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MEETING MINUTES

Minutes of the Buffalo & Erie County Public Library Board of Trustees
September 16, 1999

The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, September 16, 1999 in the Central Library pursuant to due notice to trustees. The following members were present:

Rebecca L. Mahoney, Chair; Simone Mitchell-Peterson, Secretary; David J. Shenk, Treasurer; James W. Burns; Annette A. Juncewicz; Remy Orffeo; Elaine M. Panty; Robert J. Plache; Daniel T. Roach; Judith K. Summer; Sharon A. Thomas; Stanley H. Zagora; Morton H. Stovroff, Trustee Emeritus; George M. Zimmermann, Trustee Emeritus;

Excused: Frank Gist; Phyllis A. Horton, out of town; Salvatore R. Martoche, ill; Roland R. Benzow, Trustee Emeritus; Richard O. Hopkins, Trustee Emeritus; John P. Wickser, Trustee Emeritus;

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

Agenda Item B – Approval / Changes to the Agenda. On motion by Ms. Panty and seconded by Mr. Zagora the Agenda was approved with the following adjustment: Executive session to discuss a personnel matter will follow Agenda Item J.

Agenda Item C – Minutes of the Meeting of August 19, 1999. On motion by Mr. Burns and seconded by Ms. Panty the Minutes of the Meeting of August 19, 1999 were approved as presented.

Agenda Item D – Report of the Chair. Ms. Mahoney reported that Interim Director Chrisman and Assistant Deputy Director Mahaney accompanied her to a meeting with the Erie County Legislature’s Community Enrichment Committee earlier in the day. The meeting was held to update legislators on the Library’s Work Plan. Topics of discussion included the centralized human resources concept, hub services and the Jefferson Library Project. Clarence Library Board President Jane Sweet and Library Director Marie-Therese Robillard were also in attendance to answer questions regarding the Clarence Library.

Agenda Item E – Committee Reports.

Agenda Item E.1 – - Executive Committee. In the absence of Ms. Horton, Ms. Juncewicz reported that the Executive Committee met on September 9^th to review the September 16^th agenda. No actions were taken at the meeting.

Agenda Item E.2 – Budget & Finance Committee.

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

RESOLUTION 99-45

Agenda Item E.2.b – 1999/2000 LSTA Be Learning Wise BECPL Grant. Ms. Mitchell-Peterson requested that the Board approve an amendment to the grants budget to include an LSTA grant award of $70,000. These funds will provide additional services in the Central Library Children’s Room, fifteen city branches and three mobile units. Participating libraries will offer a series of six programs, two of which will be specials presented at each unit. Branch libraries will plan the remaining four programs to allow for local flavor. There being no discussion, on motion by Ms. Panty and seconded by Ms. Thomas the following was approved unanimously:

RESOLUTION 99-46

Agenda Item E.2.c – 1999/2000 LSTA Training for Networked Services Grant. Ms. Mitchell-Peterson informed the Board that the B&ECPL has been awarded an LSTA grant of $25,537 for Training for Networked Services. The grant will focus on adapting the current Central Library’s "Train the Trainer" program to work in a smaller branch setting. It will also offer enhanced training opportunities for library patrons with vision impairment. On motion by Ms. Summer and seconded by Ms. Panty the following was approved unanimously:

RESOLUTION 99-47

Agenda Item E.2.d – Automation Grant Transfers. Ms. Mitchell-Peterson explained that B&ECPL is in the midst of converting its library materials identification labels from the outdated Optical Character Recognition (OCR) to Bar Code Technology. In order to purchase the necessary bar code scanners, funds must be transferred into the equipment line in the Automation Grant. There being no discussion, on motion by Mr. Shenk and seconded by Ms. Thomas the following was approved unanimously:

RESOLUTION 99-48

Equipment line in the SFG system.

