MEETING MINUTES
Minutes
of the Buffalo & Erie County Public Library Board of Trustees
July 15, 1999
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, July 15, 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; Simone Mitchell-Peterson, Secretary; David J. Shenk, Treasurer; James W. Burns; Frank Gist; Annette A. Juncewicz; Orffeo; Elaine M. Panty; Robert J. Plache; Daniel T. Roach; Judith K. Summer; Stanley H. Zagora;
Excused: Salvatore R. Martoche, out of town; Sharon A. Thomas, conflict; Roland R. Benzow, Trustee Emeritus; Richard O. Hopkins, Trustee Emeritus; Morton H. Stovroff, Trustee Emeritus; John P. Wickser, Trustee Emeritus; M. Zimmermann, Trustee Emeritus;
Chair Mahoney called the meeting to order at 4 p.m. in the Joseph B. Rounds Conference Room.
Agenda Item B – Approval / Changes to the Agenda. On motion by Mr. Shenk and seconded by Ms. Horton the Agenda was approved as amended to include Item E.2.d – Legislative Contingency for the Lackawanna and Lake Shore Libraries.
Agenda Item C – Minutes of the Meeting of June 17, 1999. On motion by Ms. Panty and seconded by Ms. Horton the Minutes of the meeting of June 17, 1999 were approved as submitted.
Agenda Item D – Report of the Chair. Ms. Mahoney informed the Board that on July 7th she and Trustee Panty visited the site of the proposed new North Jefferson Library and the three city branches which could possibly be affected by that project. The tours had been scheduled to aid in the evaluation of the proposed new Jefferson project and its ramifications. Staff also conducted a tour for Ms. Juncewicz and Ms. Thomas on July 14th. Ms. Mahoney encouraged other trustees to join Ms. Horton and Ms. Summer on the tour scheduled for July 19th.
Ms. Mahoney reported that she has spoken with newly elected Buffalo Board of Education President Paul Buchanan, who has expressed interest in a meeting relative to the libraries and schools working cooperatively together. A copy of the Strategic Plan was included in her recent letter to Mr. Buchanan and Ms. Mahoney indicated she expected to hear from him soon.
Ms. Mahoney asked Rare Books Committee Chair Roach to meet with committee members Panty and Plache following the board meeting to schedule a meeting of the committee regarding efforts to obtain a grant to catalog materials for the rare books collection.
Ms. Mahoney offered her congratulations to new ACT President Mary Jo Ketchum. She welcomed Grand Island Memorial Library trustee Barbara Birt and Library Director Lynn Alan Konovitz to the meeting. Mrs. Birt indicated that she was filling in for Mrs. Ketchum who is in North Carolina and sends the Board her regards.
Agenda Item E - Committee Reports.
Agenda Item E.1 – Executive Committee. Ms. Horton reported that at its meeting on July 8th the Executive Committee approved the July 15th agenda, received reports from the Budget & Finance and Planning Committees, and discussed the various proposed resolutions on today’s agenda.
Agenda Item E.2 – Budget & Finance Committee.
Agenda Item E.2.a – Y2000 Budget Request – Operating and Capital. Ms. Mitchell-Peterson acknowledged the incredible number of hours spent by Deputy Director Stone and Library administrators on the preparation of the year 2000 budget request.
She reported that on June 16th the Buffalo & Erie County Public Library received Year 2000 budget instructions and preliminary targets from the Erie County Budget Office. The administrative team reviewed the targets and their impact upon the system. A draft Year 2000 budget recommendation was submitted to the Budget & Finance Committee for its review on July 12th. The $29.6 million requested operating budget maintains service levels, provides funding to operate the public access automation system being implemented in the libraries this year and maintains the buying power of the library materials budget by providing $237,107 above the target to offset the effects of inflation.
The cost of contracted labor COLA’s along with estimated costs for CSEA and AFSCME contract settlements are included. These figures may change somewhat as final labor contract details are implemented.
