MEETING MINUTES
Minutes Regular Meeting of the Buffalo & Erie County Public Library Board of Trustees January 17, 2002
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, January 17, 2002 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; Robert J. Plache; Abdul H. Raoof, Ph.D. ; Sharon A. Thomas; Wayne D. Wisbaum; George M. Zimmermann, Trustee Emeritus;
Excused: Rebecca L. Mahoney, out of town; Stanley H. Zagora, 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.
Mr. Roach introduced and welcomed County Executive Giambra’s nominations to the Buffalo & Erie County Public Library Board of Trustees. Dr. Raul Vazquez is President and founder of Urban Family Practice, a private practice dedicated to serving the needs of the urban, underserved community. He is also an assistant clinical professor at the State University of New York at Buffalo’s School of Medicine.
Dr. John B. Long, a retired doctor of chiropractic medicine, has
served on the Town of Tonawanda Public Library Board of Trustees for many years. He was a
member of County Executive Giambra’s transition team and has been active as a
political consultant, most recently to Dr. Barry Weinstein.
Agenda Item B – Approval / Changes to the Agenda. The agenda was approved as submitted.
Agenda Item C – Minutes of the Meeting of December 20, 2001. On motion by Dr. Raoof and seconded by Ms. Horton, the Minutes of the meeting of December 20, 2001 were approved as presented.
Agenda Item D – Report of the Nominating Committee.
Agenda Item D.1 – Election of Officers and Executive Committee. In the absence of Ms. Mahoney, Nominating Committee member Horton presented the following slate of officers and Executive Committee members for 2002:
Chairman – Daniel T. Roach
Vice Chair – Elaine M. Panty
Secretary – Annette A. Juncewicz
Treasurer – James W. Burns
In addition to the Chairman and Vice Chair, the Nominating Committee presented the following trustees to serve on the Executive Committee: Rebecca L. Mahoney, Judith K. Summer and Phyllis A. Horton.
On motion by Ms. Panty and seconded by Dr. Raoof, nominations were closed and the slate was approved as presented.
Agenda Item E – Meeting Schedule. The meeting schedule for the year was included in Board packets for information.
Agenda Item F – Report of the Chairman. Mr. Roach indicated that he had nothing to add to his earlier report welcoming the new trustees.
Agenda Item G – Committee Reports.
Agenda Item G.1 – Executive Committee. Ms. Panty reported that at its January 10th meeting the Executive Committee received information on today’s agenda items. She informed trustees that there will be no Board meeting during the month of March due to conflicts in board members’ schedules. The Executive Committee, which will meet on March 7th, will also be available if anything unforeseen should occur during the month.
Agenda Item G.2 – Budget & Finance Committee.
Agenda Item G.2.a – Collins Public Library Retaining 2001 Contingency for New Library Building. Mr. Burns called on Deputy Director Kenneth Stone. Mr. Stone informed the Board that this item allows the Collins Public Library to retain contingency funds as indicated in the proposed resolution. On motion by Ms. Panty and seconded by Ms. Horton, the following was approved unanimously:
RESOLUTION 2002-1
WHEREAS, at its regular meeting of December 14, 2000, the Board of Trustees of the Buffalo & Erie County Public Library adopted Resolution 2000-59 accepting a $5,000 allocation sponsored by County Legislator Marshall to support equipment costs of the new Collins Library and allowing the library to retain that amount into 2001 for use on the building project, and
WHEREAS, at its regular meeting of January 18, 2001, the Board of Trustees of the Buffalo & Erie County Public Library adopted Resolution 2001-3 authorizing the Collins Public Library Board to retain $19,924 from their 2000 budget and re-budget this amount for expenditure in the Year 2001 budget to assist in meeting the opening year costs of their new library facility, and
WHEREAS, at its regular meeting of July 19, 2001, the Board of Trustees of the Buffalo & Erie County Public Library adopted Resolution 2001-42 accepting a $5,000 allocation sponsored by County Legislator McCarville to support costs associated with the new Collins Library, and
WHEREAS, these three items total $29,924 for the benefit of the new Collins Library project, and
WHEREAS, activities relating to purchasing items supported by the above allocations, including a new photocopy machine, additional shelving units, book trucks, and related equipment that is needed to insure that the new library runs smoothly are not yet complete, and
WHEREAS, the Collins Public Library Board has requested the Collins Public Library be allowed to retain the balance remaining from the $29,924 allocation for expenditure in the Year 2002, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the Collins Public Library Board to retain the unexpended balance of the $29,924 for expenditure in the Year 2002 in support of the new library facility.
