catalog

databases

page turners

search our site

reference desk

kids corner

teen space

parents place

home

MEETING MINUTES

Minutes Regular Meeting of the Buffalo & Erie County Public Library Board of Trustees May 17, 2001

The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, May 17, 2001 in the Central Library pursuant to due notice to trustees. The following members were present: Daniel T. Roach, Chairman; Elaine M. Panty, Vice Chair; Judith K. Summer, Secretary; James W. Burns, Treasurer; William Brosnahan; Phyllis A. Horton; Annette A. Juncewicz; Rebecca L. Mahoney; Evelyn Pizarro; Abdul H. Raoof, Ph.D.; Sharon A. Thomas; Stanley H. Zagora; George M. Zimmermann, Trustee Emeritus;

Excused: Robert J. Plache; Casimiro D. Rodriguez, out of town; Wayne D. Wisbaum, out of town; Roland R. Benzow, Trustee Emeritus; Richard O. Hopkins, Trustee Emeritus; Salvatore R. Martoche, Trustee Emeritus; Morton H. Stovroff, Trustee Emeritus

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

Agenda Item B – Approval / Changes to the Agenda. The agenda was approved as presented on motion by Ms. Panty and seconded by Ms. Horton.

Agenda Item C – Minutes of the Meeting of April 19, 2001. On motion by Ms. Mahoney and seconded by Ms. Horton the Minutes of the meeting of April 19, 2001 were approved as mailed.

Agenda Item D – Report of the Chairman. Mr. Roach called on Director Chrisman to report on an event which may take place during the meeting.

Ms. Chrisman asked trustees to complete the library card applications distributed at the start of the meeting. She indicated that a Buffalo News reporter is scheduled to arrive at approximately 4:30 p.m. to take a picture of trustees receiving their new library cards in advance of the Re-registration program campaign which will commence on May 21, 2001.

Agenda Item E – Committee Reports.

Agenda Item E.1 – Executive Committee. Ms. Panty reported that representatives from the Ultra-Scan Corporation of Buffalo presented a demonstration of a scanning device which is used world wide for identification purposes. The Executive Committee will discuss this procedure at its next meeting and will present detailed information to the Board at a future meeting. Following the demonstration, Deputy Director Ken Stone outlined the items on today’s agenda. Topics of discussion included the new North Jefferson project, solar heating for the Central Library and a proposed policy regarding the receipt of memorial gifts.

Agenda Item E.2 – Budget & Finance Committee. Mr. Burns called on Mr. Stone to present the items listed below.

Agenda Item E.2.a – County Legislature Member Aid. Mr. Stone informed the Board that at its meeting on April 26^th, the Erie County Legislature adopted resolutions allocating funds from various accounts as indicated in the proposed resolution. On motion by Ms. Panty and seconded by Ms. Horton, the following was approved unanimously:

RESOLUTION 2001-27

Agenda Item E.2.b – State Corrections Grant. Mr. Stone reported that state funded grants which provide library services to state and county correctional facilities are based on prison populations which change from year to year. Adjustments and corrections for several projects years are indicated in the proposed resolution. There being no discussion, on motion by Ms. Horton and seconded by Ms. Juncewicz, the following was approved unanimously:

RESOLUTION 2001-28

Agenda Item E.2.c – Monthly Financial Report. The Monthly Financial Report for the period ending March 31, 2001 was distributed for the Board’s information.

Agenda Item E.3 – Legislative Committee. Ms. Mahoney reported that she had sent letters to local Assembly and Senate members requesting their support of the New Century Libraries Aid bills which will invest $95 million in libraries across New York State. Information was also transmitted to contract library directors asking them to contact their legislators. Responses have been received from several assemblymen and senators. Ms. Mahoney asked trustees to lobby their state representatives regarding passage of the bills which would provide funds for construction of the new North Jefferson Library project. During discussion of a Buffalo News editorial regarding the New Century Libraries Initiative, Ms. Mahoney indicated that she will respond to the Editorial Board explaining B&ECPL’s position regarding the importance of this bill to the Library and community.

