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MEETING MINUTES

Minutes Regular Meeting of the Buffalo & Erie County Public Library Board of Trustees March 16, 2000

The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, March 16, 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; Annette A. Juncewicz, Secretary; James W. Burns, Treasurer; Frank Gist; Robert J. Plache; Daniel T. Roach; David J. Shenk; Judith K. Summer; Stanley H. Zagora; George M. Zimmermann, Trustee Emeritus

Excused: Phyllis A. Horton, conflict; Simone Mitchell-Peterson, conflict; Remy Orffeo, conflict; Sharon A. Thomas, conflict; Roland R. Benzow, Trustee Emeritus; Richard O. Hopkins, Trustee Emeritus; Morton H. Stovroff, Trustee Emeritus; John P. Wickser, Trustee Emeritus

Chair Mahoney called the meeting to order at 4:05 p.m. in the Joseph B. Rounds Conference Room.

Agenda Item B – Approval / Changes to the Agenda. Ms. Mahoney called attention to an addition to board members’ packets regarding a proposed amendment to the Bylaws. This item will be discussed under New Business and added to the April 13^th Board meeting agenda. As stipulated in the Bylaws, notice of the April board meeting will identify any proposed action. On motion by Ms. Panty and seconded by Mr. Burns the Agenda was approved as submitted.

Agenda Item C – Minutes of the Meeting of February 17, 2000. On motion by Ms. Panty and seconded by Mr. Zagora the Minutes of the February 17^th meeting were approved as presented.

Agenda Item D – Report of the Chair. Ms. Mahoney informed trustees that the reappointment of Phyllis A. Horton to a term to expire on December 31, 2004 has been approved by the Erie County Legislature. Ms. Horton had some personal business and was unable to attend today’s meeting. The terms of Simone Mitchell-Peterson and Remy Orffeo will conclude following the County Legislature’s confirmation of County Executive Giambra’s appointments to the Library Board. Rev. Casimiro D. Rodriguez and Wayne D. Wisbaum appeared before the Legislature’s Community Enrichment Committee earlier in the day. Their appointments are on the agenda of the March 23^rd meeting of the Legislature. When she was informed of the County Executive’s nominations Ms. Mahoney invited the appointees to attend one of the them to acommunity meetings to discuss the strategic plan. Rev. Rodriguez has been in attendance at the last two meetings.

Mr. Burns reported that Mayor Masiello’s nominations for appointment to fill the unexpired term of Salvatore R. Martoche were forwarded to the Buffalo Common Council. At a Council meeting, discussion ensued regarding the Library’s strategic plan, and the Mayor’s submittal was tabled. Ms. Mahoney indicated that she hoped the matter of the Board appointment will be resolved soon as the vacancy expires at the end of the year 2000.

Ms. Mahoney recognized called on ACT President Mary Jo Ketchum who invited trustees to the ACT meeting scheduled for Saturday, March 18^th at 10 a.m. at the Elma Public Library.

Agenda Item E – Committee Reports.

Agenda Item E.1 – Executive Committee. Ms. Panty reported that the Executive Committee met on March 9^th to approve the agenda for today’s meeting and hear a report on the budget from Deputy Director Stone.

Agenda Item E.2 – Budget & Finance Committee.

Agenda Item E.2.a – Contract Library Transfers. On motion by Ms. Juncewicz and seconded by Ms. Summer the following was approved unanimously:

RESOLUTION 2000-12

Agenda Item E.2.b – Directed Donation – Videos for Erie County Home. In the absence of Ms. Mitchell-Peterson, Mr. Stone informed the Board that B&ECPL received a $500 check from the Resident Council of the Erie County Home to be used specifically to purchase videos for use by Erie County Home residents only. The proposed resolution authorizes the release of those funds from the B&ECPL donations trust account for this purpose. On motion by Ms. Panty and seconded by Ms. Summer the following was approved unanimously:

RESOLUTION 2000-13

Agenda Item E.2.c – Preliminary Monthly Financial Report 12/31/99. Mr. Stone called attention to the report which provides a preliminary summary of revenues and expenditures in the Library’s operating budget for the year as of December 31, 1999. Overall, the Library operated safely within its budget and expectations for the period. Sufficient funds are available to meet the $419,112 use of fund balance target included in the 2000 Adopted Budget.

