catalog

databases

page turners

search our site

reference desk

kids corner

teen space

parents place

home

MEETING MINUTES

Minutes Regular Meeting of the Buffalo & Erie County Public Library Board of Trustees November 21, 2002

The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, November 21, 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; Annette A. Juncewicz, Secretary; William P. Brosnahan; Phyllis A. Horton; John B. Long; Abdul H. Raoof, Ph.D.; Judith K. Summer; Raul Vazquez; Stanley H. Zagora; George M. Zimmermann, Trustee Emeritus. Excused: James W. Burns, ill; Rebecca L. Mahoney, out of town; Sharon A. Thomas; Wayne D. Wisbaum, ill.

Chairman Roach called the meeting to order at 4:06 p.m. in the Joseph B. Rounds Conference Room. He stated the Board would go into executive session after the regular meeting concluded.

Agenda Item B - Approval / Changes to the Agenda. The agenda was approved as presented.

Agenda Item C - Minutes of the Meeting of October 17, 2002. On motion by Ms. Horton and seconded by Ms. Panty, the Minutes of the meeting of October 17, 2002 were approved as mailed.

Agenda Item D - Report of the Chair. Mr. Roach stated he would have comments later in the meeting.

Agenda Item E - Committee Reports.

Agenda Item E.1 - Executive Committee. Ms. Panty reported the Executive Committee met on November 14th. Year-end budget transfers and retention of member aid funds from Legislator Ranzenhofer to the Newstead Public Library were discussed. Information on the new Gates Library Training Program Grant was provided. This grant will enhance library staff skills for technology training needs. The RENEWAL and Benefits Committees conducted meetings and will report separately. Contracting library contracts for 2003 were considered. The selection of an architectural firm for the Central Library renovation project was discussed. Funds for asbestos abatement work required at Central are in the 2003 County capital budget.

Agenda Item E.2 - Budget & Finance Committee. Mr. Roach called on Deputy Director Kenneth Stone to present proposed resolutions.

Agenda Item E.2.a - Authorize Year-end Transfers in Excess of $5,000. Mr. Stone explained this item authorizes the Library Director to approve transfers in excess of $5,000 as indicated in the proposed resolution. On motion by Ms. Horton and seconded by Mr. Brosnahan, the following was approved unanimously:

RESOLUTION 2002-65

WHEREAS, the 2002 year-end closing process is approaching and involves finalizing encumbrances (or commitments to spend budgeted funds), and

WHEREAS, it may be in the Library's interest to encumber items that may require budget transfers in excess of $5,000, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the Library Director, with the approval of the Chairman of the Board or the Chairman of the Budget and Finance Committee, to approve transfers within the budget impacting objects of expenditure in excess of $5,000 for the purposes of making year-end encumbrances and/or expenditures, and be it further

RESOLVED, that any such transfers be submitted to the Library Board of Trustees for ratification prior to the final close of the fiscal year.

Agenda Item E.2.b - Newstead Public Library: Retention of Member Aid Balance into 2003. Mr. Stone said the Newstead Public Library still has about $5,000 remaining of the $54,900 that Legislator Ranzenhofer gave the Library toward the new building. The Library would like to purchase a few additional items to complete the project and has asked to retain these funds into 2003. On motion by Ms. Panty, seconded by Ms. Summer, Resolution 2002-66 was approved unanimously.

RESOLUTION 2002-66

WHEREAS, at its regular meeting of September 20, 2001, the Board of Trustees of the Buffalo & Erie County Public Library adopted Resolution 2001-48 transferring $54,900 resulting from a member aid item sponsored by County Legislator Michael Ranzenhofer to the Newstead Public Library to be applied towards their new library building project, and

WHEREAS, activities relating to purchasing items supported by the above allocations are not yet complete, and

WHEREAS, the Newstead Public Library Board has requested the Newstead Public Library be allowed to retain the balance remaining from the $54,900 allocation for expenditure in the Year 2003, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the Newstead Public Library Board to retain the unexpended balance of the $54,900 for expenditure in the Year 2003 in support of the new library facility.