Estimated first year operating costs for Board approved new construction projects in Clarence and North Collins are included. Utilities and staffing costs for one new full-time position, supplemented with part-time hours, constitute the increases.
Ms. Summer moved the adoption of Resolution 99-34. Mr. Zagora seconded the motion.
Mr. Stone indicated that the proposed budget comes fairly close to the target for the County’s share. The budget does fund all existing services and the cost required to operate the increase in technology that’s sweeping through the Library System at this time. In November all the libraries in the System will have full graphical access to the catalog, the Internet and a whole range of specialized databases that only libraries can provide. and this is all of this is included in this budget request.
Following some discussion, as moved and seconded earlier by Ms. Summer and Mr. Zagora the following was approved unanimously:
RESOLUTION 99-34
WHEREAS, on June 16th, the Library received the Erie County Division of Budget, Management and Finance’s 2000 budget preparation instructions and targets by account, and
WHEREAS, these instructions requested the B&ECPL to develop and submit a detailed budget request by July 16, 1999, and
WHEREAS, staff, the Board’s Budget and Finance Committee and the Board as a whole have discussed the budget targets, the system’s service needs, and related implications, and
WHEREAS, the Board desires to provide the necessary funds to operate the expanded Clarence Library upon its anticipated opening in late 2000, and
WHEREAS, the library desires to fund existing service levels, including the first full year of the Online Public Access Catalog (OPAC) and graphical internet access at all Erie County Library outlets, and
WHEREAS, an additional $237,107 above the budget target is needed to offset the impact of inflation on the 2000 library materials budget, furthering the buying power of the County Executive’s four year $250,000 per year supplement to the materials budget, at a cost of less than eight tenths of one percent of the operating budget, and
WHEREAS, the library desires to request Erie County Capital Project funds in the amount of $212,000 to replace aging Bookmobile equipment, and
WHEREAS, review of these targets, instructions, and library service objectives indicates that, combined with increases in library direct revenue, the library’s service levels can be strategically improved and existing services maintained with an increase in the county share target of $116,048 to $26,134,809, and
WHEREAS, the B&ECPL Board of Trustees desires to commit $422,645 of anticipated 1999 ending fund balance, along with increased library-generated revenues to assist in meeting these needs, now, therefore, be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library hereby instructs the B&ECPL Director to prepare a 2000 Operating Budget request in the amount of $29,688,051, including the use of $422,645 in anticipated 1999 available ending fund balance; a 2000 Grants Budget request of $799,254; and a 2000 Capital Project Bookmobile replacement request of $212,000, and, be it further
RESOLVED that the Director transmit this request to the County of Erie’s Division of Budget, Management and Finance.
Agenda Item E.2.b – Amendment to 1999 Budget, City of Tonawanda Public Library. Ms. Mitchell-Peterson called attention to the City of Tonawanda Public Library’s request for assistance, per paragraph 22 of their contract, to address an unanticipated budgetary shortfall of $17,407. On motion by Ms. Panty and seconded by Ms. Juncewicz the following was approved unanimously:
RESOLUTION #99-35
WHEREAS, the City of Tonawanda Public Library’s children’s librarian is experiencing medical conditions requiring an extended period of sick leave, and
WHEREAS, to maintain open hours, the Library found it necessary to increase hours for other part-time employees to fill the gap, and
WHEREAS, since this situation was unanticipated, the current budget was insufficient to maintain open hours during the extended sick leave, and
WHEREAS, the contract between the Buffalo & Erie County Public Library and the City of Tonawanda Public Library, in the Twenty-Second item, provides a process for requesting assistance in the event of "unforeseeable circumstances" that "result in a material impact on the ‘Public Library’s’ operating budget…", and
WHEREAS, the City of Tonawanda Public Library has formally requested said assistance and certified the need for an additional $17,407, and
WHEREAS, sufficient salary savings from turnover will be available in the 1999 budget to accommodate this request, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approve the City of Tonawanda Public Library request for $17,407 in assistance, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approve a budget amendment to the 1999 budget to transfer $17,407 from the system salaries line to the City of Tonawanda contract line and authorize the Director to take the steps necessary to execute this budget amendment.
