MEETING MINUTES
Minutes Regular Meeting of the Buffalo & Erie County Public Library Board of Trustees December 19, 2002
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, December 19, 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 ; Judith K. Summer; Wayne D. Wisbaum; Stanley H. Zagora; Robert J. Plache, Trustee Emeritus. Excused: James W. Burns, ill; Annette A. Juncewicz, ill; Abdul H. Raoof, conflict; Sharon A. Thomas; Raul Vazquez.
Chairman Roach called the meeting to order at 4:04 p.m. in the Joseph B. Rounds Conference Room. Because a quorum had not been reached, Chair Roach stated the meeting could proceed since under ARTICLE VI, Section I of the Bylaws of the B&ECPL, a sufficient number of Executive Committee members were in attendance to conduct business.
Agenda Item B - Approval / Changes to the Agenda. The agenda was approved as presented.
Agenda Item C - Minutes of the Meeting of November 21, 2002. Ms. Horton made a motion to approve the November Minutes. However, Ms. Panty requested the December Minutes indicate that two trustees, Ms. Horton and Ms. Panty, attended the Nelson Mandela reception held at the Central Library in December. She feels it is important for B&ECPL Trustees to participate in Library functions whenever possible. On motion by Ms. Horton, seconded by Ms. Summer, the November Minutes were unanimously approved as mailed, providing Ms. Panty's addition is noted in the December Minutes.
At 4:05 p.m. Ms. Mahoney arrived and a quorum was in attendance.
Agenda Item D - Report of the Chair. Chair Roach deferred his remarks.
Agenda Item E - Committee Reports
Agenda Item E.1 - Executive Committee. Ms. Panty reported the Executive Committee met on December 12th. The 2003 budget was reviewed as well as routine contract library transfers. Seven contracting libraries received state aid monies from Senator Dale Volker totaling $56,500. The funds will be carried over to 2003 with a recommendation that the libraries retain the money to cover any shortfalls in state aid which may occur next year. The emergency generator project will be continued into 2003. The Amherst Public Library received $2,000 from Legislator Weinstein. A $50,000 grant from the Verizon Foundation has been received to establish a new training lab at Central. The Chairman will select a Nominating Committee for the January slate. The Library will retain an attorney for labor negotiations in 2003. The Library Protection Act was discussed. A Sabres partnership program for youth reading, similar to the program sponsored by the Buffalo Bills, is being planned.
Agenda Item E.2 - Budget & Finance Committee. Mr. Roach called on Deputy Director Kenneth Stone to present the report.
Agenda Item E.2.a - 2003 Budget Adoption. Mr. Stone stated complete budget information was included in the Board packets. The bottom line is the Library will raise fines and fees to bridge the budget gap. This will balance the budget without any reductions in service or open hours and puts the B&ECPL in a position to offset the impact of any state aid reductions that may materialize. Mr. Roach asked Mr. Stone if he plans to report fine revenues to the Board on a regular basis. Mr. Stone replied that a reporting process is currently being established at all library units. The Board will receive a report of January revenues at the February Board meeting. Ms. Panty complimented Mr. Stone on the thorough job he did preparing budget information. On motion by Ms. Horton, seconded by Ms. Mahoney, the 2003 budget was unanimously adopted.
