MEETING MINUTES
Minutes Regular Meeting of the Buffalo & Erie County Public Library Board of Trustees October 17, 2002
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, October 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; William P. Brosnahan; Phyllis A. Horton; John B. Long; Rebecca L. Mahoney; Abdul H. Raoof; Judith K. Summer; Sharon A. Thomas; Stanley H. Zagora; George M. Zimmermann, Trustee Emeritus.
Excused: Annette A. Juncewicz; James W. Burns, conflict ; Raul Vazquez, out of town; Wayne D. Wisbaum, out of town.
Chairman Roach called the meeting to order at 4:02 p.m. in the Joseph B. Rounds Conference Room.
Agenda Item B - Approval / Changes to the Agenda. The agenda was approved as presented.
Agenda Item C - Minutes of the Meeting of September 19, 2002. On motion by Ms. Mahoney and seconded by Ms. Horton, the Minutes of the meeting of September 19, 2002 were approved as mailed.
Agenda Item D - Report of the Chair. Mr. Roach introduced and welcomed Janice McCloskey, the new secretary to the Board.
Agenda Item E - Committee Reports.
Agenda Item E.1 - Executive Committee. Ms. Panty reported the Executive Committee met on October 10th. The Library was informed that Legislators Weinstein and McCarville had provided additional funding for the Amherst and Aurora libraries. The LSTA grant application for the summer reading program has been approved. The RENEWAL Committee is planning a public meeting for November 13th at the Cazenovia Branch Library. A previous RENEWAL focus group held at the Dudley Branch was very well received by community leaders and residents in attendance. Resolutions regarding the Library Protection Act and retired Assistant Deputy Director William Miles were also discussed.
Agenda Item E.2 - Budget & Finance Committee. Mr. Roach called on Deputy Director Stone to present the proposed resolutions.
Agenda Item E.2.a - Amend 2002 Budget, County Legislative Member Aid Item - Towns of Amherst and Aurora. Resolution 2002-61 amends the 2002 Library budget and recognizes County Legislator Barry Weinstein's member aid item to support the Amherst Public Library and County Legislator Steven McCarville's member aid item to support the Aurora Town Public Library. On motion by Ms. Horton and seconded by Ms. Panty, the following was unanimously approved:
RESOLUTION 2002-61
WHEREAS, on July 18th and September 5th, the Erie County Legislature adopted resolutions sponsored by Legislators Weinstein and McCarville allocating moneys totaling $2,000 to the benefit of the Amherst Public Library and $1,000 to the benefit of the Aurora Town Public Library, and
WHEREAS, pursuant to an agreement entered into many years ago, Erie County is responsible for funding local branch libraries situated within localities throughout Erie County, and
WHEREAS, libraries within Erie County are routinely in need of additional funds to provide services and materials to local patrons, and
WHEREAS, Legislators strong support for the community's public libraries is greatly appreciated and helps the libraries support a great deal of use, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library gratefully accept the $3,000 from the County Legislature for the benefit of these libraries, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes a budget amendment to the 2002 Library budget to allocate revenues of $3,000 into SFG# 8209734206863200 (Inter-fund Subsidy) and expenditures of $2,000 into SFG#8209734208300156 (Amherst Public Library) and $1,000 into SFG#8209734208300158 (Aurora Town Public Library), and be it further
RESOLVED, that a copy of this resolution and a revised Exhibit A be transmitted to the above libraries to implement the change.
Agenda Item E.2.b - Library Services & Technology Act (LSTA) Summer Reading Program Grant Award and Budgeting. Mr. Stone reported the Library received notice it had been awarded LSTA grant funds in the amount of $36,000. This will assist B&ECPL staff in planning the statewide summer reading program for 2004. A motion to approve Resolution 2002-62 was made by Ms. Panty and seconded by Ms. Horton. The following was approved unanimously:
RESOLUTION 2002-62
WHEREAS, the Buffalo & Erie County Public Library (B&ECPL) Board of Trustees recognizes the importance of quality library programs for children, and
WHEREAS, in September, the Board approved Resolution 2002-60 endorsing a Library Services and Technology Act (LSTA) grant application that will share the expertise of B&ECPL System children's specialists with statewide youth services librarians through development of materials to support the New York State Summer Reading Program campaign for 2004, and
WHEREAS, the library was recently notified that the two- year grant has been awarded in the amount of $36,000, now therefore be it
RESOLVED, that the Buffalo & Erie County Public Library Board of Trustees amends the grants budget adding grant revenues and expenditures totaling $36,000 for the New York State Summer Reading Program 2004 grant.