Agenda Item E.2.c - New York State Gates Library Training Program Grant. A grant from the Gates Library Foundation will provide additional training for staff which will enable them to help the public better utilize personal computing resources. Mr. Stone stated a check for $9,056 has already been received. In response to a query, Mr. Stone reported the Library has received well over $600,000 from the Gates Library Foundation since 1998. Mr. Brosnahan inquired whether the Library sent thank-you letters to the Gates Foundation. Director Chrisman responded that thank-you letters have always been sent. On motion by Ms. Horton, seconded by Ms. Panty, Resolution 2002-67 was approved unanimously.

RESOLUTION 2002-67

WHEREAS, the Library was offered the opportunity to apply for a grant, sponsored by the Bill and Melinda Gates Foundation, to enhance library staff skills as technology trainers, and

WHEREAS, that proposal was awarded a $9,056 grant from the Friends of the New York State Library who served to transmit the Gates Foundation proceeds, and

WHEREAS, a grant budget needs to be established to undertake the program, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library gratefully acknowledges the grant award, and be it further

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library amends the Library Grants budget by creating a Gates Library Training Program grant in the following amounts:

Agenda Item E.2.d - Monthly Financial Report. The monthly financial statement for the period ending September 30, 2002 was included in Board packets for information.

Agenda Item E.3 - RENEWAL Committee. Director Chrisman gave the RENEWAL Committee report in Ms. Mahoney's absence. A community meeting was held at the Cazenovia Library on November 13th. The intent was to gauge interest in the South Buffalo community for improving library services and to determine if area residents might be amenable to building a new state-of-the-art library, which would have increased hours of service and resources. Focus groups have already been conducted. About 50 people, including South District Councilperson Mary Martino and Erie County Legislator Mark Schroeder, attended this exploratory meeting. Employees at Cazenovia and Dudley would be combined to staff a larger library with more service hours. One of the charges of this Committee is to find alternative uses for former library buildings. Several community organizations need space, so it should not be difficult to find alternate uses for the buildings.

At the conclusion of the meeting, Mr. Roach asked for a show of hands to see how many residents would be interested in attending future meetings to continue exploring this issue. Ms. Chrisman stated approximately three-quarters of the people in attendance raised their hands. Ms. Martino and Mr. Schroeder will look at possible sites for a new library in the area. Another public meeting will be held early in 2003. Ms. Chrisman felt it was a very positive meeting. Dr. Long said he heard that both Mr. Roach and Ms. Chrisman did a great job at the meeting, and he affirms the County is committed to this exciting project.

Agenda Item E.4 - Benefits Committee. Ms. Summer reported on the progress of this Committee, which is attempting to standardize non-union benefits at contracting libraries. Presently, benefits are "all over the map." The Committee met three times to date and has made great progress. Hopefully, a Memorandum of Understanding will be ready by June to accompany the new 2003 contracts. Ms. Summer and the Committee were commended for tackling this difficult task.

Agenda Item F - Report of the Director. In addition to her written report, Ms. Chrisman said County Executive Giambra hosted a wonderful reception the previous evening to thank community activists for the time they devote to various community organizations in Erie County. Several B&ECPL trustees were in attendance. Ms. Chrisman will send a note to the County Executive to thank him for his thoughtfulness.

On Saturday, November 16th, Director Chrisman and Deputy Directors Mahaney and Stone attended an ACT meeting at the East Aurora Library. Mr. Stone gave a budget presentation.

Justice Salvatore Martoche, a former B&ECPL trustee, was the featured speaker at the most recent Bistro Bookers program. He spoke on the witness protection program to a SRO-crowd. Ms. Chrisman invited trustees to attend future Bistro Bookers events as they are always lively, enjoyable evenings.

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

2003 Budget Request Presented to County Legislature: Board Chair Daniel Roach, Deputy Director Michael Mahaney, Deputy Director Ken Stone and the Director presented the Library's 2003 budget request to the Legislature at a budget hearing on November 12th. Also attending were B&ECPL trustees Judy Summer and Dr. John Long, Amherst Public Library trustee John Robshaw, Amherst Public Library Director Mary Bobinski and B&ECPL Assistant Deputy Director Ami Savigny.