Agenda Item E.2.e – Utility Bill Audits. Ms. Mitchell-Peterson requested that the Board approve the Library’s participation in a program to perform utility bill review services for County-owned facilities. Proposed Resolution 99-49 authorizes the Library to participate in the program utilizing the Erie County Contract’s terms and conditions. Ms. Panty moved adoption of Resolution 99-49. Mr. Burns seconded the motion. During discussion, Mr. Orffeo noted that the resolution indicates that staff will transmit the information to contract libraries with a recommendation that they also participate in this program. Mr. Stone indicated that this is a recommendation to the contract libraries and not a requirement. There being no further discussion, as moved and seconded earlier, the following was approved unanimously:

RESOLUTION 99-49

Agenda Item E.2.f – Budgeting Additional Gogel Grant Proceeds. Ms. Mitchell-Peterson reminded trustees that on May 20, 1999 the Board approved Resolution 99-23 requesting that the Library Foundation of Buffalo & Erie County, Inc. allocate $37,000 from the Gogel bequest to purchase two reference volumes for each B&ECPL unit and award-winning children’s collections to be housed at the Central Library and the five regional libraries, but available through Request Plus to all children throughout Erie County. Given the volume of orders and invoices to be processed it would be more cost effective for the Library and the Library Foundation to utilize the County’s SFG system to order the materials and bill the Foundation for the approved amount. On motion by Ms. Panty and seconded by Ms. Summer, the following was approved unanimously:

RESOLUTION 99-50

Agenda Item E.2.g – Amendment to 1999 Budget – Legislative Contingency/Clarence Library. Ms. Mitchell-Peterson informed the Board that on September 9^th the Erie County Legislature adopted a resolution sponsored by Legislator Ranzenhofer to allocate contingency funds in the amount of $3200 to purchase a photocopier and fax machine for the Clarence Public Library. Resolution 99-51 approves an amendment to the 1999 budget to accept these funds. On motion by Mr. Shenk and seconded by Ms. Panty the following was approved unanimously:

RESOLUTION 99-51

Agenda Item E.2.h – Monthly Financial Report. The financial report for the period ending July 31, 1999 was presented for informational purposes.

Agenda Item E.3 – Building Advisory Committee. Ms. Thomas reported that at its meeting on September 9^th, the Building Advisory Committee approved the Denio Memorial Library’s application for new construction and will forward the Committee’s letter of approval to the Interim Director for her recommendation. Mrs. Chrisman indicated that she will forward the Committee’s recommendation to Board members, along with her written statement. Ms. Thomas further reported that the Committee approved the distribution of State Aid for Public Library Construction funds which will be presented under Agenda Item J.2.

Agenda Item E.4 – Planning Committee. Ms. Juncewicz informed the Board that Masten District Councilmember Byron Brown conducted a public hearing regarding the Jefferson Project on August 26^th at the North Jefferson Branch Library. Many trustees, including Planning Committee members, were in attendance. She indicated that the concept was well received by the community. There will be further investigation of the site and architectural plans through the City of Buffalo’s Office of Community Development. Ms. Mitchell-Peterson requested that notices be sent to trustees in the future to remind them that a public meeting has been scheduled.

Agenda Item F – Report of the Director. Mrs. Chrisman circulated a "thank you" card and asked trustees to write brief notes to former Director Walters in appreciation for the package of "goodies" he sent to the Board in August.

Mrs. Chrisman called attention to an article on the "Milestones of Science" written by former director Daniel L. Walters and his wife which appeared in Libraries & Culture, a publication of the University of Texas Press. The article details the history of the Milestones and B&ECPL’s efforts to obtain that collection. The article also discusses the importance of rare book items and what has been done with those materials in other libraries throughout the country.

Mrs. Chrisman informed trustees that Channel 2’s Claudine Ewing presented a story featuring the Library’s Plan on the September 10^th six o’clock news. There were some good shots of the Julia Boyer Reinstein Library which gave viewers an idea of what is planned for a hub library.

On Monday, November 13^th Mrs. Chrisman updated the Friends of the Lancaster Public Library on the 1999 Work Plan

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

Jefferson Construction Project: On August 26^th, approximately seventy-five people attended a community meeting planned by Masten District Councilmember Byron Brown and community leader Eva Doyle to discuss the proposed Jefferson construction project. Board members Rebecca Mahoney, Elaine Panty, Annette Juncewicz and Frank Gist attended the session. For the most part attendees responded favorably to the proposal, indicating approval of the site’s parking capacity, but acknowledging some concern about library service to the Ellicott District, currently served by the Central Library and the Martin Luther King, Jr. branch, located within a mile of each other. The North Jefferson and King branches are slated for closure after the new facility is operational. In addition to preparing the building program for the new facility, staff are developing a new plan of service for the neighborhood served by the King library. A Buffalo News editorial on September 2^nd praised the proposed plan.