RESOLUTION 2002-73
WHEREAS, the Erie County Legislature has recently adopted a 2003 budget for the Library totaling $27,371,134 in the Library operating budget, $6,220,326 for debt service, library materials and equipment purchases in the Erie County Debt Service and Capital budgets, and $793,110 in estimated library grants, and
WHEREAS, these amounts sustain current operations and provides modest service improvements, and
WHEREAS, to maintain current service levels to the public in the face of a challenging fiscal environment, the budget includes increasing base overdue fines and related fees for the first time since 1983, to boost total revenues by a minimum of $404,888 up to approximately $600,000; and
WHEREAS, fines paid at contracting libraries are deposited by said libraries in their own accounts and included as a revenue line in each contracting library's budget, andWHEREAS, increased fine revenue reduces the system allocation required to support a given library's operations, and
WHEREAS, given the magnitude of the adopted fine rate structure associated with this budget and the length of time since basic rates were last increased in 1983, actual proceeds can vary significantly, and
WHEREAS, the County Legislature's $196,311 in additional support, added when that body adopted the 2003 County Budget, provides a welcome margin should fine revenues fall short of the upper estimate, and said margin is incorporated into this budget, now therefore be it
RESOLVED that the Board of Trustees of the Buffalo and Erie County Public Library adopts a 2003 Operating Budget in the amount of $27,262,809, consisting of a County share of $23,067,481, County Inter-fund subsidy of $196,311, other library revenues of $3,449,017, and use of available fund balance of $550,000, and be it further
RESOLVED that the Board of Trustees of the Buffalo and Erie County Public Library adopts a 2003 Capital Outlay Budget for debt service, library materials, buildings and grounds equipment, furniture, fixtures, & office equipment, and technical equipment in the amount of $6,220,326, consisting of County capital funds, resulting in a combined operating and capital budget of $33,483,135, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library adopts a 2003 Grants Budget in the amount of $793,110, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library directs that said budget be implemented pursuant to the current labor agreements, Resolution 2001-30, and Resolution 2001-45, and be it further
RESOLVED, that the Library Director be instructed to transmit this adopted budget to the appropriate Erie County Office for input into the County Financial System.
Trustee Wisbaum arrived at approximately 4:09 p.m.
Agenda Item E.2.b - Contract Library Transfers - On motion by Ms. Panty and seconded by Ms. Horton, the following was approved unanimously:
RESOLUTION 2002-74
WHEREAS, a request for budget transfers has been received from the Amherst Public Library, now, therefore, be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approve transfers totaling $27,536 within the budget of the Amherst Public Library.
Agenda Item E.2.c - Amend 2002 & 2003 Budgets: State Aid Member Item. Mr. Stone reported State Senator Dale Volker allocated $56,500 in state funds to the Ewell Free Library in Alden, Aurora Town Public Library, Elma Public Library, Lancaster Public Library, Marilla Free Library and the Orchard Park Public Library. The check was received in December. It is too late in the budget year to expend the funds, so the money will be re-budgeted to the libraries in 2003. The libraries will be advised to retain the proceeds in the event they are needed to offset any shortfalls in state aid that may arise in 2003 or 2004. Upon motion by Ms. Panty, seconded by Ms. Horton, the following resolution was unanimously adopted:
RESOLUTION 2002-75
WHEREAS, on November 18th, the Library received notification from the State Department of Education that "A grant-in-aid in the amount of $56,500 has been apportioned to your library system," and
WHEREAS, this member aid item was sponsored by New York State Senator Dale M. Volker to assist libraries in his district in light of the fact that "the next couple of years will pose substantial financial challenges to the State of New York."
WHEREAS, these proceeds are designated for the benefit of the Ewell Free Library in Alden, Aurora Town Public Library, West Falls Branch of the Aurora Town Public Library, Elma Public Library, Lancaster Public Library, Marilla Free Library and the Orchard Park Public Library, and
WHEREAS, supplemental private and public grants are regularly sought to augment library equipment materials and other needs, and
WHEREAS, this late in the 2002 budget year there is not sufficient time to amend contracts, process payments and cost effectively utilize these proceeds, which will result in the proceeds becoming part of the System's 2002 year-end available fund balance, and
WHEREAS, the most practical approach to utilize these funds is to amend the 2002 budget to recognize the revenue and designated recipients and then immediately amend the 2003 budget, appropriating the $56,500 from fund balance to the individual contracting library budget lines, and
WHEREAS, of equal importance, given the uncertain status of the New York State Budget (hence State Library Aid), is the desirability of authorizing the contracting libraries to retain these funds until such time as they are needed to offset future aid reductions, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library gratefully accepts the $56,500 in State Aid, and be it further
RESOLVED that the Board of Trustees of the Buffalo and Erie County Public Library approves a budget amendment to the 2002 budget increasing Revenue Account SFG #8209734206390107 (state aid special) in the amount of $56,500 and expenditure accounts as follows:
SFG # Location Amount 8209734208300155
Alden Ewell Free Library
$10,000
8209734208300158
Aurora Town Public Library
$10,000
8209734208300158
West Falls Br (Aurora Pub.)
