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MEETING MINUTES

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

March 18, 1999

The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, March 18, 1999 in the Central Library pursuant to due notice to trustees. The following members were present: Rebecca L. Mahoney, Chair; Phyllis A. Horton, Vice Chair; Simone Mitchell-Peterson, Secretary; David J. Shenk, Treasurer; Frank Gist; Annette A. Juncewicz; Remy Orffeo; Elaine M. Panty; Robert J. Plache; Daniel T. Roach; Judith K. Summer; Sharon A. Thomas; Stanley H. Zagora; George M. Zimmermann, Trustee Emeritus;

Excused: James W. Burns, ill; Salvatore R. Martoche, out of town; Roland R. Benzow, Trustee Emeritus; Richard O. Hopkins, Trustee Emeritus; Morton H. Stovroff, Trustee Emeritus; John P. Wickser, Trustee Emeritus;

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

Agenda Item B – Approval / Changes to the Agenda. On motion by Ms. Panty and seconded by Mr. Zagora the Agenda was approved with the following corrections: Agenda Items F and G were amended to read "Information."

Agenda Item C – Minutes of the Meetings of 2/6/99 and 2/18/99. On motion by Mr. Shenk and seconded by Ms. Horton the Minutes of the special meeting of February 6, 1999 were approved as submitted.

On motion by Mr. Shenk and seconded by Ms. Panty the Minutes of the regular meeting of February 18, 1999 were approved as submitted.

Agenda Item D - Report of the Chair. Ms. Mahoney informed the Board that Acting Director Chrisman has registration forms for trustees who are interested in attending the New York State Association of Library Boards Institute in Albany on April 30^th to May 1^st.

Ms. Mahoney reported that both she and Mrs. Chrisman attended a March 15^th meeting with the Hamburg Town Board onto discuss the Strategic Plan. Mr. Orffeo noted that the article in the Buffalo News the following day made it sound as if the Library Board is committed to closing the Blasdell Branch when no decisions have been made regarding any specific library. He indicated that newspaper articles have not adequately reflected the Board’s intentions. Ms. Mahoney responded that there have been some very good articles in the Buffalo News. It depends on which reporter is covering the meetings. She indicated that she will stress the Board’s position at future meetings.

Ms. Summer offered congratulations to Chair Mahoney on her response to the inaccuracies and misleading information in the article which appeared in Buffalo Beat. Ms. Mahoney thanked Assistant Deputy Director Michael Mahaney for his assistance in that endeavormatter.

Chair Mahoney informed the Board that a development seminar has been scheduled for May 6^th at 4 p.m. The seminar for trustees and Library Foundation Directors was proposed by Foundation board member Catherine Schweitzer to educate both boards on the topics of fundraising and development.

Ms. Mahoney invited trustees to a meeting with ACT at the Julia Boyer Reinstein Library on Saturday, April 24^th at 10 a.m. for discussion of the one hiring authority recommended in the Strategic Plan.

Ms. Mahoney reported that she and Mrs. Chrisman are scheduled to meet with Superintendent of Buffalo Public Schools Dr. James Harris on March 19^th at 4 p.m. Ms. Panty suggested that there be some coordination between city schools and local libraries so that students who are bussed to schools outside their neighborhoods know which library branch is nearest to them.

Ms. Mahoney informed trustees that at the February meetingwhen she and Mrs. Chrisman had met with Councilmember Byron Brown in February, he informed them that there was $1.75 million in the City’s budget for a proposed North Jefferson hub library. A letter from Councilmember Brown received earlier in the week indicates that the City’s Public Works Department has included an additional $3,050,000 in its 1999-2000 capital budget request. Construction of a North Jefferson hub library would be a positive step in the B&ECPL’s intention to have a showpiece in the city of Buffalo. Mrs. Chrisman indicated that staff have already begun working on a building program to present to the City in terms ofto define the requirements for a new hub library.

In response to Ms. Panty’s question regarding the location of the proposed North Jefferson hub library, Ms. Mahoney stated that sites were discussed at the meeting, but nothing is definite.

