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MEETING MINUTES

Minutes Regular Meeting of the Buffalo & Erie County Public Library Board of Trustees April 18, 2002

The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, April 18, 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; James W. Burns, Treasurer; William P. Brosnahan; Phyllis A. Horton; John B. Long; Rebecca L. Mahoney; Abdul H. Raoof, Ph.D.; Judith K. Summer; Sharon A. Thomas; Raul Vazquez; Wayne D. Wisbaum; Stanley H. Zagora; Robert J. Plache, Trustee Emeritus; George M. Zimmermann, Trustee Emeritus.

Excused: Annette A. Juncewicz, conflict; Roland R. Benzow, Trustee Emeritus; Richard O. Hopkins, Trustee Emeritus; Salvatore R. Martoche, Trustee Emeritus; Morton H. Stovroff, Trustee Emeritus

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

Agenda Item B – Approval / Changes to the Agenda. The Agenda was approved as submitted

Agenda Item C – Minutes of the meeting of 2/21/02 and the Executive Committee Meeting of 3/7/02. On motion by Ms. Horton and seconded by Ms. Panty, the Minutes of the February 21st Board meeting and the March 7th Executive Committee meeting were approved as submitted.

Agenda Item D – Report of the Chair. Mr. Roach called attention to information pertaining to the Children’s Internet Protection Act (CIPA) which was included in Board members’ packets. He indicated that Director Chrisman will report further on this topic.

Agenda Item E – Committee Reports.

Agenda Item E.1 – Executive Committee. Ms. Panty reported that among the topics of discussion at the April 11th Executive Committee meeting were items on today’s agenda and a trustee workshop to be conducted on June 8th from 9 a.m. to 1 p.m. A screening and discussion of Alfred Hitchcock’s Lifeboat will follow the workshop at 1 p.m. in the West Room as part of a John Steinbeck program.

Agenda Item E.2 – Budget & Finance Committee. Mr. Burns called on Deputy Director Kenneth Stone to present the Budget & Finance Committee report.

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

RESOLUTION 2002-20

WHEREAS, a request for budget transfers has been received from the Aurora Town Public Library, now, therefore, be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approve transfers totaling $208 within the budget of the Aurora Town Public Library.

Agenda Item E.2.b - 2003 Erie County Capital Project Request. Mr. Stone explained the major items in the Library’s 2003 Capital Project request.

Mr. Burns indicated that the request for a feasibility study and preliminary design work on a Library/Community College public parking project emphasizes the Library’s intentions and willingness to participate in collaborative efforts.

During discussion Ms. Summer corrected line 2 of the third bullet in the proposed resolution to read “ … which is a necessary precursor …”. On motion by Ms. Thomas and seconded by Ms. Mahoney, the following resolution was approved as amended:

RESOLUTION 2002-21

WHEREAS, on March 22nd, the Library received the Erie County Division of Budget Management and Finance’s 2003-2008 Capital Budget preparation instructions, and

WHEREAS, completed applications must be returned to the County Division of Budget Management and Finance by April 22nd, providing a limited time for application preparation and review, and

WHEREAS, the Board of Trustees of the Buffalo & Erie County Public Library’s adopted strategic plan Expanding Horizons provides the guidelines needed to develop the Library’s capital project requests, and

WHEREAS, the Board’s Budget and Finance Committee Chair reviewed said instructions with the Chief Financial Officer to provide further direction to staff in preparing capital project requests, and

WHEREAS, staff developed proposed projects that work to implement Expanding Horizons recommendations and update ongoing projects, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library hereby directs staff to prepare and submit 2003 Erie County Capital Project requests for the following funding:

• Library Materials Purchases in the amount of $5,053,404 in 2003, with an annual price cost adjustment of three percent for 2003 and future years, in keeping with the County Budget Office’s 2001 shift of funding source to transfers from the Tobacco Capital Budget accounts established by the County Comptroller;
• Central Library Interior Renovations Phase One in the amount of $2,500,000. Based upon preliminary results from the space design study conducted by Habiterra Design Group. The $2.5 million requested County Capital funds would be further supplemented by private fundraising and grant requests, to improve service quality, efficiency, effectiveness and develop the Central Library as a “downtown destination”;
• Central Library Asbestos Abatement – $1,000,000 to accelerate the ongoing ten year project, which is a necessary precursor to much of the renovation work;
• Materials Shipping/Delivery Truck Replacement - $40,000 to replace the 1988 vehicle which, with over 200,000 miles, is no longer reliable;
• Equipment/furnishings improvements, replacements and upgrades - $300,000; and
• Central Library/Community College public parking – $250,000 for feasibility study and preliminary design work that would now include coordinating the project with proposed Community College Downtown Campus consolidation, providing the potential for an exciting collaboration to connect and coordinate the resources and services provided by both institutions to the benefit of library patrons, community college students and the downtown Buffalo economy, and be it further