As was noted in the November 12th correspondence to the Legislature, a copy of which was mailed to each trustee, the Library faces one of the most challenging budget situations in several years, due principally to a major increase in employee health insurance expense and a significant anticipated increase in the employer share of New York State Retirement System costs for a combined increase between $1.0 and $1.1 million. Contractual labor and other cost requirements increased the total need to over $1.8 million in additional revenue. Reviewing revenue and fund balance estimates, making reductions in other operating estimates including energy savings to be realized from the Central Library energy efficiency project now underway and the Board authorized participation in the 2002 New York State Early Retirement Incentive Program, reduced the additional revenue needed to balance the budget to $797,501. This is the amount of additional support asked of the County in the Library's 2003 budget request submitted earlier this year.

The County Executive's recommended 2003 Capital Budget funds the asbestos abatement and first phase of the Central Library Renovation Project. Further, it contains $5,000,000 for library materials, $40,000 for the requested shipping vehicle, and $200,000 for computer and office furnishings/equipment.

Unfortunately, continued economic pressures did not allow the County to provide the full $797,501 in additional operating support as requested. The amount recommended, $97,501, is $700,000 below the Library's request.

To meet the $700,000 shortfall, a mix of revenue and expenditure adjustments was developed:

• Increasing the base overdue fines and related fees for the first time since 1983, increasing total revenues by $404,888;
• Reducing work hours budgeted to support partial year operations of the North Jefferson Replacement Library, resulting from an anticipated construction delay, reducing costs by $98,801;
• Reducing Sunday library service from eight to four facilities serving the following portions of the county: the Central Library (City of Buffalo/West), the Audubon Library (North), the Julia B. Reinstein Library (East) and the Orchard Park Library (South), reducing expense by $56,526; and
• Reducing Hours of Service for libraries currently open more hours than required to meet New York State minimum standards by the lower of 4 hours per week or the State minimum standard, reducing costs by $139,785 (Libraries operating with reduced staffing due to their participation in the Early Retirement Incentive Program were exempted from this provision).

Legislators were appreciative of the high quality of the Library's services and the efforts undertaken to meet the 2003 budget challenge. County Legislator Dale Larson, Chair of the Finance, Management and Budget Committee, asked Chairman Roach if the B&ECPL Board would be addressing the fine revenue item soon to ensure the increased revenue in 2003. Mr. Roach agreed to bring the item before the Board of Trustees for consideration at its next meeting.

South Buffalo Residents React to New Library Proposal: On November 13th, approximately 35-40 citizens assembled at the Cazenovia Branch Library to consider options for the future of library service in South Buffalo. On the table is a proposal, derived from the work of the Library's RENEWAL Committee and an offer from the County Executive, to replace two aging library buildings (Cazenovia and Dudley) with a single 12-16,000 square foot state-of-the-art facility whose construction costs would be borne by the County. Public opinion, as expressed after a brief presentation by the Director, RENEWAL Committee Chair Rebecca Mahoney, Assistant Deputy Director Ami Savigny, and Deputy Director Michael Mahaney, was animated and divided. Some prefer to retain the current infrastructure and delivery model; others indicate willingness - even enthusiasm - for a new library that could improve service and represent a welcome investment in the community. Foremost among the concerns shared by residents is the selection of a site for the proposed facility. B&ECPL Chairman Daniel Roach closed the evening, requesting a show of hands of those willing to continue the discussion at another meeting. More than three quarters of those present affirmed their desire to explore the matter further. Erie County Legislator Mark Schroeder, Buffalo Council member Mary Martino and B&ECPL trustee Phyllis Horton also participated in the meeting.

Managers Meeting: A number of significant topics were addressed at the November 13th meeting of managers from Central, Extension Services and contract libraries. Expanding upon information that appeared in a recent edition of The Buffalo News, Deputy Director Michael Mahaney opened the meeting with an explanation of the U.S.A. PATRIOT Act as it relates to FBI or law enforcement requests for library records. Next, B&ECPL webmaster Brian Fending introduced a new and improved Staff Intranet, BECPL4ALL, which serves as an invaluable communication tool for policies, procedures and a wide range of other useful information. The redesigned site is attractive, easier to use, and includes much more content. Assistant Deputy Director Ami Savigny described the rationale and the process (e.g., a staff survey) that led to the redesign. Carol Batt (Office of System Public Service) discussed the ongoing development of electronic intra- and inter-library loan processes. On a more sobering note, Deputy Director Ken Stone provided a concise report on the impact of the County Executive's proposed 2003 budget on B&ECPL operations. Assistant Deputy Director Lucille DeFranks concluded the program with remarks about the collection of overdue fines, urging staff to rely on Circulation, Support Services and administrative staff as needed when patron disputes arise.