Agenda Item D.1 - Change to Building Committee. Ms. Mahoney informed the Board that Mr. Zagora has declined his appointment to chair the Building Committee. Sharon Thomas has graciously accepted the position and has already chaired a meeting of the Committee. On motion by Ms. Summer and seconded by Ms. Horton, the Board approved the appointment of Ms. Thomas to Chair the Building Committee.

Agenda Item E – Committee Reports.

Agenda Item E.1.a. - Executive Committee. Ms. Horton reported that the Executive Committee met in special session on March 2^nd to discuss and approve the "Rules of Conduct Central Library Access Ramp." According to Article VI, Section 1 of the Bylaws of the Buffalo & Erie County Public Library: "The Executive Committee, in intervals between meetings of the Board of Trustees, shall have all the power and duties of the Board of Trustees not inconsistent with law." As a result of the Executive Committee’s action, litigation initiated by the Ad Hoc Committee regarding the Central Library access ramp has been concluded. Patrick Martin filed the Stipulation for Voluntary Dismissal of the Action with the Clerk of the United States District Court in the Western District of New York on March 4, 1999.

The Executive Committee also met on March 11^th to approve the March 18^th agenda. Committee reports and information on Resolutions 99-10 and 99-11 were also received.

In response to Mr. Gist’s question, Ms. Horton indicated the lawsuit was concluded with no monetary settlement.

Agenda Item E.2 - Budget & Finance Committee.

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

RESOLUTION #99-9

Agenda Item E.2.b. Preliminary Monthly Financial Report – 12/31/98. Ms. Mitchell-Peterson reported that the financial report was for information only. She indicated that all revenue and expenses are in line with expectations and that there are sufficient funds to meet the $785,046 use of the fund balance included in the 1999 adopted budget. She asked Budget & Finance Committee members to see her following the board meeting to select a date for a meeting of the Committee.

In response to Mr. Orffeo’s question regarding a final report, Mr. Stone indicated that the closing run from the Erie County financial system is expected soon.

Agenda Item E.3 - Building Advisory Committee. Ms. Thomas reported that the Building Advisory Committee met on March 9^th to consider information from the Denio Library in Akron regarding new library construction. Before the Committee can go any further, questions must be answered regarding the design, the architect, specs for a specialty library, collection size, parking space, and conditions and restrictions on the $1 million grant from Congressman Paxon. The Committee also needs a demographic and economic trend analysis which is called for in the Guidelines. Ms. Thomas indicated that once this information is received the Committee will reconvene.

Agenda Item E.4 - Bylaws Committee. Ms. Horton reported that the Bylaws have been sent to counsel Patrick Martin. Following his review they will be submitted to the full Board for approval.

Agenda Item F - Report of the Acting Director. In addition to her written report, Mrs. Chrisman informed trustees that colorsfabric hasve been selected to reupholster the Board Room chairs.

Mrs. Chrisman further reported that she, Michael Mahaney and Patrick Martin met to discuss the many facets of the Oishei grant relating to the "Milestones of Science." As reported at an earlier meetingit was decided that it was unproductive to continue further negotiations with Soundprint relating to regarding the radio segment of the Milestones project appear unproductive. Requirements for the radio program will be presented to Frank Frost to see if he is interested in submitting a proposal. Mr. Frost is currently working on the video portion of the project. Discussion at the meeting included display of the Milestones. A portion of the grant is also dedicated to the presentation of a colloquium. Mrs. Chrisman indicated that the Oishei grant will be a topic of discussion at her meeting with Mr. Mahaney and Kathryn Vedder on March 22^nd.

In response to Ms. Panty’s question about the poor condition of some of the books in the Milestones collection, Ms. Vedder replied that funds were not requested for conservation of the collection. Following discussion, Mrs. Chrisman indicated that the Library hopes to have a schedule in place within a month or so regarding the various aspects of the project.