RESOLVED that the Board of Trustees of the Buffalo & Erie County Public Library expresses its support for requests that may be submitted by the County Public Works Department to address Central Library Mechanical Equipment and Building needs not covered by the above requests, and be it further

RESOLVED that the Director transmit the requests to the County of Erie’s Division of Budget, Management and Finance.

Agenda Item E.2.c – Buffalo Branch ETI Projects, Testing for Painting & Rebudgeting 2001 Balances. Mr. Stone informed the Board that this item carries forward ETI funds approved in the 2001 budget to conduct activities as indicated in the proposed resolution. On motion by Ms. Panty and seconded by Ms. Summer, the following was approved unanimously:

RESOLUTION 2002-22

WHEREAS, on July 13th, 2000 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 November 15, 2001, the Library Board of Trustees approved Resolution 2001-63 approving Educational Technology Initiative (ETI) projects for the Buffalo Branch Libraries totaling $299,805 and consisting of ETI proceeds of $254,835 and $44,970 in City of Buffalo Community Development matching funds, and

WHEREAS, the City of Buffalo funds, along with an estimated $37,530 in ETI proceeds would be used to repaint the interior of up to 13 branches, and

WHEREAS, the City of Buffalo will be bidding out and directly paying contractors for the buildings covered by the City’s $44,970 share, and the City may also bid out the work to be funded by the ETI’s $37,530 share to make a more attractive total package for potential bidders, hopefully resulting in lower cost bids, and

WHEREAS, prior to proceeding with a bidding process, City and Federal rules require the surfaces be tested for the presence of lead and/or asbestos, and

WHEREAS, the City, in cooperation with the Library, requested a proposal from Watts Engineers for these services since both the City and County have utilized this firm’s professional expertise for this type of service in the past, including extensive work in the Central Library, and found the proposed fees to be fair and reasonable, and

WHEREAS, the City will be directly contracting for these services, in the amount of $2,150 for the East Delavan, Fronczak, Mead, Northwest, Dudley, and Niagara libraries, as they are eligible to receive Community Development funds, with the library’s ETI grant funds available to fund the $2,550 costs for the seven other libraries to be assessed, and

WHEREAS, sufficient ending fund balance is available within the 2001 ETI account balances to meet these objectives, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library amend the 2002 Operating Budget increasing revenue and expenditure accounts as follows:

and be it further

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the Library Director or her designee to enter into a contract with Watts Engineers for professional services, in the amount of $2,550, for testing and reporting for lead and asbestos in the Cazenovia, Crane, Fairfield, Kensington, North Park, East Clinton, and Riverside branches.

Agenda Item E.2.d – Emergency Generator Project Construction. Mr. Stone noted that funding for this project was approved in the 2000 budget. Since this is a joint project, with the Library as funding agent and the County as building owner, the contract award recommendation will be brought before both entities for approval. Following discussion, on motion by Ms. Horton and seconded by Dr. Raoof, the following was approved unanimously:

RESOLUTION 2002-23

WHEREAS, the Library’s 2000 budget included $300,000 in the Repair and Maintenance Account for major repair projects in the Central Library, which is a County-owned building, and

WHEREAS, one of these projects involves replacing and upgrading the Central Library’s emergency power generation system, which is in poor condition and does not have the capacity to support library Computer Network operations, and

WHEREAS, Library staff has worked closely with Erie County Department of Public Works (DPW) staff in planning this project, which has completed design and bid solicitation, and

WHEREAS, Erie County DPW, the lead in this project representing the building owner, has determined the low bidder to be Weydman Electric, Inc. with a project bid of $149,396 including both alternates, and

WHEREAS, since this is a joint County-Library project, the approval of both the Erie County Legislature and Buffalo & Erie County Public Library Board of Trustees is necessary for this project to continue and approvals are being sought from both, and

WHEREAS, the Buffalo & Erie County Public Library Board of Trustees previously re-appropriated funds for this project via Resolution 2000-61 into the 2001 budget, approved up to $30,000 for project design and management pursuant to Resolution 2001-13, and re-appropriated the uncommitted balance of $270,000 into the 2002 budget SFG 820973420823 via Resolution 2001-73 thereby providing the funds necessary to undertake this project, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves release of library funds to pay for construction of the Central Library Emergency Generator Replacement Project up to the amount of $149,396 for base and both alternates submitted by the low bidder, Weydman Electric, Inc., and up to an additional $20,000 for project contingency.