$1,500
8209734208300165
Elma Public Library
$5,000
8209734208300170
Lancaster Public Library
$10,000
8209734208300171
Marilla Free Library
$10,000
8209734208300173
Orchard Park Public Library
$10,000
TOTAL EXPENDITURES
$56,500
, and be it further
RESOLVED, that these proceeds not be disbursed in the remaining days of 2002, but be retained in the 2002 ending fund balance to be available for disbursement in 2003, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves a budget amendment to the 2003 budget increasing Revenue Account SFG #820973420698 (use of fund balance) in the amount of $56,500 and expenditure accounts as follows:
SFG # Location Amount 8209734208300155
Alden Ewell Free Library
$10,000
8209734208300158
Aurora Town Public Library
$10,000
8209734208300158
West Falls Br (Aurora Pub.)
$1,500
8209734208300165
Elma Public Library
$5,000
8209734208300170
Lancaster Public Library
$10,000
8209734208300171
Marilla Free Library
$10,000
8209734208300173
Orchard Park Public Library
$10,000
TOTAL EXPENDITURES
$56,500
, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library authorizes the above contracting libraries to retain these funds until such time as they are needed to offset future aid reductions, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library strongly suggests each contracting library retain these funds for the above purpose as the State Aid picture for 2003 is unclear and both state and local financial resources may be further challenged in 2004, 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.d - 2003 Budget Adjustments: Re-budgeting Available Balances for 2002-2003 Ongoing Activities. Mr. Stone stated the emergency generator and standpipe fire safety projects begun at Central in 2002 would not be completed until 2003. Therefore, it is necessary to re-budget remaining funds for these projects into the 2003 budget. It is also necessary to transfer $25,000 into the Dues & Fees account to enable the Library to retain a labor attorney for upcoming contract negotiations and to provide support for Centralized Human Resources, Process Improvement and RENEWAL initiatives. The unencumbered balance in the Library Materials account must be re-budgeted to 2003 as well so that books may continue to be ordered without interruption. Upon motion by Ms. Summer, seconded by Ms. Horton, the resolution was passed unanimously.
RESOLUTION 2002-76
WHEREAS, at its regular meeting on December 19, 2002, the Board of Trustees of the Buffalo & Erie County Public Library adopted Resolution 2002-73 adopting the Library's 2003 Budget, and
WHEREAS, subsequent to adopting the 2003 budget a number of 2002 projects and activities not completed or implemented in 2002 are desired to be completed or implemented in 2003, and
WHEREAS, normally, as part of the year-end closing process final totals and balances available are brought forward for Library Board consideration and action in the spring of the following year, and
WHEREAS, this year the size and scope of some of these ongoing projects and activities is of such magnitude that waiting until final figures are available would result in disrupting and delaying these projects, andWHEREAS, these activities include Central Library major building component replacements, labor relations, Centralized Human Resources, Process Improvement, and RENEWAL process requirements, and
WHEREAS, sufficient ending fund balance is estimated to be available to meet these objectives, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library amend the 2003 Operating Budget revenue and expenditures as shown on the attached Exhibit One.
Resolution 2002-76: Exhibit One
Estimated Balances Available for Immediate Re-budgeting in 2003 to Avoid Disrupting Ongoing Projects
Source of Funds, Use of Estimated Available Fund Balance
$505,285
Projects & Activities Continued from 2002 Re-budget balance of funds placed in Repair & Maintenance Account for Central Library Building [Two projects: 1) Replace 37-year-old emergency generator and add data center and tier emergency lighting and 2) add standpipe water system. The generator project is under construction and the standpipe project is in design in cooperation with Erie County Dept. of Public Works - SFG Account 823]
195,302
Amount for above projects budgeted in SFG Account 975
39,200
Re-budget part of available balance to Dues & Fees to support labor relations, Centralized Human Resources, Process Improvement, and RENEWAL process requirements [SFG 821]
25,000
Re-budget unencumbered balance in Library Materials Account
245,783
Total Uses
$505,285
Agenda Item E.2.e - Amend 2002 & 2003 Budgets: County Legislature Member Aid. Resolution 2002-77 amends the 2002 and 2003 Library budgets and recognizes County Legislator Barry Weinstein's member aid item to support the Amherst Public Library. Ms. Panty inquired whether Mr. Stone had gotten any feedback from library directors who are being advised to retain additional aid in the event it is needed to cover shortfalls. Mr. Stone replied that the directors he spoke with are in favor of that approach. On motion by Ms. Panty and seconded by Ms. Horton, the following was approved unanimously:
RESOLUTION 2002-77
WHEREAS, on November 21st the Erie County Legislature adopted a resolution sponsored by Legislator Weinstein allocating monies from the County budget to the benefit of the Town of Amherst Public Library in the amount of $2,000, 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, and
WHEREAS, this late in the 2002 budget year there is not sufficient time to amend contracts, process payments and cost effectively utilize these proceeds, which will result in the proceeds becoming part of the System's 2002 year-end available fund balance, and
WHEREAS, the most practical approach to utilize these funds is to amend the 2002 budget to recognize the revenue and designated recipient and then immediately amend the 2003 budget appropriating the $2,000 from fund balance to the Amherst Public Library budget line, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library gratefully accept the $2,000 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 approves a budget amendment to the 2002 budget increasing Revenue Account SFG #82097342006863200 (Interfund-Subsidy revenue) in the amount of $2,000 and expenditure account SFG #8209734208300156 Amherst Public Library in the amount of $2,000, and be it further
RESOLVED, that these proceeds not be disbursed in the remaining days of 2002, but be retained in 2002 ending fund balance to be available for disbursement in 2003, and be it further
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approves a budget amendment to the 2003 budget increasing Revenue Account SFG #820973420698 (use of fund balance) in the amount of $2,000 and expenditure account SFG #8209734208300156 Amherst Public Library in the amount of $2,000, and be it further
RESOLVED, that a copy of this resolution and a revised Exhibit A be transmitted to the above library to implement the change.
Agenda Item E.2.f - Accept Grant Funds from Verizon Foundation. Deputy Director Michael Mahaney reported the B&ECPL has been awarded a $50,000 grant from the Verizon Foundation, which will enable the B&ECPL to advance a project establishing a new training lab at the Central Library. Further, a portion of these funds will help to establish a curriculum for training purposes, including expanding the Live Homework Help program at all city branches. Mr. Mahaney also advised trustees that Verizon has acquired a media co-sponsor for the Library. WKBW-TV is going to be working with the Library to promote Project L.E.A.D. (Libraries Expand Access for Discovery) through Technology in 2003. Board approval will allow the B&ECPL to accept the grant funds. Ms. Mahoney made a motion to approve Resolution 2002-78. Ms. Horton seconded, and the resolution was approved unanimously.
RESOLUTION 2002-78
WHEREAS, the Buffalo & Erie County Public Library's Project LEAD (Libraries Expand Access for Discovery) through Technology is designed to assist efforts to close the digital divide, and
WHEREAS, a contribution of $50,000 has been received from the Verizon Foundation to increase access to computers and the Internet and afford training opportunities for students grades 4 and up in the use of technology to further academic success and, ultimately, employment opportunities and economic advancement, and
WHEREAS, funds from the Verizon Foundation primarily will subsidize staffing and subscription components of Project LEAD through Technology, now, therefore be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library gratefully accept the $50,000 from the Verizon Foundation, 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 Project LEAD through Technology grant in the following amounts:
$50,000
$50,000
Agenda Item E.2.g - Monthly Financial Report. The monthly financial statement for the period ending October 31, 2002 was included in the Board packet for information.
Agenda Item E.3 - RENEWAL Committee. Ms. Mahoney reported the RENEWAL Committee met on December 16th to further explore the options for a new South Buffalo library. Another community meeting is being planned. All trustees will be invited and are encouraged to attend and find out what the community members think about this proposed new venture.
Agenda Item F - Report of the Director. Prior to Director Chrisman giving her final report, Mr. Roach remarked that it had been a privilege to work with Ms. Chrisman and to observe all that she has done to better the Library. He concluded by saying the B&ECPL has been fortunate to have had her as its leader. Ms. Chrisman then gave the following report in addition to her written report. The Library Protection Act has not yet been approved, but is on the Legislative agenda for the first meeting in January. Legislator Ranzenhoffer advised Ms. Chrisman that the LPA will be approved for a two-year period.
Director Chrisman referred to Ms. Juncewicz's inquiry at the November meeting regarding the Lookie Bookie. Ms. Chrisman stated all mobile services are currently under review, and before the next budget is prepared recommendations will be made regarding future mobile services.