Agenda Item G.2.b – Monthly Financial Report. The Monthly Financial Report for the period ending 11/30/01 was included in board packets for information.
Agenda Item H – Report of the Director. In addition to her written report, Ms. Chrisman called attention to information regarding the February 16th meeting of the Association of Contracting Library Trustees (ACT) which was distributed earlier in the meeting. She encouraged trustees to attend this meeting, which will be held at the new Clarence Public Library.
The following report was submitted by the Director and transmitted to Board members prior to the meeting:
Snow Emergency Closes Central Library/City Branches: Early library closings on December 24th and December 27th were followed by full day closings on December 28th through the 30th. Security Guards Art Foster, Cheryl Kwiatkowski and Ben Sperandeo and Stationary Engineers worked double and triple shifts, when relief personnel were unable to reach the Central Library.
Special recognition is in order also for the Network Support staff, which continued to provide staff and patron assistance to the contract libraries that remained open. Computer Operator Sandy Sywak worked late on Christmas Eve to complete the system backup and nightly reports, while Peter Kujawski, part-time Computer Operator and student, relied on the Metro Rail to reach the Central Library on Friday, Saturday and Sunday to ensure that backups and reports were generated.
Maintenance staff braved the weather conditions to ensure that Central and Buffalo branches were free of snow and debris prior to each building’s reopening. Mark Kross led the snow clearing effort with help from Mike Altieri, Herb Both, Matt Bravo, Casey Jurek, Tom Murphy, Keith Langlotz, Casey Piwowarski, Tim Tuminno, Rick Winnert, Joe Zeller, Dennis Zywiczynski, Paul Zywiczynski and Supervisor Robert Gervan. Joseph Cich interrupted his leave to ensure the East Clinton branch had heat when the heating system failed during the snowstorm.
Centralized Human Resources: On January 10th, Deputy Director Ken Stone and Assistant Deputy Director for Human Resources Mary Jean Jakubowski visited the Collins Public Library to explain the benefits of the CHR Pilot Program. Library Manager Karen Koch and the Collins trustees decided to participate in the program.
North Jefferson Library Project Update: Architect Robert Traynham Coles has made requested modifications to the Computer Training Lab and staff workroom areas, which appear to address many of the concerns of B&ECPL staff. On January 7th, Deputy Director Michael Mahaney, Service Evaluation and Planning Coordinator Peggy Skotnicki and Maintenance Supervisor Robert Gervan met with fire safety consultant Terrance Connelly to review security measures for the new library and to determine space needed at the circulation desk for monitoring equipment. Work continues on the design of the custom circular control desk.
Process Improvement Study: On January 8th, the Process Improvement Committee met to develop a new timetable and begin revising the New York Public Library’s survey forms for BE&CPL use. Mary Bobinski, the Director of the Amherst Public Library and Cathy Cich, CCAT principal clerk, are new additions to the team. On January 9th, six applicants were interviewed for the one-year process improvement study assignment in the Office of Service Evaluation and Planning. Doreen Woods, manager of the Fairfield Branch Library, has been selected to fill this important post.