Agenda Item E.2.c - Monthly Financial Report. The monthly financial statement for the period ending August 31, 2002 was included in Board packets for information.
Agenda Item E.3 - RENEWAL Committee. Ms. Mahoney repeated the date of the RENEWAL Committee public meeting to be held on November 13th at 7:00 p.m. at the Cazenovia Branch Library. All Board members are encouraged to attend. A new focus group meeting conducted in South Buffalo gathered valuable information.
Agenda Item F - Report of the Director. In addition to her written report, Ms. Chrisman mentioned the United Way forms included with the handouts. She encouraged any Board members who have not already donated to the United Way to consider making a donation through the Library to the United Way. She stated the Library is only $1,000 short of its goal.
Ms. Chrisman then introduced three new administrators to the trustees. Sharon Holley has increased her responsibilities as Extension Services Administrator. Peggy Skotnicki, formerly of the Office of Service Evaluation and Planning, has taken the role of Central Library Administrator. Carol Batt, with an extensive background working with contract libraries, has assumed the new title of System Public Services Administrator. These three Librarian Vs constitute the new Public Service Management Team, reporting to Ruth Collins, who is now in charge of Central, City and System-wide Public Services. Ms. Chrisman invited all Board members to a reception following the Board meeting to meet the new administrators and also to congratulate Bill Miles on his retirement. She then requested that Search Committee members meet in her office following the Board meeting for a brief discussion.
The following report was submitted by the Director and transmitted to Board members prior to the meeting.
Early Retirements: Trustees Daniel Roach and Elaine Panty joined staff, former employees and friends to bid good-bye to twenty-six staff who took advantage of the early retirement incentive program. Retirees included: Peter Brand, Librarian III; Marcia Brzyski, Clerk Typist; Sharon Edward, Librarian IV; Robert Gervan, Maintenance Supervisor; Earl Kunz, Librarian IV; William Loos, Librarian III; William Miles, Assistant Deputy Director; Dorothy Neubauer, Sr. Library Clerk; Vera Parker, Sr. Account Clerk; David Pfeiffer, Librarian II; Marie Ann Rak, Sr. Library Clerk; Rita Schultz, Chief Book Processing Supervisor; Shirley Taylor, Book Repairer; Peter Tifft, Librarian II; Linda Trevillian, Sr. Library Clerk; Marjorie Whalley, Secretary to the Director.
In addition, Peggy Koteras, Sr. Library Clerk, participated in the 25/55 program. Nine staff members from contract libraries also took part in the early retirement program.
Colleagues were on hand to celebrate with William Miles when Erie County legislators honored him at their October 3rd meeting.
B&ECPL Makes Public Service Management Changes: As a result of the Library's participation in the Early Retirement Incentive program and as part of a continuing effort to sustain and enhance public service with available resources, a number of organizational changes are taking effect. In the first phase of reorganization, Librarian IV Sharon Holley (Urban Services and Branch Division) will be promoted provisionally (pending civil service examination) to Librarian V and assume increased management authority in the Department of Extension Services (Branch Division, Urban Services, Mobiles and Institutions) subsequent to the retirement of Assistant Deputy Director William Miles. Her new title will be Extension Services Administrator. Librarian IV Peggy Skotnicki (Office of Service Evaluation and Planning) will be promoted provisionally (pending civil service examination) to Librarian V and assume management responsibility for Central Library subject departments (Business, Science and Technology, Humanities and Social Sciences, Special Collections and Music). Her new title will be Central Library Administrator. Librarian IV Ward Pautler (BS&T) will assist Ms. Skotnicki and assume responsibility for the data collection, analysis and reporting functions associated with the Office of Service Evaluation and Planning. Ms. Skotnicki will remain involved with the ongoing Process Improvement Project. Mrs. Holley and Ms. Skotnicki, together with Carol Batt (who provides contract library perspective in her capacity as System Public Services Administrator), will constitute the new Public Service Management Team and report to Assistant Deputy Director Ruth Collins, who assumes broader authority for Central, City and System-wide public service functions.
