MEETING MINUTES
Minutes Regular Meeting of the Buffalo & Erie County Public Library Board of Trustees January 16, 2002
The regular monthly meeting of the Board of Trustees of the Buffalo and Erie County Public Library was held on Thursday, January 16, 2003, 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; Phyllis A. Horton; John B. Long; Rebecca L. Mahoney; Abdul H. Raoof ; Judith K. Summer; Sharon A. Thomas; Raul Vazquez; Wayne D. Wisbaum; Stanley H. Zagora; George M. Zimmermann, Trustee Emeritus. Excused: William P. Brosnahan; James W. Burns
Chairman Roach called the meeting to order at 4:00 p.m. in the Joseph B. Rounds Conference Room.
Agenda Item B - Approval / Changes to the Agenda. Chairman Roach entertained a motion to amend the agenda so the Board could convene in Executive Session at the conclusion of New Business to discuss a personnel matter. A motion was made by Ms. Mahoney, seconded by Ms. Horton, and carried unanimously.
Agenda Item D - Report of the Nominating Committee, taken out of agenda order.
Agenda Item D.1 - Election of Officers and Executive Committee. Nominating Committee member Mahoney presented the following slate of officers and Executive Committee members for 2003:
Chairman - Daniel T. Roach
Vice Chair - Rebecca L. Mahoney
Treasurer - James W. Burns
Secretary - Annette A. Juncewicz
In addition to the Chairman and Vice Chair, the Nominating Committee proposed the following trustees to serve on the Executive Committee: Elaine M. Panty, Phyllis A. Horton and Judith K. Summer.
On motion by Ms. Juncewicz, seconded by Ms. Summer, nominations were closed. Chairman Roach stated 2003 would be his third and final year as Chairman of the Board. On motion by Ms. Juncewicz, seconded by Ms. Thomas, the slate was approved as presented.
Trustee Wisbaum arrived at approximately 4:04 p.m.
Agenda Item C - Minutes of the Meeting of December 19, 2002. Ms. Thomas made a motion to approve the Minutes. Ms. Panty seconded, and the Minutes were unanimously approved as mailed.
Agenda Item E - Meeting Schedule for 2003. The meeting schedule for the year was included in Board packets for information.
Agenda Item F - Report of the Chair. Chairman Roach remarked on the wonderful reception held for former Director Diane J. Chrisman on Sunday evening and said it was a tribute to her leadership.
Agenda Item G. - Committee Reports
Agenda Item G.1 - Executive Committee. Ms. Panty reported the Executive Committee met on January 9th. Dates were established for 2003 Board meetings. Deputy Director Kenneth Stone reported on contract library transfers. It was decided to hold over 2002 committee assignments until the new Bylaws Committee meets. That Committee will review committees now in place to see if they should be eliminated, or left in place for future use and activated if needed. Once committees are established, a list will be distributed to Trustees so they may indicate on which committees they wish to serve. The Chair will designate Bylaws Committee members. A database purchase was explained, which may result in substantial savings.
Agenda Item G.2 - Budget & Finance Committee. Mr. Roach called on Deputy Director Stone to present the report.
Agenda Item G.2.a - Contract Library Transfers. On motion by Ms. Juncewicz, seconded by Ms. Summer, the following was approved unanimously:
RESOLUTION 2003-1
WHEREAS, a request for budget transfers has been received from the Hamburg Public Library, now, therefore, be it
RESOLVED, that the Board of Trustees of the Buffalo and Erie County Public Library approve transfers totaling $22,553 within the budget of the Hamburg Public Library.
Agenda Item G.2.b - Monthly Financial Report. The monthly financial statement for the period ending November 30, 2002 was included in the Board packet for information.
Agenda Item G.3 - RENEWAL Committee. Ms. Mahoney reported that the Committee met on January 14th. A public meeting has tentatively been scheduled for February 12th at 7:00 p.m. This will be a large community meeting with elected officials. Residents in the community will be encouraged to share their views regarding the construction of a new library in South Buffalo. When a meeting space is confirmed, notices will be sent to all trustees and local newspapers as well as be distributed throughout the community.