Agenda Item E.2.e – Application of Seniors Connect Reimbursement. Mr. Stone reported that the Library has received a reimbursement for staff wages and incidentals related to the Seniors Connect program in the amount of $5,048. Staff recommends these funds be applied to support part-time Librarian Trainee hours. The proposed resolution acknowledges the contribution of the Kaleida Health Foundation and amends the 2002 budget, increasing revenues and expenditures by $5,048. On motion by Ms. Mahoney and seconded by Ms. Horton, the following was approved unanimously:

RESOLUTION 2002-24

WHEREAS, in 2001, the Kaleida Health Foundation agreed to support a library-based program to improve Senior Citizens’ access to library based health information, and

WHEREAS, that program, Seniors Connect, was conducted at two library outlets and was well attended, and

WHEREAS, in March, 2002, the Library received a check from the Kaleida Health Foundation as reimbursement for staff wages and incidentals related to the Seniors Connect program in the amount of $5,048, and

WHEREAS, staff recommends these funds be applied to support part-time Librarian Trainee hours, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library gratefully acknowledges the contributions of Kaleida Health Foundation to this worthy program, and be it further

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approve a budget amendment to the 2002 budget to allocate revenues of $5,048 into SFG# 820973420509 (Refund-Prior Year Expense) and expenditures into SFG accounts, in the amounts and object accounts shown below:

Agenda Item E.2.f – Preliminary Year End Report 2001. Mr. Stone presented this item for the Board’s information.

Mr. Wisbaum arrived at the meeting at approximately 4:15 p.m.

Agenda Item E.2.g – Concord Public Library – Unanticipated Expense. Mr. Stone explained that the Concord Public Library’s manager has satisfied civil service requirements for a promotion from Library Director Trainee to Library Director I. The Concord Public Library Board of Trustees, which did not anticipate this occurrence in its 2002 budget request, is now asking that funds be appropriated from the B&ECPL ending fund balance to the Concord Public Library’s 2002 budget. On motion by Ms. Panty and seconded by Ms. Thomas, the following was approved unanimously:

RESOLUTION 2002-31

WHEREAS, the incumbent Library Director I Trainee at the Town of Concord Public Library has completed the two (2) subsequent years of satisfactory professional experience after obtaining her Master of Library Science degree requirement that makes her eligible for promotion to Library Director I, and

WHEREAS, this change will result in an increase of $2,432 in cost to the Library, and

WHEREAS, since the Town of Concord Public Library Board of Trustees did not anticipate this occurrence in their 2002 budget request, the current budget is insufficient to address this situation, and

WHEREAS, the contract between the Buffalo & Erie County Public Library and the Town of Concord Public Library, in the Twenty-Second item, provides a process for requesting assistance in the event of “unforeseeable circumstances” that “result in a material impact on the ‘Public Library’s’ operating budget…”, and

WHEREAS, the Town of Concord Public Library has formally requested said assistance and certified the need for additional funds, and

WHEREAS, the cost of this change for 21 pay periods in 2002, the number of 2002 pay periods subsequent to the incumbent’s February 13, 2002 letter requesting this issue be addressed, is $2,432, and

WHEREAS, sufficient monies are available in the Library’s 2001 ending fund balance, and

WHEREAS, pursuant to section EIGHTH of the 2002 contracts, these changes may be implemented by resolution and transmitting a revised Exhibit A to reflect same, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approve an increase to the Town of Concord Public Library’s allocation in the amount of $2,432 to assist in the following accounts: wages - $2,247, FICA - $172, and NYS Retirement - $13, and be it further

RESOLVED, that a copy of this resolution and a revised Exhibit A be transmitted to the Town of Concord Public Library to implement the change.