2003 Budget Preparation and Review By County Budget Office Continues: The Library has provided timely responses to requests for additional information and projections involving the 2003 budget. Continued weak national and state economic performance will make 2003 a more difficult budget year than would have been expected even a few months ago. Release of the County Executive's recommended budget is expected in early November. Staff will closely monitor developments in New York State's budget process and the potential impact on Library Aid.
21st Century Fund Selects Central Library as First "Art on Wheels" Site: At a September 26th press conference, Rich Tobe, from the Community Foundation for Greater Buffalo, introduced artist John Baker as the sculptor who will create the first of many artworks that will form a "cultural tourism trail" in Western New York next year. Baker's sculpture, entitled "US Rollin' in America," will be installed on the front entry ramp of the Central Library. Cindy Abbott, "Art on Wheels" project chair, and many members of the 21st Century Fund Art Selection Committee, including B&ECPL trustee Judy Summer, attended the event.
Online Homework Help is a Hit!: The subject of a feature article in The Buffalo News, B&ECPL's new service, Live Homework Help (LHH), registered 355 sessions in its first month. As specified in the Library's contract with Tutor.com, qualified instructors in mathematics, science and English are online daily between 2 and 10 p.m. to assist students with homework assignments. So far, most students used the service for Math help (168). Seventh graders (66) and eighth graders (58) made use of the service in the greatest numbers. The majority of students (266) accessed the service remotely from home. Student responses rated tutor assistance quite favorably with an average score of 4.04 out of 5, and 92% said they would recommend LHH to a friend. On September 23rd, the East Delavan and Reinstein Memorial Libraries joined Central Library as sites in this pilot program funded by the Library Foundation of Buffalo and Erie County, Inc.
System Meeting Focuses on e-Branch: On October 9th, managers from branches and contract libraries assembled at the Central Library for a briefing on post-ERI (Early Retirement Incentive) changes and a detailed overview of the new e-Branch operation. Serving as the hub of technology services, e-Branch provides direct telephone and e-mail (AskUs) reference to the public. In addition, e-Branch staff serves branch and contract libraries via a dedicated hotline and e-mail account. For a portion of the 48 hours per week that e-Branch operates, specialists from the Central reference areas staff the e-Branch, allowing e-Branchers to participate in such essential activities as checklist preparation, staff and public training, new service implementation (Live Homework Help), new database evaluations, and process improvement efforts. System Public Services Administrator Carol Batt and e-Branch staff Peggy Errington, Carey Caserta, and Mary Ann Ozimek delivered presentations. Assistant Deputy Director Ruth Collins spoke briefly about expectations for her new Public Service Management Team in terms of staff and project coordination. Central Library Administrator Peggy Skotnicki demonstrated the WEBFEAT product and explained ease of patron use and its value for statistical reporting capabilities. Two libraries were especially pleased with the meeting. In a drawing arranged by Assistant Deputy Director Lucille DeFranks, Riverside and Marilla won new DVD players provided by Baker & Taylor in appreciation for the volume of business they receive from the B&ECPL.
North Jefferson Construction Project: B&ECPL staff have met with the architect and Watts Engineering to finalize voice, data, power and lighting requirements.
Success Before Six: At a Project FLIGHT breakfast on September 27th, New York State Regents Chancellor Robert Bennett urged community leaders to take up his challenge and eradicate illiteracy in our community. To accomplish this, Chancellor Bennett proposed that members of this coalition set goals and work with each other to ensure every child's success. Assistant Deputy Director Ruth Collins is B&ECPL's representative for the Buffalo State-based Project FLIGHT literacy campaign.
Holley Appointed to History Advisory Board: Extension Services Administrator Sharon Holley, has been appointed to the Civic Advisory Board of the Monroe Fordham Regional History Center at Buffalo State College. Darlene Clark Hine of Michigan State University delivered the Inaugural Lecture for the Center on September 18th.
Riverside Library Receives Citations: At the Riverside Business Association meeting on September 17th, the Riverside Library "Battle of the Books" team was surprised and honored to receive a citation from the City of Buffalo. The citation, presented by Councilmember Joseph Golembek, made the front page of The Riverside Review. Commendations also were awarded to the Riverside Library and the team coach, librarian Maryann Budny.
