MEETING MINUTES
Minutes Regular Meeting of the Buffalo & Erie County Public Library Board of Trustees November 15, 2001
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, November 15, 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; Phyllis A. Horton; Annette A. Juncewicz; Rebecca L. Mahoney; Robert J. Plache; Sharon A. Thomas; Wayne D. Wisbaum; Stanley H. Zagora;
Excused: James W. Burns, conflict; William Brosnahan, out of town; Abdul H. Raoof, conflict; Roland R. Benzow, Trustee Emeritus; Richard O. Hopkins, Trustee Emeritus; Salvatore R. Martoche, Trustee Emeritus; Morton H. Stovroff, Trustee Emeritus; George M. Zimmermann, 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 submitted.
Agenda Item C – Minutes of the Meeting of October 18, 2001. On motion by Ms. Mahoney and seconded by Ms. Panty, the Minutes of the meeting of October 18, 2001 were approved as presented.
Agenda Item D – Report of the Chair. Mr. Roach informed the Board that he attended the Library’s Legislative budget hearing on November 14th. He indicated that Director Chrisman will report further on the hearing during her presentation.
Agenda Item E – Committee Reports.
Agenda Item E.1 – Executive Committee. Ms. Panty reported that Deputy Director Kenneth Stone presented information on today’s agenda items at the November 8th Executive Committee meeting.
Agenda Item E.2 – Budget & Finance Committee. In the absence of Mr. Burns, Mr. Stone presented the Committee’s report.
Agenda Item E.2.a – Contract Library Transfers. On motion by Ms. Horton and seconded by Ms. Panty, the following was approved unanimously:
RESOLUTION 2001-60
WHEREAS, a request for budget transfers has been received from the Hamburg Public Library, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approve transfers totaling $9,911 within the budget of the Hamburg Public Library.
Agenda Item E.2.b – Authorization for Year-End Transfers in Excess of $5000. Mr. Stone reported that this item authorizes the Library Director to approve transfers in excess of $5000 as indicated in proposed Resolution 2001-61. On motion by Ms. Juncewicz and seconded by Ms. Horton, the following was approved unanimously:
RESOLUTION 2001-61
WHEREAS, the 2001 year-end closing process is approaching and involves finalizing encumbrances (or commitments to spend budgeted funds), and
WHEREAS, it may be in the Library’s interest to encumber items that may require budget transfers in excess of $5,000, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the Library Director, with the approval of the Chairman of the Board or the Chairman of the Budget and Finance Committee, to approve transfers within the budget impacting objects of expenditure in excess of $5,000 for the purposes of making year-end encumbrances and/or expenditures, and be it further
RESOLVED, that any such transfers be submitted to the Library Board of Trustees for ratification prior to the final close of the fiscal year.
Agenda Item E.2.c – Ariel Software & Scanner. Mr. Stone informed Trustees that the following resolution amends the Regional Bibliographic Database (RBDB) grant to include a $1900 award for the purchase of Ariel software and a scanner. On motion by Ms. Panty and seconded by Ms. Juncewicz, the following was approved unanimously:
RESOLUTION 2001-62
WHEREAS, the Library recently received a notice of award in the amount of $1,900 for a supplemental Regional Bibliographic Database (RBDB) Grant for the purchase of Ariel software and a scanner, and
WHEREAS, this software and scanner will be combined with a Library purchased computer workstation to supplement paper and fax-based document delivery methods with a more efficient electronic transmission system, allowing the library to rapidly transmit scanned documents over the Internet to other libraries, and
WHEREAS, B&ECPL patrons will benefit from speedier and higher quality reference document retrieval, with output of superior quality to fax transmissions that can be directed to a laser printer or e-mailed directly to patrons, saving postage and/or telephone charges, now therefore be it
RESOLVED, that the Buffalo & Erie County Public Library Board of Trustees amends the RBDB grant budget adding grant revenues and expenditures totaling $1,900 for the purchase of Ariel software and a scanner.