Ms. Chrisman also reported on various staff training workshops recently conducted by the B&ECPL. The Internet Safety and Acceptable Use Policy program was designed to keep staff up-to-date on recent changes in the law. More then 400 employees have attended this workshop. This training was also extended to Security personnel to teach enforcement procedures and protocol.
Four workshops on Diversity in the Workplace were also conducted. Discussions on the understanding of diversity, recognition of prejudices, case study activities and workforce trends were facilitated. Approximately 120 staff members attended diversity-training workshops. The Library continues to make headway with staff training objectives.
Finally, Ms. Chrisman mentioned that Mary Jo Ketchum, who at one time was a member of the B&ECPL Board, has retired from the Elma Public Library Board of Trustees. She was a very active advocate for libraries, serving as ACT President and with NYLA and NYSALB.
Ms. Summer suggested the B&ECPL Board send a letter with best wishes to Ms. Ketchum, recognizing her years of service. Chair Roach stated a letter has been prepared and is ready for mailing.
The following report was submitted by the Director and transmitted to Board members prior to the meeting.
B&ECPL's 2003 Budget Request Ready for Library Board Consideration: Subsequent to the Library's budget hearing, the County Legislature sponsored an Inter-fund Subsidy allocation of $196,311 to assist the Library in 2003. This funding, combined with prudent expenditure reductions and the fine structure increase approved by the Library Board of Trustees on November 21, 2002, allows the Library to move forward with a balanced budget. Further, it better positions the Library to address possible reductions in New York State aid that appear increasingly possible as the State's budget picture worsens.
African Storytelling Celebration a Success: On December 5th and 7th, the B&ECPL held a two-day African Storytelling Celebration in conjunction with W.W. Norton & Co.'s publication of the landmark book, Nelson Mandela's Favorite African Folktales. Featuring the book's original artwork as well as lecture, dance, music and storytelling, the events were very well received by more than 300 community members and the local media. Extension Services Administrator Sharon Holley entertained both audiences with her singing and storytelling.
The artwork exhibition will be on display at the Central Library during the month of December and will travel to libraries throughout the City of Buffalo and Erie County in 2003. Many facilities will also hold coordinated programming to accompany the exhibit.
Contract for Central Library Renovation Design: Staff is working with Habiterra and the County Public Works Department to finalize project phasing elements necessary to develop a design contract. Detailed design and construction bid document preparation should begin in January.
Fund Raising Approved for the Central Library Renovation Project: At its November 26th meeting, the Board of the Library Foundation of Buffalo and Erie County, Inc. approved a $1.2 million fund raising campaign for the Central Library Renovation Project.
Teachers' Field Trip Highlights "Milestones" Collection: In the spirit of the exchange that brought the "Milestones of Science" from the Buffalo Museum of Science to the B&ECPL in 1996, the collection served as the theme of a program delivered for the first time at the Central Library on December 4th. Librarian Elaine Barone, who heads the Humanities and Social Sciences Department, collaborated with current and former Special Collections / Rare Book staff Robert Alessi, Charles Alaimo and Andrew Maines to create this presentation intended for science teachers (grades 6-12). Included in the 2-hour program was a viewing of the "Milestones" video developed by Frank Frost Productions in 1999, remarks about the Library's acquisition of the collection - including the intriguing tale of the collection's origins - and its applications as a teaching tool. A viewing of several "Milestones" volumes followed the formal presentation. Sixty-five members of the Western New York Science and Technology Forum attended. Forum Director Dr. George H. Nancollas was particularly complimentary to the Library Board for ensuring that these resources remain in the community and to the staff for making them accessible through this program. The Forum is sponsored by the University at Buffalo and provides continuing education opportunities for science teachers.
DeBenedetti Assists Branch Libraries: Thanks to the efforts of Erie County Legislature Chairman Albert DeBenedetti, Buffalo residents now have the convenience of returning materials through drop boxes at two additional locations. The new drop boxes were unveiled November 30th in ribbon-cutting ceremonies at the Northwest and Riverside Branch Libraries. B&ECPL trustees Phyllis Horton and Elaine Panty, along with Deputy Director Michael Mahaney and Extension Services Administrator Sharon Holley, attended the ceremonies. This was Legislator DeBenedetti's second visit in as many weeks. On November 23rd, he honored Riverside's Battle of the Books team with certificates of appreciation for individual achievements. Librarian Mary Ann Budny's efforts as the team coach (resulting in a 3rd place win out of 33 teams from around the County) were also recognized with a plaque that remains on display at the library.