Agenda Item F – Report of the Director. In addition to her written report Director Chrisman informed trustees that Patricia Angstadt, Assistant Deputy Director for Human Resources, has been offered a position with the Penfield School District. Her appointment will not be firmfinalized until the school board meets in early June. Ms. Chrisman indicated that the Library will miss Ms. Angstadt and wishes her well in her new endeavor. The Human Resources position has been posted in the Central Library and will be advertised in Human Resources publications andas well as the Buffalo News.

Ms. Chrisman reported that the unveiling of the Forgotten "Negro Exhibit" souvenir pamphlet on Saturday, May 12^th at the Central Library’s Ring of Knowledge was very successful. She expressed her appreciation to trustees Panty and Juncewicz for their attendance at the event. Lillian Williams, Associate Professor at the State University of New York at Albany, gave a wonderful presentation to the more than 100 guests. Among those in attendance was Geraldine Barclay, the great grand niece of Mary Talbert, who was instrumental in the organization of the Pan American Exposition’s Negro Exhibit one hundred years ago.

Deputy Director Michael Mahaney, Assistant Deputy Director Ruth Collins and System Public Services Manager Carol Batt accompanied Director Chrisman to the Public Library System Directors Organization (PULISDO) meeting at Lake Placid on May 14-15. Conference presenters included Marilyn Gell Mason, former director of the Cleveland Public Library; David Hughes, principal investigator of the National Science Foundation who spoke on wireless communication and Karen Schneider, a leading expert on Intellectual Freedom who spoke about the Children’s hood Internet Protection Act (CIPA), which is on the agenda of today’s meeting. Ms. Chrisman also attended a session on the rules and regulations of chartering libraries.

The Library learned today that its automation vendor, Data Research Associates, is merging with SIRSI, another well-known automation vendor. Administrators will analyze what this will mean to the Library and explore otherfuture options.

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

Centralized Human Resources (CHR) Update: So far, so good with efforts to implement the CHR Pilot Program at the Aurora, Lancaster and City of Tonawanda libraries! In a letter of thanks to Assistant Deputy Director Patricia Angstadt for help in the City of Tonawanda’s search for a director, Board President Bonnie Bugbee stated "Our participation in the ‘One Hiring Program’ made the process most enlightening and enjoyable. I spoke with the previous Board president and he told me of the lengthy drawn out process in place prior to this new relationship with the County." System administrators appreciate Ms. Bugbee’s comment and look forward to working with other contract libraries to refine and strengthen B&ECPL’s human resources procedures.

The Next Chapter -- B&ECPL’s Re-Registration Campaign Begins: As announced in Deputy Director Michael Mahaney’s report last month, the B&ECPL begins its re-registration campaign for borrowers throughout Erie County on May 21^st. Through the re-registration of borrowers, the System will update its records and purge inactive accounts from its database, resulting in more efficient data management and more accurate activity reports.

As part of the re-registration campaign, the B&ECPL will introduce its new library cards to the public. Unique cards will be available for children and young adults, while the adult card has its own distinct appearance.

Along with new cards, the B&ECPL is offering new services. Through the re-registration process, patrons may select a Personal Identification Number (PIN), whose use will enable them to renew materials online (if their renewal limit is not exceeded) and examine their own B&ECPL account to verify outstanding, reserved and overdue items as well as any accumulated fines or fees.

On May 9^th, more than 100 staff from nearly every B&ECPL location convened at the Central Library for a briefing on circulation and registration changes and to receive packets of new applications, as well as promotional and support materials. The re-registration planning team (Assistant Deputy Directors Lucille DeFranks and Ami Savigny, librarians Ann Kling and Mary Jean Jakubowski and Deputy Director Mahaney) introduced the various elements of the campaign (including a Second Chance Program sponsored by the Library Foundation and a collaborative re-registration effort with the Buffalo Public Schools) and responded to comments and questions from customer service and support staff.

In addition, the B&ECPL is introducing its OnLine Book Club, whose members receive chapters from popular books in their daily e-mail. Each day, the Library will e-mail a portion of a chapter, which takes approximately five minutes to read. After two or three complete chapters from a book have been sent, a new book will begin.