Chairman Roach referred to the new Bylaws Committee mentioned in the Executive Committee report. Pursuant to his authority as Chairman, he appointed Phyllis Horton to Chair this Committee. Trustees Judy Summer, Elaine Panty, John Long and Trustee Emeritus George Zimmermann will serve as committee members.
Agenda Item H - Report of the Director. Director Michael Mahaney thanked the Board for their expression of confidence in him. He expects 2003 to present challenges for the System. He gave the following report in addition to his written report.
The Library Protection Act (LPA) has not yet been approved by the Erie County Legislature due to the delay in electing a Chairman of the Legislature. The Director will attend the next legislative session January 23rd to follow the progress of LPA approval.
As expected, library staff has been experiencing some difficulty with patrons over the fine increases, but staff is working to address concerns and questions. Mr. Mahaney feels it was the right thing to do in light of projected revenue shortfalls. Staff will endeavor to keep the public satisfied with library services. It is too early to predict if revenues will meet projections, but early indications show that revenues have increased.
Mr. Mahaney concluded his report by advising trustees that the 25th Annual Tribute to Dr. Martin Luther King, Jr. would be held in the Library Auditorium at 6:30 in the evening.
The following report was submitted by the Director and transmitted to Board members prior to the meeting.
Self-Service Options Contribute to 2002 Circulation Increases: Patron initiated requests, introduced in July 2002, and online renewals of library material continue to rise. In July 2002, 24.8% of all requests and 45% of all renewals were conducted by patrons using B&ECPL's online web-based catalog. By December 2002, the numbers had soared to 45.8% of all requests and at least 50% of all renewals being self-initiated by patrons, whether at computer workstations in the library or remotely from home, work or school PCs. These increases contributed, in part, to a 6.3% increase in circulation activity in 2002, with totals rising from 7,671,010 in 2001 to 8,155,364 in 2002.
New Fine Rates Take Effect: This January, for the first time in 20 years, the B&ECPL increased the fine rates it charges for the overdue return of library materials. Key changes include increases in the basic fine for regular library materials from 10 cents to 25 cents per day; children's materials from 2 cents to 10 cents per day; videocassettes and DVDs from $1 to $2 per day (excluding children's video titles, which have remained at $1 per day); and the maximum fine for regular items from $10 to $15. The revenue generated from these increases will be used to bridge an anticipated $600,000 gap in the 2003 Library operating budget and sustain public service at 2002 levels. Public response to the increases has been mixed. While many patrons are philosophical in their reaction to the revised fine structure, others have expressed disfavor over the new, higher rates.
To assist staff in managing and monitoring fine activities at local libraries, supervising accountant Nancy Hammond has developed spreadsheet-based monitoring forms to be used by all B&ECPL locations and has participated, along with Deputy Director Stone and Assistant Deputy Director DeFranks, in staff training sessions at the Central and Hamburg libraries. Another instructional session is scheduled at the Audubon Library this month.
2003 Materials Budget: Despite an otherwise lean 2003 budget picture, the Library's materials budget appears relatively healthy. Erie County has allocated $5,000,000 (an increase of $93,783) for the purchase of library materials. The B&ECPL spending plan calls for:
- Funding all budget lines at the same level as 2002
- Dividing $150,000 among the Buffalo branches and contract libraries for special needs using the federal e-rate formula
- Using $100,000 to establish a collection of unabridged audio books in both CD and cassette formats. Although the collection would be housed at the Central Library, all libraries in the System could request portions of the collection to be assigned to their location on a rotating basis.
- Adding $68,783 to the Centralized Selection Budget line to purchase additional materials that support System-wide needs and programs such as the popular "Battle of the Books."
B&ECPL Celebrates Quarter Century of Tributes to Martin Luther King, Jr.: At 6:30 p.m. on January 16th, WGRZ-TV news anchor Claudine Ewing will emcee the 25th Annual Tribute to Dr. Martin Luther King, Jr. in the Central Library's Mason O. Damon Auditorium. The program features music from Sandra Gilliam (Actress and Assistant to the Executive Director of the Library Foundation), Sauve (a Latin Jazz ensemble) and the choirs from St. Paul AME Zion Church, School 18 and Westminster Community School #68.
