server will now be replaced with a newer model Alpha with significant performance improvements, increased storage capacity and the ability to backup the system much faster. In addition, the new equipment will be able to utilize UPS (uninterruptible power supply) installed during the Central Library Infrastructure Upgrade Project to protect all equipment in the Network Center in the event of a power outage.

Final reviews of the hardware configuration and planning meetings with DRA and Compaq are now underway.

Theme of Annual ALA Conference is "Libraries Build Community": I attended my first ALA Conference July 8 – 12. I felt it was very beneficial because the theme of this year’s conference was "Libraries Build Community" and its focus tied directly to our strategic plan objectives.

Agenda Item G – Report of the Foundation Director. A written report with information regarding the $400,000 grant awarded by the Oishei Foundation, a $20,000 grant from the Children’s Foundation of Erie County, the Erich J. Mayer Memorial Fund, the Foundation Board’s approval of Library requests for funds and the Foundation’s gratitude to W. Lawrence Buck and Harold C. Brown & Co., Inc. Investment Services for their sponsorship of the Battle of the Books summer reading project was included in board members’ packets.

Ms. Vedder informed trustees that at its June 27^th meeting, the Library Foundation Board of Directors approved five requests for funds submitted by the Library. Ms. Vedder indicated that she will soon be providing a monthly report on the sources of funding for library projects for trustees’ information.

Agenda Item H – Public Comment. Grand Island trustee Barbara Birt indicated that she was representing ACT on behalf of Mary Jo Ketchum who was unable to be at today’s meeting. Ms. Birt presented comments on the Educational Technology Initiative and expressed her concerns regarding the Human Resources Pilot Project and the annual contract between B&ECPL and the contract libraries.

Valerie Niederhoffer of Buffalo presented comments on her concerns regarding the Strategic Plan.

Elizabeth Berry of Buffalo also presented comments on the Strategic Plan.

There being no further business, on motion by Ms. Horton and seconded by Ms. Panty the meeting was adjourned at approximately 5 p.m.

Respectfully submitted,
Rebecca L. Mahoney, Chair

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