Ms. Panty called attention to the fact that if the "one hiring authority" concept were was in place, this situation would not arise happen as another librarian would be transferred to that library for the period of time required.
Agenda Item E.2.c – Monthly Financial Report. The financial report for the period ending May 31, 1999 was presented for information.
Agenda Item E.2.d – Amendment to 1999 Budget, Legislative Contingency for Lackawanna and Lake Shore Libraries. Ms. Mitchell-Peterson informed the Board that the Erie County Legislature is scheduled to act today on a resolution sponsored by Legislator Kuwik allocating funds in the amount of $5000 to the Lackawanna Public Library and the Lake Shore Branch of the Hamburg Public Library. Ms. Mitchell-Peterson requested that upon confirmation of the appropriation, the Board accept the funds from the Legislature and approve a budget amendment to allocate the proceeds. On motion by Mr. Shenk and seconded by Ms. Horton the following was approved unanimously:
RESOLUTION #99-39
WHEREAS, Legislator Edward J. Kuwik has designated a total of $5,000 in Legislative Contingency funds to benefit the Lackawanna and Lakeshore Libraries, and
WHEREAS, pursuant to an agreement entered into many years ago, Erie County is responsible for funding local branch libraries situated within localities throughout Erie County, and
WHEREAS, libraries within Erie County are routinely in need of additional funds to provide services and materials to local patrons, and
WHEREAS, Legislators’ strong support for the community’s public libraries is greatly appreciated and helps the libraries support a great deal of use, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library accept, upon confirmation of action by the Erie County Legislature, $5,000 in Legislative Contingency funds for the Lackawanna and Lakeshore Libraries to purchase library materials for the Lackawanna ($2,500) and Lakeshore ($2,500) Libraries, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approve a budget amendment to the 1999 budget to allocate said funds as follows: SFG #820973420938 ($5,000).
Agenda Item E.3 – Planning Committee. Ms. Juncewicz reported that the Planning Committee met on July 6th to review the Centralized Human Resources Committee’s report which was presented at the first trustee workshop forum held on July 13th in Orchard Park. The report will also be presented again on July 21st at the Audubon Library in Amherst.
At its July 6th meeting the Planning Committee also discussed opportunities for trustees to participate on working committees. They reviewed the established working committees and the revised work plan that was submitted by the administrative team. B&ECPL Trustees Mahoney, Horton and Summer have volunteered to serve on the Hub Services Working Committee. The Planning Committee has also prepared a recommendation for the Board’s approval regarding a request for proposal to public relations and marketing firms which will be presented later in this meeting.
Ms. Juncewicz indicated that she thought the first trustee workshop was very successful and encouraged system trustees to attend the July 21st session at the Audubon Library. She noted that Assistant Deputy Director Patricia Angstadt did a good job of presenting the Centralized Human Resources Committee’s work.
Mr. Orffeo expressed his appreciation to the administrative staff for their professionalism during the meeting at Orchard Park. He indicated that Ms. Angstadt did a super job in running the meeting and allowing people to express their opinions.
Ms. Juncewicz called attention to the revised Work Plan and the Working Committee Charges which were included in board members’ packets. She asked trustees to notify Mrs. Chrisman, Ms. Mahoney or herself if they are interested in serving on any of the committees which meet during the day.
Agenda Item F – Report of the Director. Mrs. Chrisman reminded trustees that at its May 20, 1999 meeting the Board ranked the Amherst Public Library as its number one and only applicant for the Adult Literacy Services grant. A grant of $17,595 has been awarded to the Amherst Public Library and Mrs. Chrisman acknowledged Library Director Mary Bobinski and her staff for their efforts to serve the immigrant populations in Amherst.