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

Strategic Planning: Board Chair Rebecca Mahoney and the Acting Director continued meeting with public officials during late February and early March. On February 22^nd, Assistant Deputy Director William Miles joined them for a session with Councilman Byron Brown. Funding and site requirements for a new North Jefferson hub library were discussed. Trustee James Burns accompanied Ms. Mahoney and the Acting Director to a meeting with the Mayor on February 23^rd. Mayor Masiello indicated a positive response to B&ECPL’s approach to strategic planning, discussed the need to construct new public schools in Buffalo and agreed to select a representative from his staff to work with the Library in developing the strategic plan as it pertains to the City. Cheektowaga Public Library Board President Judith Mietlicki and Library Director Elaine Mahaney attended a work session of the Cheektowaga Town Board, which was an opportunity for Ms. Mahoney and the Acting Director to present an overview of the Cohen report and consider recommendations specific to Cheektowaga. On March 5^th a meeting was held with Councilman Richard Fontana to discuss his concerns and those of his constituents regarding library service to the Lovejoy and East Clinton communities.

In the meantime, administrators continued to encourage staff discussion of the 1999 Work Plan, as noted in Peggy Skotnicki’s monthly report.

Committee Meetings: The Board’s Executive Committee met on March 2^nd to review the Rules of Conduct for the Central Library Access Ramp and again on March 11^th to prepare the March 1999 Board agenda. In addition, the Building Advisory Committee met on March 9^th to begin analysis of Denio Memorial Library’s building project application.

1999 DRA Users’ Conference: B&ECPL’s automation vendor, Data Research Associates, Inc. (DRA), held its annual meeting for users from February 28^th to March 3^rd in St. Louis. Deputy Director, CIO, Shirley Whelan, Assistant Deputy Director Lucille DeFranks, Information Systems Coordinator Margaret Brent and the Acting Director attended the informative and educational program.

Gates Library Initiative: New York State has been selected to participate in the Gates Library Initiative (GLI) State Partnership Grant Program. What this means for the B&ECPL is an opportunity to submit a grant application for each eligible library building in the System that has not been awarded funding previously. Eligibility is determined by the poverty level of the library’s service area. The Acting Director attended a meeting in Albany on March 3^rd where State Librarian Janet Welch and Richard Akeroyd, Executive Director of GLI, presented program requirements. As many as nine B&ECPL buildings may be eligible to submit applications.

Gates Library Foundation Computers at North Jefferson: On March 1^st, the North Jefferson Branch Library powered up seven new computers, provided by the GLF Urban Library Leadership Grant, and introduced patrons to the ever-expanding resources of the World Wide Web. Service has been brisk with 80-90% of computer users new patrons who are using the Internet or exploring B&ECPL resources.

"Milestones of Science" Video Project: On March 1^st and 2^nd, Mr. Frank Frost and two members of his staff from Frank Frost Productions, Inc. visited Buffalo and began work on the "Milestones of Science" video production. During the two-day visit, Mr. Frost recorded extensive interviews with Robert Gurn, Head of B&ECPL’s Special Collections Department, and William Loos, Curator of the Grosvenor Rare Book Room, and examined many volumes of the "Milestones" collection for potential inclusion in the program. This visit was designed as an opportunity to develop a "sketchbook" of the proposed production. From the video and audio tapes recorded during these sessions, Mr. Frost will generate a rough draft of the program consistent with a treatment he has developed in cooperation with B&ECPL staff. Assistant Deputy Directors Ruth Collins and Michael Mahaney met with Mr. Frost to discuss production matters and schedules, as well as the possibility that his firm might be willing to undertake a complementary audio production in lieu of the programs previously discussed with Soundprint Media Center.

Sexual Harassment Prevention Training: On December 17, the Erie County Legislature approved a contract for the training of supervisory personnel for the implementation of sexual harassment prevention policies. The training, which received rave reviews from participants, has been on going since the end of January and will conclude in April. By mid-March, 49 Library supervisors and administrators will have participated in this awareness training. Additional "clean-up" sessions in April will accommodate another 15 Library staff. The B&ECPL commends the County for taking the initiative in providing this valuable training.

