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MEETING MINUTES

Minutes Regular Meeting of the Buffalo & Erie County Public Library Board of Trustees May 18, 2000

The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, May 18, 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; Frank Gist; Phyllis A. Horton; Robert J. Plache; Daniel T. Roach; Casimiro D. Rodriguez; David J. Shenk; Judith K. Summer; Wayne Wisbaum; Stanley H. Zagora

Excused: James W. Burns, 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; George 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 Ms. Juncewicz and seconded by Ms. Horton the Agenda was approved with the addition of Agenda Item J.4 - Amendment to Resolution 2000-20.

Agenda Item C – Minutes of the Meeting of April 13, 2000. On motion by Ms. Panty and seconded by Ms. Horton the Minutes of the meeting of April 13, 2000 were approved unanimously.

Agenda Item D – Report of the Chair. Ms. Mahoney reminded trustees that at the last meeting she had indicated she would resubmit her committee assignments when she received word regarding the mayoral appointment to the Board. As she has not heard from the Mayor’s office and there are issues which must be resolved she proposed that the committee assignments distributed earlier in the meeting be approved. On motion by Ms. Juncewicz and seconded by Ms. Horton the Committee assignments for the year 2000 were approved unanimously.

Ms. Mahoney informed trustees that the Board has been invited to the Clarence Public Library groundbreaking which will take place on Wednesday, May 31^st at 10 a.m.

Ms. Mahoney called on Trustee Summer to report on her attendance at the New York State Association of Library Boards meeting in Rochester on Saturday, May 6^th. Ms. Summer reported on the two sessions she attended and the luncheon meeting where Commissioner of Education Richard Mills and Regent James Dawson spoke about the implications of the Regents Commission Report and other library issuessituations involving libraries. The overall view of attendees supported seemed to be that there berecommendations not mandates for library systems.

Ms. Mahoney reported that the Kreiger bequest to the Library has been finalized. She asked Ms. Juncewicz to schedule a meeting of the Foundation Review Committee.

Ms. Mahoney reported that the last of the 22 community meetings was held at Orchard Park on May 9^th. She expressed her appreciation to the staff of the Orchard Park Public Library who presented her with a tee shirt listing the 22 community meetings with the imprint "I was There … You talked. We listened and you listened." She noted that there was a good turnout at all of the meetings and she thanked those who took the time to attend one or more of theose sessionsmeetings. Mr. Gist felt Ms. Mahoney, Ms. Chrisman and Mr. Mahaney were very impressive and did an excellent job.

Agenda Item E – Committee Reports.

Agenda Item E.1 – Executive Committee. Ms. Panty reported that the Executive committee met on May 11^th to approve the agenda for today’s meeting and to receive reports from Library administrators.

Agenda Item E.2 – Budget & Finance Committee.

Agenda Item E.2.a. – Final Year End Financials for 1999. Mr. Stone called attention to the final report for the year ending 12/31/99. Overall, the Library operated safely within its budget and expectations for the period. Sufficient funds are available to meet the use of fund balance target included in the 2000 adopted budget.

Agenda Item E.2.b. – Monthly Financials for Period Ending 3/31/00. The monthly financial report for the period ending March 31, 2000 was received for information.

Agenda Item E.2.c – Completion Certification - LSCA Construction Grant for OPAC Implementation. Mr. Stone informed trustees that on February 19, 1998 the Board accepted the award of an LSCA grant to assist in funding the Central Library Infrastructure Upgrade Phase I. That project is now complete. Upon passage of Resolution 2000-21, a request for final payment will be transmitted to the State for the balance of the funds. On motion by Ms. Horton and seconded by Ms. Summer the following was approved unanimously:

RESOLUTION 2000-21

Agenda Item E.2.d – Emergency Assistance Request - Ewell Free Library. Mr. Stone reported that the Ewell Free (Alden) Library Board of Trustees has requested assistance, per paragraph 22 of its contract, to address an unanticipated budgetary shortfall. The shortfall resulted from an employee’s change in medical benefit election from a waiver to family coverage during the recent open enrollment period. This situation was unanticipated and could not have been forecast during the 2000 budget process. Sufficient funds are available in 1999 ending fund balance. The actual budget amendment request will be included in a subsequent resolution adjusting the year 2000 budget. On motion by Mr. Shenk and seconded by Mr. Gist the following was approved unanimously:

RESOLUTION 2000-22

Agenda Item E.2.e - 2000-2001 State Corrections Grant Increase. Mr. Stone reported that the State Corrections grant provides for B&ECPL library services to Erie County’s three State Correctional facilities at Gowanda, Collins and Wende in Alden. These services include interlibrary loan and the purchase of library materials using grant proceeds. Aid under this program is based upon a per capita amount ($9.25) times each prison’s population. The 2000-2001 State budget utilized a higher prison population estimate than that used in B&ECPL’s 2000 adopted budget which results in an increase of $6132. On motion by Mr. Gist and seconded by Mr. Roach the following was approved unanimously:

RESOLUTION 2000-23

Agenda Item E.2.f – 2000 Budget Adjustments: Allocating 1999 Year-End Balance. Mr. Stone reported that the fund reserve and budget adjustments contained in the proposed resolution incorporates 1999 available ending fund balance into the budget; increases the Library Board’s Contingency Reserve by $50,000 to a total of $500,000; and establishes a $438,291 reserve for improvements and long term replacements. On motion by Ms. Juncewicz and seconded by Ms. Panty the following was approved unanimously:

RESOLUTION #2000-24

Agenda Item E.3 – Planning Committee. Ms. Juncewicz reported that the Committee met on April 17^th to review the Hub Services Task Force report submitted by Ann Kling, who chaired that committee. There was some preliminary discussion about scheduling sessions with board members regarding the testimony presented at the public meetings.

Ms. Mahoney expressed her appreciation to all the staff members who attended and participated in the 22 community meetings. She felt that the presentations were well done and community members had a chance to voice their opinions.

Agenda Item F – Report of the Director. In addition to her written report Ms. Chrisman introduced and welcomed Ami Savigny, the Library’s new Assistant Deputy Director for Community Relations. Ms. Savigny currently serves as Manager of Communications for Opportunities Unlimited of Niagara where she is responsible for public and internal information, promotional planning, media events, membership campaigns and coordination of volunteers and outreach programs. She previously served as the Administrative Assistant to the Director of Training and Internal Communications at People, Inc. Ami Ms. Savigny, a Niagara Falls resident, is a summa cum laude graduate of the State University of New York at Geneseo with a Bachelor of Arts degree in Sociology. She is a member of the Professional Communicators of Western New York and has contributed many volunteer hours to a number of different Western New York organizations. Ami Ms. Savigny will begin her new position on June 5^th.

Ms. Chrisman reported that she and Deputy Director Mahaney met with the Erie County Legislature’s Community Enrichment Committee earlier in the day to report on the community meetings and to inform the members about the strategic planning process what is planned for the rest of the year 2000 in developing a strategic plan. The Committee also received a copy of the Work Plan which was included in board members’ packets.

Ms. Chrisman further reported that she and Assistant Deputy Director Angstadt and, along with B&ECPL’s labor counsel, met with Michael Eberle of County Personnel to discuss implementation of the Centralized Human Resources pilot project. She reminded trustees that her written report indicated that the pilot project will be offered to contract libraries on a volunteer basis. In response to Mr. Zagora’s question, Ms. Chrisman replied that the project will include the payroll function and benefits administration. It would be advantageous if is hoped thatcontiguous libraries will volunteer so that other aspects of the Centralized Human Resources concept can be tested also.

in order to test situations where immediate help is required in an adjacent library because of serious illness, etc.

Ms. Chrisman and Ms. Angstadt also attended a meeting conducted by Erie County Labor Relations Director Brian Doyle which gave them a chance to review labor issues with County departments.

Ms. Chrisman reminded trustees that the Library will host the dedication of a new section in the Library devoted to patents in memory of Erich Mayer on June 16^th at 6 p.m. in the Central Library.

Deputy Director Stone presented an update on roof leaks and flooding in the city branches due to the heavy rains which fell earlier in the day.

In response to Ms. Panty’s question regarding the letters transmitted to City Councilmembers requesting their commitment to fund repairs in city branches, Ms. Chrisman indicated that there has been no response as yet. Ms. Mahoney noted that the City’s capital budget must be approved and that may be the reason the Library has not heard from the councilmembers. Ms. Panty stressed the fact that the City is responsible for building repairs.

In response to Mr. Plache’s request that the Board adopt a formal resolution expressing its appreciation for the Kreiger bequest, Ms. Chrisman indicated that this can be done when the plaque is ready to be presented at a future board meeting.