In response to Ms. Panty’s question relating to copy machine charges, Mr. Stone indicated that the fee charged by the Central Library is relatively high but noted that revenue is also down in contract libraries which have varying rates. The Administration Staff plans to re-evaluate the fee structure. Another factor contributing to the decrease in revenue is that many could be that patrons are now getting information from online databases and printing directly from Internet workstations.

In response to Mr. Plache’s question regarding employer charges to the New York State Retirement System, Mr. Stone indicated that budgeting for this figure is a problem because of the need to you have to budget 18 months ahead of time. The Library does not receive the employer rate charges until the summer, or, at the latest, November or December of the year in which the bill has to be paid.

Agenda Item E.3 – Planning Committee. Ms. Juncewicz invited trustees to attend the public hearings. Ms. Mahoney stressed the importance of trustee attendance at these meetings. She expressed her appreciation to those who have attended and informed those who have not had the opportunity to attend that there are nine meetings left on the schedule.

Agenda Item F – Report of the Director. In addition to her written report, Ms. Chrisman informed the Board that the North Park Library will be closed during the weeks of April 17 and April 24 in order to complete major electrical work. Assistant Deputy Director Miles will offer bookmobile service adjacent to the building during those two weeks.

Ms. Chrisman called attention to the "Libraries 2001" flyer which was distributed to board members earlier in the meeting. This flyer includes the Regents Legislative and Budget Initiative along with the Senate and Assembly bill numbers. Ms. Chrisman requested that board members ask their Sstate legislators to support Libraries 2001, which includes an increase in State aid for the New York Online Virtual Electronic Library (NOVEL), public library construction and library services for individuals with disabilities.

The following report was submitted by the Director and trans- mitted to Board members prior to the meeting:

Public Meetings on Proposed Strategic Plan: With the March 8^th meeting at the Kensington Branch Library the series of 22 community meetings passed the halfway mark. Public interest remains high with average attendance easily exceeding one hundred. It is apparent after 12 meetings that each community values its library and that the local government officials who attend and hear the testimony of their constituents are willing to commit funds to improve libraries in their jurisdiction. Despite repeatedly expressed concern that potential relocation of libraries might have a negative impact on the quality of life in neighborhoods, citizens generally endorse proposed organizational changes (e.g., migration to centralized human resources) that would enable the library to manage its resources more efficiently.

In addition to the public meetings, the Director presented information about the implications of the planning report to Scriptores, a long-established Buffalo club, at a luncheon meeting on February 22^nd.

Other Strategic Planning Activities: On February 29^th, the Board’s Planning Committee met to discuss the community’s responses to the consultants’ recommendations and other planning issues.

Western New York Rare Book Consortium: Board Chair Rebecca Mahoney and the Director attended interviews with the two architectural/consulting firms selected as finalists for the rare book project, which includes renovation and development of display capacity at the Historical Society and the Central Library. Prior to the interviews, both firms toured the Central Library, the Poetry and Rare Books Collection at the University and the Historical Society building. Einhorn Yaffee Prescott (EYP), an internationally acclaimed firm specializing in historic preservation, was selected to present a formal proposal. EYP will partner with Ralph Appelbaum Associates, the nation’s leading exhibit designer.

2000 DRA Users’ Conference: B&ECPL’s automation vendor, Data Research Associates, Inc. (DRA), held its annual meeting for users from March 4^th through 8^th in St. Louis. Deputy Director, CIO, Shirley Whelan, Assistant Deputy Director Lucille DeFranks, and the Director attended the informative and educational program. This conference is especially valuable because it provides training in a variety of products and services, and offers opportunities to assess the company’s performance and strategic direction.

Meetings: On February 19^th Deputy Directors Ken Stone and Michael Mahaney and the Director attended a meeting of the Association of the Boards of Trustees of the Contracting Libraries of the B&ECPL (ACT). In addition to discussing their views of the community meetings, attendees heard an excellent presentation on evaluating the library director by trustees George Oliver (Aurora) and Jane Sweet (Clarence). Complete minutes of the session are included in this board packet.

The Director attended a February 23^rd breakfast meeting of the Buffalo Niagara Partnership that featured an absorbing account of the challenges facing Western New York by Partnership President and CEO Andrew Rudnick.

On March 2^nd, Board Chair Mahoney and the Director attended a meeting of the Foundation’s Development Committee to discuss fiscal year 2000-2001 fund raising targets. The status of past goals was reviewed also.

The Executive Committee met on March 9^th to prepare the agenda for the March 16^th Board meeting and discuss other library issues.