Mrs. Chrisman called attention to the NYLA Bulletin which was distributed to trustees earlier in the meeting. The Bulletin contains information on the annual New York Library Association Conference which will take place in Buffalo from October 27-31. Trustees who are interested in participating may notify the Director’s Office.
Mrs. Chrisman reported that Library staff and friends attended a retirement celebration for Diane Bockrath on July 9th at the Park Lane. She thanked trustee Panty for her attendance at the party. As Supervisor of city branches, Ms. Bockrath’s position is key to the Library’s organization. Sharon Holley, who was serving as head of the Children’s Department, has been promoted appointed to fill the vacancy created by Ms. Bockrath’s retirement. Children’s Coordinator Linda Perkins has been reassigned asked to direct the day to day operations of the Children’s Room and will report to Assistant Deputy Director Ruth Collins.
The following report was submitted by the Interim Director and transmitted to Board members prior to the meeting:
Strategic Planning: Planning Committee Chair Annette Juncewicz presented several important issues for discussion when her committee met on July 6th. In addition to a Revised Work Plan and an outline of charges to the task forces and committees, committee members reviewed the staff report on Centralized Human Resources, a concept formerly known as "One Hiring Authority" or "Unified Personal Services." As trustees and staff attempt to define and describe this increasingly complex issue, the name of the concept has evolved to more accurately express its application. After the meeting, copies of the staff report were disseminated to trustees and other interested parties to facilitate discussion at the upcoming planning forums.
The Committee also considered a request for proposal to obtain professional assistance with public relations, communications and marketing. The RFP, which will be considered by the Board of Trustees at its July 15, 1999 meeting, is a prerequisite for determining the financial resources needed to support such an effort. To date, no funds have been identified for this project.
Jefferson Construction Project: Board Chair Rebecca Mahoney, Assistant Deputy Director William Miles and the Interim Director met with Council Member Byron Brown on July 8th to discuss the proposed Jefferson project. The meeting was informative and cordial. Additional sessions with other public officials are being scheduled.
Tours of City branches and a prospective site for the new facility have been offered to trustees. Board Chair Rebecca Mahoney and Trustee Elaine Panty joined Assistant Deputy Director William Miles and the Interim Director for a tour on July 7th. Trustees Sharon Thomas and Annette Juncewicz are scheduled to visit on July 14th and Phyllis Horton and Judith Summer, on July 19th.
American Library Association Annual Conference: From June 24th through June 29th, more than 22,000 ALA members, exhibitors, advocates and friends met in New Orleans to discuss issues of the greatest importance to librarians, among them intellectual freedom, first amendment rights, and providing library services in an increasingly technological world. Libraries across the nation continue to report declining circulation figures as staff and patrons turn to computers to provide needed information. Measuring the use of electronic resources is a high priority nationwide and libraries are developing new methods to demonstrate effectively the value of technology-based services. Board Chair Rebecca Mahoney, Assistant Deputy Directors Angstadt, Collins and Mahaney and the Interim Director attended the conference as well as staff members Betsey Higgins, Mary Ann Ozimek, Ward Pautler and Claudia Yates.
Central Managers Report Discussion Group Activities: At a meeting convened by Assistant Deputy Director Collins for all Central public service staff, Managers reported on the outcome of discussion groups formed last February to consider the implications for the Central Library in light of the ACA Consultants’ proposals. The Central Management Team now has the task of prioritizing the recommendations that can be implemented without budget implications. Other suggestions for enhanced services (to the public and contract libraries), building modifications for greater efficiency and accessibility of collections, and the broader concept of the Central Library as a unique destination will be referred to the administration for purposes of integration with the Board’s strategic planning effort.