Miles Honored for Community Service: Assistant Deputy Director William Miles was cited by County Executive Dennis Gorski for years of commitment to excellence in serving the community. The award was presented on February 24^th as part of the County Executive’s Annual Black History Recognition program at the Rath Building.

Library Featured in Business First and Art Voice: Central staff contributed two articles published in Business First in recent weeks: Learning Center librarians Ward Pautler and Pat McCue described employment sources available at the Library and Jane Rosenfeld focused on the Library’s resources for businesses interested in developing a web site. Meg Cheman’s Art Voice piece for February featured African American artists in honor of Black History Month.

Miles Participates in Career Day: Assistant Deputy Director William Miles was a key participant in the African American Achievers Career Day at Campus East School on February 19^th. Mr. Miles had the opportunity to address several classes on his career as a black library administrator.

K!dSHowCo. Programs: The B&ECPL and K!dSHowCo. are collaborating to present two-hour Saturday workshops at the Central Library and 13 city branches between April 3^rd and May 1^st. The workshops, entitled "From Page to Stage" are offered in two sessions for children in grades 1-4 and grades 5-8, and focus on bringing favorite stories to life. Approximately 500 children will benefit from this collaboration.

Lookie Bookie Visits North Park Academy: To celebrate "Read Across America" Board Chair Rebecca Mahoney invited Lookie Bookie to visit North Park Academy on March 2. Children in grades 5-8 were introduced to the many resources of this mobile van.

Children’s Book Author Writes Back!: Club Kaboom (Kids and books meet), a children’s book discussion program which premiered last Fall, caught the attention of author Joanna Cole. This after-school program conducted by children’s’ librarian Chris Moesch involves school-age children in activities related to the works of a particular author. Staff made a video recording of the series featuring Joanna Cole’s works, children discussing the creative process and art techniques – and playing "Joanna Jeopardy." A copy of the video was sent to the famous author of the Magic School Bus (and many other titles) who responded with a handwritten letter in which she said: "… I loved, loved, loved the tape. I liked your ideas and enthusiasm. You have no idea how weird and wonderful it is to see people playing Jeopardy about oneself… " It was signed "Best Wishes, Joanna." Ms. Cole included with her letter an autographed book for each club member.

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

Central Library Capital Project Planning Meeting Held: On February 4^th, Maintenance Supervisor Robert Gervan and I attended a meeting with Erie County Public Works Commissioner John Loffredo, and Public Works Department staff members James Hearn, Michael Judd, Fredrick Lupp, and Kenneth Machelski to plan for the "Central Library Roof Replacement, Exterior Sealant & Site Rehab" and the "Central Library Mechanical Equipment & Building Improvements" projects. The first project was funded in two phases, $1 million in the 1998 County Capital Budget (to be bonded in 1999) and another $1 million in the 1999 County Capital (to be bonded in the year 2000). The second project is funded in the 1999 County Capital Budget (also to be bonded in the year 2000).

To allow the Re-roofing project to be completed in one construction season, county funds will be advanced to cover that portion of the project that would have otherwise had to wait until the year 2000 for bonding. Replacing the front entry ramp was also discussed as a high priority item. The "Mechanical Equipment" project will include replacing the building’s original chiller unit and related equipment with modern, environmentally friendly units.

The Erie County Public Works department has provided outstanding support and sensitivity to the Library’s needs throughout the project planning process.

Central Library Re-roofing Bids Analyzed: Erie County Public Works Department has reviewed bids for the Central Library re-roofing project, identifying a project cost of just over $1.3 million, a favorable bid. Work on the six-month project will begin in the spring, finishing in the fall. All work on this project will take place after normal open hours to minimize disruption to library operations.

This positive bid may also allow repairs to the front entry ramp to take place this construction season.