B&ECPL Honors Martin Luther King: The Department of Extension Services’ 24th annual tribute to Dr. Martin Luther King, Jr. is scheduled for January 17th at 6:30 p.m. in the Central Library’s Mason O. Damon Auditorium. Skip Dillard of WBLK-93.7 FM will host the program, which features the Community School #53 Chorus, a Mime Group from the True Bethel Church, the Westminster School Choir and a musical selection from Sandra Gilliam of the Library Foundation.
Kaleida/B&ECPL Partnership - Seniors Connect: Encouraging results from the first round of online health information training for seniors have motivated Assistant Deputy Director Ruth Collins and Diane Schwartz, Director of Kaleida Health Libraries, to return to the Community Foundation for Greater Buffalo for funds to continue this successful collaboration. The 2001 workshops, conducted at the Niagara and East Delavan branches, reached 66 seniors who -- judging by the evaluations -- were delighted to experience this valuable learning opportunity. The availability of funds will determine plans for an expansion of the program audience to caregivers as well as interested seniors. Hopes are to increase the number of training sites to include additional geographic areas.
B&ECPL Youth Services 2002: Chris Moesch, Manager of System Youth Services, reports, “Team programming is first on the agenda for the new year,” as she prepares for the January 16th meeting with the Youth Services Planning Committee which includes representatives of contract library, branch and Central youth specialists. A second installment of preschool programming kits is being assembled to increase the total number available for booking to 150. Very popular with B&ECPL youth services specialists, the kits from the original collection were requested for use in branches and contract libraries 186 times during the last 6 months of 2001. Mrs. Moesch has also been busy editing the January issue of The Little Prints, a newsletter full of news and programming tips for youth librarians, and updating bibliographies prepared by Children’s Department staff. These items and images of programming kits and booking information will be available electronically on the staff Intranet.
CyberTrain on Track: Carol Batt (Office of System Public Services) has surveyed branch and contract libraries to determine interest in booking B&ECPL’s traveling laptop computers for public training programs in 2002. Many libraries are eager to take advantage of this programming opportunity and are willing to have their staff participate in “train the trainer” sessions, so they can present public classes utilizing the curriculum developed by B&ECPL’s Computer Training Coordinator Mary Ann Ozimek. Central Library will provide computer technicians to deliver, set up, troubleshoot during classes, and return equipment to Central.
Grant Funds Steinbeck/Hitchcock Presentation: Humanities librarian Meg Cheman has succeeded again in securing a grant for public programming at the Central Library. With funds from The Steinbeck Centennial/NEH/ALA Library Project, the Central Library will host a screening of the film Lifeboat, followed by a panel discussion among literary and film critics exploring how John Steinbeck came to write the screenplay and the impact Alfred Hitchcock’s direction had on Steinbeck’s original intent.
B&ECPL Prepares for 2002 NYLA Conference: Serving on the Local Arrangements Committee, Support Services librarians, Beverly Federspiel (committee chair), Maureen McLaughlin, and Jennifer Trigilio are busy planning tours and generating local interest guides in anticipation of the New York Library Association’s annual conference to be held in Buffalo this October. Activities will highlight local history as well as promote Buffalo’s major cultural and tourism attractions. B&ECPL’s new Clarence Public Library is one tour destination for those wishing to see the latest and greatest in public library facilities.
First T1 Upgrade Completed at Dudley: After a six month delay, the Library was informed that a dozen T1 lines were “turned up” and available for use. The first of these lines was installed at the Dudley branch. Completion of the installation process will be a high priority.
InoculateIT Evaluation Completed: The final decision to purchase 1,000 copies of Computer Associates’ virus protection software, InoculateIT, came just in time, as four servers located in city branches were attacked by a virus that was set to trigger on December 13th. The servers were scanned using the new software, after the hard drives were recovered using the brand-new “disaster recovery” procedures. Network Support is installing the software on all sixty library servers in fifty-two locations.