2004 Summer Reading Program: The B&ECPL has been awarded an LSTA Grant to plan the 2004 New York State Summer Reading Program. The State's goal for 2004 is to attract 1,000,000 participants over the course of the summer. B&ECPL will be responsible for developing a theme, planning a statewide programming booklet, and helping to publicize the event. It has been many years since this Library System was involved in NYS summer program planning. Youth services personnel are eagerly preparing for this major project.
Performance Measures: Electric eye patron counters have arrived, and B&ECPL's Maintenance Department will adjust cord lengths and install plugs to the specifications of each library in the System. Installation should occur by the end of the year at all locations. The counters will replace manually counted samples, resulting in more accurate reports of library visits.
Process Improvement Project: The project formally begins with visits to libraries this month. It is estimated that the data collection phase will continue through June 2003 at the earliest.
Service Evaluation & Planning: The members of the Business Services Committee conducted four demonstration sessions on the basic business print resources available in all libraries. At least one representative from every library was requested to attend. The presentations were well received and evaluations were overwhelmingly positive.
Foundation Collection: The B&ECPL is an affiliate of the Foundation Center in New York City. Based on an examination conducted in September, Erika Wittlieb, Coordinator of Cooperating Collections for the Foundation, has offered a positive assessment of our collection. Ms. Wittlieb also presented a workshop at the Central Library entitled "Grant Seeking with the Foundation Center." The overwhelming response from small non-profit organizations warrants another workshop on this topic. Ms. Wittlieb was thrilled with the enthusiasm of the attendees and the helpful B&ECPL staff.
Services for Persons with Disabilities: On September 4th, a press conference in the Rath Building announced a new TTY loan program sponsored by Verizon, Erie County and the B&ECPL. A TTY is a typewriter-like device that allows individuals to communicate through the telephone network by typing messages instead of using spoken words. This is an extremely useful tool for persons with speech or hearing impairments. The Central Library has 4 bar-coded TTY units available for delivery to any library in the System. A patron at the Kensington Branch Library was the first borrower to take advantage of this new service.
ULC Audio Conference on Cutback Management: On October 4th, System administrators participated in an audio conference prepared by the Urban Libraries Council entitled "When Bad Things Happen To Good Libraries: Cutback Strategies That Work." Designed to assist the large number of libraries throughout the country facing fiscal reductions, the conference focused on downsizing decisions that maintain organizational effectiveness.
Central Library Energy Performance Contracting Project Underway: As was noted in The Buffalo News on October 2nd, Siemens Building Technologies, Inc., under a contract with Erie County, has begun work on a project to improve Central Library energy efficiency, lighting and overall building comfort. The total project cost is $1.24 million and the New York State Energy and Research Authority (NYSERDA) is providing $165,355 in financial incentives. Direct energy savings are estimated to be over $108,000 per year.
Year 5 Start of Service Notices Filed: Now that the Schools and Libraries Division has issued guidelines implementing the Court of Appeals decision on the Children's Internet Protection Act (CIPA), the Library has filed the necessary certifications to allow approved Year 5 e-rate funding to begin. Year 4 discount reimbursement requests are also being processed. Preparation for Year 6 funding proposals will begin this month.
Agenda Item G - Report of the Foundation Director. Ms. Vedder commented on her written report, which was distributed with the handouts. Another meeting with the Margaret L. Wendt Foundation is scheduled for October 24th. In response to a question from Ms. Panty, Ms. Vedder replied that organizations can only apply to the Wendt Foundation every three years. All previous requests to the Wendt Foundation during Ms. Vedder's tenure have been funded. Her written report also provided information on a grant received from Praxair for Auditorium renovations, the Nelson Mandela Folktales project, the retiree reception co-hosted by the Foundation and B&ECPL funding support.
Agenda Item H - Public Comment. Elizabeth Berry of Buffalo was supportive of the B&ECPL plan for the Central Library and asked that the plan be made more accessible to Erie County residents. She viewed the architectural renderings in the lobby prior to the meeting and was pleased with conceptual designs to improve the Central Library. She asked to receive copies of the written plan for Central Library improvements and the 2003 budget when it is finalized.
Agenda Item I - Unfinished Business. No unfinished business.
Agenda Item J - New Business.