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

Progress on New Construction Projects: On Wednesday, February 23^rd, the Director, Deputy Director Mahaney and Assistant Deputy Director Miles met with Robert Coles and Kisha Patterson of Robert Traynham Coles, Architect, PC to discuss preliminary progress on a design for the proposed North Jefferson Branch Library. Discussion focused on the desire of all parties to make the new library an attractive and unique facility with an African American theme that reflects its community’s heritage. A follow-up meeting will be scheduled within the next two weeks to discuss initial requirements, including space allocations, site configuration (including parking) and other design elements.

On February 28^th, Deputy Directors Mahaney and Whelan, Planning and Service Evaluation Coordinator Peggy A. Skotnicki and Support Services Manager Carol Batt met with Clarence Library Director Marie Robillard, architect Michael Chadwick and engineer Robert J. McNamara to discuss the latest schematics of the new Clarence Public Library and to finalize the electrical and data cabling requirements. A timeline has been established with May as the beginning of actual construction and a project completion date of March 21, 2001.

On March 3^rd, Mr. Mahaney and Ms. Skotnicki visited Collins to meet with the Building Committee of the Collins Public Library, David Walter, the architect from Habiterra Design Group, and Peter Vom Scheidt, the engineer from M/E Engineering, to discuss the latest design for the new library. Both the architect and the engineer have experience in building and renovating libraries, so the discussions were straightforward and productive. While some modifications have been suggested, the overall project plan appears very promising.

Preliminary design drawings for the new Denio Memorial (Akron) Library have been developed by Hamilton Houston Lownie PC. Mr. Mahaney and Ms. Skotnicki are scheduled to meet with representatives of the Denio Memorial Library March 20^th to begin dialogue on that project.

Central Library Staff Explores Training Alternatives: The staff at Central has been investigating alternatives to formalized classroom training to expand expertise in key areas and improve public service. Courses available via the Internet is one of the new options being utilized that has the advantages of no cost or loss of time in traveling to training sites: Pat Monahan (Special Collections) has completed the Northeast Document Conversion Center’s "Preservation 101" – an Internet course on paper preservation. Librarians Amy Pickard, Cynthia Van Ness, Rosemary Vazquez are currently taking the ALA Internet course covering the changes in the copyright law. Technology trainers are developing expanded "curricula" for peer-to-peer training opportunities related to new commercial services. Librarian Carey Harmon (Business, Science and Technology) is conducting sessions for staff of Central and Regional libraries on some of the new specialized databases available via the Network. Special Collections Manager Bob Gurn is developing a multi-part workshop on digital projects (from selecting appropriate materials to scanning processes). These training strategies are being developed to complement in-house computer lab training and cross training as well as courses available off-site, e.g., at ECC and WNYLRC.

23^rd Annual Carter G. Woodson Essay Awards: This annual program, sponsored by the Department of Extension Services, was held at the North Jefferson Branch Library at 1 p.m. Saturday February 19^th. Top prizes were presented to Adriana Bails of BUILD Academy and Courtney Carter of St. John’s Christian Academy. This event is a collaboration between the North Jefferson Branch Library, the Afro American Historical Association of the Niagara Frontier, the Lit-Mus Study Club and the Black Educators of Western New York. Branch Division/Urban Services manager Sharon Holley is the Chair of the event.

Electronic Reference Program for System-wide Staff: An SRO audience consisting of front line staff from Central, branch and contract libraries attended the annual reference meeting on March 8^th. Coordinated by Assistant Deputy Director Ruth A. Collins, the meeting featured brief reports from Central staff teams who have been working on the redesign of B&ECPL’s online Reference Desk and Database Pages -- and enhancement of the content of each -- for easier, faster access to information for patrons and librarians. Live demonstrations of Dialog@Carl, the Reference Desk and Database pages, and numerous websites were provided. Credit for this excellent program goes to members of B&ECPL’s Web Continuity Team (Elaine Barone, Maureen McLaughlin, Chris Moesch, Dawn Stanton, Kelly Shepherd) and Reference Team (Jennifer Childs, Debbie Fink, Betsey Higgins, Mary Jean Jakubowski, Darlene Lysarz, Cynthia Van Ness, Rosemary Vazquez); Mary Ann Ozimek (Trainer) and Carey Harmon (Public Service Liaison to Network Services).