Agenda Item E.3 – RENEWAL Committee. Ms. Mahoney reported that at its meeting on April 16th the RENEWAL Committee selected a local company to produce the video approved at the February 21, 2002 Board meeting. Library staff will do most of the script writing in an attempt to keep the presentation within the approved budget. It is anticipated that the video will be released in mid-May.

Ms. Chrisman informed trustees that in order to generate interest in improving city branches and contract libraries the Network Support Department is creating reports which will indicate the number of registered borrowers and the circulation figures at each unit by zip code. This will be helpful not only for the RENEWAL Project, but also for the Library System to provide better service. It is hoped that the video will be ready for viewing at the June 8th Trustee Workshop.

Agenda Item F – Report of the Director. In addition to her written report, Ms. Chrisman called attention to the mouse pads which were distributed earlier in the meeting. These mouse pads will replace the current older ones at all the public access computers.

She reported that the Marilla Free Library has agreed to participate in the Centralized Human Resources (CHR) pilot program. Marilla will be joining the Collins Public Library in the CHR project, along with libraries in East Aurora, West Falls, Lancaster, Depew and the City of Tonawanda.

Ms. Chrisman informed the newer trustees that the Centralized Human Resources Pilot Project saves participating libraries the cost of payroll services and the time associated with benefits administration. Participation in this program allows library managers in the smaller units and clerical staff in the larger units time for other important tasks.

Ms. Chrisman also called attention to a flyer announcing a discussion on Elbert Hubbard and the Roycrofters which will be held in the Central Library’s Ring of Knowledge on Saturday, May 4th at 1 p.m.

As mentioned by Mr. Stone in his presentation on the Library’s capital project request, the Habiterra Design firm has submitted preliminary results from their space design study. It is hoped that private fundraising and grant requests will supplement County capital funds to complete the proposed renovations. These proposals were included on a list of anticipated projects that was presented to the Library Foundation Board at its February meeting. Ms. Chrisman expects a full report from Habiterra for the Library Board’s May meeting. She called on Assistant Deputy Director Ruth Collins, who has been the point person in B&ECPL’s work with Habiterra.

Mrs. Collins informed the Board that the Central Library is almost 40 years old and in need of some remodeling. Library staff and the Habiterra firm were given the charge to come up with a “wow” library. Mrs. Collins distributed preliminary drawings received from Habiterra which depicted a renovated main entrance to the Library, a café which will be located off the main hallway where computers are currently placed and a new popular materials area which will include fiction, video, DVDs and books on tape. The entrance to the new children’s area will face the escalators and the redesigned Children’s Room will include an urban park. A newly renovated rare book room with a display area and exhibits is also proposed. Mr. Roach thanked Mrs. Collins for her presentation and expressed the Board’s enthusiasm for the new designs.

Ms. Chrisman reported that she and Deputy Director Michael Mahaney will attend a meeting of the Community Enrichment Committee on May 2nd to report on Summer Cyber Camp and the Children’s Internet Protection Act (CIPA).

Ms. Chrisman called attention to another item in Board members’ packets – a proposed schedule regarding B&ECPL’s compliance with CIPA. She plans to present a report on CIPA at the Board’s May 16th meeting, along with the Library’s proposed Internet safety policy. On May 20th, the proposed policy will be distributed to contract libraries as required by B&ECPL’s contract with those libraries. The June 8th Trustee Workshop will be a timely opportunity for discussion of CIPA.

The schedule proposes that a public hearing on the Library’s policy be held before the June 20th Board meeting. The Library is obligated to have a public hearing prior to adoption of this policy. Trustees were asked to let the Director know their preferences regarding a date and time for the public hearing.

Libraries receiving E-rate discounts must be in compliance with CIPA by July 1st. There is a possibility that this deadline may be adjusted or modified to accommodate a Supreme Court decision regarding CIPA.

Following discussion, Mr. Roach indicated that the Board recognizes the importance of this issue and its obligation to the community. Trustees intend to do their best in accordance with their responsibilities.

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

This report includes accomplishments and activities for the months of March and April 2002.

Children’s Internet Protection Act (CIPA): CIPA, which was signed into law in December 2000 and became effective on April 20, 2001, applies to public libraries receiving federal (LSTA or E-rate) funding for computers or direct costs associated with accessing the Internet for children and adults. The legislation requires libraries to adopt and implement an “Internet Safety Policy” incorporating a “technology protection measure” that “blocks or filters Internet access to visual depictions that are obscene, child pornography, harmful to minors, or any other locally determined material inappropriate for minors.” The policy must also address other safety and security issues.