Internet Services: Use and popularity of B&ECPL’s Internet service continues to grow, and many of the technical problems associated with it have stabilized. Efforts to make printing a "self-service" function by early fall are underway. This utility will free staff time that can be better utilized to assist patrons in locating information.
Association of Contract Library Trustees Meeting: B&ECPL Board Chair Mahoney and trustees Horton, Orffeo and Panty joined several administrators in attending the June 19th A.C.T. meeting hosted by the Hamburg Public Library. At the session, A.C.T. president Thomas Mudra announced his resignation due to job demands, and vice-president Mary Jo Ketchum was appointed to succeed him. Strategic planning issues, the planning forums, and the September 25th workshop, sponsored by A.C.T., were discussed. B&ECPL staff will prepare a presentation for the afternoon portion of the workshop.
County Capital Budget Hearing: On June 30th, Deputy Director Kenneth Stone, Coordinator of Mobile Libraries Peter Losi and the Interim Director attended a budget hearing to present B&ECPL’s capital request for a new bookmobile. The unit proposed for replacement is from 1970 and in poor condition.
Oishei Grant Update: Frank Frost presented a "rough cut" of the Milestones of Science video documentary for B&ECPL review on June 18th. While some modifications were suggested, those viewing the program were impressed with its quality and enthusiastic about its potential appeal to both Western New York and even national audiences. The visit provided an opportunity to discuss ideas for development of a Milestones web site with Mr. Frost.
WNED’s "Ready To Learn" Initiative: Children’s Coordinator Linda Perkins attended the initial meeting of an advisory panel which will guide WNED-TV in its support of the national education goal that all children will enter school "ready to learn" by the year 2000 and beyond. The idea is to train caregivers to use quality PBS children’s programs as a springboard to reading and creative activities.
Executive Committee Meeting: The Executive Committee met on July 8th to prepare the agenda for the July 15th Board meeting and hear reports on various matters.
The following report was submitted to the Interim Director by the Deputy Director, Chief Financial Officer and transmitted to the Board for information:
Central Library Re-roofing Project Makes Significant Progress: During the July 4th weekend major roofing work was performed at the Central Library (over the Business & Science departments). The roofing contractor, using a 40 person crew, took advantage of the holiday weekend (with the Library already scheduled to be closed on Sunday and Monday) to remove the old roof and lay down the first layer of new roof over the entire Business & Science department. Under the original plan, this work would have taken place over 21 days. This helped to minimize possible disruptions to library operations from roofing noise and potential leaks.
To allow this to happen, the Central Library was closed on Saturday July 3rd. The Board’s Executive Committee was consulted and a call was made to Library Board members to inform them prior to the weekend work. Signage and notifications were issued one week in advance.
As a precaution, since the Science & Business ceiling below the work area contains asbestos materials, an asbestos abatement contractor was on site to erect and maintain protective barriers between the ceiling and collection below while work was performed. Watts Engineering performed monitoring and tested air samples throughout the work (we passed all tests).
Work began Friday evening at 6pm with barrier set-up, flashing removal began at 2am Saturday morning, with old roof removal & new roof first layer installation taking place between 5am - 1pm Saturday and 5am - 10:30am Sunday July 4th. Protective barriers were removed Monday July 5th. The Business & Science area was back in operation Tuesday morning.
Network support staff, who are located in an area of the building unaffected by this work were able to operate their normal shifts, so all automated systems were supported as usual on Saturday July 3rd for the many libraries that were open that day.
Another E-Rate Work-fest Approaches: Final reimbursement requests for January – June 1999 eligible expenses must be submitted to the Schools & Libraries Division by August 15, 1999. At the same time, we anticipate being notified of funding awards for the 1999-2000 funding year, triggering the requirement to file "Forms 486" for all funded activities.
Bids for Second Shipping Truck Slightly Under Estimate: Bids to replace the 1988 shipping truck were opened. Emerling Chevrolet submitted the lowest of three bids at $30,499. This is slightly below the revised budget estimate of $31,715. With the arrival of this second vehicle, the 1988 truck will be shifted to reserve status and the 1987 vehicle will be surplused.