B&ECPL Promotes GOOD READS for All: As part of the expanded services the B&ECPL e-Branch provides, a reader's advisory service has been developed to serve remote patrons. Effective January 2, 2003, B&ECPL staff reading suggestions are available on the "Good Reads! Beyond Bestsellers - What B&ECPL Staff Recommend" section of the Library's web site. The list offers readers an opportunity to request worthwhile titles they might enjoy, but might only discover through a personal recommendation. The suggestions of B&ECPL staff members will be updated on a monthly basis.
Citrix Project Development Continues: Consultants from Western New York Computing, selected to work with the Library to upgrade the Public Access Computing Model, continue to work with Network Support and e-Branch staff. Many activities are occurring simultaneously, and the project is proceeding well.
In particular, key milestones include the following:
- All server equipment for the first phase of the project has been ordered, received and installed.
- Microsoft's Active Directory, a key component of the project, has been designed and implementation is in progress.
- Inventory of all public access computers at B&ECPL's 52 libraries was completed in order to plan required memory upgrades.
- A new web-based "librarian interface," designed to replace and improve the existing "remote control" program used to log patrons into the public access workstations, has been designed and programmed. The new program offers increased speed, making it more efficient for staff and patrons. No longer will personal computers need to be completely re-booted after each session.
The team is working with training coordinator Mary Ann Ozimek to plan staff instruction in the use of the new interface. This will be scheduled approximately one week before the deployment of the new interface.
The e-Branch team headed by Carol Batt with the assistance of librarians Maureen McLaughlin (Technology Services Committee Chair), Carey Caserta and Chris Moesch, was formed to define the project requirements, guide the technical project team, ensure quality control, plan rollout activities and serve as the interface with public service staff.
Western New York Computing is in the process of finalizing the new "Public Access Model" with new applications and profiles. Initially, it is being deployed in the Central Library Training Lab where it can be thoroughly tested by the technical and e-Branch teams.
B&ECPL Collaborates with Carnegie Library of Pittsburgh: As a prelude to proposed reorganization of departments at the Carnegie Library, Richard Kaplan, Assistant Manager Main Library Services at the Carnegie Library, visited B&ECPL administrators Ruth Collins, Peggy Skotnicki and Carol Batt to discuss changes in B&ECPL Central Library reference service delivery. Kaplan indicated that the tour and discussions exceeded his expectations, and he learned a great deal that he can apply back home in Pittsburgh.
Process Improvement Project Continues: Central Library Administrator Peggy Skotnicki and Process Improvement Project Coordinator Doreen Woods visited the New York Public Library December 11th and 12th. The purpose of the meeting was to complete work with NYPL staff on the customization of the Access database that will be used to tabulate and analyze B&ECPL staff survey data. The finished product will be delivered by mid-February. Staff training and collection of data provided via the Process Improvement Project survey has begun already. These activities, followed by the analysis phase, will continue throughout 2003.
Programming Guidelines: The Youth Services Planning Committee has finalized programming guidelines for B&ECPL librarians who work with children and young adults. These guidelines are intended to ensure consistent, high quality programs throughout the System. They are the foundation of a future pilot for regional program delivery. Training and implementation of the standards will take place at an in-service program planned for early 2003.
Emergency Generator Replacement Project Nears Completion: A "full load" test is scheduled for January 20th while the Central Library is closed in observance of Martin Luther King, Jr. Day. This is the last major milestone before the generator is placed into full operation.
Central Library Energy Performance Contracting Project Generating Significant Savings: With the lighting retrofitting portion of the project largely complete, the Library is using considerably less energy than last year. For the first week of January, usage was 24% below the same period in 2002. The project should be completed later this spring with the installation of energy efficient motors and air handling equipment/controls.
Cash Register Bids Arrive: Bids for the purchase of cash registers for all libraries have been received. Review and award should take place before the end of the month, with deliveries expected shortly thereafter. These registers will be able to track a variety of transactions and aid libraries in reporting revenue activity. Technology advances and group bidding are expected to result in a very attractive price per unit.