The American Civil Liberties Union, the American Library Association and other organizations initiated legal action against CIPA, contending that the Act is unconstitutional and an infringement of First Amendment protections. The federal court trial concluded on April 4th, with a ruling anticipated for early May. Whichever way the ruling goes, the case will be appealed directly to the U.S. Supreme Court.

The Federal Communications Commission (FCC), which oversees E-rate, developed implementation rules, with which the B&ECPL has complied. E-rate discounts are an important source of funding for the Library. To date the B&ECPL has received or is scheduled to receive more than $1.1 million. These funds have enabled the System to greatly enhance the technology offered to patrons.

In accordance with Resolution 2001-31, Library administration is reviewing the current Internet policy (which does not include the use of filters, but does require parental consent and other safeguards). Staff committees have been examining the Library’s policy, investigating the effectiveness of filters and determining associated costs. Information about CIPA, including a copy of the Act, will be disseminated to trustees under separate cover to facilitate discussion at the April Board meeting. The Director will present a full report at the May Board meeting.

Congressman LaFalce Supports Summer Cyber Camp: Thanks to the support of Congressman John LaFalce, the B&ECPL will receive $22,500 to fund Summer Cyber Camp programs in his district. Through the assistance of his office, the Institute of Museum and Library Services has notified the Library that funds will be available for the summer of 2002.

State of the Library Address: On March 6th, the Director delivered her State of the Library presentation to staff. Focus was on the accomplishments of 2001 and the goals and objectives scheduled for 2002.

Video Production Underway: In accordance with Resolution 2002-12, which allocated required funding, Ent/Gates Productions, Inc. has been engaged to prepare a video that will graphically demonstrate the benefits a revitalized library can bring to a community. The RENEWAL Committee plans to use the video in conjunction with community meetings to assess interest in new facilities.

Buffalo’s Branch Libraries Receive ETI Facelift: In anticipation of fresh interior painting, most branch locations are receiving new furniture, new copiers and new fax machines — thanks to $254,835 of Erie County’s Educational Technology Initiative (ETI) funds and $44,970 of City of Buffalo Community Development Block Grants. The Riverside Branch also has received new public access computers through ETI funding.

Newstead Construction Project Nears Completion: The dedication of the new Newstead Public Library building in the village of Akron is tentatively scheduled for May 31st. An open house will be held June 1st.

Jefferson Construction Project Update: The project is scheduled to go to bid this spring. Final review of the furniture layout and the design of the custom circulation/reference desk are nearly complete.

Collection Development Grants Awarded: $75,000 was set aside from the 2002 Materials Budget to fund collection development projects throughout the System. Unlike previous years, this year’s focus was on building, supporting, and updating existing collections rather than introducing new services. Seventy-four projects were submitted for consideration, totaling more than $132,000 in requests. The Materials Budget Committee, chaired by Assistant Deputy Director of Support Services Lucille DeFranks, includes Carol Batt, Sharon Edward, Sharon Holley, Elaine Mahaney, Judy Rivard and Kristine Sutton. Upon review of all applications, the committee recommended funding for fifty-two of the proposed projects. Thanks to these collection development projects, library patrons will find many new home repair and travel books, biographies, African American fiction titles, and plenty of audio books when they visit Erie County’s public libraries this spring and summer.

Faster, Better Video Service: In an effort to streamline and unify service, the B&ECPL has initiated two new procedures involving videos. First, to simplify handling and to improve the efficiency of the Library’s online catalog, all video titles (both VHS and DVD) are being inventoried in the Central Library’s Processing Department. Also, for patron convenience and to standardize return practices, the B&ECPL now allows borrowers to return videos to any B&ECPL facility in the County, not just to the location from which they were borrowed.

Geographic Information Systems (GIS) Being Explored: The NYS Archives Needs Assessment grant for Erie County, the B&ECPL and the Towns of Cheektowaga and Wales is underway. Representatives from the GIS Resource Group of D’Alba & Donovan, the consultant for the grant, conducted four educational seminars for library personnel, including B&ECPL Administration. Twelve target groups will be interviewed during April to determine potential applications of GIS in the public library environment.