In conjunction with the meeting, nearly new print materials were made available for re-use at the "Snatch and Grab." Items with 1995 or more recent imprints that have been withdrawn from Central’s Learning Center were placed on book trucks outside the meeting room for branch and contracting librarians to recycle into their own collections. Carol Batt, Earl Kunz and Acquisitions Department staff were instrumental in the success of this activity.

Career Day Representation: Several Extension Services librarians recently presented Career Day Programs in local schools: Cathy Foertch and Sandra Bush at School #38, Doreen Bonds at School #80. Sandra Bush also presented a special program on "Diaries and Journals" with a bibliography for the seventh grade classes at North Park Middle Academy. This program was done in conjunction with "Read Across America" Day.

Mobile Units Benefit from Brownstone Donation: Four B&ECPL mobile units –- the RAM Van, Lookie Bookie, and two Bookmobiles -- will receive 100 new children’s books each, with selections ranging from pre-kindergarten through early readers. These books are a donation from the Brownstone Book Fund, a private foundation in New York City interested in fostering early reading, a love of books, and encouraging parents and children to read together.

Community Activities: Assistant Deputy Director Ruth Collins reports that Central Library staff has intensified efforts to increase the visibility of the Central Library in the community. Using a variety of tactics, the word is spreading that the Library has remarkable resources, and is not "just for kids anymore." Joyce Davoli has arranged for HUD to distribute the Library’s public training flyers to its job search clients. BPO Maestro JoAnn Falletta visited Raya Then and the staff of the Music Department for two hours on February 1^st to examine the Library’s impressive sheet music collection, which she intends to use extensively in upcoming Buffalo Philharmonic concerts. Cynthia Van Ness (Special Collections Department) has been appointed to the Mayor’s Task Force on the Inner Harbor, extending her knowledge of, and passion for, local history to this important project. Together with her counterpart at UB’s Lockwood Library, art librarian Marguerite Cheman (whose latest ArtVoice column highlights African art) is investigating grant opportunities to fund a series of public programs featuring local artists.

Betsey Higgins (Coordinator of Central Public Programs) and library display artist Dawn Stanton attended a seminar presented by Debra Granacher, Operations Manager for Buffalo.com, that provided instruction and a discussion opportunity for representatives of government, cultural, and educational organizations on how to profit from the proposed "e-vents" feature of Buffalo.com’s website. The Library will use this means to publicize upcoming events and displays. BS&T librarians Suzanne Wilson and David Pfeiffer attended committee meetings for two of the Library’s partners: WNY Integrated Advanced Information Management Systems (Knowledge-Based Resources Team) that brings together health sciences librarians to work on initiatives for improved access to medical information and the Internal Revenue Service / Business Assistance Center. Learning Center librarian Mary Schiffhauer made arrangements with the UB Center for Assistive Technology for her and administrators Patricia Angstadt and Shirley Whelan to see various software options being considered for purchase to adapt library computer services for patrons with disabilities.

Hub Services Task Force: Planning and Service Evaluation Coordinator Peggy A. Skotnicki met with Lancaster Library Director Ann Kling and Urban Services/Branch Division manager Sharon Holley to refine the draft of the final hub services report. Changes will be discussed at the March 15^th task force meeting. The final report should be issued to the Board’s Planning Committee by the end of March.

City of Light’s Lauren Belfer to Visit: On Saturday April 8^th, former Buffalonian Lauren Belfer, whose best selling novel City of Light skillfully recreates turn-of-the-century Buffalo and the Pan-American Exposition of 1901, will take part in a special National Library Week event in the Central Library’s Mason O. Damon Auditorium. Additional details will be available soon.

Farewell to Pat Blackett: On March 6^th, after 33 years of service, librarian Pat Blackett said farewell to B&ECPL staff and friends at a retirement dinner in her honor. Mrs. Blackett began her career as a librarian trainee in the Children’s Room and worked in city branches before her appointment to the Lancaster Public Library where she served as Director before returning to the Central Library as a Librarian IV to set up the Special Collections department (1993). In her final assignment as Head of Circulation Services, Mrs. Blackett organized the Centralized Clerical Activities Team (CCAT) and worked with the Central Reference Team of librarians to plan the Remote Reference Center slated for a grand opening in June.

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

Central Library Ramp Replacement Planning Well Under-way: This project, anticipated to begin in late spring/early summer, will replace the deteriorated concrete entry ramp from Washington Street to the Central Library. The project will include constructing a ramp to meet Americans with Disabilities Act (ADA) requirements. Project bids will also include replacing the existing entry doors with automatic opening doors. Access to the building through the Washington Street Entrance will be maintained throughout the project, but will at times be restricted to one side or the other.