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

Community Meetings Conclude at Orchard Park: All 22 of the public meetings to discuss B&ECPL’s proposed strategic plan have been completed. As reported last month, attendance varied from location to location and, generally, while public testimony was diverse, most comments were passionate expressions of support for local libraries. At the close of the final meeting, Chair Mahoney reminded the audience of the Board’s plan to integrate public feedback and other information into its review of the ACA report, so the Board’s final report can be developed over the summer. That plan is expected to be ready for public dissemination this fall.

A front-page article in the May 8, 2000 edition of the Buffalo News reported reactions to the planning proposal. A chart comparing the B&ECPL to other library systems accompanied the article, but the information presented was misleading as the systems included for comparison have governance and financial structures, which are quite different from the B&ECPL’s.

A letter has been sent to the presidents of all contract library boards of trustees requesting formal response to the public meetings they attended as well as other observations and concerns. A copy of the letter is enclosed.

Centralized Human Resources: Also included in the Board packet is a revised work plan, which outlines the process for Centralized Human Resources. Staff met with legal counsel on May 5^th to discuss contract language, which would implement the proposal. Contract libraries will be invited to participate in a pilot project designed to test some of the concepts and applications. Before seeking volunteers, the pilot project proposal will be presented to the Librarians’ Association. If possible, the pilot project will begin in mid-2000 to facilitate evaluation before 200l negotiations are initiated with contract libraries.

Krieger Bequest Received: On May 10^th,the B&ECPL was presented with a check for $933,781.51 from the estate of Robert J. Krieger. Robert J. Ludwig, Executor, expressed the high regard Robert and his brother Richard had for the Library. The Library is extremely grateful for this bequest and will honor his generosity with a plaque to be placed in an appropriate public space.

Take Your Child to Work Day: On April 27^th, the Central Library sponsored "Take Your Child to Work Day" for children ages 9 through 15. Twenty children participated along with their parents or other relatives. They were greeted in the morning by the Director and treated to refreshments, followed by a guided tour of the Central Library with librarian Betsey Higgins. After the tour, they visited the Computer Training Lab where librarian/trainer Mary Ann Ozimek and Assistant Deputy Director Patricia Angstadt introduced them to searching skills on the B&ECPL web page and conducted age appropriate scavenger hunts utilizing their new skills. Special thanks to Jeanne Diehl, Human Resources, for making this day successful.

Art Exhibit Opens: Board Chair Mahoney welcomed Superintendent of Buffalo Schools Marion Caņedo, representatives of M&T Bank, teachers, parents and children to the opening of "Our Best in 2000; Buffalo Youth in Art" on May 10^th. The works of art, which are attracting many proud children and relatives to the Central Library, will remain on display until May 27^th.

Buffalo Philharmonic Celebrates B&ECPL Music Collections: On May 3^rd, the Buffalo Philharmonic Orchestra conducted a press conference to announce a four-concert series and one chamber music performance celebrating the music collections of the B&ECPL. JoAnn Falletta and Andrew Bisantz, from the BPO, along with Raya Then, Music librarian, and the Director participated in the presentation in the Mason O. Damon Auditorium.

Gowanda to Join Chautauqua Cattaraugus System: The Gowanda Free Library has requested membership in the Chautauqua Cattaraugus Library System, and System officials there have indicated that they expect the request to be accepted when the CCLS Board meets in June. B&ECPL funding to Gowanda ends June 30, 2000; membership in CCLS would begin on July 1^st.

Enhancements to the Milestones of Science Project: On April 26^th, Deputy Director Michael Mahaney, Assistant Deputy Ruth Collins and the Director met with Kathryn Vedder, Patrick Martin, Frank Frost and his associates to discuss opportunities to enhance the Milestones of Science web site into a highly interactive web portal that will welcome a fresh national audience to the Milestones experience. Frank Frost Productions will tap corporate and foundation sources that have a special affinity for science and science education to support this effort.

Meetings: The Planning Committee of the Board of Trustees met April 17^th to review the report of the Hub Services Task Force and discuss other planning issues.

On April 19^th, the Director attended a meeting of Erie County Department Heads and Commissioners and presented a briefing on the Library’s public meetings.

The April 25^th meeting of the Foundation Board was followed by a tour of the Central Library conducted by Betsey Higgins.