PLA Attracts 7,000: The Public Library Association Conference, convened in Phoenix, Arizona between March 12th and 16th, was a valuable learning experience for several B&ECPL staff. Of special note were programs on building design and construction, evaluating library performance, digital/virtual reference services, disaster preparedness, designing and delivering services to special groups -- as well as exhibits from vendors of all types. Representing B&ECPL were Deputy Director COO Michael Mahaney, Assistant Deputy Director for Central Library and System Public Services Ruth Collins, Assistant Deputy Director for Human Resources Mary Jean Jakubowski, Service Evaluation and Planning Coordinator Peggy Skotnicki, Catalog Department Head Dawn Cameron and others from various locations. Department of Extension Services’ librarian Peter Lisker presented a well-attended program on improving customer service.

Buffalo Branches Celebrate National Library Week: In addition to the many “Open Houses” to be held throughout the city during National Library Week, some of the other activities planned include: the 8th Annual African American Writers Reception at the Martin Luther King Branch (April 18th at 5:30 p.m.); the Polish Heritage Dancers of WNY at the East Clinton Branch (April 15th at 6:30 p.m.); Irish Storyteller Margaret McGrath at the Dudley Branch (April 18th at 6:30 p.m.), Mr. J. celebrating the Magic of Reading at the Crane Branch (April 13th at 11 a.m.); folk musicians Kindred at the Cazenovia Branch (April 18th at 6:30 p.m.); African Drumming with Jomo at the North Jefferson Branch (April 19th); and La Krema, appearing as part of the Library Foundation’s Grosvenor Concert series, at the Northwest Branch (April 18th at 6:30 p.m.).

Treasures of B&ECPL Music Collections Recognized: In an article entitled “A Toast to Toscanini,” published in the March 14th edition of Artvoice, author Edward Yadzinski draws attention to the B&ECPL’s collection of celebrated conductor Arturo Toscanini’s complete NBC library of 2093 scores and parts. Buffalo Philharmonic Orchestra conductor JoAnn Faletta states: “For almost five decades the BPO has derived an enormous benefit from the presence of Toscanini’s library of orchestral scores and parts from the renowned NBC Symphony in New York. Today the collection is among the many treasures of our Buffalo and Erie County Public Library.” B&ECPL music librarian Raya Then is noted in the article, which heralded a pair of concerts performed by the BPO.

Also acknowledging and appreciating the valuable musical resources of the B&ECPL is Studio Arena’s sound engineer R. Menke, who recently visited the Music Department in search of period music for Studio Arena’s production of A. R. Gurney’s Buffalo Gal. Staff retrieved a number of titles from the department’s historical collection of approximately 16,000 78-rpm phonograph recordings. The director was delighted to find and use an original Pete Seeger recording as background music for the production.

B&ECPL Represented at Patent Conference: In an effort to broaden the base of librarians trained to assist patrons with often complex patent searching, B&ECPL sponsored the attendance of librarian Daniel Caufield at the U.S. Patent and Trademark Organization’s annual conference in Washington, D.C. from March 16th to 22nd. Mr. Caufield was immersed in specialized training that he will offer, in turn, to staff of the Business, Science and Technology Department in coming weeks.

Process Improvement Study: The New York Public Library’s staff survey form has been modified for B&ECPL use. Objective measures for each work activity have been determined, and average salary and productive work hours were calculated for each job title. All information has been forwarded to NYPL’s Tony Fischetti, who is developing an Excel prototype of the final product. Preliminary review of the prototype is very favorable. The project will be reviewed and discussed at the April 24th Managers’ Meeting.

Public and Staff to Benefit from New Technology Training: Developed by B&ECPL subject specialists in concert with training coordinator Mary Ann Ozimek, the latest trimester of technology training offers new and expanded selections. A new workshop on tracing family history, emphasizing the recently acquired Ancestry.com database, is proving very popular. The content of “standard” workshops has been substantially revised and updated. For example, Rx Web now includes coverage of alternative medicine, including demonstrations of the latest online alternative health databases.

2003 Erie County Capital Projects: The County Executive’s proposal to consolidate Erie Community College into a Downtown Campus may present an exciting opportunity for the B&ECPL to connect and coordinate with services provided by the College to the benefit of Library patrons, community college students and the downtown Buffalo economy. Projects for Central Library interior renovations and public parking are under development pursuant to the recommendations of the Library’s strategic plan Expanding Horizons. In addition, requests are planned for

• 2003 Library Materials/Serials/Database Purchases;
• Central Library Asbestos Abatement;
• Materials Shipping/Delivery Truck Replacement;
• Equipment/furnishings improvements, replacements and upgrades.