The Interim Director met with Legislator George Holt and James Anderson, manager of the Town Gardens Plaza, on September 8^th to discuss possible reuses of the space occupied by the King branch.

Children Celebrate Summer with Reading: Children throughout Erie County celebrated the last summer of the 1990s with programs, parties and lots of reading. For their efforts, they had an opportunity to receive free admission to the Erie County Fair, tickets to a Buffalo Bisons game, a pan pizza at Pizza Hut, and a chance to win tickets to a Buffalo Bills exhibition game. They enjoyed visits from the S.P.C.A., the Aquarium "Touch Tank," the multi-talented Yo-Yo Man, Beaver Meadows and the New York Power Authority, which presented a demonstration on electricity entitled "Louie the Lightening Bug." In addition, there were ice cream socials, craft programs presented by Youth Engaged in Service, Reader’s Theatre events, and a trivia challenge contest called "The Battle of the Books," where teams of readers from local libraries competed for recognition and prizes.

The New York State Summer Reading Program, developed annually with L.S.T.A. funds, was "Celebrate! Read!" Over the summer months, 45 B&ECPL libraries conducted nearly 500 programs, with 4,580 children participating. The Erie County Fair program, "Richness in Reading," co-sponsored by Project Flight, involved 3,568 children. The "Read, Write, Now!" program produced by the U.S. Department of Education gave 5,000 children Pizza Hut incentives upon completion of the reading program. The Buffalo Bills and United Parcel Service provided 550 game tickets for young readers in Buffalo and Erie County and neighboring Nioga Library System.

Unveiling of "Milestones" Video: B&ECPL trustees and Library Foundation directors will be invited to a private screening of the "Milestones of Science" video prepared by Frank Frost Productions, Inc. The event, which will be held on November 8^th, is scheduled to include a guided tour of the "Milestones" website (in early stages of development) and a sampling of the radio treatments as well as the video program.

Clarence Plans Reviewed: Planning Coordinator Peggy Skotnicki and the Interim Director met with Clarence representatives on September 7^th to discuss the interior layout of the new facility. The financing for the opening day collection promised by the County Executive will be in place soon and ordering of new materials can begin.

Staff Activities and Honors: Assistant Deputy Director William Miles will speak at the Great American Bookmobile and Outreach Services Conference VI in Columbus, Ohio on September 23^rd to 25^th. His topic will be "Management Challenge/Opportunities in Outreach Service." Sharon Holley, Coordinator of Urban Services, has been invited to participate on a panel at the Regents Legislative Policy Conference to be held September 15^th in Albany. Her input will affirm the important role of public librarians in the learning environment of young children. North Jefferson branch manager Sandra Williams Bush has been appointed to the Board of Directors of Literacy Volunteers of America/Buffalo and Erie County, Inc.

Presentation to the Buffalo Teachers Association: City branch librarians Tim Galvin and Sandra Williams Bush made presentations to the Buffalo Teachers Association Summer Literacy Fun Camp held at School #31 on August 17^th. Topics included the benefits of the Gates Library Foundation grant and the African-American Special Collection at the North Jefferson branch.

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

Central Library Re-roofing Project is Over!!!: A final "walk through" inspection of the roof took place on September 1^st, identifying several minor "punch list" items. Overall, the project came in ahead of schedule and under budget.

State Report Preparation Complimented: We recently received positive feedback from State Library Development staff reviewing our 1998 State Reports. B&ECPL was the only system with member (contracting) libraries that did not have any "federal errors". New York Public Library and Queens Borough, which do not have member libraries were the only other systems in the state without federal reporting errors. This is the result of hard work and tenacity on the parts of Service Evaluation and Planning Coordinator Peggy Skotnicki, Chief Account Clerk Roberta Hougle, and our contracting library directors and support staff.

State Construction Grant Funds Requested for Northwest Library Air Conditioning Replacement: The Library, in cooperation with the City of Buffalo Architect’s office, submitted a request for State Construction Grant funds to partially offset the $75,000 estimated cost of this project. This system is original equipment in the 1969 building. The library’s design includes NO windows that can be opened. This has decreased the use of the library and resulted in cancelled events during last month’s hot summer days (the second floor meeting room has no windows).

The Building Advisory Committee met on September 9^th to review applications and recommended the project receive $14,755 out of a total $39,755 allocation for Erie County. The City Architect has indicated his intent to make up the difference between the grant amount and project cost, should the state award the grant.