2001-2002 E-Rate Service Designation Forms Being Filed: All requests for discounts must be completed and forms postmarked by February 6th. The B&ECPL intends to complete this complex and time consuming process prior to that date to ensure that requests are received and acknowledged in time.
Contract Libraries Close for Repairs: Cheektowaga's Julia Boyer Reinstein Library was hamstrung by major structural repairs in November and December. Director Elaine Mahaney and her staff met the challenge by offering public service from the unaffected community room until engineers and contractors gave their approval to reopen the rest of the building on December 19th. B&ECPL administrators Shirley Whelan and Lucille DeFranks worked closely with JBR's staff to relocate equipment and make program changes to minimize inconvenience to the public. Also in December, the Elma Public Library closed for two weeks for interior renovations. Patrons were directed to the nearby East Aurora Library for library service and to pick up requested titles.
2002 Year-End Processing Completed: Craig Schmidt and Peggy Brent of the Network Office did an excellent job completing year-end processing during the early hours of January 1, 2003. All circulation reports necessary for internal and New York State reporting have been created and balanced.
Meeting with County Executive: On January 3rd, the director met with County Executive Joel A. Giambra, Deputy County Executive Carl J. Calabrese and Deputy County Executive, Chief of Staff Bruce L. Fisher. The meeting lasted approximately forty minutes and covered such topics as the work of the RENEWAL Committee and prospects for a new library construction project in South Buffalo, the current state of the North Jefferson Library construction project on Buffalo's East Side, the Central Library renovation program, and regional and state economic projections and their potential impact on library service to Erie County residents.
Agenda Item I - Report of the Foundation Director. Prior to Ms. Vedder's report, Chairman Roach thanked her and the Library Foundation for helping to host Ms. Chrisman's reception. Ms. Vedder reported a $10,000 bequest was received in January. Items reported in Ms. Vedder's written report included the retirement reception for Diane Chrisman, the Adventures of Huckleberry Finn CD-ROM, Mason O. Damon Auditorium renovations and B&ECPL funding support.
Agenda Item J - Public Comment. Elizabeth Berry of Erie County
believes the Cazenovia and Dudley library buildings are in good condition, and both enjoy relatively high circulation activity. Cazenovia Library is an important amenity to the park, and Dudley is handicapped accessible.
Agenda Item K - Unfinished Business. No unfinished business.
Agenda Item L - New Business.
Agenda Item L.1 - Purchase of Database Backfile. The Library currently subscribes to many electronic resources that are provided to patrons. Two of the most popular are The Biography Resource Center and The Literature Resource Center. By purchasing the backfile the B&ECPL would own the content and right of updates for three years at a cost savings of over $76,000. This resolution would authorize the Director to enter into a purchase agreement with The Gale Group for the backfile. On motion by Ms. Horton, seconded by Ms. Panty, the motion was unanimously approved.
RESOLUTION 2003-2
WHEREAS, the Buffalo & Erie County Public provides a portion of the library materials used by the public in electronic format, and
WHEREAS, the primary means of delivery of this information is through electronic databases, which are collections of specialized information available via a computer, arranged for ease and speed of retrieval, and
WHEREAS, several of B&ECPL's most widely used database products are offered by The Gale Group and include "The Biography Resource Center" and "The Literature Resource Center," to which the library currently subscribes at a cost of just under $90,000 per year, and
WHEREAS, much of the content of these two databases is unique, and
WHEREAS, the Library has the opportunity to purchase the digital backfile (content) for these two databases for $158,783, including updates of new content for the first year at no additional charge, with a charge of $17,466 for updates in the second and third years, and
WHEREAS, this would bring the three-year cost to $193,715, a savings of approximately $76,000 and 28% over the present arrangement, now therefore be it
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library declares "The Biography Resource Center" and "The Literature Resource Center" backfile purchase to be sole source in nature in that the product contains unique content, and be it further
RESOLVED, that the Board of Trustees of the Buffalo & Erie County Public Library authorizes the Director to enter into a purchase agreement with The Gale Group as described above.