Budget Preparation Work Continues: The Board’s Budget and Finance Committee will meet July 12th to finalize a budget recommendation for the full board’s consideration on July 15th. Amounts for labor expense will be estimated, as the impact of pending labor unit settlements is not yet finalized.
The following report was submitted to the Interim Director by the Deputy Director, Corporate Information Officer and transmitted to the Board for information:
Gates Library Foundation Urban Leadership Grant: A Grant Verification of Expenditure Report was submitted to the Gates Library Initiative July 1, 1999. In summary, the report demonstrated that the entire $425,000 was spent on the equipment and cabling specified in the grant application. Due to the decrease in computer prices in the time between receiving the grant and purchasing the computers, the Buffalo & Erie County Public Library had a surplus of $38,859. The unused funds were used to purchase 25 additional workstations for the Central Library.
Computers have now been installed at twelve of the libraries that received funding from the Gates Library Foundation Grant. Added this month were Riverside, Fronczak and Kensington. Installation at the final library, Martin Luther King, will take place on July 9.
The total number of Internet users accessing the B&ECPL web site, since its introduction six months ago, has now exceeded 112,000. The number of patron sessions on the new Internet-ready computers at the Central Library increased by 13% to a record 4,574. Sessions at the city branches doubled to over
1,500 as additional computers were made available to the residents of Erie County at these locations.
As impressive as these numbers are, they do not convey the real enthusiasm I have observed during and after the installations. At the Fronczak Library, a young boy was almost dancing with joy when he learned the computers were available to him at no charge. "Free!" he said. Also, a senior clerk told me how surprised she was to see the regular elderly patrons of the East Delavan library flock to use the new computers. The project has been very rewarding.
OPAC – Branches and Towns: Two hundred sixty-five workstations for all town and branch libraries that did not receive funding from the Gates Library Foundation Grant were ordered and received. The receipt of forty-one servers is expected to take place in the next week.
Beginning July 12, the "public access model" used successfully at the libraries receiving funds from the Gates Library Foundation will be modified to accommodate the upgraded equipment. This model will be used for the installations at the remaining libraries, scheduled to begin during the last week in July.
Telecommunications Act of 1996 and E-Rate 1998 and 1999/2000: B&ECPL continues to respond as quickly as possible to the Schools and Libraries Division of the Universal Service Administration as they review our applications for 1999/2000 discounts. In addition, now that July 1st has passed and the actual "Year 2" discount period has begun, we are working with vendors to obtain equipment previously ordered.
System Upgrades: Both the operating system of our DEC Alpha computer and the DRA Library Automation System were successfully upgraded this month. The upgrades included enhancements required for "Y2K." A full system test for the new Millennium will now be planned.
New Electronic Databases: Very soon, the Buffalo & Erie County Public Library will be offering on-line access to the Buffalo News. Direct feeds from the newspaper are provided daily to two vendors, Bell & Howell (formerly, UMI) and Newsbank. Evaluations of both products were set up this month for use by a special committee of library staff.
New Clarence Library: Several meetings were attended to discuss the data cabling and electrical requirements for the computer workstations in the new Clarence Library.
Bar Code Conversion: A specialized printer, designed to read OCR code and convert it to a bar code, was received and successfully tested this month. Library staff is now making final evaluation of several laser bar code readers. Additional printers and new bar code readers will be obtained to begin the conversion at the Julia Boyer Reinstein Library in the near future.
The following report was submitted to the Interim Director by the Service Evaluation and Planning Coordinator and transmitted to the Board for information:
1999 Work Plan: Together with Ruth Collins, the Assistant Deputy Director for Central Library Public Service, charges were developed for the committees proposed in the 1999 Work Plan. In formulating the charges, changes were made in the titles of some committees and two additional committees were proposed. After administrative review, the proposed committee charges and a revised work plan were submitted to the Board’s Planning Committee at its July 6 meeting. Copies of the approved revisions and charges are included with this month’s Board packet for your information.