On April 29^th, new trustee Rev. Casimiro Rodriguez, Deputy Directors Mahaney and Stone and the Director attended an ACT meeting at the Ewell Free Library in Alden. Plans for a fall workshop were discussed as well as issues concerning the hub services concept. Minutes of the meeting will be distributed to B&ECPL trustees when received. The next ACT session will be held at the Eden Library on June 10^th.

Board Chair Mahoney and the Director met with Foundation Chair W. Lawrence Buck and Finley Greene on May 4^th to discuss community relations concerns of public institutions.

The Director attended another meeting of the Town of Tonawanda Library Task Force on May 10^th. The purpose of the Task Force is to review library service in the Town and develop an alternative to the Cohen proposal. The Task Force’s recommendations will be presented to the B&ECPL Board for consideration as a System-wide strategic plan is developed.

On May 11^th, the Board’s Executive Committee met to discuss a variety of issues and prepare the agenda for the May 18^th meeting of the Board of Trustees.

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

Announcements of New Assignments: An expansion and redefinition of the duties of Assistant Deputy Director Ruth A. Collins are intended to highlight a shift of emphasis from the Central Library as an isolated operation to the Central Library as the core of system-based public service. The Central Library’s role as the hub supporting B&ECPL’s network of branch and contracting libraries needs to be expanded in terms of: collections, reference, programming, management and library-based skills enhancement (in conjunction with B&ECPL’s Human Resources Office). These goals will be reflected in the establishment and realignment of key functions within the Central Library.

The first of these will be the establishment of the OFFICE OF SYSTEM PUBLIC SERVICES (OSPS) and the reassignment of Carol A. Batt as Manager reporting to Assistant Deputy Director Collins. Staff allocated to OSPS will be responsible for planning and developing consistent public service models in areas identified in the strategic planning process: from the consultants’ report as well as from community feedback and staff recommendations.

The role of the Manager of System Public Services will evolve and acquire greater definition over the next eighteen months to two years with the accomplishment of further study and a Central Library departmental management and physical reorganization. Initially, this position will be instrumental in supporting Assistant Deputy Director Collins in the preparation of the New Service Plan, integrating work of the New Service Plan Task Force (report due 12/2001) with recommendations from Central staff committees (6/99) and a peer review of the draft components employing unit staff focus groups (completion date: 9/2001). Teams consisting of staff assigned to public service at Central, branch and contract libraries may be utilized to support the work of this office. Through reclassification and reassignment of existing positions, as vacancies occur and projects are completed (e.g., RECON and the establishment of a popular materials library), additional resources will be assigned to this function.

Mrs. Batt will continue with her current duties until her replacement is selected. The Librarian IV posting will begin May 15^th.

New Construction Updates: On May 4^th, Deputy Director Mahaney and Peggy A. Skotnicki attended a very productive meeting in the town of Collins with Collins Library architect David Walter, interior designer Tim Benson, and members of the Collins Building Committee. Previously suggested changes to the design have been made, and other improvements have been introduced. The primary topic of this meeting was the interior design of the library room. The Habiterra group continues to generate impressive results. The next meeting is scheduled for May 25^th when technology details are to be addressed.

A staff meeting was held on April 11^th to make refinements to the overall size of the proposed new North Jefferson library and its various components. Subsequent to that meeting the deputy director met with architect Bob Coles to discuss improvements and adjustments to his initial specifications. Preliminary sketches should be available in 6 weeks, with final schematics completed in 3 months.

A meeting to continue planning for the new Denio Memorial (Akron) Library is scheduled for June 9^th.

Groundbreaking for the new Clarence Public Library is set for 10 a.m. May 31^st. Everyone is invited to attend!