Agenda Item E.2.d – ETI Transfers. Resolution 2001-63 approves Educational Technology Initiative projects in the City of Buffalo branch libraries as indicated below. Following discussion, on motion by Ms. Mahoney and seconded by Ms. Horton, the following was approved unanimously:
RESOLUTION 2001-63
WHEREAS, on July 13th, the Erie County Legislature unanimously approved the $1 million BECPL Educational Technology Initiative, a major boost towards improving technology and service capacity in all 52 Buffalo and Erie County libraries, and
WHEREAS, on July 20th, the Board of Trustees adopted Resolution 2000-38 gratefully accepting these funds from the Erie County Legislature and approving a budget amendment to allocate these proceeds, and
WHEREAS, one element of the grant provided $620,000 for technology and facility improvements at each library, and
WHEREAS, given that the specific items to be purchased and improvements to be made for this funding will not be determined until proposals for each individual library are received, reviewed and approved by Library Board resolution, the proceeds were placed in one account, the system’s technology equipment account (SFG #820973420933), with the intention that as proposals are approved, the funds will be transferred to the appropriate account in the same resolution, and
WHEREAS, the Buffalo branch libraries have requested $254,835 in ETI grant funds and obtained commitments for $44,970 in matching funds for a total of $299,805 in project expenditures, and
WHEREAS, the proposed projects will repaint the interior of 13 branches, purchase 6 additional computers, re-carpet one branch, replace aging chairs and tables at 13 branches, replace fax machines at all branches, and add multimedia/computer projectors at 8 branches, and
WHEREAS, City Public Works Commissioner Joseph N. Giambra has pledged the required matching funds for the projects, generated from City of Buffalo Community Development funds, and
WHEREAS, to implement the non-technical equipment portion of the project, budget transfers are needed, and
WHEREAS, the proposed project was reviewed by Director Chrisman and Deputy Directors Mahaney, Stone and Whelan, who recommend approval of the ETI funds requested, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves $254,835 in ETI funds for these projects, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes a budget transfer of $202,605 in the year 2001 budget from SFG #820973420933 to the following Library SFG Accounts:
Buffalo Branches Amount Use TO SFG#
$ 37,530 Repair & Maintenance - Painting 823
$ 8,199 Building & Grounds - Carpeting 931
$156,876 Furnishings 932
TOTAL $202,605
Agenda Item E.2.e – Monthly Financial Report. The Monthly Financial Report for the period ending 9/30/01 was presented for information.
Agenda Item F – Report of the Director. Ms. Chrisman called attention to the 2001 Budget Request which was presented to the Erie County Legislature on November 14th. She complimented Mr. Stone on the budget preparation and indicated that legislators listened attentively to Chairman Roach and Mr. Stone during their presentations. She expressed her appreciation to B&ECPL Trustee Judy Summer and Lancaster Library Trustee Albert Martin for their attendance at the hearing.
In response to Legislator Judith Fisher’s questions regarding ETI grants for Buffalo branch libraries, Mr. Stone prepared a spreadsheet of all the grants completed to date for her information. Copies of the spreadsheet will also be transmitted to B&ECPL trustees.
Ms. Chrisman reported that she and Chairman Roach received a letter from Legislator Lynn Marinelli indicating her support for renewal of the Library Protection Act. Her letter also included a request that the Library Board impose a moratorium on library construction projects. Ms. Chrisman spoke with Ms. Marinelli at the budget hearing and informed the legislator that she will respond to her letter in writing. Ms. Chrisman circulated an article on library construction that appeared in today’s Buffalo News. During a lengthy discussion of the newspaper article, Ms. Mahoney suggested that someone from Legislator Marinelli’s staff be invited to join Deputy County Executive Carl Calabrese on the Library’s RENEWAL Project Committee, whose topics for discussion include new library construction.