B&ECPL Holds Two-Day African Storytelling Celebration: The Library is holding an exhibition and events in December to celebrate African culture with emphasis on traditional storytelling and elements of literature, music and dance. The celebration is being held in conjunction with W. W. Norton & Co.'s publication of the landmark book, Nelson Mandela's Favorite African Folktales.

Nelson Mandela's Favorite African Folktales is a collection of 32 illustrated tales, introduced and selected by Mr. Mandela. The B&ECPL was chosen as the national site for premiering the book because of its successful collaboration with Norton last year on the recently published Mark Twain novelette, "A Murder, a Mystery and a Marriage."

The folktales are accompanied by full-color illustrations, all specially created by contemporary African artists. Through a private grant from the Library Foundation of Buffalo & Erie County, Inc., the B&ECPL has obtained the original collection of artwork and will exhibit it for the first time on December 5th at the Central Library along with videotaped interviews with several of the artists.

Along with the exhibition's unveiling and additional entertainment, South African author and former head of the Nelson Mandela Children's Fund Achmat Dangor will be the featured speaker on December 5th. A family program will be presented on December 7th with Kasiya Makaka Phiri, a native of Zimbabwe and one of the contemporary authors in the book, as well as several local storytellers. Elements of these events will be directed by Jerry Pooe, South African dramatist, who is currently in Buffalo directing a production of Athol Fugard's The Island and working with the Center for Arts at UB.

Skotnicki Selected for WNYLRC Board: Central Library Administrator Peggy Skotnicki will replace the Director on the Western New York Library Resources Council Board of Trustees. WNYLRC promotes resource sharing and cooperation among libraries and library systems in the Western New York region.

United Way All the Way! When the final tally was complete, the B&ECPL's United Way drive exceeded its goal of $24,503 by more than 19%, with a grand total of $29,165. According to the most recent statistics from the County, the Library is second among its departments and divisions in contributions this year. Congratulations and gratitude go to Ann Kling, Support Services Manager, and her committee, Bev Federspiel (Processing), Judylee Loos (Acquisitions) and Dawn Peters (Catalog) for conducting a very high energy and productive campaign. The Committee is grateful to all who supported various fundraisers (pizza sales, donut sales, raffles, etc.) that brought in more than $600 and to those who donated prizes. They extend a special thank-you to the staff, trustees and retirees who made pledges or contributions to this worthwhile cause.

NYLA Conference Comes to Buffalo: The New York Library Association's Annual Conference visited Buffalo between October 23rd and 26th. The Central Library was a center of activity. Renovation plans attracted the attention and admiration of many who attended various NYLA meetings, tours and a Thursday evening Vitality Fund event. Several B&ECPL staff members participated in conference programs as presenters or panelists. Ruth Collins and Carol Batt represented B&ECPL in the discussion "Whither Central Libraries?" Cynthia Van Ness and Elaine Barone shared slides of Rare Book Room items as part of a "Treasures of Buffalo" program. The Lookie Bookie and the RAM Van were on exhibit outside the Convention Center, with staff reporting many conference attendees visiting the vehicles. Processing Department Manager Beverly Federspiel capably coordinated local arrangements for the conference. Other staff took advantage of a variety of workshops, programs and exhibits covering professional and practical issues.

"The Buffalo that Twain Knew …" A new exhibit, located outside the Mark Twain Room and prepared by librarian Robert Alessi, highlights images of the first panoramic views of Buffalo taken by Charles L. Pond in 1870, the year Twain lived in Buffalo. Among other features of the city, it shows the boarding house where Twain lived and the church where he and his bride Olivia worshipped. The images were framed courtesy of the Library Foundation. Timed to correspond with the NYLA conference, this exhibit will remain on view for the enjoyment of Central Library patrons.