Central Library Chiller (Air Conditioning System) Replacement Project Continues on Schedule: Asbestos abatement work was completed on schedule and with no problems. Demolition and removal of the old chiller equipment is also complete. The project also includes replacing the rooftop "cooling towers", which will require use of a large crane to lift components from Clinton street to and from the roof. This work will be scheduled for a Saturday to minimize disruption of downtown traffic. The project should not impact normal library operations. It remains on schedule for substantial completion (air conditioning operational) by the third week in May.

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

New Electronic Resources Coming Soon: Response time problems with existing databases available to B&ECPL patrons have been solved. In addition, Network Support continues to work with Michael Mahaney, Ruth Collins and Patricia Angstadt to plan the introduction of several new electronic resources to our staff and patrons in the near future.

Distribution of 220 New Laser Bar Code Scanners Begun: The Buffalo & Erie County Public Library received 220 new laser bar code scanners this month and approximately two-thirds of them have been installed at the Central Library and the town and branch locations. Staff has been very pleased with their performance.

Lucille DeFranks and Elaine Barone are coordinating the re-labeling of all library materials from OCR to bar code. The process is labor-intensive and is planned to take several years to complete the conversion at all 52 sites. However, this month, a major milestone was met when the Julia Boyer Reinstein Library completed their collection.

Milestones of Science Web Site In Progress: The "Milestones of Science" web site, made possible by a grant from the Oishei Foundation and developed by Frost Design Associates, has been loaded on a server at the Buffalo & Erie County Public Library. Michael Mahaney and Community Relations staff will soon have access and will begin to incorporate it with the B&ECPL overall design.

Strategic Plan Work Plan Supported: Network Support continues to support the efforts of the various Strategic Plan committees assigned to the tasks of the Work Plan. In particular, this month, several special reports for the Standing Policy Committee were created and preliminary work for the establishment of an Intranet to improve staff communications was begun.

Agenda Item G – Report of the Foundation Director. A written report containing information about a Bylaws amendment regarding the composition of the Foundation Board, the addition of three Library trustees to that Board, the submittal of grant applications, support for B&ECPL projects and the Grosvenor concert series was included in board members’ packets. In addition to that report, Ms. Vedder informed the Board that a $240 donation in memory of Erich Mayer was received from Erich’s colleagues at the Office of Patent and Trademark in Washington, D.C. A Library committee is working on a memorial to honor Erich on the first anniversary of his death last April.

Agenda Item H – Public Comment. Elizabeth Berry of Buffalo, New York presented comments regarding the community meetings on the Library’s Strategic Plan.

Valerie Niederhoffer of Buffalo offered her views and observations on the community meetings she has attended.

Agenda Item I – Unfinished Business. No unfinished business.

Agenda Item J – New Business. Ms. Mahoney called attention to the proposed amendment to the Bylaws which was mentioned earlier in the meeting. The current Bylaws indicate that "Any trustee who has served for at least two consecutive terms (including a term as Chairman) may, upon expiration of his term, be appointed a trustee emeritus … " Salvatore R. Martoche served one full term and was serving a second term when he submitted his resignation effective December 31, 1999. Ms. Mahoney recalled that Mr. Martoche devoted a great deal of time and effort to the library system during his three-year term as chairman and resigned only because his judicial role conflicted with his service on the Library Board. Library counsel Patrick Martin has indicated that it would be appropriate for Judge Martoche to serve as a trustee emeritus who may attend board meetings and participate in board meeting discussion but will have no vote.

Following further discussion, Ms. Mahoney stated that this item will be on the agenda of the April board meeting.

Ms. Summer asked if there was more information about the Governor’s proposal totake move libraries from the oversight out of the State Education Department and place them in under a newly created Office of Cultural Resources. She wondered if B&ECPL should take a position and what that position should be.

Ms. Chrisman responded that this topic was discussed at length at the Public Library System Directors Association (PULISDO) meeting she attended in Albany on March 20^th. There has been no follow-up information regarding the suggestion that was made by the Governor’s Office. It appears that the library community has decided not to take a position at this time. Ms. Chrisman indicated that she will keep the Board informed on this issue.

There being no further business, on motion by Mr. Shenk and seconded by Ms. Panty the meeting was adjourned at approximately 4:45 p.m.

Respectfully submitted,
Annette A. Juncewicz, Secretary

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