How Did You Get to the Library Today? Results of the one-day transportation survey conducted recently at all branch and contract libraries indicate that more than 75% of B&ECPL patrons drive to the library. Although not a "scientifically-designed" instrument, the in-house developed and administered tool confirms perceptions that a minority of patrons actually walk to their local library. Additional surveys will be conducted in the future to refine data and assess other factors, including patron satisfaction levels and overall library performance.
City Branches Get a New Look: Recently, stage curtains and new window and door blinds were installed at the Crane Branch Library thanks to Legislator Judy Fisher and supplemental monies from Crane's book sale. On November 22nd, the North Park Branch was the site of a ceremony where Mayor Tony Masiello and other dignitaries dedicated a new flagpole and other improvements on Hertel Avenue. On November 12th and 13th, new carpeting was installed at the East Clinton Branch thanks to the Educational Technology Initiative funds appropriated by the Erie County Legislature last year.
Playwright Performs at Central: On November 20th, at the Central Library's Ring of Knowledge, local playwright, author and journalist Joseph P. Ritz presented excerpts from three of his plays, including selections from the award-winning play Trappists and a new play about Mark Twain in Buffalo. More than 60 attendees enjoyed the dramatic readings by two local actors and Ritz himself. A book signing followed. Meg Cheman and Amy Pickard of Humanities and Social Sciences coordinated the event. The presentation was co-sponsored by Artists & Audiences Exchange, a public service program of the New York Foundation for the Arts, and Hallwalls.
Modigliani Is No Stranger to B&ECPL: The November 28th issue of Artvoice contains an article on Montparnasse by B&ECPL librarian Meg Cheman. It features books from the Library's collection that visitors to the landmark Albright-Knox exhibit can read to enhance their knowledge of the Montparnasse section of Paris and the artists associated with it.
Holley Is Active Storyteller: In addition to her performances at events celebrating the publication of Nelson Mandela's Favorite African Folk Tales, Extension Services Administrator Sharon Y. Holley recently visited Baltimore, Maryland, where she was a featured storyteller at the Enoch Pratt Library and presented a workshop at the 20th anniversary Black Storytellers Festival and Conference, November 13th through 17th.
Presentation Showcases Music of the Pan-American Exposition: In November, Music/Special Collections Department Manager Raya Then attended the "Researching New York State" Conference in Albany to deliver a presentation on the musical experience at the 1901 Pan-American Exposition. The thoroughly researched program was very well received by conference participants.
Intralibrary Loan Updates: As part of the ongoing evaluation of Intralibrary Loan (ILL) practices and procedures, beginning November 22nd, library staff can place patron Subject Requests and Photocopy Requests electronically through the Intranet. System Public Services Administrator Carol Batt reports that this service enhancement eliminates the need for pre-printed two-part order forms and should reduce substantially the turnaround time to fill requests. The paper forms no longer need to be shipped or mailed to the Central Library. Instead, the electronic forms are submitted to the e-Branch and then e-mailed to the appropriate Central Library Department to fill the request.
People Counters: All contract libraries have received the counting devices and are responsible for installation. Counters for more than half of the City Branches have been installed and the remainder will be in place before the end of the year. These devices will assist all B&ECPL libraries in reporting an accurate count of visitors throughout the year.
Emergency Generator Replacement Project Nearing Completion: On December 14th and 15th, the Library's Data Center wiring will be connected to the generator. Final testing and project completion are anticipated in January. In addition to being at the end of its useful life, the 40-year-old generator being replaced was incapable of supporting B&ECPL's computer systems. The new generator will allow network operations to continue in the event of a power failure at the Central Library, ensuring uninterrupted computer services to the 51 other libraries.