Playwright Visits North Jefferson Branch: On October 24th, the North Jefferson Branch Library welcomed a special guest speaker, Marion J. Caffey, who is the playwright and director of the Studio Arena Theatre production, "Cookin' at the Cookery." An enthusiastic audience thoroughly enjoyed Mr. Caffey's entertaining and informative presentation.

Youth Services Group Meets: On October 30th, youth services staff from throughout the System met at the Central Library to receive updated information about programming resources available on the Staff Intranet, as well as reports about successful teen programs held recently in the Buffalo City Branches. Graphic Novels, a print format that is becoming increasingly popular in public libraries, was the subject of a presentation (covering the history of the graphic novel, ordering tips, as well as housing and display information) that generated considerable discussion. Small group discussions followed on programming standards and regional use of resources.

B&ECPL Map Meets Modi: A photograph of a map of Paris from a 1910 travel book in the Central Library's special collections is on display in the first room of the Albright Knox Art Gallery's exhibition, Modigliani and the Artists of Montparnasse.

Legislative Visit: On October 21st, Erie County Legislator Mark Schroeder met with B&ECPL branch managers in his district - Monica Mooney (King/Mead), Kathy Smith (East Clinton), James Stelzle (Dudley) and Laurel Guess (Cazenovia) - to discuss his "Five Point Plan" for local businesses. Mr. Schroeder also was interested in library history, ideas on collaboration between libraries and schools, perspectives on new library buildings, and how his office can work together with libraries to improve services.

Author Visits Central Library: On October 26th, best selling author Thomas Perry appeared before an enthusiastic audience at the Central Library's Ring of Knowledge for a book talk and signing. Perry, a Tonawanda native, uses Western New York as the setting for his series of mystery novels starring Jane Whitefield. Marguerite Cheman and Amy Pickard, both of Humanities and Social Sciences, coordinated this event. Talking Leaves … Books managed sales following the presentation.

Operation TroopCare: On Veteran's Day, November 11th, a press conference and media release unveiled Operation TroopCare, a community campaign to create 10,000 packets of health and personal care products for U.S. armed forces personnel stationed overseas. The B&ECPL joins the WNY Chapter of the American Red Cross as a partner in this effort, providing a network of convenient collection points for donations. Deputy Director Michael Mahaney represented the B&ECPL at kick-off festivities at Red Cross headquarters.

B&ECPL Participates in Erie County Caregiver Coalition: On October 15th, Humanities and Social Sciences librarian Angela Pierpaoli, a member of the Caregiver Coalition, represented the B&ECPL with a display at the WNED Resources Fair for And Thou Shalt Honor, a PBS special on care giving.

Staff Test Patron Satisfaction Survey: A survey instrument has been developed and will be tested at the City of Tonawanda Public Library for a one-week period in November. Refinements in both the survey and the collection process will be made upon review of the results. All B&ECPL libraries will participate during 2003.

Process Improvement Project Site Visits Underway: Public service staff at the Clarence, Concord, Collins, Newstead and North Collins libraries are participating in the initial round of data collection.

ACT: Deputy Director Michael Mahaney and the Director joined several contract library trustees on October 22nd to discuss the future of the Association of the Boards of Trustees of the Contracting Libraries of the Buffalo and Erie County Public Library (ACT). Recommendations regarding the number of meetings, attendance and other issues will be presented for broader discussion when ACT meets on November 16th at the East Aurora Library.

JBR Closed for Extensive Repairs to Building: Due to the need for extensive repairs of the building, the Julia Boyer Reinstein Branch was closed for two weeks in October and reopened for limited service beginning November 2nd. Network staff worked closely with Cheektowaga Library Director Elaine Mahaney and her staff to prepare for the initial closing and to reposition computer equipment for use in the temporary facilities located in the conference room.

Huck Finn CD-ROM: On October 22nd and November 8th, the Director attended meetings of the Publications Committee of the Library Foundation of Buffalo and Erie County, Inc. to discuss marketing strategies for the Huck Finn CD-ROM. Under the leadership of Chair Catherine Schweitzer, the Committee is addressing a variety of issues and will bring a plan to both the Library and Foundation Boards for approval.

Agenda Item G - Report of the Foundation Director. Ms. Vedder reported the Foundation was awarded $250,000 by the Margaret L. Wendt Foundation. Other items covered in her written report included an upcoming Holiday Concert being planned to celebrate the auditorium renovations funded by Praxair, an update on the activities planned for the Nelson Mandela Folktales project, "Live Homework Help" and B&ECPL funding support.

