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MEETING MINUTES

Minutes Regular Meeting of the Buffalo & Erie County Public Library Board of Trustees October 19, 2000

The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, October 19, 2000 in the Central Library pursuant to due notice to trustees. The following members were present: Rebecca L. Mahoney, Chair; Elaine M. Panty, Vice Chair; Annette A. Juncewicz, Secretary; James W. Burns, Treasurer; Frank Gist; Phyllis A. Horton; Robert J. Plache; Daniel T. Roach; David J. Shenk; Judith K. Summer; Sharon A. Thomas; Wayne D. Wisbaum; Stanley H. Zagora; George M. Zimmermann, Trustee Emeritus

Excused: Casimiro D. Rodriguez, out of town; Roland R. Benzow, Trustee Emeritus; Richard O. Hopkins, Trustee Emeritus; Salvatore R. Martoche, Trustee Emeritus; Morton H. Stovroff, Trustee Emeritus; John P. Wickser, Trustee Emeritus

Chair Mahoney called the meeting to order at 4 p.m. in the Central Meeting Room.

On motion by Ms. Horton and seconded by Ms. Summer, the agenda was approved as submitted.

On motion by Mr. Shenk and seconded by Ms. Horton, the Minutes of the meeting of September 21, 2000 were approved as submitted.

Agenda Item D – Report of the Chair. In addition to the meetings included in the Director’s Report, Ms. Mahoney reported that she and Ms. Chrisman also met with County Executive Giambra and his staff and Erie County legislators to prepare them for the release of the proposed plan.

Ms. Mahoney expressed the Board’s appreciation to the Bill and Melinda Gates Foundation for the new computers recently installed at city branches. Libraries in Cheektowaga, Collins and Kenmore will also receive new equipment and software thanks to Gates Foundation grants.

Agenda Item E – Committee Reports.

Agenda Item E.1 – Executive Committee. Ms. Panty reported that the Executive Committee met on October 12^th to approve the agenda for today’s meeting. Topics of discussion included the Library Protection Act which expires at the end of this year. The Committee recommended that a request to the Legislature to extend the LPA include an appeal to make the Act permanent. Budget and Finance Committee items, educational technology services and the new library logo were also discussed. Samples of the logo will be made available to the full Board at the November meeting.

Agenda Item E.1.a – Library Protection Act. On motion by Ms. Panty and seconded by Ms. Summer the following was approved unanimously:

Resolution 2000-47

Agenda Item E.2 - Budget & Finance Committee.

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

RESOLUTION 2000-48

Agenda Item E.2.b – 2000 Budget Transfer. On behalf of Budget & Finance Committee Chair Burns, Mr. Stone informed trustees that the proposed transfer within the System’s operating budget will facilitate the implementation of the Educational Technology Initiative to increase the bandwidth of B&ECPL’s wide area network and provide additional equipment set-up, configuration and assistance to the Network Support office. The proposed resolution also includes a transfer of funds to offset an anticipated vacancy in the Network Support office.

In response to Mr. Plache’s question regarding the transfers, Mr. Stone indicated that when the Library received the Educational Technology Initiative from the Legislature, proceeds were placed in one account to await spending proposals. As proposals are made, there will be a series of transfers from that account in the future.

There being no further discussion, on motion by Ms. Horton and seconded by Mr. Shenk the following was approved unanimously:

RESOLUTION 2000-49

Agenda Item E.2.c – Monthly Financial Report 8/31/00. The financial report for the period ending August 31, 2000 was included for information.

Agenda Item E.3 – Planning Committee. Copies of the Planning Committee’s proposed plan were distributed to board members. Planning Committee Chair Juncewicz provided the Board with a summary of the strategic planning process which included the Board’s engagement of Aaron Cohen Associates and the release of ACA’s recommendations.