New Electronic Resources Made Available: Erie County residents are fortunate to have access to several new electronic resources providing wonderful new sources of information. In particular, the following have been recently installed:
- Learning Express – permits patrons to take practice examinations for academic tests from elementary level to the SAT’s, as well as the GED, civil service tests, law enforcement exams, the ASVAB, real estate licenses and more.
- Natural Medicines Comprehensive Database – allows patrons to find evidence-based, clinical information on natural medicines.
- Ancestry Plus – a genealogical research product provides access to more than 1 billion names, including city directories, 450 million census records between the years 1790 and 1920, immigration, vital, military, court, church and ethnic records.
CIPA Evaluation and Implementation Committee Meets: The CIPA Evaluation and Implementation Committee is considering the criteria to be used in evaluating the use of filters. Members agreed to first assess software to be used in conjunction with the replacement of the Library’s firewall. If the test is successful and the decision to use “technological protection measures” is made, there will be no additional costs required.
State Report: Preliminary work has begun for the latest round of annual reports to New York State. Forms and spreadsheets have been updated. The Network Support staff has generated 2001 reports for circulation by material codes, holdings and additions to the collections in all libraries and departments. Comprehensive data will be available in the near future.
Collection Agency Services: Unique Management Services is now working to seek the return of long delinquent library materials, fines and fees. This highly automated process in its first two months has generated the return of $13,869 worth of library materials and payment of $4,337 in fees for lost materials and fines.
Energy Monitoring Pilot Program Yields Savings: As part of the Library’s ongoing effort to reduce energy costs, improved “real-time” monitoring of the Central Library’s electrical usage has been installed. The Central Library is one of a few larger County facilities participating in this test. The enhanced monitoring allows staff to better manage load requirements and test new techniques for reducing energy consumption without noticeably impacting the building environment.
Switch to #6 Fuel Oil Saves Library Energy Dollars: On January 2nd, the Central Library switched to burning #6 “Bunker C” fuel oil for its primary source of heat, as it is now more cost-effective due to dramatically lower prices when compared to natural gas. Humidity boilers and the ramp snow melting system remain on natural gas as they are not able to use the alternate fuel.
Meetings: On January 9th, Deputy Director Michael Mahaney and the Director met with members of the Hamburg Public Library Board of Trustees and the Hamburg Director Jane Rosenfeld to discuss the Centralized Human Resources Pilot Program. Hamburg trustees asked questions about the Process Improvement Project and other System initiatives. A sense of collegiality and commitment to open communication marked the session.
The Director had an opportunity to participate in a highly instructive training program offered by the County to Commissioners and Directors regarding the organization of an Incident Command System. Planned as a homeland security initiative, the session was especially relevant in light of the recent snow emergency. Hopefully, the January 10th program will be repeated for other personnel in the near future.
Agenda Item I – Report of the Foundation Director. In addition to her written report, which contained information regarding the New Jefferson Library Construction Project, Annual Fund 2001-02, John R. Oishei Foundation: Rare Books Catalog Web Site Development Grant, A Murder, A Mystery, and A Marriage, and B&ECPL Funding Support, Ms. Vedder reported that the Library Foundation’s application for Junior League Show House proceeds to benefit the North Jefferson Library project has made it through another elimination round.
Ms. Vedder informed trustees that upon hearing of the Mark Twain writing competition, an Anchorage, Alaska high school teacher had her fall semester students write a story based on the Twain novella which appeared in The Atlantic Monthly. The Foundation will acknowledge this young group by sending them a copy of A Murder, A Mystery, and A Marriage.
In response to Mr. Roach’s request, Ms. Vedder informed new trustees that the Foundation has applied to the Junior League Show House Proceeds Committee to fund the African-American Gallery and Resource Room and the Technology Center at the proposed new Jefferson Library.
Agenda Item J – Public Comment. No public comment.
Agenda Item K – Unfinished Business. No unfinished business.
Agenda Item L – New Business.