The B&ECPL also unveils its new web site May 21^st. The updated site includes a new layout and design incorporating the B&ECPL logo as well as additional information organized in a more user-friendly manner.

Deadline Extended for Twain Competition: The B&ECPL has extended the deadline for its Mark Twain Writing Competition to June 25^th, 2001. The Library launched the international competition on March 1^st, challenging writers ages 14 and older to create an ending for Twain’s unpublished short story, "A Murder, a Mystery and a Marriage." Numerous requests from entrants, especially in the young writers category, were key to the decision.

To date, the competition information on B&ECPL’s web site has received more than 10,000 hits and media coverage continues to be extensive.

Celebrating a Pan American Treasure: On May 12^th, the B&ECPL and the Library Foundation of Buffalo and Erie County will unveil the "Negro Exhibit" Souvenir Pamphlet discovered in the Grosvenor Rare Book Room and present a program on its historical significance to the Pan American Exposition, African Americans and the Buffalo region. Lillian Williams, professor of Women’s Studies at SUNY Albany and author of A History of Black Buffalo, will provide remarks after an introduction by William Loos, B&ECPL Rare Book Curator. A publication highlighting this discovery, entitled The Forgotten "Negro Exhibit," will be available for a $10 contribution to the Library Foundation.

Groundbreaking for the Newstead Public Library: Groundbreaking ceremonies for the Newstead Public Library were held on May 7^th, with representatives from the Newstead Library Board, the Town Board, the Erie County Legislature and the County Executive’s Office in attendance as well as Deputy Director Michael Mahaney, Planning Coordinator Peggy Skotnicki and the Director. Congressman Thomas Reynolds delivered the keynote remarks.

Buffalo Public Schools Annual Art Show: A reception to initiate "Our Best in 2001: Buffalo Youth in Art" was held on May 9^th at the Central Library’s Ring of Knowledge. The B&ECPL is honored to once again host this exhibition, which presents excellent student work using a wide range of artistic techniques.

Touch and Go!: At the May 10^th meeting of the Executive Committee, trustees were introduced to a new process of identification without the use of a library card. Touch and Go! employs a revolutionary technology that is being used throughout the world in a variety of applications. It identifies a person by imaging a finger, eliminating the need for library cards or other ID. Executive Committee members will continue to discuss the concept and its application for the B&ECPL at their June meeting.

AAUW Members Visit Central: On May 9^th, members of the Amherst Branch of the American Association of University Women attended a reception at the Central Library to hear a talk about the Library’s planning process and strategic directions for the future. The organization’s Pathfinder Award, which is accorded to women in a non-traditional role such as director of a large public library, was presented to the Director. Deputy Director Michael Mahaney, Assistant Deputy Director Ruth Collins and Rare Book Curator William Loos attended the session, which concluded with Mr. Loos’ tour of the Mark Twain Room.

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

Jefferson Construction Project: On May 8^th, Assistant Deputy Director William A. Miles, librarians Peggy A. Skotnicki and Sharon Holley, and the deputy director attended the Buffalo City Planning Board’s public hearing on the project. While favorably impressed with the design, the Board tabled the plan until the City’s Division of Real Estate acquires two final parcels and controls the entire site. Designing the interior floor plan, especially shelving and furniture placement, is the next task in this project. The African Village design theme creates innovative circular and curved spaces that complicate the arrangement of furnishings and equipment. Despite these challenges, staff is up to the task and layouts are in development. The Board’s Legislative Committee, under chair Rebecca Mahoney, is seeking funds to supplement the City of Buffalo’s project budget of $4.3 million. Recent cost projections for the completed project exceed $5 million.

Clarence Construction Project: The opening of the new Clarence Public Library has been postponed until late summer or early fall due to delays in the receipt of lighting fixtures. B&ECPL staff toured the new facility and were impressed with its beauty and the quality of the materials used. Plans to move the collection from the old building to the new one are being discussed.

Five-Year Plan of Service: The B&ECPL Plan of Service must be submitted to New York State’s Division of Library Development by June 30^th. The plan is progressing, based on Expanding Horizons and the preliminary reports of the New Services Task Force. A draft will be distributed to staff and contract library boards of trustees by May 25^th. Comments and suggestions will be accepted until June 8^th, with the final document presented to the Board for approval at its June meeting.