Ms. Juncewicz indicated that library constituents voiced their opinion of the ACA plan at 22 public meetings and through correspondence, petitions, etc. In light of the strong reaction to the ACA recommendations, the Planning Committee and library staff prepared the document Expanding Horizons: Directions for Superior Public Library Service in Erie County. This document recommends that all public libraries in Erie County remain funded and open with the stipulation that they meet certain standards relating to building, performance and staffing. The plan’s recommendations also include the reorganization of the Central Library and the adoption of the Centralized Human Resources concept.

Ms. Juncewicz reported that the Planning Committee will be recommending the adoption of Expanding Horizons before the end of the year. There will be opportunities for public comment on the document at an open forum to be held at the Julia B. Reinstein Library in Cheektowaga on November 9^th at 7 p.m. and during the public testimony segment of the November 16^th Board meeting at the Central Library.

Ms. Mahoney thanked Ms. Juncewicz and the Planning Committee for two years of diligent work. She noted that copies of the proposed plan will be distributed to the press, invited guests and the public prior to a scheduled press conference.

At 4:15 p.m., on motion by Ms. Summer and seconded by Ms. Horton, the Board elected to take a 10-15 minute recess in order for Ms. Mahoney and Ms. Chrisman to conduct the press conference.

On motion by Mr. Shenk and seconded by Ms. Panty, the Board reconvened in regular session at approximately 4:30 p.m.

Agenda Item F – Report of the Director. In addition to her written report, Ms. Chrisman informed the Board that a new Encore Editions, which includes the library’s gift shop Novel Ideas, opened on October 16^th. She expressed her appreciation to Assistant Deputy Director Lucille DeFranks and the volunteers who worked so hard to prepare the shop for the opening festivities. A time will be set aside for trustees to visit the new store prior to the November or December Board meeting.

Ms. Chrisman reminded trustees that meetings have been scheduled to discuss Expanding Horizons on October 21^st and 26^th.

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

New Plan Proposed: On October 5^th, the Board’s Planning Committee reviewed a draft of a proposed plan, which outlines strategic directions for B&ECPL’s future. After careful analysis and modification by committee members, the document, which is included in this Board packet, was approved. Committee Chair Annette Juncewicz will unveil Expanding Horizons: Directions for Superior Public Library Service in Erie County to the full Board at its October 19^th meeting. The formatted version of the plan will be available at that time.

Arrangements have been made to present the plan to the Legislature’s Community Enrichment Committee during the week following its public introduction and to the Buffalo Common Council on October 30^th. In addition, an open forum will be conducted on November 9^th to provide contract library trustees and the general public an opportunity to offer comment. Public comment will be entertained at the November 16^th Board meeting as well.

Western New York Rare Book Consortium: A "kick-off" meeting to initiate a rare books exhibit feasibility study was held on October 2^nd. With primary funding from the John R. Oishei Foundation, the study will examine the goals and scope of the project and evaluate its potential for enhancing cultural tourism in Western New York. Team members from Einhorn, Yaffee, Prescott Architecture & Engineering, Ralph Applebaum Associates and Lord Cultural Resource Planning and Management met with representatives of the WNYRBC Steering Committee to discuss scheduling and conduct a "walk-through" of the Historical Society site. The team then visited the Central Library to observe possible locations for the Library’s expanded display. Floor plans and information regarding B&ECPL’s rare materials have been forwarded to the consultants.

Fine Amnesty a Success: The B&ECPL two-week Fine Amnesty program concluded on Saturday, September 23^rd. During the Amnesty period, fines for overdue materials were forgiven upon the return of those items in good condition. In addition, the Library matched patron payments dollar for dollar, up to a maximum of $25 per patron, on overdue charges for materials previously returned.

The positive response from the community was overwhelming, and patrons’ enthusiasm for the amnesty program generated several interesting stories. Highlights include a book due in 1930 that was returned to the North Branch in Cheektowaga by a woman who had found it in her mother’s belongings. A gentleman discovered eight boxes of library books due in 1976 - a total of 61 books - in his new home’s basement. A former Buffalo resident heard about the program and sent a check from her residence in Hawaii to clear her account of overdue charges. Books were returned complete with apology notes.