These projects will be presented for Library Board consideration at the April 18th meeting.

Construction for Records Storage to Begin: Contracts were recently awarded for the project that will convert a portion of the Central Library’s Civil Defense Room, located beneath the front entry ramp, to records storage and access space for the Erie County Surrogate’s Court. The space would be operated by, and operating costs paid by, Surrogate’s Court, not the Library. One element of the project that will benefit both the Library and the Court is the installation of an Americans with Disabilities Act compliant elevator in an existing shaft near the Washington Street entrance. The elevator will serve the court space, the Auditorium, the first and second floors of the Central Library and Tier B. Work will begin on or about May 1st with a minor project to remove asbestos where the new elevator will be installed. Watts Engineers, under a separate contract with the Erie County Department of Public Works, will perform air monitoring throughout the project.

Emergency Generator Replacement Project: Bids were received on April 9th to replace the Central Library Emergency Generator. The current equipment is original to the building and in poor condition. A product of the 1960s, it does not have the capacity to support computer network operations. The new generator will meet these needs and also provide emergency power to the Oak Street elevator and the building’s heating system. Work will begin this spring and be completed later this year.

Meetings: On March 19th, Deputy Director Michael Mahaney and the Director met with Legislator Mark Schroeder to discuss B&ECPL issues and library needs of the Second Legislative District. A meeting with Deputy County Executive Carl Calabrese on April 11th provided Mr. Mahaney and the Director an opportunity to review with him Central Library renovation plans and the Jefferson Construction project.

Agenda Item G – Report of the Foundation Director. The written report of Foundation Director Kathryn Vedder included information regarding revenue received from first month’s sales of A Murder, a Mystery and a Marriage, the annual meeting of the Library Foundation, grant applications to the Bell Fund and the Community Foundation of Greater Buffalo, the spring Grosvenor Concert Series, Central Library Garden Grant and other B&ECPL funding support.

In addition to her written report, Ms. Vedder introduced former Library Foundation Board President, W. Lawrence Buck and newly elected President, Leonard R. Lenihan. Mr. Lenihan expressed his pleasure to be working with the Library and invited trustees to two presentations which will follow the Library Foundation Board meeting on April 23rd. Foundation Board member Dr. Robert Bertholf will present the instructional Adventures of Huckle- berry Finn CD-ROM prepared by the University at Buffalo which was funded through a grant from the Oishei Foundation. B&ECPL/ Library Foundation attorney Patrick E. Martin will give a presentation on publication rights and marketing of those rights.

Agenda Item H – Public Comment. No public comment.

Agenda Item I – Unfinished Business. No unfinished business.

Agenda Item J – New Business.

Agenda Item J.1 – CLA grant applications. Mr. Mahaney informed trustees that Central Library Aid is an annual recurring grant which supports the Central Library. It is requested that the Board approve this statutory New York State grant and appropriate the unexpended balances from preceding years. On motion by Mr. Burns and seconded by Ms. Horton, the following was approved unanimously:

RESOLUTION 2002-25

WHEREAS, the Central Library Aid grant, composed of the Central Library Development Aid grant and the Central Library Book Aid grant, is an annual New York State statutory grant aimed at assisting central libraries in developing collections and providing services to their systems, and has provided funding for many years, and

WHEREAS, each year an application must be transmitted to the state to receive these funds, and

WHEREAS, the 2002 Budget adopted by the Library Board of Trustees anticipated $375,585 of the proposed 2002 Central Library Aid grant amount but could not at the time anticipate either the total amount of the 2002 grant or the amount of prior year funds remaining at the end of 2001, and

WHEREAS, the Buffalo & Erie County Public Library Board of Trustees desires to move forward with the 2002 Central Library Aid programs, including applying the $85,321 prior year balances to the CLDA grant, now therefore be it

RESOLVED, that the Buffalo & Erie County Public Library Board of Trustees approves the application, including reallocating prior year balances, for the State funded Central Library Aid grant, and be it further

RESOLVED, that the Library Director transmit the completed Central Library Aid grant application to the State Division of Library Development.