Heavy Rains on August 24^th Impact Fairfield, North Park, and East Clinton Libraries: The roof leaked again at the East Clinton Branch. Maintenance personnel, with assistance from Tremco representatives (Central Library Roof Project) have identified the source and a permanent repair (hopefully) has been made. The Fairfield and North Park Libraries experienced flooding in their basements. Maintenance personnel cleaned up the basements, some discarded books left over from a previous book sale were damaged and removed. No other permanent damage was noted.

Library Computer Room Asbestos Abatement Project to Begin: The project will remove asbestos containing sprayed on fireproofing from the beams on the ceiling above the computer room.

The project will be performed after normal business hours during the week, beginning September 13, 1999 and ending by October 13, 1999. Arric Corp., a well established firm, is the New York State certified contractor who won the bid from Erie County to perform the work. Watts Engineers, under a separate contract through the Erie County Department of Public Works, will perform air monitoring throughout the project.

To allow network operations to continue uninterrupted during this project, a platform over the computer equipment will be constructed and sealed. All abatement operations will take place in this sealed environment. The project will also provide a new ceiling and energy efficient lighting.

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

OPAC – Significant Progress at Towns and Branches: The Buffalo & Erie County Public Library now has twenty-nine libraries that have personal computers with public access to the B&ECPL Web Catalog, the Internet and Microsoft applications. Newly installed libraries include the following libraries which never had the original text-based OPAC: Angola, Blasdell, East Clinton, Mead, Sheridan-Parkside, North Park, and South Cheektowaga.

In addition, the original OPAC workstations were replaced with new personal computers with the B&ECPL "Public Access Model" at four of the five regional libraries including Audubon, Kenmore, Julia Boyer Reinstein and Orchard Park.

New Workstations to Be Ready for New North Collins Library Opening: Six new "Public Access" workstations will be installed prior to the opening of the new North Collins Library. Patrons of the new facility will have immediate access to the B&ECPL Web Catalog, the Internet and Microsoft applications.

Preparation for Debut of New Electronic Resources: Network Support is preparing for the introduction of several new electronic resources that will soon be available to patrons at Central and all units through use of the new "Public Access" workstations. The new databases will include: 1) the Buffalo News, 2) the New York Times, 3) the World Book Encyclopedia and 4) Gale Literary Resources with Contemporary Authors, Contemporary Literary Criticism Select and Dictionary of Literary Biography.

RFP for New Laser Bar Code Scanners Developed: A Request for Proposal (RFP) was developed for the approximately 220 new laser bar code scanners to be used to replace our obsolete OCR wands. The document is now being reviewed with the Administrative Team and upon completion will be sent to Erie County Purchasing for solicitation of bids.

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

1999 Work Plan: The Hub Services Task Force continues to meet. The Staffing Models Committee will hold its first meeting on September 14. Committee members are: Patricia Angstadt, Administration; Elaine Barone, Cataloging; Marguerite Cheman, HSS; Joseph Cich, Maintenance; Dorinda Hayes, MEA/KIN; Debra Lawrence, Extension Services; Elaine Mahaney, Cheektowaga Public Library; Susan Minekime, Eden Library; Peggy Skotnicki (Chair).

Managers’ Meeting: An overview of the summer planning activities was presented to the System managers at their meeting on September 8. Copies of the revised work plan and committee charges were distributed.

Agenda Item G – Report of the Foundation Director. In addition to her written report which contained information on funding from the John R. Oishei and Margaret L. Wendt Foundations, the Future Vision Brochure, the B&ECPL Managers’ Meeting, Children’s Book Acquisition Project, Staff Reimbursement Fund, Grosvenor Concert Series and the Children’s Author/Illustrator Series, Ms. Vedder reported that earlier in the day a check in the amount of $18,800 was mailed to Frank Frost Productions. This payment was for the second installment of the radio project related to the Milestones of Science.

In an attempt to get Foundation board members to know some of the branches and contract libraries, the September 21^st Foundation board meeting will be held at the JBR Library in Cheektowaga.

In response to Ms. Mahoney’s question regarding the Foundation’s "Future Vision" fund drive, Ms. Vedder felt it was a disappointment. She indicated that she was not prepared to give a financial report at this meeting because she was unaware that she would be asked about this topic. The "Future Vision" poster and brochures are displayed in all library units and the Foundation continues to receive donations.