The City of Buffalo’s Capital Improvement Project Committee held hearings for Buffalo Library capital project requests: On February 24^th, acting Director Diane Chrisman and I represented the Library at the City of Buffalo Committee hearing. Library capital project requests, largely representing deferred major maintenance items (roof replacements, ADA accessibility, HVAC system renovations, etc.), total $2,262,000, with $860,000 in high priority items.

The committee expressed high interest in the Library’s Strategic Planning process and its impact on Buffalo Libraries. Copies of the Strategic Plan Summary Volume was provided for the Committee when applications were submitted in December 1998. Discussion was positive and proactive.

E-Rate Funding Commitment Letters Received for Contracting Libraries and Reimbursement Forms Being Filed: 1998-99 funding commitments letters for all library requested projects have now been received. Not all projects were funded as the amounts requested across the country exceeded the pool of available funds. All of our telecommunication requests were approved for funding and those internal connections projects at a 70% discount and above were also approved. Approved requests total $445,441. Actual amounts realized will be somewhat less than this amount as the amounts requested were based upon conservative estimates and savings achieved through state contract discounts will reduce the amount available for E-Rate reimbursement.

Staff review has discovered some changes and funding decisions by the Schools and Libraries Division that warrant an appeal. Several appeals have been filed already and the remaining identified appeals will be filed within the next two weeks.

Meanwhile, we continue to file aptly named "Billed Entity Applicant Reimbursement" (BEAR) forms for approved services received in 1998. To date we have received notices of approved reimbursements totaling $13,522.78, purely for telecommunica- tions and Internet access items. Larger dollar internal connections items were approved for funding much later in the process, delaying subsequent reimbursement approvals.

The E-Rate program will allow the library to provide more and higher quality access to the Internet and other electronic resources than otherwise would have been possible under existing budgets. The trade-off is a complex and intense application process that diverts staff resources from other projects.

E-Rate Applications for Funding Year 1999-2000 Under Way Despite Congressional Threats to the Program: Deputy Director Shirley Whelan and I have filed several Forms 470, the first step for funding requests. Over the next three weeks, we will be filing approximately 30 Forms 471 for system and contracting library telecommunications services, Internet access and internal connections. All will be filed prior to the April 6, 1999 deadline.

Priority Request Shipments Fell With the Snow: Priority shipments in January were down 5% to city branches and 11 percent to contracting libraries. Still this was significantly less than overall circulation, which fell 20.4 percent as a result of two weeks persistent snowfall totaling over five feet! Ironically, we did not have to pay for February snow plowing of city branches, as there was no snowfall sufficient to trigger services under the contract.

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

Gates Library Foundation Urban Leadership Grant: Seven personal computers, obtained through the Gates Library Foundation Grant, were installed at the North Jefferson Branch. In addition, a server with "remote control" features, allowing staff to control the PCs from their charge desk, was installed. Both staff and patrons seem very pleased. Sandra Williams Bush, Branch Manager, has noticed that many new patrons have visited the library in order to use the Internet.

Thirty-three new computers are now being installed in the Central Library. As all of these computers will also have access to the Internet, the demand for Internet service from Central Library patrons should be satisfied.

Upon completion of this installation, the Network Support staff will continue with the installation of the personal computers obtained from the Gates Library Foundation at Dudley, East Delavan, Niagara, Fairfield, Northwest and Lackawanna.

OPAC - Central Library Infrastructure Upgrade: The servers and telecommunications equipment housed in the new Network Center are sensitive and require a constant temperature which should be ideally 72° but no higher than 82°. In order to maintain this constant temperature 24 hours a day, 7 days a week, standalone air conditioning units, separate from the 642-ton chiller used to cool the entire Central Library are required. Trautman Associates prepared a bid document specifying the cooling needs. RP Mechanical will be awarded the bid for $14,863. Work will begin as soon as possible because the air conditioners are necessary before the asbestos abatement above the Network Center can start. The asbestos abatement must be completed before the new roof can be installed.