Library Participates in Child Fair: WKBW-TV’s 11th Annual Child Fair and Expo (April 15^th and 16^th at the Buffalo Convention Center) featured a new attraction this year -- the Library Zone. This highly publicized event is billed as a perfect way for Western New York Families to get together, enjoy rides and attractions while connecting with people and companies that can make a difference in their lives. While more than 470 children signed up for the raffle of children’s books, many more participated in a variety of entertaining activities, making this very worthwhile exposure for B&ECPL libraries. Both days, professional storyteller Karima Amin entertained children with African folktales. On Sunday, Board Chair Rebecca Mahoney introduced visitors to Bunnicula, a most unusual rabbit, through a spirited reading from the book. Bunnicula (a.k.a. Deputy Director Ken Stone) acted out the story to the delight of the audience. Parents and kids enjoyed the picture-taking opportunity as they placed their faces in life-sized cut-out characters created by Library artist, Dawn Stanton. Librarians Bev Federspiel and Chris Moesch devised craft activities that kids of all ages found irresistible! While decorating a bunny finger puppet or a bedroom doorknob hanger (appropriately lettered "Quiet Please, I’m Reading"), library staff and administrators talked with children about their favorite books and encouraged them to visit their libraries. Especially heartwarming were the children and parents who took a break from the frenetic Expo atmosphere just to read a book together! The list of acknowledgments is long: WKBW-TV Channel 7 (no fee exhibit space), the Library Foundation (prizes and supplies), Amy Reynolds, Public Relations / Wendy’s (free frosty coupons/with a read message); Costume Specialists (Bunnicula suit loaned free of charge at Linda Perkins’ request); Dennis and Mark Collins (photographer and Saturday Bunnicula, respectively); Langston Hughes Center and Karima Amin (gratis storytelling).

In addition to the administrators and staff listed above, Assistant Deputy Director Ruth Collins extends thanks to those who volunteered time to oversee booth activities with her: Kathy Burock, Suzanne Colligan, Assistant Deputy Director Lucille DeFranks, Britt Donohue, Lee Ainsworth-Mahaney, Kate Mahaney (and her dad), Judy Rivard, Jamie Smith, Shelle Schnelle, Carolyn McNamara, Kristine Sutton (and daughter), Kerra Toepfer, and Deputy Director Shirley Whelan.

Everybody into the Pool! In an attempt to make a great service even better, an enhancement to B&ECPL’s "Request Plus" was announced at the Managers Meeting held on May 10^th.

Whenever the number of outstanding requests for a title meets or exceeds the number of copies of a title on order, that material will be assigned to the "Bookpool" and will be sent directly from the Processing Department to fill requests. As explained by Support Services Manager, Carol Batt, this change in procedure is expected not only to reduce the time it takes to get the material in the hands of the borrower by at least one week but will significantly lessen the workload on the shipping dock as well.

Once the request list is exhausted and copies start returning to the "Bookpool," they will be examined for condition, mended if necessary, and assigned to their permanent location (library) according to the original distribution plan. For the most part, "Bookpool" material will be purchased from Centralized Selection funds and will not affect an individual library’s materials budget.

Collection Development Grants: More than $136,000 was set aside from this year’s materials budget to offer as "grants" to libraries to fill gaps in their collection or for material needed to support new projects or services that fit within the B&ECPL mission. All libraries and public service departments were invited to apply for a portion of the funds. Thirty-one proposals were received and reviewed by the Materials Budget Committee. The Committee’s recommendations were then referred to the Administration for approval.

The projects selected for funding were varied and offered a mix of traditional and non-traditional service. As a result, those using our libraries will soon see additional DVD, audio book and descriptive video collections, more large print and foreign language books, story hour programming kits, software allowing the disabled access to workstations at the Central Library, and an African-American genealogy center established at the North Jefferson Branch.

A. Philip Randolph Exhibit Impresses Visitors: The nationally acclaimed A. Philip Randolph Traveling Exhibit has concluded a successful stay at the Central Library and moved on to its next destination. 43,745 visitors viewed the exhibit, which ran from March 27^th to May 6^th.

Branches Benefit from Capital Improvements: Recently, the Northwest and North Park Branch Libraries received some much needed infrastructure attention. The North Park Library has reopened with new lighting fixtures in the office, reading room and basement. Air conditioning installation began at Northwest in early May.

System Meeting Draws More Than 100: The May 10^th System Meeting received a very high approval rating from branch, contract and Central library staff. The meeting opened with support services updates from Assistant Deputy Director Lucille DeFranks and Support Services Manager Carol A. Batt (see Bookpool item above).

As a result of feedback from the March electronic reference meeting, additional websites for answering some of the more common as well as some of the more unusual patron inquiries were demonstrated by Central reference specialists (Cynthia Van Ness, Carey Harmon, Herb Tinney, and Glenn Luba).

Assistant Deputy Director Ruth A. Collins concluded the meeting with a progress report on selection and implementation of electronic databases.