Ms. Chrisman introduced Tony Fischetti of the New York Public Library who is in Buffalo to work with B&ECPL staff on the Library’s Process Improvement Study. The goal of the study is to allocate staff in a fair and equitable way and to develop standards to ensure productivity. This study, in conjunction with the "Count for Something" project, will give statistical evidence to help the Library make decisions in the future.
Ms. Chrisman informed trustees that the Finger Imaging Identification Project, which was approved at the June 21st Board meeting, began on November 14th.
The Rare Book Cataloging project, funded by the John R. Oishei Foundation, will commence very soon. Most of the staff is in place and will begin cataloging those items from B&ECPL’s Rare Book collection that do not already appear in the online catalog. The Rare Book and Poetry Collection at the University at Buffalo will follow. This project will enable B&ECPL to put its entire rare book collection online. During discussion, in response to Ms. Summer’s question regarding security procedures for the Library’s rare book collection, Ms. Chrisman expressed her confidence in Library security, but indicated that staff may have to take a broader look at security for rare books.
The following report was submitted by the Director and transmitted to Board members prior to the meeting:
Collins Library Celebrates Grand Opening: On October 22nd, the new library opened to the public, with the official grand opening on October 27th. Collins community members, public officials, B&ECPL staff and trustee Elaine Panty attended the ceremony. Presenters for the morning festivities included the Honorable Donald Tew, Supervisor of the Town of Collins; Salvatore Dicembre, Collins Library Board President; County Executive Joel Giambra; the Honorable Steven McCarville, Erie County Legislator; David Walter, Project Architect; Collins Library Manager Karen Koch and the Director. Local residents expressed pride and pleasure in the beautiful, state-of–the-art, 8,000 square-foot library. Congratulations to the Collins community for a job well done.
County’s Budget Hearings Scheduled: The County Executive’s Recommended Budget was released on November 9th. The Library is scheduled to appear before the County Legislature on November 14th at 10:30 a.m. Trustees are encouraged to attend the session, which will be held in the Legislative Chambers of County Hall, 25 Delaware Avenue. The official public hearing is November 14th at 5:15 p.m.
The Space Bar is a Hit!: On October 23rd, "Hit the Space Bar," was the theme as the B&ECPL unveiled its new youth resource center computers during a kick-off celebration at the Dudley Branch Library. Joined by students from St. Ambrose School, County Legislature Chairman Charles Swanick and the Director cut the ribbon, and librarian Chris Moesch, Manager of System Youth Services, treated the enthusiastic fourth graders to a hands-on demonstration. These new PCs funded by the Erie County Legislature’s Educational Technology Initiative (ETI) are loaded with software components that correlate with the NYS curriculum for grades 4-8. Installation of the workstations and creation of corresponding promotional materials was orchestrated by the Office of System Public Services, Network Support staff and Graphics Department. The Buffalo News and WKBW-TV, Channel 7 covered the grand-opening event.
Central Space Design Proceeds: The Central Space Design Team headed by Assistant Deputy Director Ruth Collins, and including Central Library managers, Carol Batt and Ward Pautler, as well as Habiterra Design Team professionals, David Walter and Tim Benson, continues to collect and refine data (staff input and collection statistics) to use in developing recommendations for a Central Library renovation. In addition, Mrs. Batt brought back useful insight from her attendance at a New York Library Association pre-conference entitled "Blueprint for Success," a seven-hour session held in Albany October 24th, which provided in-depth reviews of guidelines for working with library builders and design professionals.
"If All of Buffalo Reads..." On October 25th, author Joan Murray gave a stirring reading from her book, Queen of the Mist, in the Central Library’s Mason O. Damon auditorium. Following this, Buffalonians prominent in their respective fields provided commentary, including personal anecdotes of the barriers each had to overcome in his or her life. Not unlike the book’s protagonist -- a 63-year-old woman who did the unthinkable 100 years ago when she plunged over Niagara Falls in a barrel -- panelists battled fear and (in some cases) discrimination in their lives and work. This program was one of several featuring Ms. Murray that Just Buffalo Literary Center brought to the community through a grant from the John R. Oishei Foundation. The Central Library was pleased to host a reception prior to the performance with funding provided by the Library Foundation.