Seniors Connect. On April 26^th, community leaders and representatives from more than twenty human service agencies serving Buffalo area seniors attended a breakfast meeting to learn about the Seniors Connect Program. Funded as a pilot project through the Community Foundation for Greater Buffalo, this collaboration between the Kaleida Health Libraries (Diane Schwartz, Director) and the Central Library (Assistant Deputy Director Ruth Collins), is targeting senior citizens and their caregivers for small group instruction on using computers to retrieve reliable medical information. Monthly workshops and practice sessions will begin in June and run through November at the Niagara and East Delavan branches.

Summer Cybercamp. Through the generous support of the Erie County Legislature, children entering grades 4 through 7 will have the opportunity to attend a 4-day (3 hours each) session of computer-based fun and learning at one of 21 libraries during the months of July and August. 13 of the remaining libraries have opted to host a special single day program. Details and registration information can be found on the Library’s website.

Child Fair and Expo: Visitors to the Child Fair and Expo, held at the Convention Center on April 21^st and 22^nd, found the Library Corner and lots of fun thanks to Carol Batt and the Children’s Department staff. Storybook character Bunnicula (portrayed alternately by Deputy Director Ken Stone and volunteer Mark Collins) was a hit again this year along with books, crafts, and hourly prize drawings made possible by the Library Foundation.

Buffalo Bred / Buffalo Bound. A first for the Library, this arts forum and reception, funded jointly by an ALA "Live at the Library" grant and the Library Foundation, attracted more than 100 guests for the opening event April 19^th. A program the following evening drew an audience of 50 to the University at Buffalo for a media presentation of local artists’ work. To complete the series, a hands-on workshop for children resulted in original mask creations by 22 of Buffalo’s budding young artists.

Collection Development Grant Awards: The popular and successful program initiated last year proved to be even more so in 2001. A portion of the 2001 Materials Budget was set aside to fund special projects identified by staff to strengthen collections throughout the System. 54 applications totaling $363,877 in support of a variety of worthy programs were submitted. However, with only $170,700 budgeted, some requests were denied and others received only partial funding. The Materials Budget Committee (Carol Batt, Lucille DeFranks-Chair, Sharon Edward, Sharon Holley, Elaine Mahaney, Sue Minekime and Judy Rivard) is to be commended for its judicious, albeit difficult, decisions regarding the allocation of these funds. The Committee’s recommendations were forwarded to the Administration for final approval. As a result of this process, library users soon will see bigger and better foreign language, multi-cultural, audio-visual and children’s collections at various locations throughout the county.

A Sabre in the Stacks: In April, the Northwest Branch Library welcomed a noteworthy visitor, Buffalo Sabre Maxim Afinogenov, who stopped in to read the latest USA Today and to look for books in Russian. Branch Manager Tim Galvin advised him of Central's Russian language resources and showed him how to access information from the library's computers.

United Way Campaign 2001: A team of staff from the Department of Extension Services are coordinating this year’s United Way Campaign for the B&ECPL. The team includes Campaign Coordinator Patricia Covley, Sharon Holley, Debra Lawrence and Claudia Yates.

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

B&ECPL to Receive additional E-Rate Funds: In March of 2000, the Library had the opportunity to apply for a "second round" of E-Rate funding for year two of the program, which ran from 7/1/1999 through 6/30/2000. A very limited amount of time was allowed for the application process and funds were available essentially on a first come first served basis. The lengthy delay in Schools and Libraries Division consideration of these proposals resulted from their need to concentrate on the Year 3 funding process, which was also under way at the time.

On April 30^th of this year, we received notice that our requests were approved for funding, with discounts totaling $52,805. The lion’s share of the award, $29,545 will partially reimburse the library for the cost of upgrading the Alpha computer, which serves as the library’s domain name server and Email host as well as hosting the on-line catalog. Deputy Director Whelan and I are very pleased that the midnight oil burned to generate these proposals finally paid off.