Agenda Item H - Public Comment. Valerie Niederhoffer of Buffalo stated she does not understand B&ECPL's weeding practices. The information previously provided to her did not answer her questions, and she requested additional information. Mr. Roach replied an effort would be made to get her more information.

Elizabeth Berry of Buffalo/West Seneca/Lackawanna stated she lives near the Cazenovia and Dudley Branch libraries. She is opposed to opening a new, larger library in South Buffalo if the trade-off is to close both existing branches. She feels the population in that area is stable and there is no reason to close two branches to gain one.

Agenda Item I - Unfinished Business. No unfinished business.

Agenda Item J - New Business.

Agenda Item J.1 - Authorize Chair to Execute 2002 Contract Extensions with Contracting Libraries. Mr. Stone explained that due to budgetary delays the Library will not have final budget figures in place until mid-December. Contract libraries need their first quarter check early in January to meet payroll obligations. This resolution authorizes the extension of the existing 2002 contracts for up to two quarters. A new contract for 2003 will replace the 2002 extension before June 30, 2003. This will also give the Library more time to learn what the state budget holds for 2003. A motion to approve the resolution was made by Dr. Long, seconded by Ms. Horton, and unanimously approved.

RESOLUTION 2002-68

WHEREAS, budgetary allocations from Erie County and New York State to the Buffalo and Erie County Public Library constitute approximately 95 percent of the financial resources supporting the contract with the "Public Library," and

WHEREAS, due to difficult economic circumstances, Erie County's 2003 allocation may not be finalized until sometime in December, 2002 and New York State's allocation may not be known until well into 2003, and

WHEREAS, this would make it very difficult for the Buffalo and Erie County Public Library and the contracting libraries to develop, consider and approve a contract prior to the beginning of the 2003 fiscal year on January 1, 2003, and

WHEREAS, to meet the 2003 payroll and other operating expenditure needs of the contracting libraries, a provision for allocating funds must be in place on or about January 1, 2003, if not earlier, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the Chairperson of the Board of Trustees to execute 2002 contract extensions with contracting libraries to be effective until such time as a permanent 2003 contract is executed, or June 30, 2003, whichever is earlier, and be it further

RESOLVED, that funding amounts under said contract extensions would be based upon the 2002's original budget allocation.

Agenda Item J.2 - Design Firm Selection and Budget for Central Library Renovation Project. Mr. Stone said the Library fared well in the 2003 capital budget. It includes $1 million for the 2003 portion of the Central Library renovation and design project and $1 million for asbestos abatement work. With the use of private funds, the Library will be able to advance this project before any County money is received. Key personnel reviewed all proposals and made a recommendation to award the contract to the Habiterra Design Group. Ms. Panty made a motion to approve Resolution 2002-69. It was seconded by Ms. Horton and approved unanimously.

RESOLUTION 2002-69

WHEREAS, on July 18, 2002, the Board of Trustees of the Buffalo and Erie County Public Library adopted Resolution 2002-46 accepting the Central Library Space Design Study Report and authorized B&ECPL Administration to take the steps required to advance the renovation, and

WHEREAS, the proposed renovation has received a favorable response from the community and interested officials, and

WHEREAS, on August 15, 2002, the Board of Trustees of the Buffalo and Erie County Public Library adopted Resolution 2002-51 authorizing the use of the Library's private trust funds for these activities, and

WHEREAS, the Erie County Executive's 2003 Recommended Budget includes $1,000,000 to begin construction and $1,000,000 for related asbestos abatement and the Library Foundation of Buffalo and Erie County, Inc. has been asked to help to secure necessary private funds to undertake this project, and

WHEREAS, responses to a joint Library/County Request for Proposals for detailed planning, design, engineering and construction bid document preparation needed for the project to move forward have been reviewed by a committee of Library and County Public Works professionals, who have unanimously recommended the firm Habiterra be selected to perform this work, and

WHEREAS, the Library's private donation funds, held in trust by the Erie County Comptroller, are sufficient to allow this work to begin in late Fall 2002, and

WHEREAS, the Library's early commitment of its private funds would underscore the importance of this project and support efforts to secure additional grant and private funding, in addition to allowing construction to begin as early as mid-2003, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves the selection of Habiterra for Central Library Renovation project design, construction document creation, and necessary project implementation services, subject to the Erie County Legislature's concurrence, and be it further

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves establishing a project expenditure budget in an amount of $400,000 for Habiterra's services on this project, with the source of revenue being the Library's private funds held in trust by the Erie County Comptroller's Office.