During the 13-day period, nearly 58,000 items more than one day overdue were returned to libraries across the System. For materials more than 90 days overdue, nearly 6,000 items were returned, approximately six times the normal rate of return. In comparison, the Library’s last amnesty in 1982 generated a total of 10,219 returned items.

At the Central Library, there was a 63% increase in overdue fine payments compared to a similar time period in May. In addition, revenue for overdue charges at the Central Library increased by 4%, even with charges forgiven and matched by the Library. Although lost and damaged items were not part of the amnesty, there was a 210% increase in patron restitution for these items as well.

Not only did the Library continue to generate a consistent revenue stream on overdue charges, but more importantly, the amnesty encouraged many people to revisit their library and, hopefully, return as an active borrower.

Museum of disABILITY History Display: As part of People Inc.’s Museum of disABILITY History, the Central Library is hosting its traveling exhibit during the month of October. The exhibit, "Moving Forward, Looking Back," is a brief pictorial history of life in institutions for individuals with developmental disabilities, spanning the period 1910 through the 1970s. It is located near the Library’s Collection for Persons with Disabilities in the main corridor near the Washington Street entrance.

Let’s Talk Politics!: Just in time for Election Day, the B&ECPL and the Great Books Foundation will present a free and open discussion of Alexis de Tocqueville’s essay, "Why Americans Are Often So Restless in the Midst of their Prosperity," an excerpt from his novel Democracy in America. The event will be held on October 17^th at noon in the Central Library’s Mason O. Damon Auditorium. Great Books Foundation staff and experienced discussion leaders will lead the program. The essay was printed in the October 1^st poetry page of The Buffalo News and is also available at www.greatbooks.org.

To encourage conversation about community values and enduring ideas, the Great Books Foundation has organized this presentation as part of a series of discussions in cities across the nation this fall.

Meetings: Board Chair Rebecca Mahoney and the Director met with County Executive Joel Giambra and Deputy County Executive Carl Calabrese on October 3^rd to discuss various issues of concern to the B&ECPL. On October 10^th, Deputy Director Michael Mahaney and the Director visited Buffalo Common Council President James Pitts to review the needs of Buffalo branches and consider implementation strategies for the Educational Technology Initiative.

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

Meetings: The Deputy Director/COO and Service Evaluation and Planning Coordinator Peggy A. Skotnicki met with the Board’s Planning Committee October 5^th to discuss the proposed strategic plan and with the Building Advisory Committee October 10^th to review the application and building program for the proposed North Jefferson Library construction project.

RAM Van and Lookie Bookie Circulate Materials On-Line: Subsequent to a three-month project to enter the collection records of the Urban Services Division into the B&ECPL database, the Lookie Bookie and RAM Van began on-line circulation October 2^nd. The RAM Van delivers service to community centers, daycare centers and comparable facilities, and the Lookie Bookie serves nursing homes and senior centers. New spreadsheets have been designed to track the automated circulation statistics of these two mobile units.

New Services Task Force Reports Progress: In August 1999, the New Services Task Force (NSTF) was established to examine current services and delivery methods and to investigate expanded and improved means for the B&ECPL to uphold its mission to various constituencies. Several committees were formed to address these needs. The Business Services Committee presented its preliminary findings at the October 11, 2000 meeting of Managers. Chair Jane Rosenfeld (Hamburg Public Library Director) and committee member Tim Galvin (Northwest Branch) delivered an informative PowerPoint slide show and distributed a survey to be completed by each branch manager. With the data collected from branch and contract library management staff and feedback from a business community focus group study, the subcommittee is scheduled to complete its work early next year. Other committees will present preliminary reports in coming months. The deadline for the complete NSTF Report is December 2001.