Electricity Pool Proceeding and Additional Opportunities Being Pursued: Contracting libraries directly billed by NYSEG and NIMO have switched to the Erie County Electricity Pool, which will provide a stable rate throughout the upcoming summer months and into next year.

Additionally, I am working with Gerard J. Sentz, P.E., Erie County’s Director, Energy, Utility and Grant Management on an energy saving/generation grant opportunity. The New York State Energy Research and Development Authority (NYSERDA) summer peak demand reduction measures and grid connected photovoltaic (PV) systems program could result in placing photovoltaic cells (solar energy) on the roof of the Central Library. It would also assist the library in taking advantage of the New York Independent System Operator’s (NYISO) Demand Response Program. Under this program, NYISO will pay the library to reduce load at NYISO’s request should a power emergency arise. The Central Library’s energy management system is already set up to shed load to manage our demand charge and could easily be adapted to shed load when needed to meet NYISO Load Curtailment requirements. We are in the process of prioritizing items to shed to participate in the program while minimizing impact to the public. I will keep you advised as this project progresses.

County 2002 Capital Project Request for the Library Submitted on Time: The multi-year request, which was the product of extensive staff review under the direction of the Board’s Budget and Finance Committee, consists of four projects:

• Purchase of Library Materials (books, media, serials, databases) – 2002-2007, $4,906,217 requested in 2002;
• Central Library Mechanical Equipment & Building Improvements Phase II – 2002-2007, $1,000,000 requested in 2002;
• System-wide Equipment/furnishings Improvements, Replacements & Upgrades– 2002-2007, $500,000 requested in 2002; and
• Central Library Public Parking– 2003-2005, $250,000 requested for feasibility, environmental and planning work in 2003 and $13,500,000 requested for site acquisition and construction in 2004-2005.

Historically, the capital budget has supported capital improvements in the County-owned Central Library building, and projects such as the OPAC system and replacing bookmobiles. It is important to note that as of 2001, the County moved B&ECPL’s library materials, furnishing & fixtures, and technical equipment expenditures to the Capital Budget, funded by tobacco settlement proceeds.

These requests stem directly from needs identified in Expanding Horizons. I will keep you advised as the process moves forward.

Collections Agency Training Offered: This week, a representative of Unique Management Services provided training and answered questions concerning their "gentle" approach to recovering long overdue library materials and fines. Unique serves over 400 libraries and library systems in the United States and Canada, with libraries being their only clients. Plans now call for first referrals to begin in late June. Since late February, patrons with materials that become 60 days overdue have been advised that their accounts might be sent to collections in the future. The emphasis, as always, remains on the prompt return of library materials so that they will be available for others to use and enjoy!

Discover, Mastercard, and Visa to be Accepted at the Central Library: With board approval of the proposal from Key Merchant services, the Central Library will begin accepting credit cards for payment by late May/early June. Card swipe equipment, phone line activation, and staff training are either planned or underway.

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

Bill and Melinda Gates Foundation Grant for New York State Computers Installed: This month, Aaron Smith, a trainer from the Bill and Melinda Gates Foundation, traveled to Western New York to work with Network Support and staffs from the Reinstein, Kenilworth and Sheridan Parkside branch libraries. During his stay, a total of fourteen new public access computers were added to our network. The computers incorporated new applications for children and upgraded reference programs including Encarta 2001 and Encarta Africana. Mr. Smith conducted training in these programs, which was also attended by Carol Batt, Manager of System Public Services and Mary Ann Ozimek, Core Technology Trainer.

Aaron had very positive comments about the technical capabilities of our staff and praised both our intensive staff training programs and public access computing environment. In particular, he liked the B&ECPL "remote control" program which allows staff members to "log on" patrons from the charge or distribution desk.

Re-registration Program Preparations Made: Network Support is very busy completing the necessary activities to prepare for the Re-registration program. Modification to the DRA Web1 program to provide patron information was made. In addition, equipment required to handle the expected increase in activity is being installed and special reports are being developed.

Collection Agency Program Implementation In-Progress: Detailed plans to interface our Library Automation System to the Unique Management program are being made. A schedule will be finalized and tests will be made in the coming month.