Agenda Item J.3 - State Construction Grant. Mr. Stone informed trustees the FY 2002-2003 State Aid for Public Library Construction program includes an allocation of $39,755 for the B&ECPL. The Central Library renovation project was the only B&ECPL application for this funding cycle. This resolution would allocate state construction grant funds to the Central Library renovation project. Upon motion by Ms. Juncewicz, seconded by Ms. Panty, the resolution was carried unanimously.

RESOLUTION 2002-70

WHEREAS, the FY 2002-2003 State Aid for Public Library Construction program includes an allocation of $39,755 for the Buffalo and Erie County Public Library, to be distributed to eligible System projects, and

WHEREAS, B&ECPL staff has prepared a request for funding toward the Central Library renovation project, 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 and 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 renovation project.

Agenda Item J.4 - 2003 Fine Revenue Increase. Mr. Roach called upon Mr. Stone to explain the revenue shortfall. Mr. Stone stated B&ECPL's 2003 allocation from Erie County is $700,000 short of what is needed to maintain existing services. The Library proposed a mix of expenditure reductions and revenue increases to bridge the gap. A reduction in work hours for the delayed new North Jefferson Library would save $98,801; eliminating Sunday hours at four libraries would save another $56,526; and reducing open hours at libraries currently open more hours than required to meet New York State minimum standards by four hours per week or to meet the State minimum would save an additional $139,785. It was proposed to increase overdue fines, last raised in 1983, to obtain the remaining $404,888 needed.

However, both the County Executive and the County Legislature asked the Library to attempt to find other ways to meet the $700,000 shortfall without cutting service hours. It was suggested the Library increase fines to a higher level than originally proposed in order to raise $601,199 and retain present service levels. To accomplish this, an Amendment to Proposed Resolution 2002-71 was prepared and distributed to Board members at this meeting. Mr. Stone went on to say that although the fine increase seems large compared to the previous fine schedule, the proposed rates are not out of line with other library systems. He acknowledged that with increased fines it is expected that some patrons will be more likely to return items on time, and this scenario was taken into account when preparing revenue projections. Items returned in a more timely manner will benefit the public by having shorter waiting lists and allowing items to be loaned out more frequently. Of course, patrons can avoid paying fines altogether by simply bringing materials back on time.

Mr. Brosnahan asked how much fine revenue the Library is expecting to bring in this year. Mr. Stone replied approximately $800,000. Mr. Brosnahan felt that increasing the revenue projection by this extent is a high risk calculation because patrons will be more inclined to return items on time. This could result in the Library not meeting the increased revenue projections. Mr. Stone said he made a conservative yield projection. Mr. Brosnahan asked what would happen if revenue falls short of projections. "Is there a fallback position?" Mr. Stone stated he will monitor fine revenue carefully, and if it appears that a problem is developing, steps will have to be taken to address it as soon as possible.

Ms. Horton made a motion to approve Resolution 2002-71 as amended, and Ms. Panty seconded the motion.

Ms. Juncewicz said a balanced budget must be prepared at the beginning of each year, and it is based on many projections. Adjustments are often made during the year as they become necessary. Difficult decisions may need to be made later to address problems, either as cutbacks in hours of service or reduced amenities such as books and equipment.

Dr. Long stated he feels raising revenues is the responsible thing to do right now. It is important to keep libraries open and maintain service hours.

Ms. Summer stated because this is quite a large fine increase percentage-wise, it will not be possible to increase fines again for many years. The Library will need to look elsewhere if additional shortfalls occur.

Ms. Horton suggested since the Library is helping the Legislature by increasing fines in order to maintain current service levels, perhaps the B&ECPL should ask Legislators to help the Library by making the Library Protection Act permanent.