Teens Read at Buffalo Branches: From October 14th through 20th, the City’s branch libraries celebrated Teen Read Week with a variety of programs, displays and contests -- all to encourage teens to experience the excitement of reading. These programs were presented in conjunction with the LSTA-funded LIFT (Library Involvement For Teens) Project, which will introduce storytellers, writers, speakers, exciting activities, and new library materials in coming months.
Youth Services Group Inspires Librarians: On October 3rd, more than 30 youth services providers attended an in-service meeting at the Reinstein Memorial Library. Librarians Bonnie Everett (Reinstein) and Lucy Stanton (Amherst) presented an informative and stimulating segment covering the planning and execution of toddler programs. A craft exchange and a collection enhancement opportunity (the give-away of gift children’s books and good condition discards from the Children’s Department) were popular features of the program.
Count for Something: The sampling campaign concluded successfully November 3rd. Evaluation forms are being distributed to volunteers and participating libraries and a wrap-up session was held November 7th. The Performance Measures Committee will review all feedback and sampling results and issue a report in December.
GIS (Geographic Information Systems): A Request for Proposal issued by Erie County for the GIS Needs Assessment study received four responses. Representatives of the local governments participating in the grant (Erie County, the Towns of Cheektowaga and Wales and the B&ECPL) reviewed the proposals and interviewed two finalists. GIS Resource Group of D’Alba & Donovan in Williamsville was selected and will begin the needs assessment after approval from the Erie County Legislature, probably in early December. All work will be completed by June 30, 2002.
Jefferson Construction Project: A preliminary request for funding to support various components of the North Jefferson Library construction project successfully cleared the first round of hurdles in the Junior League’s grant review process. Library Foundation Executive Director Kathryn Vedder is working with B&ECPL staff to prepare a formal grant application, which is due November 12th.
Regional History Center to Honor former B&ECPL Trustee: On October 23rd, Buffalo State College announced the establishment of the Monroe Fordham Regional History Center, named in honor of historian, archivist, editor, activist and former B&ECPL trustee Monroe Fordham. Sharon Holley, B&ECPL’s Coordinator of Urban Services, has been appointed to the Civic Advisory Board for the Center.
Measuring Usage of Electronic Resources: The Deputy Director/COO Michael Mahaney, CIO Shirley Whelan and Peggy Skotnicki met with Keith Mayer of Consulting Practices to discuss the measurement of B&ECPL network activity and consider the commercial products available to accomplish this. Mr. Mayer will prepare a proposal for reporting web server access statistics and present it before the end of November.
New Services Task Force: A summary report of the Process Improvement Committee was submitted to the Task Force for review and incorporation into its summary report for the Board of Trustees.
Firewall Replacement Evaluated: One of B&ECPL’s objectives for 2001 is to enhance security through the improvement or replacement of the firewall. The decision has been made to replace the existing Alta Vista 97 firewall software. Deputy Director, CIO, Shirley Whelan is investigating alternatives and will soon recommend replacing the firewall with the Symantec Enterprise Firewall or one of the two other leaders in the security market, Checkpoint Firewall-1 and the Cisco PIX hardware appliance. Although the Symantec product would be provided at no cost, the initial financial outlay for the software is only a small portion of the total on-going cost for network security. Therefore, in addition to cost, Mrs. Whelan will evaluate the overall effectiveness of the software as well as the effort to support it. The evaluation will be completed in November, with the replacement scheduled as soon as possible.