Annual Nylink Advisory Group Meeting Held in Albany: I attended the annual Nylink Advisory Group meeting in Albany on April 26. As one of 16 regional OCLC-affiliated networks, Nylink provides user support and training for OCLC products and services to B&ECPL and other member libraries. Additionally, Nylink provides training, support and consulting services for libraries on a broad range of technology-related issues, and facilitates group purchasing opportunities to help libraries obtain cost- effective alternatives to electronic information.

In my second year as an appointed member of the Information Technology Group, I was much more vocal in recommending ideas for additions, changes and enhancements to Nylink services and programs. Our need for focused training in Buffalo, preferably in our Training Lab, was stressed. In addition, it was requested that Nylink work with B&ECPL and other public libraries to add relevant products to their Cooperative Purchasing Program.

Learning more about the "OCLC Roadmap," future plans and migration paths was particularly informative and beneficial. Also, the opportunity to contribute to the development of a continuing "Technology Fluency" distance-education institute, funded with a grant from the Institute of Museum and Library Services, was valuable.

Agenda Item G – Report of the Foundation Director. Ms. Chrisman reported that Foundation Director Kathryn Vedder was not in attendance. Ms. Vedder’s daughter won first place in the Buffalo News Political Cartoon Contest and was being honored at a reception with political cartoonist Tom Toles. Ms. Vedder’s written report, which was distributed earlier in the meeting, consisted of information on the Mark Twain Writing Contest, the Forgotten Negro Exhibit, the Grosvenor Concert Series, the Collins Public Library New Building Fund and B&ECPL Funding Support.

Agenda Item H – Public Comment. Valerie Niederhoffer of Buffalo asked for a copy of the Library’s "culling" policy.

Dorothy Utnik of Buffalo presented her views on discarding outdated reference books.

Elizabeth Berry of Buffalo asked for the following written information: Book Budget Formula, Method of determining Buffalo library branches budgets, Buffalo branch libraries personnel placement policies, Book culling policies, Library Standards referred to by B&ECPL’s Expanding Horizons, on which keeping libraries open depends.

Agenda Item I – Unfinished Business. No unfinished business.

Agenda Item J – New Business.

Agenda Item J.1 – LSTA Grant Application. Ms. Chrisman informed trustees that Board approval is requested for staff to develop a proposal for LSTA grant funding. The Library Involvement For Teens (LIFT) program developed by the Extension Services Department will provide an opportunity for the fifteen city branches to purchase materials in all kinds of formats for 12-1612 to 16 year-olds. Expanding Horizons noted that this age group is underserved in our community. Following discussion, on motion by Ms. Mahoney and seconded by Ms. Horton, Resolution 2001-29 was approved unanimously.

RESOLUTION 2001-29

Agenda Item J.2 – Administrative Compensation Review Committee Recommendations. In the absence of Committee Chair Plache, Ms. Chrisman indicated that the Committee met a number of times earlier in the year and recommends approval of Resolution 2001-30. On motion by Ms. Horton and seconded by Ms. Juncewicz the following was approved unanimously:

RESOLUTION 2001-30

• 3.25 percent July 1, 2001
• 3.00 percent July 1, 2002
• 3.00 percent July 1, 2003

Agenda Item J.3 – CIPA Implementation. Mr. Stone reported that the Children’s Internet Protection ACT (CIPA) imposes significant changes in the way most libraries provide access to the Internet. The proposal is being challenged in court by a number of organizations. However, unless otherwise determined by the courts, its requirements must be addressed by any school or library planning to utilize the federal Library Services and Technology Act (LSTA) and Universal Service Program (E-Rate) funding. Following some discussion, on motion by Mr. Burns and seconded by Dr. Raoof, the proposed resolution was approved unanimously:

RESOLUTION 2001-31

1. Review existing Library policies and develop recommended changes to comply with CIPA;
2. Research technology protection measures that could operate efficiently and effectively as part of the

library’s network; and

3. Develop specifications and requirements for technology protection measures needed as part of the procurement process, and be it further

There being no further business, on motion by Ms. Horton and seconded by Ms. Mahoney the meeting was adjourned at approximately 4:30 p.m.

Respectfully submitted,
Judith K. Summer, Secretary

Return to top of page