Also as part of this meeting, librarians took advantage of another "Snatch & Grab" (Central duplicate copies of circulating books available for units to add to their collections) and a display of recent and recommended reference books for branch and contracting librarians to examine before purchase (with an accompanying checklist for convenience/cost savings of multiple ordering). This annual support services and public services collaboration benefited from the work of Earl Kunz and Hedy Siock who coordinated checklist compilation with the recommendations submitted by Central subject specialists.

Holley Hosts Family History Dinner: Urban Services/Branch Division Manager Sharon Holley, who also serves as President of the Afro American Historical Association of the Niagara Frontier, presided over the Association’s well attended twenty-fourth annual Family History Dinner May 5^th. Dr. Stanton Biddle, Head Librarian of Baruch College, The City University of New York, delivered a genealogy presentation on the Peterson/Tolliver family of Pennsylvania and Allegany County, New York.

Regents Commission on Library Services: On April 6^th, Assistant Deputy Directors Ruth Collins and Lucille DeFranks represented B&ECPL at a meeting with members of the Regents Commission and directors of central libraries. The purpose was to offer comments/suggestions regarding the proposed plan of service for libraries in New York State in the 21^st century.

Donation Benefits Branch: The North Park Library was recently notified of a $600 donation from Jerry and Robert Pratter in honor of their mother Helen O. Pratter’s 85th birthday. Funds are to be used exclusively for children’s books and/or videos to benefit the North Park community.

Urban Planning Students Present Library Study: B&ECPL’s Coordinator of Service Evaluation and Planning Peggy A. Skotnicki and East Delavan Branch Manager Pat Covley were on hand when eight SUNYAB Urban Planning seniors presented the results of their study, "The Library Consolidation Plan and the University Community," on May 5^th. The group chose to examine the impact of the Library’s proposed strategic plan on the East Delavan, Fairfield, Kenilworth and Kensington libraries. While unable to reach consensus, the students did a thoughtful analysis of the plan, the four libraries and their surrounding communities. It was a worthwhile exercise that generated new data and different perspectives for implementing change.

Urban Library Council (ULC) President Speaks at UB: Professor George D’Elia of the School of Information Studies, SUNYAB, invited students, alumni, faculty, and local librarians to a program entitled, "Public Libraries: Strategic Directions for a Vibrant Future," featuring ULC President Eleanor Jo (Joey) Rodger. Ms. Rodger's unique leadership position, presiding over an association of 150+ public libraries (including B&ECPL) in US metropolitan areas, affords her the opportunity to view public library development from a national perspective, propose appropriate research projects, and further initiatives that influence the future of public libraries in this country. B&ECPL representatives Assistant Deputy Directors Ruth A. Collins and Lucille DeFranks reported that Ms. Rodger cautioned public libraries not to position their future existence solely on technology-based information services. With the rapid changes in technology and new niche businesses taking on that role, public libraries will not be able to keep pace. Instead, libraries should go back to their roots and do what they do best. She discussed the role of librarians as guides to quality source information and catalysts for children’s interest in reading. She urged students to consider a future in children’s services where, she predicted, they would be able to "write their own ticket" because that shortage is becoming critical.

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

Central Library Chiller (Air Conditioning System) Replacement To Be Operational by May 19^th: Final electrical connections for the units will be made this Sunday.

In preparing for the electrical switchover, the contractor found conditions in the building’s main electrical switches that required unanticipated repair work before the air conditioning electrical systems could be hooked up. This repair work requires power to the entire Central Library be shut down. To minimize any impact to library patrons (both using the library itself and using the library’s resources through the Internet) the work is scheduled to occur this Sunday morning (May 14^th). Work will begin shortly after midnight and conclude well before the library opens to the public at 1pm Sunday afternoon. A notice concerning this work was posted on the Library’s web site on Thursday to warn our on-line visitors.

E-Rate Funding For Year Two Router Upgrade Request Again Denied – An Appeal to be Filed with the FCC: Last November, the Schools and Libraries Division notified the library that it had denied funding for $5,138 in requested upgrades for routers in seventeen B&ECPL library outlets. Staff promptly appealed this denial. This week we received notice that our appeal was also denied. The appeal denial contained a new reason for denial that was not previously provided (or posted on the Schools & Libraries web site). The new reason cited: "the services requested are for the maintenance and memory upgrades of Cisco 2500 Series routers, which are remote access routers. Since remote access routers are ineligible products per program rules, maintenance and memory upgrades associated with these routers are also ineligible." The only problem with this reason… our routers DO NOT perform remote access functions nor are they equipped to do such.