Citrix "Proof of Concept" Project Planned: Over a very short timeframe, the B&ECPL deployed more than 500 public access computers in the System’s 52 libraries using a standard "public access model" at all locations. The rollout was successful and use of the computers has been popular throughout the county, narrowing the "digital divide" significantly.
However, the maintenance and update of the "public access model" is extremely labor-intensive and costly. In the 2001-2004 Technology Plan, a critical element was the evaluation of state-of-the-art technologies to simplify support and allow the Library to respond rapidly to patrons’ needs. One such technology is Citrix. The B&ECPL will work with Globalquest to develop a "proof of concept" model that will demonstrate whether Citrix can work in the Library’s environment. Project completion is expected in December.
Wide Area Network T1 Upgrades Scheduled: AT&T has provided the B&ECPL with installation dates for the first twenty T1 circuits at the busiest libraries with 56K frame relay circuits. Installation is expected to begin in late December and be completed in January 2002.
Disaster Recovery Plans Reviewed: In light of the September 11th disaster, Network Support is reviewing all disaster recovery plans and updating procedures and documentation as necessary. Beginning November 13th, daily computer tapes will be stored in the Library’s safe and weekly tapes will be rotated off-site to other B&ECPL locations. Retention schedules have been reviewed and will be revised.
Testing of Computer Associates’ InoculateIT Completed: Network Support has completed a thorough test of Computer Associates virus protection software, InoculateIT. The test included loading the software on the server and all public access computers at a branch library and automatically updating the software with the latest "signatures" from a server at the Central Library. A final installation plan and decision on the software purchase must now be made.
Improved Process for Providing Additional Funds to Contracting Libraries in 2002 Developed: Currently, when the B&ECPL receives additional funds for the benefit of a contracting library (e.g. a State or County legislative member item), a contract amendment is needed to disburse the proceeds to the contracting library. Obtaining necessary signatures and board actions can delay disbursement of funds by weeks or months. To address this situation, a proposed change to the 2002 contract would revise the process to simply attach the System Board’s approved resolution allocating the additional funds and a revised "Exhibit A" to the original contract. The change further provides that by cashing the check transmitting the proceeds, the contracting library Board agrees to utilize the additional proceeds pursuant to the terms stated in the B&ECPL Board’s resolution and revised Exhibit A. This change will allow future funds to be transmitted to the contracting library within approximately two weeks after B&ECPL Board approval.
Collection Agency Services in Full Swing: Unique Management Services is now working to seek the return of long delinquent library materials, fines and fees. This highly automated process will result in more library materials made available for patrons to borrow.
Agenda Item G – Report of the Foundation Director.
In addition to her written report which contained information regarding the Mark Twain Writing Competition, new Jefferson Library, Children’s Book Week, Count for Something, Huck Finn CD-Rom and B&ECPL funding support, Ms. Vedder reported that the Foundation received a $35,000 check from Praxair for the Mason O. Damon Auditorium project. Bob Skerker of the Robinson Knife Company was approved for Board membership at the Library Foundation’s September meeting. Mr. Skerker is a long-time volunteer at the Historical Society and is involved in the County’s Cultural Resource Advisory Board.
Agenda Item H – Public Comment. No public comment.
Agenda Item I – Unfinished Business. No unfinished business.
Ms. Summer congratulated Deputy Director Michael Mahaney on his upcoming graduation from Leadership Buffalo. Mr. Mahaney indicated that he hopes everything he learned will benefit the B&ECPL.
Agenda Item J – New Business.