OPAC – Branches and Towns: Network Wiring Solutions will begin infrastructure upgrades on about March 22 at the following thirteen libraries: 1) Akron 2) Alden 3) Angola 4) West Falls 5) South Cheektowaga 6) Collins 7) East Clinton 8) Blasdell 9) Mead 10) North Collins 11) North Park 12) Greenhaven and 13) Sheridan Parkside. When this work is completed, all of our fifty-two libraries will have the Category 5 cabling necessary for high-speed network access.

MCI LibraryLINK Grant and the B&ECPL Web Site: The Buffalo & Erie County Public Library Internet Team has received over 150 comments and questions from users of our web site. The comments have been overwhelmingly favorable. A procedure to handle reference questions is being developed.

Telecommunications Act of 1996 and E-Rate 1998 and 1999/2000: As reported in the Report of the CFO, up to $445,441 in "e-rate" funding was approved by the Schools and Libraries Corporation for the Buffalo & Erie County Public Library. The awards cover the period from January 1, 1998 to June 30, 1999. While the application process was long and arduous, the reimbursements for our telecommunications costs are significant and will allow us to provide increased and better service to the residents of Buffalo and Erie County.

The application process for funding for the time period July 1, 1998 to June 30, 2000 is again a two-step process. Form 470s have been posted on the Internet with our requirements, allowing vendors from across the country to participate in the bidding process. However, all New York State purchasing requirements for local governments must be also followed.

The next step is to file Form 471s for each service or product to be purchased. In preparation for the submittal of our 1999/2000 471 Form applications for Internet service, a formal Request for Quote was developed for an Internet Service Provider. The contract with Applied Theory (formerly NYSERNet), our current ISP, is due to expire in early June. A current contract extending through June 2000 is required.

DRA User Conference: I attended the DRA User Conference from February 27 – March 3. The theme of this year’s conference was "You Can See the Future from Up Here" and again showcased the next generation of the DRA Library Automation System, TAOS. We were able to learn more about the new system and the impact it will have on our libraries. While the implementation of the new system is not expected for three-five years, we learned that preparations must begin now and that the conversion will be costly.

In addition to learning about the future, I achieved immediate benefits from the conference breakout sessions related to our current projects, including the use of a collection agency to recover fines and lost materials, management of our PCs, the new UDMS report writer and the expansion and security of our network.

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

Meeting with Contract Library Directors on One Hiring Authority: On February 26^th, eighteen contract library directors met with the Acting Director, the Chief Financial Officer, the Assistant Deputy Director for Human Resources, the Assistant Deputy Director for Community Relations and the Service Evaluation and Planning Coordinator at the Audubon Library to discuss the issue of one hiring authority. A frank and productive session brought to light many of the concerns of contract library staff. It was a good first step in a long process. The issues will be brought to the Hiring Authority Staff Committee, chaired by Patricia Angstadt. Several contract library directors have volunteered to serve on that committee.

March Managers’ Meeting: As a follow-up to the February meeting that unveiled the 1999 Work Plan, the March meeting was devoted to staff input. The Acting Director called for staff views, both positive and negative, in the areas of new services, scheduling for the Facilities Master Plan, the Financial Plan including the Third Millennium Fund, the Communications Plan, re-registration of all borrowers and One Hiring Authority. Lively dialogue brought many ideas to light. It was apparent that other sessions would have to be scheduled later in the year, probably staff planning committees reporting and soliciting opinions on their particular topics.

Staff Planning Committees: As is outlined in the 1999 Work Plan, staff were canvassed for volunteers to serve on the following committees: One Hiring Authority, Financial Plan, Policies and Procedures, the New Services Plan and its subcommittees: Business Services, Children’s Services, Civil Service Requirements, Hours Coordination, Mobile Services and Outreach, Performance Measures, Senior Citizen Services, Specialty Services, Staffing Models and Virtual Services. In all, 88 staff members volunteered.