Agenda Item L.1 – State Aid Construction Program 2001-2002. Deputy Director Michael C. Mahaney informed Board members that there are two versions of Resolution 2002-2. The one which was included in the Board packet pertains to the new Jefferson project. Recent information from the City suggests that it might take longer to get the project started than the time available in the State Construction guidelines, which require that the project contract be awarded within 90 days of the grant award. To assure that the State Construction funds not be lost, the Library administration has recommended an alternative project for this cycle. That project is the Central Library emergency back-up generator.
In response to Ms. Panty’s questions, Mr. Mahaney indicated that if B&ECPL applied for funds for the Jefferson project and that project does not commence within the 90-day window following the award, the Library might lose the funds. The emergency back-up generator project meets the eligibility requirements of the State program. This project will guarantee uninterrupted electrical power to support B&ECPL’s network operation and provide service to all 52 B&ECPL libraries. The Library can apply for funds for the Jefferson project in the next cycle when the project will be more timely. There being no further discussion, on motion by Ms. Summer and seconded by Ms. Horton, the Board approved the proposed resolution relating to the emergency generator project as follows:
RESOLUTION 2002-2
WHEREAS, the FY 2001-2002 State Aid for Public Library Construction program includes an allocation of $39,755 for the Buffalo & Erie County Public Library, to be distributed to eligible System projects, and
WHEREAS, B&ECPL staff has prepared a request for funding of an emergency back-up generator in the Central Library, and
WHEREAS, the project meets the eligibility requirements of the State program, and
WHEREAS, under the program guidelines and the timetable of the current funding cycle there are no other B&ECPL applicants for these funds, now, therefore, be it
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library direct staff to transmit to the New York State Division of Library Development a recommendation to allocate $39,755 for the Central Library emergency back-up generator project.
Mr. Wisbaum arrived at the meeting at approximately 4:12 p.m. Ms. Thomas arrived at approximately 4:14 p.m.
Agenda Item L.2 – Authorizing Additional Contracting Libraries’ Participation in the Centralized Human Resources Pilot. Mr. Stone reported that the proposed resolution authorizes the participation of additional contracting libraries in the Centralized Human Resources pilot program. Following his explanation of the CHR concept to the new trustees, the Board unanimously approved Resolution 2002-3 on motion by Ms. Juncewicz and seconded by Ms. Panty.
RESOLUTION 2002-3
WHEREAS, the Centralized Human Resources (CHR) pilot program was established to provide assistance to Contract Library Boards in staff recruitment/selection as well as relieve contracting library staff of the burdens of personnel, payroll and benefits administration, and
WHEREAS, System and Erie County personnel, trained to perform these functions as a part of their daily jobs, utilize Erie County’s financial and payroll systems to perform these tasks, taking advantage of economies of scale to allow contracting library staff more time to provide better public service and interact with the local community, and
WHEREAS, in 2001 the Aurora Town Public, Town of Lancaster Public and the City of Tonawanda Public Libraries joined the pilot test and enthusiastically support the program, and
WHEREAS, the Board of Trustees of the Collins Public Library at its meeting of January 10, 2002 passed a resolution expressing its desire to join the CHR program and authorizing its Board Chairperson to execute a contract amendment to join, and
WHEREAS, other contracting libraries have expressed an interest in possibly joining the pilot project during 2002, which would also require a contract amendment with any interested Contracting Library Board, and
WHEREAS the Board of Trustees of the Buffalo and Erie County Public Library desires to facilitate this process and recognizes that the existing 2002 contract between the B&ECPL and any contract library that desires to participate in the Centralized Human Resources Pilot Program must be amended to do so, now, therefore, be it
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library authorizes the Chairperson of the Board of Trustees to execute an amendment to the 2002 contracts of those contract libraries wishing to join the pilot program during 2002.
There being no further business, on motion by Ms. Horton and seconded by Ms. Panty the meeting was adjourned at approximately 4:20 p.m.
Respectfully submitted,
Annette A. Juncewicz, Secretary