Agenda Item G – Report of the Foundation Director. In addition to her written report which included information about the Future Vision poster and brochures, grants from the Goldome Foundation and the John R. Oishei Foundation, and a meeting with the Denio Memorial Library’s Board of Trustees, Ms. Vedder commented on the Foundation’s investment performance in the second quarter of this year. The Foundation’s Strategic Value philosophy outperformed the S & P 500 by over 10 percentage points, increasing domestic equities by 17 points or 7% for the quarter. She also reported that a donation from the George and Lydia Richards Fund, established by Mary Bobinski, has been made to the Audubon Branch of the Amherst Public Library for beautification of that library.
Ms. Mahoney reminded trustees to send their Future Vision brochures to friends and colleagues and report those names to Ms. Vedder.
Agenda Item H – Public Comment. Elizabeth Berry of Buffalo requested a copy of Proposed Resolution 99-32. In an earlier telephone conversation with the director’s office, Ms. Berry had been reminded that the Board had discussed but not approved 99-32. Ms. Berry maintained her desire to see the proposed language nonetheless and requested that any references to possible library closings be deleted. Ms. Mahoney repeated that the Board had not approved 99-32 and would revisit it when she had concluded a series of meetings with involved public officials. expressed her concerns regarding the Strategic Plan. In response to her request for a copy of proposed resolution 99-32 which was postponed at the June 17th meeting, Ms. Mahoney indicated that that resolution is on hold. Ms. Berry also requested that henceforth any other information requested by herself or any member of the public be given promptly upon request. She asked the Board to remove any language in resolution 99-32 which would result in the closing of the current North Jefferson, MLK and Kensington libraries if the city agrees to a new North Jefferson branch. She also requested that the B&ECPL Board institute an enforced policy which records consumer requests, investigates the possibilities of how to serve these needs and responds to service changes in order to improve the system.
Valerie Neiderhofer of Buffalo expressed her views on the importance of library service in the community. concerns regarding the strategic plan.
Agenda Item I – Unfinished Business. No unfinished business.
Agenda Item J – New Business.
Agenda Item J.1 - Reappointment of Deputy Director Shirley P. Whelan. Mrs. Chrisman informed the Board that Deputy Director Shirley Whelan has done a wonderful job in bringing full graphical access to the catalog, the Internet, etc. to all the system libraries. She recommended that the Board reappoint Ms. Whelan to another 3-year term as Deputy Director. On motion by Ms. Panty and seconded by Ms. Horton, the following was unanimously approved:
RESOLUTION #99-36
WHEREAS, the Interim Director has determined that the performance of Deputy Director Shirley P. Whelan has been satisfactory, and
WHEREAS, Ms. Whelan has indicated a willingness to accept another three-year appointment, now, therefore, be it
RESOLVED, that the Board hereby approves the appointment of Shirley P. Whelan to the position of Deputy Director (CIO), for a three year appointment effective August 19, 1999.