Agenda Item H – Public Comment. Elizabeth Berry of Buffalo indicated that she was representing the Green Party of Erie County and presented her views on environmental issues related to the Strategic Plan.

Ellicott District Green Party candidate Valerie Niederhofer of Buffalo presented her views on the proposed plan.

ACT President Mary Jo Ketchum reminded trustees that the ACT Workshop will be held at the Briarwood Country Club on Saturday, September 25^th. She indicated that, although staff did not receive direct invitations, they are welcome to attend.

Agenda Item I – Unfinished Business. No unfinished business.

Agenda Item J. New Business.

Agenda Item J.1 – Reappointment of Deputy Director Kenneth H. Stone. Mrs. Chrisman informed the Board that Deputy Director Kenneth H. Stone has done an excellent job managing the Library’s budget and financial operations over the past three years. She recommended that the Board reappoint Mr. Stone to another three-year term as Deputy Director, CFO. Ms. Panty moved adoption of Resolution 99-52. Ms. Mitchell-Peterson and Ms. Thomas seconded the motion. In response to Mr. Shenk’s question, Mr. Stone indicated he intended to complete another three-year term. There being no further discussion, as moved and seconded earlier, the following was approved unanimously:

RESOLUTION 99-52

Agenda Item J.2 – State Aid for Public Library Construction Applications. Mrs. Chrisman reported that the B&ECPL has been allocated $39,755 from the State Aid for Public Library Construction program FY 1999-2000. Applications for funds were received from the Denio Memorial Library, the Marilla Free Library and B&ECPL, as the operator of the Northwest Branch Library, on behalf of the City of Buffalo. On September 9, 1999, the Building Advisory Committee met to discuss the funding requests. The Marilla Free Library’s proposal did not meet the state requirements. The new library construction project for the Denio Memorial Library and new air conditioning project for the Northwest Branch Library complied with the conditions of the State program. After a review of project needs, the Committee recommended an allocation of $14,755 for the Northwest Branch Library and $25,000 for the Denio Memorial Library. If the Board approves the Committee’s recommendation, the paperwork will be forwarded to Albany for authorization and funding. On motion by Ms. Thomas and seconded by Mr. Orffeo the following was approved unanimously.

RESOLUTION 99-53

Agenda Item J.3 - Adjustment to Sunday Service Schedule (Dec. 26 and Jan 2). Mrs. Chrisman informed the Board that for many years the Library has not had sufficient funding to open the Central Library and City branches on Election Day, a contractual "holiday" for County employees. Library administrators believe that this is an impediment to service excellence, since most working adults and school children do not enjoy this "holiday." In 1999, the B&ECPL has an opportunity to test the belief that opening the Central Library on Election Day will be valued by patrons.

Staff have suggested that the Central Library and other libraries normally offering Sunday service be closed on December 26, 1999 and January 2, 2000. Business is expected to be very light on both dates. To date, attempts to recruit personnel willing to work the Sunday after Christmas have met with little success. Closing on Sunday, January 2, 2000 will provide Network staff an extra day to contend with potential Y2K problems (although none are anticipated, since B&ECPL systems are Y2K compliant).

The dollars saved would be reallocated to compensate CSEA and AFSCME employees for their work on Election Day. Under the terms of the current agreement with the Librarians’ Association no additional funding is required for librarians because those who work Election Day will receive another scheduled day off during that pay period. Only Central Library public service departments would be open on Election Day, not Buffalo branches.

Regional contract libraries normally open on Sundays have agreed to coordinate this schedule adjustment System-wide by closing on December 26, 1999 and January 2, 2000. This will have no impact on their Election Day schedule, as many contract libraries are routinely open on that day. CSEA and AFSCME contracts do not affect contract libraries.

Mrs. Chrisman called attention to amended Resolution 99-54 (copies of which were distributed earlier in the meeting) and indicated that a final sentence has been added to the earlier version which notes that the resolution will be subject to the final approval and support of the Librarians Association. On motion by Ms. Panty and seconded by Ms. Summer the following was approved as amended:

RESOLUTION 99-54

On motion by Ms. Panty and seconded by Ms. Thomas the Board adjourned into executive session at approximately 4:35 p.m. to discuss a personnel matter.

At approximately 4:53 p.m., on motion by Mr. Roach and seconded by Ms. Thomas the Board concluded executive session and reconvened in public session.

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

Respectfully submitted,
Simone Mitchell-Peterson, Secretary