Central Library Energy Performance Contracting Project: The most visible element of the energy performance contracting project, retrofitting lighting in the non-public areas of the building, is receiving a warm reception. The modified fixtures provide a brighter, more natural light using one energy efficient tube instead of the two standard tubes per fixture in the old configuration. Library staff has already converted public area lighting during the past 5 years. Work is also taking place behind the scenes to improve air handler motor efficiency, dampers, and related components to reduce energy use and improve overall building comfort. Combined, these improvements will lower Central Library energy costs by over $100,000 per year.
Agenda Item G - Nominating Committee Election. Chairman Roach selected Rebecca Mahoney and Elaine Panty to be members of the Nominating Committee. Ms. Summer nominated Phyllis Horton, William Brosnahan and Annette Juncewicz. There being no further nominations, the slate was approved as presented on motion by Ms. Panty, seconded by Ms. Mahoney.
Agenda Item H - Report of the Foundation Director. Ms. Vedder displayed a page from the Buffalo News that contained a photograph taken at the Holiday Concert held the previous day to pay tribute to Praxair for their generous donation toward the auditorium renovation project. She felt it was beneficial the Foundation, Erie County and Library all acknowledged Praxair's support to help position the Foundation for future grant requests. Other items mentioned in Ms. Vedder's written report included details about the Nelson Mandela Folktales Project, the Central Library Renovation Project, expressions of best wishes to Ms. Chrisman on her retirement and B&ECPL funding support.
Agenda Item I - Public Comment. Valerie Niederhoffer from the West Side of Buffalo expressed her feeling that libraries are important and are valued by all residents of Erie County.
Elizabeth Berry of Buffalo/West Seneca/Lackawanna would prefer the B&ECPL renovate the Cazenovia Library and also keep the Dudley Library open rather than replacing them with one large modern library to serve South Buffalo residents. She feels it is beneficial to neighborhoods to maintain and use older buildings.
Agenda Item J - Unfinished Business. No unfinished business.
Agenda Item K.1 - Appointment of Records Management Officer. The B&ECPL is required by New York State to have a Records Management Officer. This resolution would appoint Ward S. Pautler as Records Management Officer for the Library. On motion by Ms. Panty, seconded by Ms. Horton, Resolution 2002-79 was approved unanimously.
RESOLUTION 2002-79
WHEREAS, New York State regulations require the Board of Trustees of the B&ECPL to adopt an official resolution naming a member of the staff to serve as the Library's Records Management Officer, now, therefore be it
RESOLVED that, effective January 1, 2003, librarian Ward S. Pautler is appointed to serve as the B&ECPL Records Management Officer, officially succeeding all others who have held that post, and be it further
RESOLVED, that correspondence be transmitted to the New York State Archives in Albany confirming this appointment.
Agenda Item K.2 - Appointment of Legal Counsel. The Library will be entering into labor negotiations in 2003 and requires assistance from a labor attorney. This resolution will authorize Chair Daniel Roach to sign any documents pertinent to the engagement of a labor attorney. On motion by Ms. Horton, seconded by Ms. Summer, the following resolution was unanimously approved.
RESOLUTION 2002-80
WHEREAS, the B&ECPL will initiate negotiations with the Librarians Association in 2003 for contract provisions which will become effective in the year 2004, and
WHEREAS, the Library System requires the services of counsel skilled in labor issues to assist with these negotiations, and
WHEREAS, the B&ECPL needs the assistance of a labor attorney to guide the refinement and expansion of the Centralized Human Resources Pilot Program, and
WHEREAS, after reviewing the credentials of several law firms, a committee of administrators, Board Chair Daniel Roach and Patrick Martin, the Library's Attorney, interviewed a firm, which had been highly recommended as a practice with extensive experience in labor and employment law, now, therefore, be it
RESOLVED, that the Board of Trustees authorize the Chair to execute any and all documents pertinent to the engagement of a labor attorney.
Ms. Panty inquired how many labor contracts were going to be negotiated in 2003. Ms. Chrisman replied that while the CSEA and AFSCME contracts will both be negotiated, Erie County will be leading those contract negotiations. However, for the first time, Erie County has invited the Library's input on those negotiations. This will allow the Library to voice any concerns regarding the impact of those new contracts. The Librarians' Association contract will be negotiated solely by the B&ECPL.
There being no further business, on motion by Ms. Horton and seconded by Ms. Panty, the meeting was adjourned at 4:32 p.m.
Respectfully submitted,
Annette Juncewicz
Secretary