Childrens’ Services Specialists Plan On-Line Centers: Soon, all 52 B&ECPL libraries will feature new homework centers thanks to the direction of Carol A. Batt, Manager of System Public Services, and the expertise of children’s librarians system-wide. Approximately 28% of the Legislature’s $1 million Educational Technology Initiative will underwrite the acquisition of computer workstations, software, furniture and accessories dedicated to young people doing school assignments. Suitable databases (those that offer content related to NYS curriculum for grades 4 and up) and application software (word processing and other Microsoft Office programs) will be available for young people who might not have access at home. Under B&ECPL policy, children whose parents have signed a permission agreement can have access to the Internet from these same locations.

New Technology Reaches Buffalo Branches: Both patrons and staff of the East Delavan Branch Library are excited about the new computer training lab which became operational at the end of September. Public training classes have been well received — with more than 80 names on the current waiting list! Meanwhile, new telephones have been installed at all City branch libraries, allowing each location dual line capabilities. The new phones benefit both the staff and the public, who now have easier access to library facilities and resources.

Central Library Forms Strategic Partnerships: Assistant Deputy Director Ruth A. Collins and Central Library staff are exploring many new cooperative ventures with sister institutions and community organizations for the benefit of mutual clientele. Collaborative art programs scheduled for Spring 2001 are well underway thanks to Humanities librarian, Meg Cheman, and her SUNYAB counterpart, Susana Tejada. Central Library and numerous branch and contract library locations (as many as 25) are involved in a collectively beneficial project with the Boy Scouts of America. Boy Scout/Boy’s Life "Reading Partners" kits will be placed in libraries courtesy of the Scouts. Several libraries are working with local troops to arrange for scouts to read to younger children during National Children's Book Week. Carey Harmon and David Pfeiffer of the Business, Science and Technology Department are continuing the networking so successfully fostered by BS&T department head Joyce Davoli over the past 20 years. Ms. Harmon recently provided a demonstration of the resources of the department, especially on-line databases, for a Small Business Association International Task Force gathering at the Central Library. Mr. Pfeiffer is overseeing the resources newly relocated from the Learning Center and providing tours, e.g. one in September for Greater Buffalo Works. In addition, Mr. Pfeiffer has instructed Director Taczkowski of the Welfare to Work (formerly PIC) Program on job information sources, and Mr. Taczkowski is conducting weekly sessions with his clients in the BS&T department.

Branch and Urban Services Activities: Peg Guiher (Niagara) participated in a series of lay advocacy training workshops sponsored by the Learning Disabilities Association of Western New York during the month of September. The training sessions provided valuable information regarding optimal education for learning disabled children. Dorinda Hayes (Fronczak) participated in the 2^nd Annual "Preparing for the Job Hunt" workshop at SUNYAB September 23^rd. This event, sponsored by the Special Libraries Association, is designed to give students an opportunity to network with professionals in various library fields, affording students a concept of what lies ahead after completion of library school. On October 3^rd, Suzanne Jacobs (Urban Services) represented B&ECPL at the Cultural Diversity Celebration 2000 at the Federal Building.

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

Central Library Ramp Project Continues: Work is now focused on the main portion of the ramp. A second major concrete pour will occur on October 13^th, completing roughly two thirds of the main ramp. Work will then focus on the Washington Street stairs and wheelchair access ramp. Natural gas lines for the snow melting system have been installed. The system will be operational for this winter season.

1999-2000 E-Rate Final Reimbursement Requests Being Submitted: As of today, reimbursements for Telecommunications, Internet Access, and Internal Connections received for the July 1, 1999 through June 30, 2000 funding year total $145,457. We have processed paperwork and are awaiting reimbursement for an additional $102,452. These discounts allow the library to provide enhanced services (band-width, more and improved equipment, etc.) at a lower cost than would otherwise be possible. Additional reimbursements await response from vendors and the results of appeals filed with the Federal Communications Commission.