Mr. Roach stated this was the most difficult decision he has had to make as Board Chair. He felt it was important to keep Sunday hours because people use libraries differently that day, and it is also important to maintain all open hours. Although Trustees would rather not have to raise fines, they recognize that raising fines is the responsible thing to do at this time. "It supports the ability of this community to use libraries and is a necessary step to preserve library services." The Board will follow the progress of this action to see if revenue projections are "in the ballpark." Some difficult decisions may have to be made in the coming year. Mr. Roach referred to the motion previously made by Ms. Horton, seconded by Ms. Panty, and the amended resolution was unanimously approved.

RESOLUTION 2002-71

WHEREAS, continued economic pressures impacting Erie County's resources resulted in a County Executive Recommended 2003 Budget that fell $700,000 short of the funding needed for the Library to maintain current service levels, and

WHEREAS, to address this shortfall, a mixture of revenue and expenditure adjustments have been proposed, and

WHEREAS, the proposed revenue adjustment consists of raising library overdue fines and related fees to generate approximately $601,199 in additional revenue in 2003, with the rate structure increase including raising the base fine for overdue materials from 10 cents per day to 25 cents; overdue children's material from 02 cents to 10 cents per day; overdue video and DVD's (excluding children's and educational) from $1.00 to $2.00 per day; and the regular maximum fine per item from $10.00 to $15.00, and

WHEREAS, base overdue fine rates were last raised on January 1, 1983 and in the twenty years between then and the proposed January 1, 2003 effective date for the fine rate increase, inflation will have increased by an estimated 86 percent, and

WHEREAS, the lower rates result in the fine structure being less effective in its primary purpose, to encourage the prompt return of library materials, resulting in longer waiting lists for new materials as well as reduced availability and selection of materials for other patrons, and

WHEREAS, without a revenue adjustment of this magnitude, significant reductions in service would be required, now therefore be it

RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes adjusting the fine schedule, effective January 1, 2003, to generate approximately $601,199 in additional revenue in 2003 and directs staff to implement the necessary changes, and be it further

RESOLVED, that should increased revenue collected exceed the above estimate, said amount would be retained and applied only to help maintain service levels in the event of any future budgetary shortfall.

Ms. Juncewicz inquired about the large decrease in circulation activity for the Lookie Bookie. Ms. Chrisman asked Ms. Holley to investigate this and report back before next month's meeting. Ms. Juncewicz suggested that if cost-cutting measures are needed down the road, perhaps Mobiles is an area that should be examined if demand for this type of service is decreasing. Ms. Chrisman reminded trustees that the Mobile Services operation is currently under review by library staff and more information can be expected on this in 2003.

Agenda Item K - Executive Session. At approximately 4:55 p.m., on motion by Ms. Panty and seconded by Ms. Horton, the Board adjourned into executive session for discussion of a personnel matter.

At approximately 5:06 p.m., on motion by Ms. Panty and seconded by Ms. Horton, the Board concluded executive session and reconvened in public session to act on the personnel matter discussed during executive session. Dr. Raoof and Dr. Vazquez left the meeting after the Board returned to public session.

Mr. Roach called attention to Proposed Resolution 2002-72, Director Appointment. Upon motion by Ms. Horton, seconded by Ms. Panty, the resolution was unanimously approved.

RESOLUTION 2002-72

WHEREAS, the Board of Trustees of the Buffalo & Erie County Public Library appointed a committee of its members to conduct a national search for a qualified library professional to succeed retiring B&ECPL Director Diane J. Chrisman, whose term of service ends December 31, 2002, and

WHEREAS, the committee faithfully executed its charge and unanimously recommends current Deputy Director and Chief Operating Officer Michael C. Mahaney for the post of Director, now therefore be it

RESOLVED, that the Board of Trustees appoints Michael C. Mahaney to a three-year term as Director, effective January 1, 2003, with a starting salary of $97,500.

Mr. Roach welcomed Mr. Mahaney as the future leader of the Buffalo & Erie County Public Library System and stated the Board looked forward to working with him.

There being no further business, on motion by Ms. Horton and seconded by Ms. Summer, the meeting was adjourned at 5:08 p.m.

Respectfully submitted,

Annette Juncewicz
Secretary

Return to top of page