The next step involves an appeal to the Federal Communications Commission. With Deputy Director Shirley Whelan’s assistance on the technical matters, I have written an appeal. The appeal has been reviewed by the Board’s Attorney, and will be filed early next week.

Work on the 2001 Budget Request Commences: Budget instructions were distributed to Contracting Library staff on April 30^th. To streamline the process, each library was provided a spreadsheet containing a baseline steady state budget request for the Year 2001. The baseline used Year 2001 Blue and White collar labor costs, year 2000 Librarian labor costs, and estimated utility expenses. This allows staff to simply review and update the spreadsheets rather than having to enter all employee detail and account requests from scratch. The spreadsheets were provided in print and made available on disk.

Business Office Vacancies Filled: This past month has seen two very welcome additions to the Business Office. Angela Slisz, Jr. Accountant joined the office on April 3^rd and has quickly dived into the grant accounting workload. Nancy Hammond, Accountant, joined the office May 8^th and will assume responsibility for payroll supervision and will provide accounting, audit, budget and E-rate support to Mr. Langowski and myself.

While the additions are good news, the Business Office is now without the capable assistance of Roberta Hougle, who is on medical leave. We miss her very much and look forward to her return.

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

Milestones of Science Web Site Unveiled: The first edition of the "Milestones of Science" web site was made available to all Internet users on April 19 to coincide with the initial broadcast of the video on PBS. While B&ECPL staff plans to make many enhancements to the current model and registration still must be transferred from Frank Frost, it provides an excellent framework to understand the value of the impressive collection. The URL of the web site is:

http://www.milestonesofscience.org/

"Dusty Book" Reports Completed: Special "Dusty Book" reports were prepared for each of our 52 libraries. The "Dusty Book" report was designed to assist librarians with collection maintenance by identifying library materials that have not circulated in over a year. It is a very popular tool.

FY 2000 LSTA Grant Implementation in Progress: The goal of B&ECPL’s FY 2000 LSTA Grant, "Training for Network Services: New Methods and Expanded Access," was to expand the services of the Central Library Training Lab through two initiatives.

The first was to adapt current workshops to the needs of branch and town libraries. To facilitate this process, a new workstation, for use by staff, will be placed in each of the regional libraries and the East Delavan branch.

The second was to enhance training opportunities for library patrons with vision impairment through the addition of software and hardware to provide screen magnification and voice output. A workstation has been installed in the Central Library Training Lab with "ZoomText" software and a large monitor for evaluation by our library staff.

Annual Nylink Advisory Group Meeting Held in Albany: I attended the annual Nylink Advisory Group meeting in Albany on April 11. As a newly appointed member of the Information Technology Group, my role is to suggest ideas for additions, changes and enhancements to Nylink services and programs. Learning more about the Nylink Cooperative Purchasing Program was particularly interesting and will be beneficial to BECPL as our collection of electronic resources is expanded.

Electronic Resources Collection Continues to Be Expanded: CollegeSourceŽ Online is now available at the Central Library and all regional libraries. It features over 12,900 College Catalogs in complete cover-to-cover original page format including 2-year, 4-year, graduate, and professional schools.

Server Shutdown Planned for Power Outage: Very early on the morning of Sunday, May 13, all servers, including our web server and the critical Alpha which processes our DRA library automation software, will be powered off to accommodate the required electrical work at the Central Library for the new chillers. All equipment will be turned on in time to facilitate Sunday hours.

Agenda Item G – Report of the Foundation Director. Ms. Vedder was not in attendance. A copy of her report which included information regarding cataloging and website for rare books, grants submitted to the Community Foundation for Greater Buffalo and the Children’s Foundation of Erie County, the Collins construction project, B&ECPL support and the Grosvenor Concert Series was included in board members’ packets.

Agenda Item H – Public Comment. ACT President Mary Jo Ketchum thanked Trustee Summer for her attendance at the NYSALB meeting in Rochester. She reported that the next ACT meeting will be held at the Eden Library on June 10^th. In response to her question regarding the Centralized Human Resources Pilot Project mentioned earlier in the meeting, Ms. Chrisman indicated that implementation depends on when the Board’s labor counsel approves the contract language and when a meeting is scheduled with the Librarians’ Association. It is expected that letters will be sent to each contract library board and director inviting their participation. Ms. Chrisman stated that if B&ECPL has contract language anything ready prior to the next ACT meeting that information will be shared with ACT.