Agenda Item G - Report of the Foundation Director. Ms. Vedder’s written report, which included information on W. Lawrence Buck’s election to the office of President of the Foundation Board, the John R. Oishei Foundation, the acquisition of original illustrations from Pictorial Guide (to Niagara Falls), c. 1842, approval of B&ECPL requests for funds, and the Foundation’s match of Patrick Martin’s donation of funds for staff reimbursement of expenses incurred for library projects was were transmitted to trustees prior to the meeting.

In addition to her written report Ms. Vedder informed the Board that Steven Kellogg, who has illustrated an edition of Huckleberry Finn, has confirmed his appearance at the Central Library and the Julia Boyer Reinstein Branch on November 19^th and 20^th as part of the Children’s Book Author Series.

Agenda Item H. Public Comment. Elizabeth Berry of Buffalo, New York read a prepared statement requesting answers to her questions. She noted that in 1986 there was a recommendation that the Niagara Branch Library should have 4.27 full time employees. The 1998 budget for Niagara included two librarians and a senior library clerk. The 1999 Library Budget indicates that there are no librarians in the Niagara Branch budget. She asked that Niagara’s positions be restored to their proper budget lines. Her second question related to public hearings on the Strategic Plan. She asked when the Board expects to hire a new director and when it expects to approve the Strategic Plan.

In response to the first question Mrs. Chrisman indicated that the 1986 figure was a guideline for staffing. The charge of one of the committees included in the work plan is to develop staffing models for all city branches and contract libraries. She noted that New York State mandates staffing levels for contract libraries but not for city branches.

Deputy Director Stone informed Ms. Berry that staff in the city are rotated throughout the branch system. Presently the librarians working in the Niagara Branch appear in other budget lines. Mr. Stone indicated that adjustments will be made in the year 2000 budget personnel runs to get all positions in their proper budget lines.

With In regard to the Strategic Plan public sessions Mrs. Chrisman reported that when trustees and administrators studied the Plan, they realized that many of the recommendations needed further consideration. The 1999 Work Plan has been developed to enable the Library to address questions in a methodical way so that when the public becomes involved there will be answers to their questions. Ms. Mahoney reminded Ms. Berry that it has been stated publicly that there will be no action or adoption of the strategic plan until the community becomes involved.

Ms. Mahoney indicated that Human Resources Director Patricia Angstadt will report on the appointmentrecruitment of a Director later in the meeting.

In response to Ms. Berry’s question regarding the timeline for approval of the Strategic Plan, Mrs. Chrisman gave tentative dates of late May to early June of the year 2000.

Agenda Item I.1 - Appointment of Attorney with Expertise in Labor Issues. Ms. Angstadt called attention to Resolution 99-12. She reminded trustees that at the February 18^th meeting the Board appointed Trustee Roach, Chair Mahoney and Acting Director Chrisman to identify an attorney skilled in labor law, determine the costs of engaging the services of such counsel and propose appointment of legal counsel at the March 18^th board meeting. Requests for proposal were sent to eighteen law firms and seven responded. Following a review of services and fees, three firms were selected for interviews which were scheduledto be held on March 16^th. Due to conflicts on that date, interviews have been rescheduled to March 23^rd. Resolution 99-12 requests that the Board Chair be authorized to execute the contract with the attorney selected by the Labor Attorney Subcommittee.

During discussion, Mr. Plache expressed reservations about authorizing execution of a contract with no limits. Mr. Shenk concurred with Mr. Plache that the proposed resolution was very "open-ended." He also felt uncomfortable that only two trustees were on the subcommittee and recommended that the subcommittee make its recommendations to the Executive Committee for approval.

Mr. Orffeo wondered if the Board should delegate expenditure of funds to a subcommittee.

Ms. Mahoney reminded trustees that there is $25,000 in the 1999 budget for this item. She said if the Board prefers to have the subcommittee make its recommendation to the Executive Committee that was fine with her.

Mr. Shenk moved that Resolution 99-12 be amended to read as follows: "RESOLVED, that the Board of Trustees authorize the Labor Attorney Subcommittee to review the proposals submitted by seven law firms, interview the candidates and present a recommendation to the Executive Committee" and then the Executive Committee can authorize the Board Chair to execute all documents pertinent to the engagement of a labor attorney. Mr. Plache seconded the motion.