Agenda Item L.2 - Resolution to Honor Diane J. Chrisman. Chairman Roach invited former Director Diane J. Chrisman to step forward. He then presented her with a framed resolution, honoring her for 42 years of service to the B&ECPL, which he read to those in attendance. Ms. Juncewicz motioned Resolution 2003-3 for approval. Ms. Horton seconded and the resolution was carried unanimously.
RESOLUTION 2003-3
WHEREAS, DIANE J. CHRISMAN received her Master of Library Science Degree from Simmons College in 1960 and later that year accepted appointment to the position of junior librarian with the Buffalo & Erie County Public Library, and
WHEREAS, from 1960 through 1967, she distinguished herself through exemplary service as a librarian in the Circulation Department, the Crane Branch, the Young Adult Department and the Order Department, and
WHEREAS, between 1967 and 1979, she demonstrated sensitivity and skill as a senior librarian, both delivering and coordinating library services to children, and
WHEREAS, in 1979, she joined the B&ECPL administrative staff as Deputy Director, capably overseeing the wide range of public services the Library offers to the community, and
WHEREAS, in 1998, when the Board began its search to identify a successor for departing Director Daniel L. Walters, DIANE J. CHRISMAN was named interim director by the Board of Trustees, and
WHEREAS, in 1999, at the conclusion of a national recruitment effort, DIANE J. CHRISMAN was selected as the Board's overwhelming choice to serve as permanent director of the B&ECPL, and
WHEREAS, during her tenure and under her guidance the B&ECPL has made tremendous strides in new service development, technology deployment and strategic planning, now, therefore, be it
RESOLVED, that in recognition and appreciation of forty-two years of diligence, devotion and enlightened leadership DIANE J. CHRISMAN has 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 her retirement.
Ms. Chrisman thanked Board members for the resolution, the wonderful reception held to honor her and the gifts she received from the Board. She stated she has had a wonderful career at the B&ECPL, and she assured Trustees they would be working with an outstanding administrative team and one of the best library leaders in the country, Michael Mahaney. She particularly thanked Board members for volunteering their time, talents and energy to this great institution and for allowing the Library to achieve all that it has for Erie County.
Agenda Item M - Executive Session. At approximately 4:21 p.m., on motion by Ms. Mahoney and seconded by Ms. Summer, the Board unanimously approved a motion to adjourn into Executive Session.
At approximately 4:26 p.m., on motion by Ms. Panty, seconded by Ms. Horton, Board members concluded Executive Session and reconvened in public session to act on the personnel matter discussed in Executive Session. Ms. Mahoney made a motion to adopt Resolution 2003-4, Appointment of Ruth A. Collins to Deputy Director. Ms. Panty seconded the motion, and it was unanimously approved. Ms. Collins thanked Board members for her appointment.
RESOLUTION #2003-4
WHEREAS, The Unconsolidated Laws of the State of New York authorize the Buffalo and Erie County Public Library Board of Trustees to appoint Deputy Directors for 3-year terms, and
WHEREAS, the Library Director has determined that Ruth A. Collins is the most qualified individual to fill the position of Deputy Director, Chief Operating Officer, and
WHEREAS, Ruth A. Collins exceeds all civil service and other requirements for the position, now, therefore, be it
RESOLVED, that the Board hereby authorizes the appointment of Ruth A. Collins to the position of Deputy Director, Chief Operating Officer, at an initial salary of $91,460, for a three year appointment to be effective January 25, 2003 and be it further
RESOLVED, that the terms of the appointment also include the standard County of Erie benefits package.
Ms. Horton asked Bylaws Committee members to remain after the Board meeting in order to set a date and time for their first meeting. Copies of the Bylaws were distributed. Ms. Horton asked all Board members to briefly review them and to advise Mr. Mahaney if they feel something needs to be examined or revised.
Chairman Roach concluded the meeting by thanking Board members for attending and stated it is very important to have good attendance at these meetings. It is necessary to have a quorum on a regular basis so Trustees can conduct business that is essential to running the Library.
There being no further business, on motion by Ms. Mahoney and seconded by Ms. Horton, the meeting was adjourned at 4:31 p.m.
Respectfully submitted,
Annette A. Juncewicz
Secretary