Elizabeth Berry of Buffalo presented remarks pertaining to the Strategic Plan. In response to her question regarding the Regents Budget, Ms. Chrisman indicated that the Library has not received word on the State budget.

Mary Jo Durlak of West Falls represented the Friends of the West Falls Library and indicated that the Friends group would support a regional library in the five municipality region involved in the planning effort but only if the West Falls Library remains open.

Agenda Item I – Unfinished Business.

Agenda Item I.1 – Res. 2000-17 – Amendment to the Bylaws. Ms. Horton reported that the Bylaws Committee met after the April board meeting to discuss the proposed amendment to Article I, Section 3 of the Bylaws. The committee looked at possible alternatives and took into consideration the views expressed by trustees at the last meeting and after much debate decided to recommend adoption of Resolution 2000-17. On motion by Ms. Juncewicz and seconded by Ms. Panty the following was approved unanimously:

RESOLUTION 2000-17

Agenda Item J – New Business.

Agenda Item J.1 – Res. 2000-25 – LSTA Grant Applications FY 2001. Ms. Angstadt informed trustees that Resolution 2000-25 requests the Board’s permission to apply for an LSTA Information Access Through Technology grant in the amount of approximately $39,000. Initiative One will further the 2000 grant award to provide computer and adaptive software to each of the regional libraries and one branch library. B&ECPL also proposes engaging a consultant to train staff in assistive technology for the visually impaired. The second initiative provides for the addition of two new workshops to the training schedule.

Assistant Deputy Director Miles explained the second part of the grant application - Library Empowerment Opportunity for Students (LEOS). This grant request for approximately $70,500 will involve the cooperative efforts of high schools in the City of Buffalo and operate out of B&ECPL’s fifteen city branches. The goals of this project will be to introduce minority high school students to a possible library career; partner public and school librarians in a cooperative effort to benefit minority youth; provide much needed training for public librarians on teen issues; and provide job readiness skills/search skills to high school students.

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

RESOLUTION 2000-25

Agenda Item J.2 – Res. 2000-26 – Ranking of B&ECPL Literacy Applications. Mr. Mahaney reported that the Adult Literacy Services Grant is a state aid discretionary grant program providing funds for adult literacy/library projects. All applicants are required to submit a copy of their application and budget to their system for ranking. The West Seneca Public Library has developed an application for B&ECPL System ranking. No other applications were received. On motion by Ms. Panty and seconded by Ms. Horton the following was approved unanimously:

RESOLUTION 2000-26

Agenda Item J.3 – Res. 2000-27 – Holland Request for Microfilm Reader. Mr. Stone informed the Board that the Friends of the New York State Newspaper Project are undertaking a project to microfilm The Holland Guide, a local newspaper which ran from 1915 – 1918. The Town of Holland has requested the use of a surplus microfilm reader, if one is available, to read and/or read and print information from the microfilm generated from this project. As B&ECPL has a microfilm reader which would otherwise be surplussed, the proposed resolution authorizes the long-term loan of the unit to the Town of Holland for use in providing local public access to The Holland Guide. On motion by Mr. Shenk and seconded by Ms. Summer the following was approved unanimously:

RESOLUTION 2000-27

Agenda Item J.4 – Amendment to Resolution 2000-20. Mr. Plache reminded trustees that Resolution 2000-20 which was adopted at the April board meeting contained a "Resolved" clause which was deleted prior to adoption because of a proposed amendment to the Bylaws. As the Bylaws have now been amended, on motion by Mr. Plache and seconded by Ms. Summer the following amendment was added to Resolution 2000-20 and approved unanimously:

RESOLUTION 2000-20 AMENDMENT

RESOLVED, that by virtue of SALVATORE R. MARTOCHE’S exemplary service to the Library and his having served as Chairman and has now met the requirements under the terms of Article I, Section 3 of the Library’s Bylaws as amended, he be appointed Trustee Emeritus of the Buffalo and Erie County Public Library.

There being no further business, on motion by Mr. Roach and seconded by Ms. Horton the meeting was adjourned at approximately 4:55 p.m.

Respectfully submitted,
Annette A. Juncewicz, Secretary

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