During discussion Mr. Orffeo indicated that if the attorney fees exceed the budgeted figure the Board would have to approve any additional costs.

Ms. Angstadt noted that all three attorneys have submitted an hourly rate. The attorney who is selected will periodically submit statements so that is why there is no lump sum figure in the contract. If the costs exceed the budgeted figure, the Administration would come back to the Board for authorization.

There being no further discussion, as moved and seconded earlier the proposed amendment to Resolution 99-12 was approved unanimously.

On motion by Mr. Shenk and seconded by Ms. Panty the following resolution was approved as amended:

RESOLUTION 99-12

Chair Mahoney asked Ms. Angstadt to report to the Board on the Director search. Ms. Angstadt reported that a conference call between the search consultant and the Executive Search Committee has been scheduled for approximately 5:30 p.m. The purpose of the call is to consider the applicants and select the finalists. She called attention to the Final Interview Process document which had been distributed to all trustees.

In response to Mr. Orffeo’s question about how many board members will miss part or all of the sessions with the finalists, Ms. Mahoney asked that trustees participate in as many of the activities as possible. She reminded the Board that it will be necessary to have a quorum for the meeting on Saturday, April 10^th. Trustees were asked to check their calendars and confirm their attendance at the April 10^th board meeting.

Ms. Angstadt stressed the fact that it is very important for the entire Board to participate in the interviews of all of the applicants on April 9^th.

In response to Ms. Summer’s question relating to the times of the meetings on April 9^th and 10^th, Ms. Mahoney indicated that board members will be notified when the times and locations are firm.

Agenda Item J.1 – CLDA and CLBA grants. Mr. Stone informed the Board that the Central Library Aid grant is comprised of two annual New York State Statutory grants. The Central Library Development Aid grant (CLDA) focuses on the services of central libraries to their systems. The Central Library Book Aid grant (CLBA) is meant to enhance the collections of central libraries.

Each year a Central Library Aid application must be forwarded to the State’s Division of Library Development following Board approval. Funding levels are unchanged from the previous year. Additionally, unexpended balances from prior years are carried over into the 1999 budget.

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

RESOLUTION 99-10

Agenda Item J.2 – OPAC HVAC Improvements. Ms. Whelan informed trustees that the OPAC project included funds to upgrade the infrastructure of the Central Library and construct a new network center. In September of 1998 critical hardware was moved to the new network center which is now staffed twenty-four hours a day, seven days a week to provide adequate support to all system libraries. The network equipment is sensitive and requires a constant temperature which ideally should be about 72° . Engineers from Digital Equipment advised the Library that the worst scenario for the hardware would be continual fluctuations in temperature and, given the fact that staff also work in the network center, it was decided to maintain a temperature as close to 72° as possible. After careful evaluation library maintenance staff and Erie County Department of Public Works recommended that the existing 642- ton chiller used to cool the entire central library be supplemented with a smaller self- contained unit to be located right in the network center. For a number of reasons this proved to be inadequate. The Library contracted with Trautman Associates, the local firm which is supervising the new Central Library roof, to design new air conditioning for the Network Center. Bid documents were opened on March 8^th and the successful bidder is RP Mechanical. Proposed Resolution 99-11 authorizes the County to engage RP Mechanical for installation of the air conditioners for the Network Center.

On motion by Ms. Juncewicz and seconded by Ms. Panty the following was unanimously approved:

RESOLUTION 99-11

CENTRAL LIBRARY OPAC

Network Center Air Conditioning Project

Ms. Mahoney stated that she is continually impressed by the quality of staff commitment to this library. She expressed the Board’s appreciation to the Administrative team for the extra hours and extra effort each one gives to the B&ECPL.

On motion by Mr. Shenk and seconded by Ms. Horton, the meeting was adjourned at approximately 5:10 p.m.

Respectfully submitted,
Simone Mitchell-Peterson, Secretary