Agenda Item J.1 - Library Protection Act. Ms. Chrisman reminded trustees that the Library Protection Act is up for renewal. In recent years the Act has been renewed on an annual basis. The Library has always requested that the Library Protection Act be made permanent. With the Board's approval, the Library would again like to ask that the Library Protection Act become permanent. On motion by Ms. Mahoney and seconded by Ms. Summer, the following was unanimously approved:
RESOLUTION 2002-63
WHEREAS, in 1992, the Erie County Legislature enacted the Library Protection Act for a two-year term to protect the Library's limited funding, and
WHEREAS, the Erie County Legislature renewed the Library Protection Act for successive two-year terms in 1994 and again in 1996, and
WHEREAS, the Erie County Legislature renewed the Library Protection Act for only one year in 1998, 1999, 2000 and 2001, and
WHEREAS, the Library Protection Act expires December 31, 2002, and
WHEREAS, the Library Protection Act has provided a stable funding mechanism that enables the Buffalo & Erie County Public Library Board of Trustees to plan and sustain library services throughout Erie County, and
WHEREAS, on various occasions, the Board of Trustees of the Buffalo & Erie County Public Library has requested that the Legislature make the Library Protection Act permanent, and
WHEREAS, some members of the Erie County Legislature have expressed a similar desire to make the Act permanent, now, therefore, be it
RESOLVED that the Board of Trustees of the Buffalo & Erie County Public Library requests that the Erie County Legislature take such action as to make the Library Protection Act permanent so that annual library appropriations adopted by the Legislature will be protected from mid-year reductions and the Board of Trustees may continue to plan and deliver quality library services to the people of Erie County.
Agenda Item J.2 - Resolution to Honor William A. Miles. Mr. Roach asked former Assistant Deputy Director William A. Miles to step forward. He presented Mr. Miles with a framed resolution, which Mr. Roach read in its entirety. The following resolution was unanimously approved, on motion by Ms. Horton and seconded by Ms. Panty.
RESOLUTION 2002-64
WHEREAS, WILLIAM A. MILES began his association with the Buffalo and Erie County Public Library as a scholarship recipient in 1958, whereupon he attained his Master of Science Degree from the Library School of Drexel University in Philadelphia, Pennsylvania, and
WHEREAS, he was appointed Junior Librarian with the B&ECPL, effective October 8, 1959, and
WHEREAS, he demonstrated energy and aptitude in his assignments at various Buffalo branch libraries, and
WHEREAS, in 1965, he was named Coordinator of the B&ECPL's Inner City Project under a grant from the Federal Government's War on Poverty, and
WHEREAS, he instituted innovative and enduring services, such as the "Lookie Bookie" and the North Jefferson Branch Library's African American History Collection, and
WHEREAS, in 1973, the Inner City Project was absorbed into the B&ECPL organizational structure as the Department of Special Services, and WILLIAM A. MILES was promoted to Assistant Deputy Director of that department, and
WHEREAS, his efforts were instrumental in obtaining millions of dollars in state and federal grants to benefit the B&ECPL, and
WHEREAS, under his guidance the Department of Special Services (later Extension Services) delivered outstanding library service to the residents of Buffalo and Erie County through its Mobile Libraries, Urban Services, Institutional Services and Branch Divisions now, therefore, be it
RESOLVED, that in recognition and appreciation of the decades of leadership, imagination and commitment WILLIAM A. MILES demonstrated in service to this institution, the Buffalo & Erie County Public Library Board of Trustees expresses on behalf of the Library and the community at large its profound gratitude and deepest respect on the occasion of his retirement after 43 years of faithful service.
Mr. Miles spoke briefly about his career as a librarian with the B&ECPL and expressed his gratitude to the Board for honoring him.
Prior to adjournment, Ms. Mahoney commented on the information in the September Director's Report that described how the City of Buffalo has no money available for capital projects for 2003 and is two years behind on funding projects that have already been approved. While she understands the City currently has severe fiscal problems, library branches are still in need of repairs. She recalled that many council members and legislators were surprised at the deteriorated conditions of some city branches when they attended community meetings a few years ago. Ms. Mahoney is dismayed and concerned about the lack of money going toward capital projects and feels it is important for trustees to remind government officials that many library buildings are still awaiting repairs. She believes if legislators are made aware of this problem, they may designate discretionary funds towards maintaining the library buildings they wish to remain open.
There being no further business, on motion by Ms. Summer and seconded by Ms. Panty, the meeting was adjourned at 4:29 p.m.
Respectfully submitted,
Annette Juncewicz
Secretary