Agenda Item J.2 – Parent & Child Grant. Mr. Mahaney asked for the Board’s approval of the Parent & Child Services grant application which will support an ongoing school/weekend activity at the Buffalo & Erie County Public Library for young people in grades 4 through 8. This program encourages children to think beyond book reports and develop their creative instincts through journaling, book making, illustrating, book discussion, author studies, storytelling and music. With additional funding through this grant, the B&ECPL would foster partnerships with cultural organizations such as World Connect and Young Audiences, adding another dimension to ongoing programming by presenting artists and performers from countries around the world. On motion by Ms. Mahoney and seconded by Ms. Panty, the following was approved unanimously:

RESOLUTION 2002-27

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves the application for a Parent and Child Services Grant for FY 2002-2003.

Agenda Item J.3 – Gift and Donor Recognition Policy and Agenda Item J.4 – Cooperation with Organizations and Agencies. Trustee Summer, who chaired committees on the proposed policies, presented the policies for Board approval. She indicated that both were reviewed by the Board's legal counsel and reflect the need for some caution. Traditionally, the Library has been a neutral, non-political institution. The Board should carefully evaluate any gifts of public or private funds that carry conditions that might compromise that neutrality or expose the Library's good name to unnecessary risk. The proposed policies allow the Board the flexibility to address individual circumstances in the Library's best interest. There being no discussion, on motion by Mr. Burns and seconded by Dr. Raoof, the following resolutions were approved unanimously:

RESOLUTION 2002-28

WHEREAS, B&ECPL’s Gift Policy was adopted January 18, 2001 and amended February 15, 2001, and

WHEREAS, the Board has determined that the policy should be expanded to provide a formal mechanism to thank donors, to encourage others to give, and to build healthy long-term relationships between the B&ECPL and its donors, and

WHEREAS, a committee of the Board’s membership has drafted such a policy, now, therefore, be it

RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library adopt the Gift and Donor Recognition Policy (attached) to supersede B&ECPL’s current Gift Policy, and be it further

RESOLVED, that B&ECPL administration is hereby authorized to develop such instruments as may be required to implement this policy.

RESOLUTION 2002-29

WHEREAS, The Buffalo & Erie County Public Library welcomes opportunities for cooperative ventures with the business and professional community as well as civic, cultural, educational and governmental agencies when those ventures support programs, services, resources or facility enhancements that benefit the public, and

WHEREAS, a committee of the Board’s membership has drafted a policy that formalizes the terms under which B&ECPL enters into collaborative relationships with organizations and agencies, now, therefore, be it

RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library adopt the Policy for Cooperation with Organizations and Agencies (attached), and be it further

RESOLVED, that B&ECPL administration is hereby authorized to develop such instruments as may be required to implement this policy.

Agenda Item J.5 - Revised Construction Guidelines. Mr. Mahaney reminded trustees that the Board adopted a preliminary document Guidelines and Procedures for Approval of New Library Construction on April 18, 1996. On February 18, 1999, that document was amended to acknowledge that projects advanced in the City of Buffalo need to comply with the same terms and conditions as projects outside the City. Expanding Horizons, which was issued in 2000, calls for the review and modification of the Guidelines. Staff members have reviewed the document and made some minor changes, integrated the language in the amendment throughout the document, updated tables and added some checklists for consideration in reviewing sites or considering library building expansion or replacement. The new Guidelines were included in Board members’ packets for discussion and approval. On motion by Ms. Horton and seconded by Dr. Raoof, the following was approved unanimously:

RESOLUTION 2002-30

WHEREAS, the Buffalo and Erie County Public Library’s strategic planning document Expanding Horizons: Directions for Superior Public Library Service in Erie County calls for the review and modification of Guidelines and Procedures for the Approval of New Library Construction, most recently amended by the Board of Trustees on February 18, 1999, and

WHEREAS, the Guidelines document has been revised and updated to retain the intent of the original document but to reflect more current information, to include more accurate and comprehensive language and to offer supplemental appendices, now, therefore, be it

RESOLVED, that the Board of Trustees approve Guidelines and Procedures for Approval of New Library Construction as present ed April 18, 2002 to supersede all previous versions.

There being no further business, on motion by Ms. Mahoney and seconded by Ms. Horton, the meeting was adjourned at approximately 4:50 p.m.

Respectfully submitted,

Annette A. Juncewicz
Secretary

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