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

New Training Lab Completed at East Delavan: The installation of a wonderful new "Training Lab," with 12 student patron personal computers, an instructor workstation and a ceiling-mounted projector, has been completed at the East Delavan branch. The Gates Accelerated Grant Program for Large Libraries provided the funds to purchase the equipment for the Training Lab as well as a plethora of software, including our first introduction of Microsoft Office 2000 and many new programs for children.

Twenty-six New Computers Installed at City Branches: The Gates Accelerated Grant Program for Large Libraries also provided B&ECPL with funds to purchase and install twenty-six new workstations at city branches that had not received previous grants from the Bill and Melinda Gates Foundation. Installations completed this month were at Cazenovia (6), East Clinton (4) and North Park (6). As previously reported, six workstations were installed at Mead.

Network Support staff received immediate gratification for their hard work when they saw patrons begin to use the new equipment as soon as it was installed!

New Bill and Melinda Gates Foundation Grants: The Buffalo & Erie County Public Library is again fortunate to be awarded three additional grants from the Bill and Melinda Gates Foundation. Libraries in Kenmore, Cheektowaga and Collins were notified this month that they will receive grants totaling over $100,000 for equipment and software. The Collins grant of $18,358 is contingent upon completion of the new library.

Details of the grants will be discussed in a formal "Before Your Computers Arrive" workshop to be held October 23, 2000 at the Julia Boyer Reinstein Library for all Western New York libraries participating in the program. At least one representative from each B&ECPL library receiving equipment will be in attendance. Peggy Skotnicki and I will also be present.

Cyber Train Begins to Roll: Patricia Angstadt, Assistant Deputy Director Human Resources and the coordinator of all B&ECPL training, presented a Cyber Train proposal to the Administrative Team. As a result, Network Support is examining laptop, presentation projector and wireless communication alternatives to provide best portable solutions for our staff and patrons. Because the equipment will be moved frequently and used in many different types of meeting areas, our objective is to minimize the need for staff setup and the facility requirements by using wireless communications and battery power wherever possible.

Agenda Item G – Report of the Foundation Director. A written report which included information on the Mark Twain Writing contest, the Milestones of Science lecture, B&ECPL Funding Support, Investment Advisory Change and Investment Income Accruable Accounts re: Restricted Funds was included in Board packets.

In addition to her written report, Ms. Vedder expressed her appreciation to trustees Wayne Wisbaum, Judy Summer, Library administrators and staff, plus volunteers for their attendance at Grosvenor Concerts and the Owen Gingerich lecture.

Agenda Item H – Public Comment. Mary Jo Ketchum, Elma Public Library Board President and President of ACT, congratulated the Board on its hard work and achievements that go beyond the production of the planning document. She indicated that Expanding Horizons will be a topic of discussion at the ACT meeting on Saturday, October 28^th and noted that she would reserve her comments for a future meeting.

Elizabeth Berry of Buffalo, New York expressed her concerns about what she thought should be in the planning document.

Larry Larsen of Genesee County expressed his viewpoints on library services.

Common Councilmember-At-Large Charley Fisher III offered his cooperation to help keep city libraries open.

Dorothy Utnik of West Seneca requested that all library branches be kept open with extended hours.

Valerie Niederhoffer of Buffalo requested that more books appear on library shelves.

Ms. Chrisman expressed her appreciation to the following staff members for their work on the planning document: Deputy Director Michael Mahaney, Service Evaluation and Planning Coordinator Peggy Skotnicki, Deputy Director Kenneth Stone, Assistant Deputy Directors Ami Savigny, Ruth Collins and their staffs and a special thanks to Dawn Stanton of the Graphics Department.

There being no further business, the meeting was adjourned at approximately 5 p.m. on motion by Mr. Shenk and seconded by Ms. Horton.

Respectfully submitted,
Annette A. Juncewicz, Secretary

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