Agenda Item J.1 – Authorize Chair to Execute 2002 Contracts with Contract Libraries. Mr. Stone informed trustees that the 2002 contract library contracts are based on the figures submitted by the County Executive. Minor changes in the contracts are explained in the proposed resolution. On motion by Ms. Mahoney and seconded by Ms. Horton the following was approved unanimously:
RESOLUTION 2001-64
WHEREAS, at its regular meeting of August 16, 2001, the Board of Trustees of the Buffalo & Erie County Public Library adopted Resolution 2001-46 approving the Library’s 2002 Budget Request, and
WHEREAS, this budget request included the sum of $7,501,935 for the total of allocations to contracting libraries, and
WHEREAS, the County Executive’s recommended budget, released on November 9th, recommends the same amount, $7,501,935, for the total of allocations to contracting libraries, and
WHEREAS, as a result of Erie County’s budget adoption process, annual contracts with B&ECPL contracting libraries are typically adopted in a very compressed timeframe with a final budget unavailable until mid to late December, and
WHEREAS, this creates a burden on the contracting library boards who often have to schedule meetings during the holidays for contract approval to ensure funds can be made available on or about January 1st, and
WHEREAS, providing proposed annual contracts to B&ECPL contracting libraries in advance of budget finalization and based upon the proposed allocations would benefit these libraries by allowing more time for contract review and adoption, and
WHEREAS, the only changes to the 2001 contract form being proposed are those: 1) updating dates, 2) updating budget amounts and service hours as contained in the 2002 Board approved budget request for each library, and 3) simplifying the process to provide additional funds to contracting libraries that become available after the contract is adopted (for example from legislative member items), and 4) providing for continuation of the Centralized Human Resources Program for those contracting libraries desiring to participate, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the Chairperson of the Board of Trustees to execute 2002 contracts, utilizing the 2002 proposed budget allocations and figures, and where no changes will be made to the 2001 contract form other than those: 1) updating dates, 2) updating budget amounts and service hours as contained in the 2002 board approved budget request for each library, and 3) simplifying the process to provide additional funds to contracting libraries that become available after the contract is adopted, and 4) providing for continuation of the Centralized Human Resources Program for those contracting libraries desiring to participate, and be it further
RESOLVED, that the Chairperson also be authorized to execute a Memorandum of Understanding with participating CHR contracting libraries, clarifying rules and procedures for continued CHR operations.
Agenda Item J.2 – E-Rate Services Contract. Mr. Stone reported that the application process for E-Rate Year 5 (July 1, 2002 through June 30, 2003) is about to begin. The process involves soliciting proposals and/or bids for E-Rate eligible services, awarding the contract to the lowest and best responder, and applying for E-Rate discounts for these services. The proposed resolution authorizes the Library Director and/or her designee to execute the necessary contracts and file the related E-Rate forms needed to utilize the discount program. On motion by Ms. Panty and seconded by Ms. Summer the following was approved unanimously:
RESOLUTION 2001-65
WHEREAS, the Universal Service Fund for Schools and Libraries, popularly known as the "E-rate," provides all public and private schools and libraries access to affordable telecommunications and advanced technologies including the Internet, and
WHEREAS, the Buffalo & Erie County Public Library has applied for and received discounts in each year since the program’s inception, and
WHEREAS, these discounts have been an important factor in allowing the library to provide a higher level of access than could have been provided using the library’s existing budget alone, and
WHEREAS, the application process for E-Rate Year 5, July 1, 2002 through June 30, 2003 involves soliciting proposals and/or bids for E-Rate eligible services, awarding the contract to the lowest and best responder, and applying for E-Rate discounts for these services, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library supports the Buffalo and Erie County Public Library’s continued participation in the E-Rate program under the rules and regulations as promulgated by the Federal Communications Commission and the Schools and Libraries Division (SLD) of the Universal Service Administrative Company (USAC), and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the Library Director and/or her designee(s) to execute the necessary contracts and file the related E-Rate forms needed to utilize the discount program.
In response to Mr. Zagora’s question regarding circulation of multi-part sets, Ms. Chrisman explained that the Library now counts multi-part sets as one item. This has had an impact on circulation.
There being no further business, on motion by Ms. Mahoney and seconded by Ms. Horton, the meeting was adjourned at approximately 4:35 p.m.
Respectfully submitted,
Judith K. Summer, Secretary