Agenda Item J.2 – New York State Minimum Standards for Public Libraries, Variance Request Denio Memorial Library and Collins Public Library. Mrs. Chrisman informed the Board that New York State Minimum Standards for Registration of Public, Free Association and Indian Libraries require compliance with eleven standards in 1999. A procedure was established to apply for a variance, if circumstances over which a library has no control, prevent it from meeting one or more of the standards of service. The Denio Memorial Library and the Collins Public Library do not meet the standard that applies to has to do with physical facilities. Both libraries have applied to the B&ECPL Board for approval of construction of new libraries and have indicated on the variance forms that this is the reason why they are not in compliance with the standard. She noted that the variance forms are in the correspondence book for the Board’s perusal prior to approval of Resolution 99-37. On motion by Mr. Shenk and seconded by Ms. Panty the following was unanimously approved:
RESOLUTION 99-37
WHEREAS, the Boards of Trustees of the Denio Memorial Library and the Collins Public Library reported a failure to meet standard #8 of the New York State Minimum Standards for Registration of Public, Free Association and Indian Libraries which concerns maintaining a facility to adequately meet community needs, and
WHEREAS, the Denio Memorial Library and the Collins Public Library have applied to the Board of Trustees of the Buffalo & Erie County Public Library for approval of construction of new libraries, and
WHEREAS, the proposals are being analyzed by the Building Advisory Committee in accordance with the "Guidelines and Procedures for Approval of New Library Construction," and
WHEREAS, the Library Director and the Library Board President of both the Denio Memorial Library and the Collins Public Library have completed and signed the Variance Request Form, now therefore, be it
RESOLVED that the Board of Trustees of the Buffalo and Erie County Public Library approves the request for variance from standard #8 of the New York State Minimum Standards for Registration of Public, Free Association and Indian Libraries for the Denio Memorial Library and the Collins Public Library.
Agenda Item J.3 – Request for Proposal – Public Relations/ Communications/Marketing Services. Assistant Deputy Director Michael Mahaney reported that proposed Resolution 99-38 is an exploratory resolution which commits the board to no specific action, nor does it commit the expenditure of any public funds. The resolution authorizes the Library administration to release a Request for Proposal to qualified communications/public relations/marketing firms to determine the scope of work, the scope of expenses and the scope of activities the Library might have to undertake in a public relations campaign. The purpose of such a campaign is not inconsistent with the Cohen report, the recommendations in the Dubberly Report and with the requests made by the Office of Community Relations Department over the years. The purpose of the request is to develop and implement a public relations campaign that will is needed to inform and educate the public community about the resources, services and programs of the Buffalo & Erie County Public Library,.It will assist administrators in creating a marketing plan to increase usage and support for the B&ECPL, as well as communicate the rationale and benefits behind whatever strategic planning efforts the Board undertakes in the future.t does not speak to any specific efforts or indicate a commitment in those areas but it does attempt to find ways to communicate and share those ideas with the community in a positive and constructive manner. The proposed resolution authorizes the Administration to release a request for proposal and look for funding to support such a campaign. On motion by Mr. Orffeo and seconded by Mr. Shenk the following was unanimously approved:
RESOLUTION #99-38
WHEREAS, the Buffalo and Erie County Public Library desires to increase awareness, use, and support of its resources and services, and
WHEREAS, the Board of Trustees wishes to articulate and transmit to the community the rationale and benefits of its planning efforts, and
WHEREAS, a concerted campaign to achieve these ends exceeds the Library’s capacity, given the limits of its human resources and annual operating budget, and
WHEREAS, the services of an individual or firm specializing in public relations, communications, and/or marketing are required to assist in the development and execution of such a campaign, and
WHEREAS, the Planning Committee of the Board of Trustees has prepared a scope of work for such professional services, now, therefore be it
RESOLVED, that the Buffalo and Erie County Public Library issue a REQUEST FOR PROPOSAL to identify qualified individuals or firms and the costs associated with conducting a public relations/communications/marketing program, and be it further
RESOLVED, that B&ECPL’s administrative staff investigate the availability of grants or other funding opportunities to underwrite the costs associated with said program.
Ms. Mahoney indicated that prior to adjournment she would like to thank Deputy Director Stone for all the hours he puts in in his capacity as Chief Financial Officer. In another matter, she noted that she and Mrs. Chrisman have discussed scheduling a board excursion to Toronto to see a Blue Jays game sometime in August. She asked trustees to let her know if they are interested in such an event.
There being no other business, on motion by Ms. Horton and seconded by Ms. Panty the meeting was adjourned at approximately 4:50 p.m.
Respectfully submitted,
Simone Mitchell-Peterson,Secretary